primavera 6 guide

8/13/2019 Primavera 6 Guide

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1. STARTING UP AND NAVIGATION

After clicking on the icon on your desktop or start menu item to start Primavera you !ill be presented !ith the Login form"

1.1 Logging In

Clicking on the icon under Database !ill open the Edit Database Connections form !here youmay select an alternative database to open"

#elect the re$uired database"

Click the Select icon"

%nter your &ogin Name and Pass!ord !hich are case sensitive and then Click '( to open the

selected database")o specify ho! you !ish the soft!are to start up after the soft!are has started go to Edit, UsePe!eences... click on the Application tab"

*orkshop on Computerised Pro+ect Management


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Check mark the ,#ho! the *elcome dialog at startup"

1." #elco$e %o$

.ou may then be presented !ith the *elcome form"



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#elect Po&ect Pot!olio !hich !ill display only those pro+ects assigned to the selected portfolio/

this is in effect a filter that operates on pro+ects"

Ceate Ne' takes you to the Ceate a Ne' Po&ect !i0ard"

O(en e)isting !ill allo! you to select a pro+ect from the selected portfolio"

O(en Last !ill take you to the last pro+ect you opened"

O(en Global Data !ill take you to the location specified in the A((lication tab specified in

A((lication Stats U( in the Edit, Use Pe!eences11"form"

Click on Do not s*o' t*is 'indo' again and the ne2t time you login you !ill be taken directly to

the location nominated in the Use Pe!eences, A((lication tab"

1.3 The Home Workspace

)o open the +o$e #os(ace click on the Home button on the Navigation toolbar- a screen !ill

appear titled +o$e"



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#elect Vie', Toolbas from the menu" )he option to hide or display the Na-igation and Diecto

toolbars and the Stat/s 0a is available as !ell as the options to hide or display the te2t associated!ith the toolbar buttons"

)he Toolba menu may be displayed by right-clicking on either toolbar"

3oth toolbars and toolbar te2t may be hidden or displayed"

Pro+ect related buttons on the Diecto 0a !ill be inactive unless a pro+ect is opened"

1. T*e Po&ects #os(ace

)he sample database supplied !ith Primavera !ill be used to demonstrate ho! to navigate around

the screens" Click on the Po&ects icon to open the Po&ects #os(ace



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4 )he 5 and - icons to the left of the %P# names are used to display or hide levels of the %P#"

4 'pen the Ente(ise Po&ect St/ct/e 6%P#7 form by selecting Ente(ise, Ente(ise Po&ectSt/ct/e... from the menu"

4 Information on %P# node or pro+ect is available at the bottom of the screen by selecting the %P#

node or Pro+ect and selecting the Geneal tab in the lo!er half of the screen"

1.5 Opening a Project

%nterprise and Pro+ect data may be accessed in the Pro+ects !indo!" )o access Pro+ect information

such as activities and relationships a pro+ect must be opened" 'ne or more pro+ects may be opened

at84 Pro+ect &evel or

4 Any level in the %P# and information regarding one or more pro+ects associated !ith the %P# levelmay be accessed"

)herefore opening the pro+ect at %P# level !ill open up all the pro+ects associated !ith that %P#

level" )here are several methods of opening a pro+ect

4 #elect one or more pro+ects8

#elect a single pro+ect by clicking on it or



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Hold do!n the Ctl key and click multiple pro+ects or

#elect the %P# level at !hich you !ish to open a group of associated pro+ects then right-click and

select 'pen Pro+ect from the menu or strike keys Ctl2O the pro+ect !ill then be opened in the

Acti-it #os(ace.

4 #elect %ile, O(en""" to open the O(en Po&ect form

#elect the re$uired pro+ect9s from the list"

4 :sing the Pot!olio function"

)he O(en Po&ect form also allo!s the selection of a Pot!olio !hich reduces the number of

pro+ects that are displayed in the O(en Po&ect form"

'nce a Portfolio has been selected using %ile, Select Po&ect Pot!olio... only those pro+ects in the

Portfolio !ill be displayed in the Pro+ects *orkspace"

1.6 Navigating Around a Project

'nce a pro+ect is open the Activities icon on the ;irectory bar needs to be clicked on to open the

Acti-ities #os(ace"

After a pro+ect has been opened there are a total of four toolbars available

Acti-it toolbar belo! the Navigation toolbar"

