Primavera P6 102 Training Manual. Prepared by. Bill Pepoon, Managing Partner Construction Science, LLC

Primavera P6 102 Training Manual Prepared by Bill Pepoon, Managing Partner Construction Science, LLC 1

Day I Introduction Setting up a new Project Activities Activity Types Activity Durations Work Breakdown Structure (WBS) Dates Calendars Activity Codes Activity Logic Constraints Scheduling Custom Layouts & Views (Formatting) 2

Introduction Data Structures in P6 EPS (Enterprise Project Structure) Centralized Management of multiple projects Categorizes work in the Organization: A hierarchy of projects or a grouping of projects within departments Projects represent the lowest level of the EPS Every project in the organization must be included in an EPS 4

Introduction (Cont d) Data Structures in P6 OBS (Organization Breakdown Structure) A Separate global hierarchy reflecting the management structure One OBS for the entire organization Used to control access to projects and data An OBS element/person will be responsible for each node/project within the EPS 5

Introduction (Cont d) Data Structures in P6 Work Breakdown Structure (Company Name) EPS Acts as a continuation for the individual projects in the EPS Project A Project B Project C The WBS is a Project-Specific Structure. Each project has its own WBS that further breaks down the work in that project. The project is the highest level of the WBS. Activities are the lowest level of the WBS Project B (WBS Level 1) WBS Node 1 WBS Node 2 WBS Node 3 Activity 1 Activity 2 6

Introduction (Cont d) Work Breakdown Structure For a more detailed discussion of Work Breakdown Structures, see the WBS handbook published by the Department of Defense (MIL- HDBK-881A, 30 JUL 2005) 7

Introduction (Cont d) Data Structures in P6 Activities An operation or process consuming time and possibly resources An element of work that must be performed in order to complete a project The basic component of a schedule Activities must be measurable and controllable An activity may include one or more tasks 8

Introduction (Cont d) Data Structures in P6 Activities (Cont d) Any activity has attributes : Schedule-related characteristics and designations that uniquely describe a network activity. Attributes can include : Predecessor and successor activities Early and late start and finish dates Identification codes (e.g. trade, area, phase, etc.) Resource assignments (Labor, equipment ( non-labor ), material) Any other information that places the activity into accurate context 9

Introduction (Cont d) Data Structures in P6 Resource Hierarchy Includes the resources across all projects in the organization Could be broken down by Type: labor, equipment, material Subcontractor Function: design, site.. Skill level Project 10

Introduction (Cont d) Data Structures in P6 Summary The EPS categorizes work in the Organization Projects belong to EPS nodes Each project has its own WBS that further breaks down the work in that project. Activities are the lowest level of the WBS. The OBS represents the responsible managers in your company and can be assigned at the EPS, project, and/or WBS level 11

Introduction (Cont d) Global Data Vs. Project Specific Data Global Data Defined at the EPS level Applies to all projects across the enterprise e.g. EPS and OBS, and resource and role information Project-Level Data Defined at the project level Available only to that project Activities, WBS, and Work Products & Documents 12

Introduction (Cont d) Multiple Platforms Windows Client Software resides on host computer Project databases may or may not be located on host computer Web Client Software and project databases are hosted on the web (i.e. cloud computing ) Dashboard organized differently than Windows Client but features are similar 13

Introduction (Cont d) New Terminology Name in P3 Activity Columns Activity Form Activity Logs Bar Chart Costs (lump sum) Custom Data Items Estimate at Completion (resource) Estimate to Complete (resource) Expedition Fragnets Name in P6 Activity Table Activity Details Notebook Gantt Chart Expenses User-defined Fields At Completion Units Remaining Units Contract Management Methodologies 14

Introduction (Cont d) Name in P3 Hammock (activity type) Independent (activity type) PERT Resource lag Resource Profile Resource Table Target Task (activity type) WBS (activity type) Name in P6 Level of Effort Resource Dependent Activity Network Original lag/remaining lag Resource Usage Profile/ Activity Usage Profile Resource Usage Spreadsheet/ Activity Usage Spreadsheet Baseline Task Dependent WBS Summary 15

Navigation (Release 7.0) Command Toolbar Directory Toolbar Bottom Layout 16

Navigation (Release 7.0 Cont d) Click on the Directory Icon to show/hide the Directory Toolbar 17

Navigation (Release 7.0 Cont d) Right-click anywhere in the Bottom Layout to add/remove tabs 18

Navigation (Release 7.0 Cont d) Shows all Projects in the Database Shows the Activities of the Current (Active) Project 19

Training Task No. 1 Practice each of the following: 1. Hide the Navigation Bar button text 2. Hide the Navigation Bar 3. Hide the Directory Bar button text 4. Hide the Directory Bar 5. Hide the Command Bar button text 6. Open/close Activity Detail 7. Add all available tabs to Activity Detail 20

Setting up a New Project Creating a New EPS 1. Enterprise Command Menu Enterprise Project Structure 2. Click Add 3. Specify EPS ID & Name 4. Change the EPS position in the hierarchy using arrows 5. Modify Display Options 22

Setting up a New Project (Cont d) Creating a New OBS 1. Enterprise Command Menu OBS 2. Right-click OBS Details 3. Click on the OBS node that you want to add a person under, then click Add 4. Change hierarchical position using appropriate arrow 5. Go back to the new EPS to Change the Responsible Manager name 23

Creating a New Project To Create a new Project Select the EPS to which you want to add the new project Click Add OR Right- Click the EPS Add Type Project Data Project ID Project Name Planned Start Date Must Finish By : Contract Finish Date Responsible Manager in the OBS Rate Type: Price/Unit 24