Lao/t O(tions bar"

Co$$and toolbar on the right of the screen" )he te2t may be hidden !ith the )oolbar menu

Na-igation toolbar" )he %o'ad, 0ac'ad and +o$e buttons are no! functional as there are

three *orkspaces available"

Diecto toolbar !hich !ill no! have all options active"



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1.6.9 '"osing (o#n

)he closing do!n options are

4 #elect ile Close All or Ctrl5* to close all Pro+ects and *orkspaces and return to the Home*orkspace"

4 #elect ile %2it to shut do!n all pro+ects and close Primavera"

Ente(ise Po&ect St/ct/e 5EPS6

)he %nterprise Pro+ect #tructure 6%P#7 forms the hierarchical structure of your database of pro+ects"

%ach %P# node can be subdivided into multiple levels to represent the !ork that needs to be done inyour organi0ation" )he number of levels and their structure depend on the scope of your pro+ects and

ho! you !ant to summari0e data"

.ou can use the %P# to

• Perform top-do!n budgeting and resource and cost analysis

• 'rganise *ork 3reakdo!n and 'rgani0ational 3reakdo!n #tructures into one common

structure

• Manage multiple pro+ects from the highest levels of the organisation to the individuals that

perform specific pro+ect tasks

• Implement coding standards for fle2ible reporting

• Maintain appropriate security throughout the enterprise

%P# can be created up to @B levels" Ma2imum character length for an %P# I; is >B and for %P#;escriptions are


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Create %P# node by clicking on ,Add option in the %P# !indo!"

Click on the ,Ao' buttons to indent Le!t 7 Rig*t or to shift U( 7 Do'n"

Ogani4ational 0eado'n St/ct/e 5O0S6

)he 'rgani0ational 3reakdo!n #tructure 6'3#7 is a global hierarchy that represents the managers

responsible for the pro+ects in your enterprise"

)he '3# usually reflects the management structure of your organi0ation from top-level personneldo!n through the various levels constituting your business"

.ou can associate the responsible managers !ith their areas of the %P# either nodes or individual

pro+ects" *hen you associate a responsible manager !ith an %P# node any pro+ects you add to that

branch of the %P# are assigned to that manager element by default"

)he '3# hierarchy is also used to grant users specific access privileges to pro+ects and the *3#levels !ithin pro+ects"

'3# can be created up to >@ levels" Ma2imum character length for an '3# element is


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)o add an '3# element click on ,Add option in the '3# !indo!"

Po&ects Codes 8 Val/es

.ou can organi0e the pro+ects in your %P# in groups according to specific categories such as

location and manager using pro+ect codes" .ou can define unlimited hierarchical pro+ect codes to

fulfill the filtering sorting and reporting re$uirements for your pro+ects and arrange them

hierarchically for easier management and assignment"

)he Pro+ect Codes dictionary is global to the entire enterprise" Assign a pro+ect code value to pro+ects for each Pro+ect Code you create" :se Pro+ect Codes to group pro+ects/ consolidate large

amounts of information and to distinguish one pro+ect from another" All pro+ects assigned a value for

codes are grouped by their corresponding values !hen you group and sort by pro+ect code"



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Any pro+ects not assigned a value for the pro+ect codes are placed at the bottom of the vie! under a

,No Code grouping band" Pro+ect Code Dalues can be created up to >@ levels under each Pro+ect

Code"

)o create pro+ect codes activate Ente(ise Po&ect Codes"

Click on the ,9odi! button to add Pro+ect Codes in the ,Pro+ect Code definition !indo! and

close it after adding the pro+ect codes" #elect the Pro+ect Code from the drop-do!n bo2 and add the

Code values under each code" 'pen ,Po&ects !indo! from +O9E page to assign the Pro+ect

Code values to any pro+ect"



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Ma2imum character length for any Pro+ect Code is EB" Ma2imum character length for any Pro+ect

Code value is >B and Dalue ;escription is


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either resource or global calendars to resources and you can assign either global or pro+ect calendars

to activities"

.ou can link resource and pro+ect calendars to global calendars" )hen if you make changes to a

global calendar your changes apply to all resource and pro+ect calendars that are linked to the

modified global calendar"

)o create pro+ect calendar activate Ente(ise Calenda"

)o create pro+ect specific calendars opt for Pro+ect" Click on Add and select one of the Global