Creating a New Project (Cont d) Also, you can Cut/Copy & Paste an existing project into the new EPS 25

Creating a New Project (Cont d) In the Defaults Tab, Choose the AutoNumbering preferences Use Smart IDs to denote activity s information. E.g. PH1F2C001 : Phase 1, Floor 2, Concrete Works 26

Creating a New Project (Cont d) To set Project as Default : Project Menu "Set Default Project. Display Project Details by clicking on the "Show / Hide Bottom Layout" icon, OR Right-Click on the Project Project Details 27

Creating a New Project (Cont d) To open the Project: Select the Project in the Home Page Click on the "Activities" tab in the Directory Toolbar OR Right-Click on the Project "Open Project" 28

Training Task No. 2 Create an EPS Node called Sample Projects and place it under the highest level of the enterprise Copy Project CHP_NR (provided by the instructor) into the this EPS Node Create an OBS called Training Program and place it under the name of the organization Make CHP_NR the default project 29

Adding Activities 1. 2. Click on the Activities icon in the Directory Toolbar Right-Click where you want to insert the new activity "Add" OR Click the "Add" icon and follow the Wizard steps OR Click "Insert" 31

Adding Activities (Cont d) You can also, Cut, Copy, Paste and Delete activities using the Command Bar 32

Activity Description The Activity Description should be: Clear: Spell out the task clearly. Avoid generic descriptions Complete: Scope adequately covered by the description Unique: Identify the activity s specific information Example: Electric Fixtures X Light Fixtures X Install Light Fixtures X Install Light Fixtures 5th Floor 33

Importing Activities From MS Project [File Menu Import] I. Importing a Schedule in a different format: 1. Select the new Project 2. File Menu Import 3. Choose the format of the file to be imported 4. Select the type of data to import as "Project" 5. Enter the destination of the file to be imported 34

Importing Activities From MS Project [File Menu Import] I. Importing a Schedule in a different format (Cont'd): 6. Choose the appropriate import action: either Update / Replace / Add into an existing project or create a new one 7. Select the Project to which the new data will be imported 8. Choose what to update or keep only when updating an existing project 35

Exporting Activities To Excel [File Menu Export] II. Exporting/Importing an Activity List in a spreadsheet: 1. Export a spreadsheet that will be used as a template into which you can copy your Activity List, to do this: Open the new Project 2. Create a dummy activity 3. File Menu Export 4. Choose the format of the file to be exported as "Spreadsheet" 5. Select the type of data to export as "Activities" 36

Exporting Activities To Excel [File Menu Export] II. Exporting/Importing an Activity List in a spreadsheet: 6. Select the Project to be exported 37

Exporting Activities To Excel [File Menu Export] II. Exporting/Importing an Activity List in a spreadsheet: 6. Select / Modify the Template 7. Choose the data that you already have available in your Activity List. The selected fields will appear in the same order in the exported spreadsheet. 8. Choose the destination and name of the spreadsheet to be imported. 38

Exporting Activities To Excel [File Menu Export] II. Exporting/Importing an Activity List in a spreadsheet: 9. Copy/Paste your Activity List and enter other activity data into the exported spreadsheet. 10. Make sure Column headings and format is maintained 11. Re-import the exported spreadsheet with the new data into P6 39

Version 7 New Feature MS Excel Import Security Problem: Global dictionaries can be easily modified if all users are allowed to import data Previously, users had to be granted all or none permission to import data from other Primavera products, MS Project and MS Excel Now, administrator can allow importing of MS Excel files while still denying permission to import other types of data Available in both Windows and Web clients 40

Training Task No. 3 Create a MS Excel export file for schedule CHP_NR Add a new XLS template with the following information in this order: Activity ID Activity Status Activity Name WBS Code Original Duration Stage Predecessors Successors Save the XLS template as Training Template 1 Export both activities and relationships 41

Activity Types In P6, an Activity Type can be either: Task Dependent Resource Dependent Level of Effort Start Milestone / Finish Milestone WBS Summary 43

Activity Types (Task) Task Dependent Activity Scheduled only according to the Activity's calendar When you want to control the Activity's duration yourself Activity s Resources are scheduled according to the Activity's Calendar Use this Activity Type for all construction / physical activities 44

Activity Types (Resource) Resource Dependent Activity Scheduled according to the calendars of assigned resources Resources are scheduled according to their own calendars Used when several resources are assigned to the same activity, but may work separately, or when availability can affect Activity's duration 45

Activity Types (Level of Effort) Level of Effort Activity Commonly known as Hammocks Has a duration which is determined by its dependent activities, from the earliest start of its predecessors to the latest finish of its successors Should be linked to its predecessors with a SS, and to its successors with a FF Overhead-type activities are typically Level of Effort, e.g. Site Cleanup Can be used for monitoring purposes, e.g. "Project Duration" 46

Activity Types (Level of Effort, Cont d) Level of Effort Activity (Cont'd) Predecessors: 02 & 03 Predecessors Successors Successors: 04 & 05 47

Activity Types (Milestone) Start Milestone/Finish Milestone A zero-duration activity with no resources Used when an activity is intended to signify the commencement/completion of a significant stage, rather than a physical work product Examples : Notice to Proceed, Substantial Completion, etc. 48

Activity Types (WBS Summary) WBS Summary Activity Has a duration which is determined by a group of activities that share a common WBS level. The Activity's duration will equal the overall duration of activities assigned to the same WBS level. Resources that drive activity dates cannot be assigned to WBS summary activities. 49

Activity Types (Cont d) To change the Activity Type: 1. Select the activity & show activity details 2. Click the "General" tab 3. Choose the appropriate activity type from the drop down menu 50