Calendars as the template for the ne! Pro+ect Calendar"



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#elect the !orking day by clicking on *'R(*%%( and identify the !ork and non-!ork days"

Click '( to confirm the entries"

)o assign calendar to the activities open activities vie! from H'M% page" Activate Acti-it

Details form from the tool bar and click on Geneal tab" #elect the activity and assign the relevant

activity calendar"



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Adding a Po&ect 5#it*o/t /sing Po&ect Ac*itect6

)here are several methods for creating a ne! pro+ect -

Add a Ne! Pro+ect !hich does not have any activities or :se the Pro+ect Architect !i0ard or

Import a pro+ect created form another Primavera version or created !ith soft!are such as Microsoft

Pro+ect or Copy an e2isting pro+ect and edit it"

)o create pro+ect activate Ente(ise Po&ects and click the Add button or

)o create a pro+ect activate %ile Ne' menu"

#elect the %P# node under !hich the pro+ect is to be defined" Give Pro+ect I; and Pro+ect name and

give start date of the pro+ect"

Assign responsible '3# and click inish button"



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:nlimited no" of pro+ects can be created under any %P# node" Ma2imum character length for any

Pro+ect I; is >B and for Pro+ect name is


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Create *3# Code and ;escription as given belo!"

*3# once created can be vie!ed in )able Chart Die! and Gantt chart format" Activate *3# detailform and select the ,Notebook Items to create log information" If the user needs to customi0e

notebook topics the same can be done by adding notebook topic from Admin Admin Categories

Note 3ook )opics"

Assigning '3# elements to *3#

Click on #0S from +O9E page"

Click on Geneal tab in *3# detail form"

Assign the '3# element to the *3# level by clicking on ,Responsible Manager option"

Activity Codes Dalues

Activity Codes and Dalues enable you to filter group sort and report activity information accordingto your organi0ationFs uni$ue re$uirements" or e2ample if your organi0ation has more than one

location you can create a &ocation code !ith values such as Chennai Mumbai and ;elhi" .ou can

then associate activities !ith a specific location such as Chennai"



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.ou can define three types of activity codes Global 6for all pro+ects in the %P#7 %P# 6for pro+ects

!ithin selected %P#7 and Pro+ect 6for opened pro+ect only7" %ach activity code can have an unlimited

number of values"

Activity Code Dalues can be created up to >@ levels under each Activity Code"

Ma2imum character length for any Activity Code is EB"

Ma2imum character length for any Activity Code Dalue is >B and Dalue ;escription is


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#o Pod/cts 8 Doc/$ents

)he *ork Products and ;ocuments feature enables you to catalog and track all pro+ect-relateddocuments and deliverables" )his includes guidelines procedures standards plans design

templates !orksheets and all types of pro+ect deliverables" A !ork product or document can provide standards and guidelines for performing an activitys !ork or it can be formally identified as

a pro+ect standard" A !ork product or document can also be activity output such as testing plans and blueprints" .ou can also use the *ork Products and ;ocuments feature to identify pro+ect

deliverables documents that !ill be delivered to the end user or customer at the end of the pro+ect"

*ith the Pro+ect Management module you can assign !ork products and documents to activities

and to !ork breakdo!n structure 6*3#7 elements" ;uring a pro+ects early planning stages you can

assign a !ork product or document to a *3# element" &ater you can assign the same !ork productor document to one or more activities as your pro+ects activity details develop" )he *ork Products

and ;ocuments feature enables you to maintain general information about pro+ect documents such

as revision date location and author"

#elect *Ps ;ocuments from H'M% page or from the menu Pro+ect *ork Products and

;ocuments"

Add a reference document give an appropriate name reference number and attach a file to this

document"

If file is linked in the public location it !ill be available to all the users ho!ever if file is linked in

the private location document !ont be available for all users"

*ork Product ;ocuments can be assigned to #0S and Acti-ities only" )o assign *P document to

the *3# open *3# from H'M% page enable *3# detail form select R% ;'C tab and assign*orkshop on Computerised Pro+ect Management


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the document to the *3# level"