Training Task No. 4 What is the default activity type for Project CHP_NR? Where do we assign the Project Leveling Priority? How do we open two or more projects at the same time? There are at least 4 different ways to add an activity in P6; what are they? 51

Activity Durations To enter/modify Activity's Original Duration Select the activity & show activity details Click the "Status" tab Enter the Activity's duration in the "Original Duration" field OR Enter the Activity's duration in the original duration column 53

Training Task No. 5 Create Level of Effort activities in your copy of CHP_NR to represent the length of each of the following stages: Stage 1 (Activity ID LOE_S1 ) Stage 2 (Activity ID LOE_S2 ) Stage 3 (Activity ID LOE_S3 ) Stage 4 (Activity ID LOE_S4 ) Place each Level of Effort activity in the appropriate Stage Assign the same calendar to these Level of Effort activities as the existing Level of Effort Activity ID 40. Relationships will be added during Training Task No. 8 54

Creating the WBS 1. Open the new Project 2. Click on the "WBS" tab in the Directory Toolbar 3. The Project is by default WBS Level 1 4. Click on the "Columns" icon to show the WBS Code, Name & Path 56

Creating the WBS (Cont d) 6. Insert a new WBS element by selecting the WBS level under which you want the new WBS node to exist then click "Add" 7. Enter the WBS element s name & code. Code is incremented automatically. 8. Change the WBS element s level in the hierarchy using the arrow keys 57

Creating the WBS (Cont d) Modify the WBS display using the "Layout Options" Toolbar You can also Cut/Copy and Paste WBS elements (including activities) 58

Assigning WBS Codes 1. Show the new project activities by clicking on the "Activities" tab in the directory toolbar 2. Click on the "Group & Sort" icon on the "Layout Options Toolbar 3. Organize the Activities by the "WBS" 4. Using the Cut & Paste commands, move activities into their appropriate WBS location 5. Also, modify the Activity's WBS location using the "General" tab 59

Assigning WBS Codes (Cont d) You can also assign WBS codes by exporting a spreadsheet, filling in WBS codes against activities, then importing it back to P6. 60

Assigning WBS Codes When deleting a WBS element, make sure you choose the option Merge Elements to avoid deleting subordinate activities together with the WBS code. 61

Dates P6 expands the types of dates that are possible Date Field Definition Start The current start date of the activity. Set to the remaining start date until the activity starts, then set to the actual start date. A next to the date indicates an actual start date; * indicates that a constraint is being used. 63

Dates (Cont d) Date Field Definition Finish The current finish date of the activity. Set to the planned finish date until the activity starts, becomes the remaining finish date while the activity is in progress, and then becomes the actual finish date upon completion. A next to the date indicates an actual finish date; * indicates that a constraint is being used. 64

Dates (Cont d) Date Field Definition Early Start The earliest date the remaining portion of the activity can begin. The date is based on activity relationships, schedule constraints and resource availability. Early Finish The earliest date the activity can be completed. The date is based on activity relationships, schedule constraints and resource availability. 65

Dates (Cont d) Date Field Definition Late Start The latest date the remaining portion of the activity can begin. The date is based on activity relationships, schedule constraints and resource availability. Late Finish The latest date the activity can be completed. The date is based on activity relationships, schedule constraints and resource availability. 66

Dates (Cont d) Date Field Definition Planned Start The date the activity is scheduled to begin. Set to the early start date but can be manually changed by the user. Does not change once an actual start date is applied. Planned Finish The date the activity is scheduled to be completed. Set to the early finish date but can be manually changed by the user. Does not change once an actual finish date is applied. 67

Dates (Cont d) Date Field Definition Remaining Early Start The date the remaining portion of the activity is scheduled to resume. Set to the planned start date until the activity begins. Can be manually changed by the user. Remaining Early Finish The date the remaining portion of the activity is scheduled to be completed. Set to the planned finish date until the activity begins. Can be manually 68 changed by the user.

Dates (Cont d) Date Field Definition Remaining Early Start The date the remaining portion of the activity is scheduled to resume. Set to the planned start date until the activity begins. Can be manually changed by the user. Remaining Early Finish The date the remaining portion of the activity is scheduled to be completed. Set to the planned finish date until the activity begins. Can be manually changed by the user. 69

Dates (Cont d) Date Field Definition Suspend Date The date work stopped on the activity for unexpected, but temporary, reasons. Date is manually entered by the user. Resume Date The date that work resumes after a temporary suspension. Date is manually entered by the user. Tip: before an activity has any progress the Early Start, Planned Start, Current Start and Remaining Early Start dates are all the same. 70

Creating Calendars 1. [Enterprise Calendars] Enterprise Command Menu Calendars 2. Choose Global 3. Click Add to create a new calendar or Modify to edit an existing one 4. Choose the Calendar that you want to use as a template for new Projects 5. Modify the Work Week 6. Double-click to add work/non-work days 7. Check in the Default Box to make this the default Calendar for all future projects 72

Creating Calendars (Cont d) 8. In the main Calendars window, choose Project 9. Add the Global Calendar that was created in Step 3 above 10. Holidays will be inherited automatically 11. Go back to the Home Page, RightClick on the new project Project Details 12. In the Defaults Tab, choose the new Calendar from the drop down menu [Enterprise Calendars] 73

Creating Calendars (Cont d) To Assign a Calendar 1. Select the Activity. 2. From the General tab, select the appropriate Calendar. 74

Training Task No. 6 Add a new Project calendar to your copy of CHP_NR with the following attributes: Calendar Name is Special 6-Day Calendar 6-day workweek for all of 2011 and 2012 No work performed during January 2011 or January 2012 Holidays are March 31st, July 4th and November 15th Workday starts at 7:00 am and ends at 3:30 pm with 30 minutes for lunch 75

Activity Coding Structures In addition to the WBS, you can group, filter, summarize and sort activities using Activity Codes You can use Activity Codes in lieu of, or in combination with the WBS E.g.: Phase, Area, Work type, Specification Division, Subcontractor, etc. 77

Activity Coding Structures [Enterprise Activity Codes] Create the Activity Coding structure : Enterprise Command Menu "Activity Codes" P6 provides 3 types of Activity Codes: Global: can be assigned to activities in all projects EPS: can be assigned to projects within the EPS Project: can only be assigned to activities in the opened project 78

Activity Coding Structures [Enterprise Activity Codes] Create the Activity Coding structure (Cont'd): Note the difference between the Activity Code and Activity Code Values 79

Activity Coding Structures [Enterprise Activity Codes] Create the Activity Coding structure (Cont'd): 1. 2. 3. 4. 5. 6. In the main Activity Codes Window select "EPS" Click "Modify" A new window will appear, add the new code & new code s name Close the window Select the new code from the dropdown menu Add new values to the code 80

Version 7 New Feature Activity Field-Level Security Previously, access could only be restricted to Global, EPS and Project levels; any user with Project-level access could change any activity Each user can be assigned edit privileges to only the activity fields they are required to update, while all others are read only Activity-level security gives the flexibility to allow users to update fields such as actual start and finish, percent completes and remaining effort, while limiting those same users to read-only access to other activity-level fields Available in both Windows and Web clients 81

Assigning Activity Codes 1. Show the Project details by clicking on the "Show/Hide Bottom Layout" in the "Layout Options" toolbar 2. Click the "Codes" tab 3. Click "Assign" 82

Assigning Activity Codes (Cont d) 4. From the top bar, choose the coding level from which you want to assign codes, whether Global, EPS or Project Note: To assign from the Global codes, make sure the display Filter is set to All values 5. Select the code you want to assign 83

Assigning Activity Codes (Cont d) 6. From the top bar, choose the coding level from which you want to assign codes, whether Global, EPS or Project Note: To assign from the Global codes, make sure the display Filter is set to All values 7. Select the code you want to assign 84

Version 7 New Feature Adding Code Values On the Fly Individuals can now add new code values to the dictionary while assigning codes to activities, without having to navigate to the activity code dictionary User will simply be prompted to specify the activity code value and description Available in both Windows and Web clients Just like P3! 85

Training Task No. 7 Add a new Project activity code to your copy of CHP_NR and name it Responsibility Assign the following code values to Responsibility TC (description = Traffic Control ) Dirt (description = Excavate Sub Base Using the Activity Details in the bottom layout, assign code values to select activities Assign TC to all activities with Traffic Control in the Activity Name Assign Dirt to all activities with Excavate Sub Base in the Activity Name What are some other ways to assign Project activity codes? 86

Adding Logic Relationships 1. Show the Project details by clicking on the "Show/Hide Bottom Layout" in the "Layout Options" toolbar 2. Click the "Relationships" tab 3. Click "Assign" to add Predecessors / Successors 4. Select the Predecessor / Successor from the list 88

Adding Logic Relationships (Cont d) New logic relationships are Finish-to-Start by default. To change the relationship type, double click in the "Relationship Type" field then choose the appropriate type from the drop-down menu. You can only input the Relationship Type & Lag. Other fields are automatically calculated by the software. To customize the displayed columns, Right-Click anywhere in the Predecessor or Successor area. 89

Adding Logic Relationships (Cont d) 05/12 05/20 05/22 05/30 FS Lag 1 05/20 FF Lag 2 05/22 05/12 SS Lag 1 05/13 90

Adding Logic Relationships (Cont d) To Add a Predecessor / Successor to Multiple Activities 1. Highlight all activities to which you want to add the predecessor / successor 2. Click on the "Predecessors" or "Successors" icon on the "Command Bar", as may be appropriate 3. Select the common predecessor / successor that you want to add to the highlighted activities 91

Adding Logic Relationships (Cont d) To link a Series of Activities 1. 2. 3. Ctrl-Click the activities in the order you want them in Right-Click "Link Activities" They are now linked in the order they were selected 92

Adding Logic Relationships (Cont d) Dissolve Activity Deletes the activity but joins its predecessors to its successors with a Finish-toStart Relationship Select the Activity, open the Edit Menu "Dissolve Activity" 93

Adding Logic Relationships (Cont d) Logic Networks To trace activities predecessors and successors: Click on the "Trace Logic" icon in the Layout options toolbar 94

Adding Logic Relationships (Cont d) Logic Networks (Cont'd) To view the overall Project's network, click on the "Activity Network" icon 95

Training Task No. 8 We will now add relationships for the Level of Effort Activities added during Training Task No. 5: Stage 1 (Activity ID LOE_S1 ) Stage 2 (Activity ID LOE_S2 ) Stage 3 (Activity ID LOE_S3 ) Stage 4 (Activity ID LOE_S4 ) Open the Activity Details and click on Relationships (hint: this tab may need to be added) Assign one predecessor and one successor for each Level of Effort Activity 96

Training Task No. 8 (Cont d) There are at least 4 different ways to add relationships between activities in P6. What are they? 97

Constraints Definition: A Constraint is a restriction imposed on the start or finish date of an activity It may or may not override logic, depending on the Constraint Type Should be used sparingly, only to represent external factors that are not within the control of the organization, e.g. easements, ADOT ROW, etc.. Should not be used as Shortcuts Always Document the basis for using the constraint 99