Acti-ities, Relations*i(s and Sc*ed/ling

Acti-it

Activities are the fundamental !ork elements of a pro+ect" )hey are the lo!est level of a *ork3reakdo!n #tructure 6*3#7 and as such are the smallest subdivision of a pro+ect that directly

concerns the pro+ect manager" Although you can divide activities into steps an activitys primary

resource is typically responsible for managing and tracking the progress of an activitys steps !hile

the pro+ect manager is typically responsible for managing and tracking the progress of the overallactivity"

.ou can define the follo!ing information for an activity -

• Activity I; and Name 6!hich enables you to uni$uely identify and describe the

activity7

• Activity calendars• Activity start and finish dates

• Activity type ;uration type and Percent Complete type6!hich are used to specify

!hich calendar applies to an activity/ !hether an activity is a milestone/ ho! to keep

an activitys unit values duration values and resource units9time values

synchroni0ed/ and ho! to calculate an activitys percent complete"7

• *3# element and Activity codes 6!hich enable you to classify and categori0e

activities7

• Constraints on the activity

• #cheduled start and finish dates

•%2penses

• Predecessor and successor relationships6!hich are used to define relationships !ith

other activities7 *ork products and documents and deliverables"

• Resources and Roles6!hich enable you to identify skill re$uirements for staffing the

activity7

• Notes and feedback6!hich are used to communicate !ith the resources !orking on an

activity7

• #teps6!hich divide the activity into smaller units7

Activity Types

Tas De(endent)ypically used !hen the !ork needs to be accomplished in a given time frame regardless of the

assigned resources availability")he activitys resources are scheduled to !ork according to the activity calendar"

;uration is determined by the assigned calendars !ork!eek"

Reso/ce De(endent

)ypically used !hen multiple resources assigned to the same activity can !ork independently" )he

activitys resources are scheduled according to their individual resource calendar" ;uration is



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determined by the availability of the resources assigned to !ork on the activity"

Le-el o! E!!ot

)ypically used for ongoing tasks dependent on other activities" ;uration is determined by its

predecessor9 successor activities" %2amples8 Clerical !ork security guard meetings and pro+ect

management tasks" &evel of %ffort type activities cannot be assigned constraints"

Stat 9ilestone

)ypically used to mark the beginning of a phase or to communicate pro+ect deliverables"

Jero duration activity and only has a start date" Can assign constraints e2penses !ork products anddocuments" Cannot assign resources9roles"

%inis* 9ilestone

)ypically used to mark the end of a phase or to communicate pro+ect deliverables" Jero duration

activity and only has a finish date" Can assign constraints e2penses !ork products and documents"

Cannot assign resources9roles"

#0S S/$$a

)ypically used to summari0e at *3# levels" )he *3# summary activity comprises a group ofactivities that share a common *3# level" Cannot assign constraints to *3# summary activities"

Acti-it Ste(s

#teps allo! you to break activities into smaller units and track the completion of those units"

:nlimited number of steps per activity can be created and can be marked as completed" #teps do not

re$uire duration estimates or dates"

*eighted steps enable you to track the progress of an activity based on the number of steps

completed" *hen you mark the Activity Percent Complete 3ased on Activity #teps checkbo2 in the

Calculations tab in the Pro+ects !indo! and choose Physical as the activitys percent complete type

in the General tab in the Activities !indo! activity percent complete is updated based on the !eight

you assign to each activity step"

Activity step templates enable you to define a group of steps common to multiple activities and then

assign the template to activities"

Acti-it : Co$(lete T(e

)he !ay in !hich the percent complete for the selected activity is determined"

D/ation T(e ; )he selected activitys Activity K Complete is tied to its ;uration K Complete"%stablishes link bet!een ;uration K Remaining ;uration and Actual resource units"

Units T(e ; )he selected activitys Activity K Complete is tied to its :nits K Complete"

%stablishes link bet!een Actual resource units and :nits K"

P*sical T(e ; )he selected activitys Activity K Complete is tied to the Physical progress" No link

is established bet!een Physical K Remaining duration and Actual Resource units"

D/ation T(e



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#etting !hich allo!s you to control ho! P= synchroni0es the ;uration &abor9Non-labor :nits and

Resource :nits9)ime for activities so that the follo!ing e$uation is al!ays true8

;uration 2 :nit9)ime = :nits

Activity ;uration )ype *hen you change:nits P= changes1

*hen you change;uration P= changes"""