Constraints (Cont d) Constraint Types Start on : imposes a start date. Can delay an early start or accelerate a late start to satisfy the imposed date. Unlike the mandatory start constraint, doesn t violate logic. Start on or after : Also known as "Start no earlier than". Affects only early dates. Limits the earliest time an activity can begin so that early start date cannot be earlier than the constraint date. Logic however, may cause the early start to occur later. Start on or before : Also known as "Start no later than". Affects only late dates. Limits the latest date it can start. When calculating a schedule, it is used in the backward pass only if the calculated late start date will be later than the imposed date. This constraint may decrease total float. Start on Start on or Before Start on or after 100

Constraints (Cont d) Constraint Types (Cont'd) Finish on: Similar to the "Start on". Imposes a finish date. The finish on constraint can delay an early finish or accelerate a late finish to satisfy the imposed date. Finish on or after : "Finish no earlier than". Limits the earliest time it can finish so that the finish of an activity is not scheduled before the imposed date. Finish on or before : "Finish no later than". Limits the latest time it can be finished. The finish on or before constraint affects only late dates. Reduces Total Float. Finish on Finish on or Before Finish on or after 101

Constraints (Cont d) Constraint Types (Cont'd) As late as possible : Pushes the activity to start as late as possible without delaying its successors, if it has available float. Mandatory start / Mandatory Finish : sets early and late dates equal to the date you specify. Overrides logic..do not Use..!!!! 102

Constraints (Cont d) 05/20 05/21 05/20 Constraint to Start on or after 06/05 06/05 103

Constraints (Cont d) Constraint (Cont'd) Always re-calculate the schedule after you apply a constraint. Always document the basis of the constraint. 104

Training Task No. 9 Assign a Finish On or Before constraint to Activity ID 9999 Finish date should be 01/18/12 Change the previous constraint to Mandatory Finish with a Finish date of 12/05/11 What happens? Is it possible to assign a constraint to an activity so that the activity will appear to be critical at all times? 105

Scheduling Now it s time to calculate the Schedule Click Tools Schedule OR click F9 Select the Data date Schedule the project after each logic change for it to take effect 107

Scheduling (Cont d) Float Calculations In Primavera P3, relationship lag was determined by the calendar on the predecessor activity P6 has multiple options for relationship lag: Predecessor activity calendar Successor activity calendar 24-hour calendar Default calendar Progress Override vs. Retained Logic 108

Grouping & Sorting Click on the "Group & Sort" icon in the Layout Options Toolbar Double-click in the "Group by" field to select the grouping data item. Double-Click on the Font & Color field to modify the format of the grouping bands 110

Grouping & Sorting (Cont d) Mark "Show Group Totals" to display the totals per data item in the grouping bands (e.g. total budgeted cost per Area) 111

Grouping & Sorting (Cont d) Click "Sort" to specify the order of activities within each group When done, click "Apply" for changes to take effect 112

Filters 1. Click on the "Filters" icon 2. Click: "New" to create a new filter, "Modify" to edit an existing one, or Copy/paste a global filter under the "User Defined" category to modify it 113

Filters (Cont d) 3. Enter the Filter criteria; could be any activity attribute: Code, WBS or Resource assignment, a Date, % complete etc. 4. Choose the Filter Parameter, whether you want to filter to show activities complying with ALL or ANY of the criteria. 114

Filters (Cont d) 5. Mark against the filter(s) that you want to apply 6. Select "All Selected Filters" or "Any Selected Filter" to display activities that meet ALL or ANY criteria specified in the selected filters 7. To revert to displaying all activities, mark the "All Activities" checkbox 115

Activity Table 1. Click on the "Columns icon" 2. Choose from the available data fields the columns that you want to display, use the arrows keys to add/remove columns to the current layout Click "Edit Column" to modify the Columns format and/or title 116

Activity Table (Cont d) Columns can be useful in Adding/modifying activity details, e.g. :Changing Activity Codes 1. Click on the "Columns" icon in the Layout Options Toolbar 2. Choose from the "Activity Codes" categories the columns that you want to display using the arrow keys 117

Activity Table (Cont d) 3. In the activity row, doubleclick on the activity code you want to add/modify 4. Select the appropriate code 118

Activity Table (Cont d) To view activity group summaries, right-click anywhere in the Activity Table Choose either: "Collapse All" : to summarize all the schedule to the project level "Collapse to": to summarize the schedule up to certain level only "Expand all" to display all activities 119

Fill Down Function You can quickly copy a certain activity attribute to many activities For example, to assign the same code to multiple activities: Highlight the activities, Right-Click "Fill Down" 120

Training Task No. 10 Create a filter to display all Stage 1 and Stage 2 work Create a filter to display only activities with traffic control in the activity name What is the difference between longest path and critical path? Can a schedule have negative float even though there are no constraints on any activities? 121

Customizing the Bar Chart To Customize the Timescale View Menu Timescale OR Click on the "Timescale icon in the Layout Options toolbar Enter the Timescale start Enter the Timescale Interval Use Timescale Type :Calendar 122

Customizing the Bar Chart (Cont d) Double-Click anywhere in the Chart area to return to the Project start Click on the Zoom in/zoom out icons to view a smaller/larger time period 123

Customizing the Bar Chart (Cont d) To customize the Bars: View Menu Bars OR Click on the "Bars" icon in the Layout Options toolbar Mark the checkbox next to bars you want to show Modify the shape and color of the selected Bar from the Bar Style tab. 124

Customizing the Bar Chart (Cont d) Under the Bar Labels Tab, Click "Add" to select a Bar Label, e.g. Activity Name, Start & Finish Dates, etc. 125

Customizing the Bar Chart (Cont d) You can add a new bar style for a certain group of activities, e.g.: all activities with a certain Activity code 1. Click "Add" or copy another Bar 2. Enter the new Bar s style and criteria 3. Enter a Filter to associate a group of activities with the Bar s style 126

Customizing the Bar Chart (Cont d) Click on the "Spotlight" icon and drag it highlight progress during a certain period 127

Customizing the Bar Chart (Cont d) Click on the "logic lines" icon to show logic relationships in the Bar Chart 128

Customizing the Bar Chart (Cont d) Careful when clicking in the Bar Chart area, logic relationships can be changed!! 129

Customizing the Bar Chart (Cont d) Attachment Tools Add Curtains to highlight certain periods of time 130

Customizing the Bar Chart (Cont d) Attachment Tools Add text to Activity Names 131

Version 7 New Feature Progress Line A new progress line can be shown on the Gantt chart to graphically communicate variances in project progress The progress line can be displayed with activity current bars and display schedule variance In addition, the progress line can be drawn on top of baseline bars, plotting the progress point of each activity on its baseline bar The progress line shows where the progress should be relative to the data date (available in both Windows and Web Clients) 132

Training Task No. 11 Using your copy of CHP_NR, create a new layout with the following attributes: Timescale is dark green and text is white Timescale should display dotted sight lines every quarter and solid sight lines at the end of every year Activity Table should contain the following data in this exact order: Activity ID Activity Name Original Duration Duration Type Remaining Early Start Remaining Early Finish Center align text in each data column 133

Training Task No. 11 (Cont d) Group all activities as follows: Activity Code Stage is highest level and should have an orange band with black text (font size = 14) Activity Code Post Mile is the next highest level and should have a dark blue band with white text (font size = 12) Sort activities as follows: Early Start, then Early Finish Filter activities to meet both of the following criteria: Total Float = 0 Activity Type does not include Level of Effort 134

Training Task No. 11 (Cont d) Make the following changes to the Gantt Chart Make critical bars purple Add float bars on Row 2 and make them yellow Add a curtain for the month of January in 2011 and 2012 and make the filter light green in color with / fill pattern Save layout as Training Layout 1 135

Print Setup [File Menu Page Setup] File Menu Page Setup In the "Page" tab, make sure to "Fit Timescale" to 1 page wide 136

Print Setup (Cont d) [File Menu Page Setup] In the "Footer" tab specify Number of sections into which the footer to be divided Which pages to show the footer on Data to be included in each section To enter Data into the footer Sections, select the section, Select Data Item form the drop down menu click Add 137

Print Setup (Cont d) [File Menu Page Setup] In the "Options" tab Specify: Timescale Start Timescale Finish Data Items to be printed 138

Layouts [View Menu Layout] To open or save layouts: Click the View Menu Layout To Create a new layout 1. Open an existing layout that most closely resembles the format of the new layout you want to create 2. Choose View, Layout, Save As 3. Type a name for the new layout 4. In the Available To field, select a user category, then click Save 139

Layouts (Cont d) [View Menu Layout] You can transfer layouts using the import/export options 140

Day II Defining Resources Assigning Resources Analyzing Resources & Cost Usage Activity Duration Types Percent Complete Types EV calculations Expenses Updating the Schedule Creating a Baseline Recommended Scheduling Practices 141

Defining Resources To Create a new Resource 1. Click on the Resources tab in the Directory Toolbar 2. Click on the Display Options toolbar to filter the displayed Resources to either all Projects in the Database or the Current Project only 143

Defining Resources (Cont d) 3. Click "Add" to add a new resource and follow the Wizard OR Right-click Add OR Click "Insert" You can also Copy/Paste Resources from different Projects. Use the arrows to move the new resource to its appropriate position in the hierarchy Right-click on the new resource "Details" 144

Defining Resources (Cont d) 4. Under the General tab, enter the Resource ID & Resource name 145

Defining Resources (Cont d) 5. Under the Details tab: Enter the new Resource s type: Labor, Non-labor or Material Select "Auto Compute Actuals" if you want actual units to be automatically updated based on the Activity's % complete Select "Calculate Costs from Units" to generate a "Budgeted Cost" based on the Resource Usage Select the Resource calendar. The default project calendar is recommended 146

Defining Resources (Cont d) 6. Under the Units & Prices tab: Click "Add" to enter resource Price/Unit for certain time periods. Example : labor wages increase Enter the Maximum Units/Time: Maximum hours the resource can work per day 147

Assigning Resources 1. In the Resources tab of the Activity Details Bottom Layout, click "Add Resource" OR Click on the Resources icon on the Command Bar 2. Select the Resource you want to add 3. Enter the Resource s Budgeted Units (e.g. Hours) By default: Budgeted Cost = Price/Unit x Budgeted Units Budgeted Units = Units/Time x Duration 149

Assigning Resources Budget/Cost To Change a Resource Price/Unit Tools Menu Recalculate Resource Assignments Any changes to Resource information will then take effect 150

Assigning Resources Budget/Cost By Default: Budgeted Units = Units/Time x Duration Budgeted Cost = Budgeted Units x Price/Unit 151

Importing Resources from XER [File Menu Import] Importing Resources from the Estimating Software To use the resources created in an estimating software: Import the "XER" file generated by the estimating software into P6 You can choose to import the resources only into the existing new project All the new resources will be imported into the shared resource pool 152

Resource Assignment Layout Click on the "Assignment" tab in the Directory Toolbar to display activities per resource To add/remove columns: Right-click on the title bar Columns Customize The Spreadsheet on the right side shows totals per time period (Budgeted Units, Budgeted Cost, etc.) To customize the Spreadsheet contents : Right Click anywhere Spreadsheet Fields Customize Select from either cumulative values or values per time period 154