*hen you change:nit9)ime P= changes"""

i2ed :nits9)ime ;uration :nits ;uration

i2ed ;uration :nits9)ime :nits9)ime :nits :nits

i2ed :nits ;uration :nits9)ime ;uration

i2ed ;uration :nits :nits9)ime :nits9)ime :nits

Adding Acti-ities

)o add activities click on


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A relationship in !hich the finish of a successor activity depends on the finish of its predecessor

activity"

#tart to #tart 6##7 relationship

A relationship bet!een activities in !hich the start of a successor activity depends on the start of its predecessor"

#tart to inish 6#7 relationship

A relationship bet!een activities in !hich a successor activity cannot complete until its predecessor

activity starts"

Assigning Calendas and Acti-it Codes

)o assign Calendars9Activity Codes select the activity and enable Activity ;etails" In Activity

;etails click on General9Codes tab"

Click on Assign and select the respective calendars9codes"

Sc*ed/ling

.our pro+ect schedule can be calculated one of t!o !ays8 !hen you choose the #cheduling

command or each time you make a change that affect schedule dates"

)he Critical Path Method 6CPM7 scheduling techni$ue is used to calculate pro+ect schedules" CPM

uses activity durations and relationships bet!een activities to calculate the pro+ect schedule"

)o schedule the pro+ect activate the menu Tools Sc*ed/le or press %= key"

#elect the Data Date and click on Sc*ed/le command to schedule the pro+ect on Data Date.

Primavera %nterprise 6P=7 schedules the pro+ect on Critical Path Method and Critical Path for the

pro+ect is displayed !ith red colored activity bars" Primavera %nterprise calculates schedule early

dates during for!ard pass calculation and schedule late dates are calculated during back!ard pass

calculation" )he difference bet!een &ate inish and %arly finish dates of an activity is termed as

Total %loat. Activities !ith Jero )otal loat are identified as critical activities and se$uence of

activities !ith Jero )otal loat lead to Critical Path or &ongest Path of the pro+ect"

Constaints

Net!ork logic alone cannot reflect all pro+ect situations" #ometimes activities must be

accomplished according to specific dates rather than on dates determined by other activities in the

pro+ect" )o model dependence on specific dates assign primary and secondary constraints to

activities"



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)o apply constraints activate Acti-it Details. In Activity ;etails enable Stat/s 7 Constaints

menu select the constraint and apply appropriate constraint date" #chedule the pro+ect through

Sc*ed/le command"

Constaint T(es

Stat Constaints

Stat On; A restriction you place on an activity by imposing a start date" )he start on constraint can

delay an early start or accelerate a late start to satisfy the imposed date" :nlike the mandatory start

constraint !hich can violate the net!ork logic this constraint protects it"

Stat On o 0e!oe; A restriction you impose on an activity that limits the latest date it can start"

*hen calculating a schedule the start on or before constraint is used in the back!ard pass only if the

calculated late start date !ill be later than the imposed date" )his constraint may decrease total float"

It only affects late dates"

Stat On o A!te; A restriction you impose on an activity that limits the earliest time it can begin"

*hen calculating a schedule the start on or after constraint is used in the for!ard pass only if the

calculated early start date !ill be earlier than the imposed date" )his constraint affects only early

dates" )he early start date of an activity !ith a start on or after constraint cannot be earlier than the

imposed date although the net!ork logic may cause the early start to occur later"



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%inis* Constaints

%inis* On; A restriction you place on an activity by imposing a finish date" )he finish on constraint

can delay an early finish or accelerate a late finish to satisfy the imposed date"

%inis* On o 0e!oe; A restriction you impose on an activity that limits the latest time it can be

finished" )he finish on or before constraint affects only late dates" :se this constraint to ensure that

the late finish date of an activity is not later than the date you impose"

%inis* On o A!te; A restriction you impose on an activity that limits the earliest time it can

complete" )he finish on or after constraint reduces float to coordinate parallel activities ensuring

that the finish of an activity is not scheduled before the specified date" It is usually applied to

activities that have fe! predecessors that must finish before the ne2t phase of a pro+ect"

9andato Constaints

9andato Stat 7 %inis*; A restriction you impose on an activity that sets its early and late

start9finish dates e$ual to the date you specify" )he mandatory early start9finish date is usedregardless of its effect on net!ork logic" A mandatory early start9finish date could affect the late

dates for all activities that lead to the constrained activity and all early dates for the activities that

lead from the constrained activity"