Activity Usage Spreadsheet Click on the "Activities" tab in the Directory Toolbar Click the "Activity Usage Spreadsheet" icon Left pane displays the Activity Table, same as current layout Right pane displays activity data in a timescaled spreadsheet format 155

Activity Usage Profile Resource total Units or Costs per time period are represented as a histogram Choose to display usage for either "All activities" or only "Selected Activities" Note that the chart includes only activities listed above in the Activity Table 156

Activity Usage Profile (Cont d) Mark the "Time period" checkbox only if you want to filter the activity table based on highlighted periods in the chart 157

Activity Usage Profile (Cont d) To customize the chart: Right-click "Activity Usage Profile Options" 158

Resource Usage Spreadsheet The left pane lists all the resources or roles stored in the hierarchy, (depending on the current view). The middle pane displays all of the activity assignments for the resource or role currently selected in the left pane. The right pane displays the values for the activities assigned to the resource currently selected in the left pane. 159

Resource Usage Profile The left pane lists all the resources stored in the hierarchy view. The right pane displays the total usage of the selected resource, in terms of either units or costs. To customize the chart, right-click in the chart area "Resource Usage Profile Options. 160

Training Task No. 12 Copy Project Oracle_R (provided by the instructor) into EPS Node Sample Projects Determine the hours in the schedule for the following resources: Carpenter ( LCARP ) week of 12/13/09 Flatrack ( ETFR ) week of 06/13/10 Link Belt 60T Crane ( EH60T ) week of 04/03/11 Semi Belly Dump ( RT18B ) week of 01/09/11 Equipment Operator ( LO ) week of 07/04/10 161

Resource Leveling Definition A process that helps you assure there are sufficient resources available to perform the activities as planned and highlight resource overallocations or conflicts The software reschedules an activity, using its available Total Float, to occur when its resource demands can be met so as the total resource usage does not exceed its limits May result in a late Project Finish date if the affected activities were on the Critical Path 162

Resource Leveling (Cont d) 1. Click on the Level Resources icon 2. Click Select Resources to choose the resources you want to level 163

Resource Leveling (Cont d) Before Leveling After Leveling 164

Resource Leveling Before Leveling After Leveling 165

Training Task No. 13 Select only concrete labor ( LCL ) for leveling Change the resource usage profile to show only Remaining Late Dates Increase the maximum units per day for concrete labor to 16 hours Level LCL with all leveling options turned off What happens to the Total Float? Level LCL with the Level resources only within activity Total Float and compare results 166

Resource Leveling (Cont d) Guidelines Resource leveling requires a different type of logic; soft logic is necessary to allow enough float for activity dates to be adjusted Level one resource at a time to determine whether any negative float is created; if everything is okay, add more resources for leveling, one at a time All users (including the client) need to understand that resources are driving activity dates in addition to the logic Remember to resource level the schedule after each schedule calculation (or select option to always level when scheduling) 167

Resource Leveling (Cont d) Guidelines (Cont d) Leveling one resource will most likely remove the total float available for leveling other resources, so even the order in which you level resources can change the results Over-allocation of resources can be used to identify the need for a different workday calendar, higher limits, or the need for selective overtime Leveling within the activity Total Float (option) will not allow resource leveling to delay the project Resource leveling takes a lot of practice to master; start with a few simple resources and build confidence 168

Activity Duration Types P6 provides 4 types of Activity Durations. Fixed Duration Types Fixed Resource Types 1. Fixed Duration & Units/Time 3. Fixed Units 2. Fixed Duration & Units 4. Fixed Units/time 170

Activity Duration Types To change the Activity Duration Type: 1. Show the Activity Details in the Bottom Layout 2. Select the "General" Tab 3. Select from the drop-down menu the appropriate Activity Duration Type 171

Activity Duration Types (Cont d) The Duration type only matters when the activity is assigned resources. The following equation must hold true regardless of which variable is updated. Resource Units = Units/Time x Duration The Duration Type enables you to control which variables of this equation are calculated when you change a value. 172

Activity Duration Types (Cont d) Fixed Duration Types (Duration drives Resources) 1. 2. Fixed Duration & Units /Time Resource Units = Resource Units/Time x Duration Fixed Duration & Units Resource Units = Resource Units/Time x Duration Task Dependent Activities. Schedule Drives Resources. Duration overrides Resources (Units/Time or Units). Changes Fixed Resource Types (Resources drive Duration) Constant 3. 4. Fixed Units /Time Resource Units = Resource Units/Time x Duration Fixed Units Resource Units = Resource Units/Time x Duration Resource Dependent Activities. Resources Drive the Schedule. Resources (Units/Time or Units) overrides Duration. 173

Activity Duration Types (Cont d) Resource Units = Units/Time x Duration Resources Drive Duration Duration Drives Resources (Units & Units/Time) Priority Resource Units Resource Units/Time Duration Fixed Duration & Units/Time 3 2 1 Fixed Duration & Units 2 3 1 Fixed Units/Time 2 1 3 Fixed Units 1 2 3 174

Fixed Duration & Units/Time Duration Overrides Resource Variables (Units & Units/Time) Resource Units = Units/Time x Duration 40 Hrs = 8 Hrs/Day x 5 Days Units Units/Time Duration Input 80 Hrs Input 16 Hrs/Day Input 10 Days Units (Hrs) 80 80 80 Units/Time (Hrs/Day) 16 16 8 Duration (Day) 5 5 10 When Units were Changed, Units/Time were changed to maintain the equation, Duration is never recalculated with this type 175

Fixed Duration & Units Duration Overrides Resource Variables (Units & Units/Time) Resource Units = Units/Time x Duration 40 Hrs = 8 Hrs/Day x 5 Days Units Units/Time Duration Input 80 Hrs Input 16 Hrs/Day Input 10 Days Units (Hrs) 80 80 40 Units/Time (Hrs/Day) 16 16 4 Duration (Day) 5 5 10 When Units/Time were Changed, Units were changed to maintain the equation, Duration is never recalculated with this type 176

Fixed Units Resource Variables (Units & Units/Time) Override Duration Resource Units = Units/Time x Duration 40 Hrs = 8 Hrs/Day x 5 Days Units Units/Time Duration Input 80 Hrs Input 16 Hrs/Day Input 10 Days Units (Hrs) 80 80 80 Units/Time (Hrs/Day) 8 16 8 Duration (Day) 10 5 10 When Units were Changed, Duration changed to maintain the equation, Units/Time remained Constant. Resource variables take precedence over Duration. 177

Fixed Units/Time Resource Variables (Units & Units/Time) Override Duration Resource Units = Units/Time x Duration 40 Hrs = 8 Hrs/Day x 5 Days Units Units/Time Duration Input 80 Hrs Input 16 Hrs/Day Input 10 Days Units (Hrs) 80 80 80 Units/Time (Hrs/Day) 8 16 8 Duration (Day) 10 5 10 When Units/Time were Changed, Duration changed to maintain the equation, Units remained Constant. Resource variables take precedence over Duration. 178

Activity Duration Types (Cont d) Resources Drive Duration Duration Drives Resources (Units & Units/Time) Resource Units = Units/Time x Duration Activity Duration Type When you change Units, this value changes... When you change Units/Time, this value changes... When you change Duration, this value changes... Fixed Duration & Units/time Units/Time Units Units Units Units/Time Fixed Duration & Units Duration Overrides Units/Time Fixed Units/Time Duration Fixed Units Duration Units/Time Override Duration Overrides Duration Units Override Duration Units Units/Time 179

Activity Duration Types (Cont d) Typically Used: Task Dependent Activity Type & Fixed Duration & Units/Time Activity Duration type 180

Percent Complete Types P6 provides 3 types of Percent Complete 1. Duration 2. Physical 3. Units 182

Percent Complete Types (Cont d) To select the Activity's Percent Complete Type: 1. Show the Activity Details in the Bottom Layout 2. Select the "General" Tab 3. Select from the drop-down menu the appropriate Activity Percent Complete Type 183

Percent Complete Types (Duration) ACTIVITY % COMPLETE = SELECTED % COMPLETE TYPE 1. Duration Percent Complete : If activity progress can most easily be reported based on original and remaining duration. The Activity % Complete will equal Duration % Complete, calculated as : [(Original Duration Remaining Duration) / Original Duration] x 100 For example, if you have a 10-day activity that has 4 days remaining, it is 60% complete. If Remaining Duration becomes greater than or equal to the Original Duration, Duration Percent complete will equal Zero 184

Percent Complete Types (Units) ACTIVITY % COMPLETE = SELECTED % COMPLETE TYPE 2. Units Percent Complete : Progress is reported based on the accomplished work effort (Units) as compared to how much work remains. The Activity % Complete will equal Units % Complete, calculated as : [(Actual Units ) / (Actual Units + Remaining Units)] x 100 For example, if an activity has a resource assigned 40 Hours, and the resource has actually completed 30 Hours, the activity is 75% complete. 185

Percent Complete Types (Physical) ACTIVITY % COMPLETE = SELECTED % COMPLETE TYPE 3. Physical Percent Complete : Progress is manually entered by the User. Choose this type when you want to remove the link between the reported remaining duration and the Activity's percent complete i.e. where progress will be reported separately from the remaining duration. Recommended, especially with Cost loaded schedules, where payment is based on schedule s reported progress. Provides a better historical record of the schedule s progress. 186

Training Task No. 14 Save the existing Training Layout 1 as Training Layout 2 Add columns to the Activity Table for the following percent complete types: Duration Physical Units Activity Find Activity ID b275.2.a10 using <Control-F> Select current Early Start date as the Actual Start Change the Duration % Complete to 50% What happens to the Remaining Duration? 187

Training Task No. 14 (Cont d) Change the Duration % Complete to 50% What happens to the Remaining Duration? Did anything else change? Change the Physical % Complete to 40% Did anything else change? Change the % Complete Type to Physical Did anything else change? Change the % Complete Type to Units Did anything else change? 188

Earned Value Calculations Definition: Budgeted Cost of Work Performed Earned Value = Budgeted Cost x Activity % Complete Activity % Complete = % Complete of Selected Type 190

Earned Value Calculations (Duration) Example I : Activity 33 Original Duration Remaining Duration Duration % complete Physical % Complete Percent Complete Type Budgeted Cost Activity Percent Complete Earned Value =3 =1 = [(OD-RD)/OD] x 100 = (3-1)/3 x 100 = 66.67% = 10 % (manually entered) = Duration = $1,000 = Percent Complete Type = Duration % = 66.67% = Activity % x Budgeted Cost = 66.67% x $1,000 = $667 191

Earned Value Calculations (Physical) Example II : Activity 103 Original Duration Remaining Duration Duration % complete Physical % Complete Percent Complete Type Budgeted Cost Activity Percent Complete Earned Value =3 =2 = [(OD-RD)/OD] x 100 = (3-2)/3 x 100 = 33.33% = 40 % (manually entered) = Physical = $10,000 = Percent Complete Type = Physical % = 40% = Activity % x Budgeted Cost = 40% x $10,000 = $4,000 192