Note ; *hen mandatory constraints are placed on calendar non-!ork time the early and late dates

are not set e$ual to each other" )he early date is moved for!ard to the ne2t valid !ork time and the

late date is moved back 6earlier7 to the first valid !ork time" )his can cause negative float in the

schedule"

Late Constaint

As Late As Possible; A restriction you impose on an activity or !ork unit !ith positive float that

allo!s it to start as late as possible !ithout delaying its successors" )his constraint sets the early

dates as late as possible !ithout affecting successor activities"

Go/(ing and %ilteing Acti-ities

Grouping #orting

'rgani0e activities by grouping one or more data items like phase department responsible person

dates total float custom user field and others" Grouping data enables you to focus on activities that

have something in common"

Darious hierarchies are available for vie!ing pro+ect data including the %P# '3# and *3#" .ou

can further organi0e a hierarchical vie! of data by grouping and sorting activities" In addition some

fields available for grouping may also have a hierarchy 6or number of levels7 associated !ith them"



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%ilteing

A filter temporarily limits the pro+ects or activities that appear on screen according to criteria you

establish" or e2ample you can vie! active pro+ects or activities scheduled to start during the ne2t

three !eeks" :se the filters supplied or create your o!n" Apply one or more filters to the layout at

any time"

#teps to apply a filter - Choose Pro+ect Activities and then choose Die! ilters" Mark the

checkbo2 ne2t to the filter you !ant to apply" )o previe! your changes click Apply"

)ars * +a,outs

&ayouts can be customi0ed by changing bar colors adding data columns formatting )ime #caleand changing )op and 3ottom half of Activities screen" )o customi0e the pro+ect layout follo!ing

steps can be performed" )o customi0e the Activity 3ars activate the menu Vie' 0as"



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)o change the columns in the activities vie! activate the menu Die! columns"

)o format )ime #cale in activity vie! activate the menu Die! )imescale"



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)o vie! P%R) net!ork activate the menu Die! #ho! 'n )op Activity Net!ork"



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Reso/ces, Roles And Costs

Reso/ces

Resources include the personnel and e$uipment that perform !ork on activities across all pro+ects"

Resources are generally reused bet!een activities and9or pro+ects" In the Pro+ect Managementmodule you can create a resource pool that reflects your organi0ations resource structure and

supports the assignment of resources to activities" )he Pro+ect Management module also enablesyou to distinguish bet!een labo, $ateial, and non>labo eso/ces. &abor and non-labor

resources are al!ays time-based and material resources such as consumable items use a unit of

measure you can specify" .ou can create and assign resource calendars and define a resourcesroles contact information and time-varying prices" If a resource uses )imesheets you can also

assign a login name and pass!ord to the resource"

;efine a master list of resources consisting of the resources necessary to complete the pro+ects in

your organi0ation" )hen group resources to create an easily accessible pool from !hich you can

dra! !hen assigning resources to a pro+ect" or each resource set availability limits unit prices

and a calendar to define its standard !ork time and non-!ork time then allocate resources to theactivities that re$uire them" )o enable grouping and rollups of your resources across the

organi0ation set up resource codes and assign code values"

Resources are different than e2penses" *hile resources can be time-based and generally e2tend

across multiple activities and9or pro+ects e2penses are one-time e2penditures for non-reusable

items re$uired by activities" )he Pro+ect Management module does not include e2penses !henleveling resources"



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Pi$a Reso/ces

)he Pro+ect Management module allo!s you to assign primary resources to activities" An activitys primary resource is typically the resource that is responsible for coordinating an activitys !ork"

:sing )imesheets the primary resource also updates the activitys start date finish date and

e2pected end date" In addition if an activity has any material resources the primary resource mayalso be responsible for reporting the material resources units as !ell" *ith the e2ception of

material resources all other resources are responsible for reporting their o!n hours for assigned

activities"

Adding Reso/ces

)o create resource dictionary click on Reso/ces from H'M% page" Create a resource pool by

clicking A;; menu" Add the resources under resource pool" )o add ne! resource click on ADDoption" Give Resource I; and in the ;etails tab select the resource classification" P= supports ?

type of resource classifications namely &abor Non-&abor and Material resource" Click on Units

8 Pices tab and give the resource availability and the Price 9)ime"

Roles

Roles are pro+ect personnel +ob titles or skills such as mechanical engineer inspector or carpenter")hey represent a type of resource !ith a certain level of proficiency rather than a specific

individual" Roles can also be assigned to specific resources to further identify that resources skills"*orkshop on Computerised Pro+ect Management


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or e2ample a resource may have a role of an engineer and manager" .ou can create a set of roles

to assign to resources and activities in all pro+ects in the enterprise" .ou can establish an unlimited

number of roles and organi0e them in a hierarchy for easier management and assignment" )he setof roles you assign to an activity defines the activitys skill re$uirements"

.ou can temporarily assign roles during the planning stages of the pro+ect to see ho! certainresources affect the schedule" 'nce you finali0e your plans you can replace the roles !ith

resources that fulfill the role skill levels" ive proficiency levels can be assigned to roles8 Master

%2pert #killed Proficient and Ine2perienced" Roles can be assigned in the Resource ;etails!indo! or from the Roles dialog bo2"

Adding a ole

Choose %nterprise Roles" Click Add" Click the General tab and then type a uni$ue I; for the

role" )ype the roles name" )ype a description of the roles responsibilities"

E)(enses

%2penses are non-resource costs associated !ith a pro+ect and assigned to a pro+ects activities"

)hey are typically one-time e2penditures for non-reusable items" %2amples of e2penses includematerials facilities travel overhead and training" .ou can categori0e e2penses indicate a unit

of measure for e2penses and specify !hether an e2pense accrues at the start or end of an activity

or uniformly over its duration" %ach e2pense has a budgeted cost actual cost and estimatedremaining cost"

%2penses are not the same as resources" Resources generally e2tend across multiple activities

and9or multiple pro+ects" %2amples of resources are personnel and e$uipment" :nlike resourcese2penses are pro+ect-specific" )he Pro+ect Management module does not include e2penses !hen

leveling resources" Resource curves are not supported for e2penses"

Adding e-penses

Choose Pro+ect %2penses" Click Add" #elect the activity to !hich you !ant to assign the e2pense

then click the #elect button" Click the General Activity Costs and ;escription tabs and enter

details for the e2pense"

Cost Acco/nts

.ou can create cost accounts and associate them !ith activity resource assignments or e2penses in

a pro+ect" Cost accounts are hierarchical and they enable you to track activity costs and earnedvalue according to your organi0ations specific cost account codes" .ou can specify a pro+ects

default cost account" )his cost account is used for resource assignments to activities and pro+ecte2penses in the open pro+ect" Cost Accounts are established in a hierarchy available to all pro+ects

in the %P#"



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Ceating a cost acco/nt *ieac*

Choose %nterprise Cost Accounts" Click the Cost Account I; column label to display the costaccounts hierarchy" An outline symbol in the Cost Account I; column label indicates a hierarchy

display" Click Add and type the cost accounts I; and Name" )ype a brief description of the cost

account"

Assigning Roles to Reso/ces

)o assign roles to resources from the Roles dialog bo2 choose %nterprise Roles and then

select the role you !ant to assign" Click the Resources tab and then click Assign" #elect the

resource to !hich you !ant to assign the selected role" Click the Assign button and then click the

Close button" In the Resources tab double-click the Proficiency column and select a skill level" If

this is the resources primary role mark the Primary Role checkbo2"

)o assign roles to resources from the Resources !indo! choose %nterprise Resources then

select the resource to !hich you !ant to assign a role" Click the Roles tab and then click Assign"

#elect the role you !ant to assign" Click the Assign button and then click the Close button" In the

Roles tab double-click the Proficiency column and select a skill level" If this is the resources

primary role mark the Primary Role checkbo2"



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Assigning Reso/ces, E)(enses 8 Cost Acco/nts to acti-ities

Assigning eso/ces to acti-ities

Choose Pro+ect Activities" #elect the activity to !hich you !ant to assign a resource" ;isplay

Activity ;etails and then click the Resources tab" Click Add Resource" #elect the resource you!ant to assign" Click the Assign button and then click the Close button"

Adding e)(enses !o$ t*e Acti-ities 'indo'

Choose Pro+ect Activities" #elect the activity that incurs the e2pense" ;isplay Activity ;etailsand then click the %2penses tab"

)o display the %2penses tab click the &ayout 'ptions bar and choose 3ottom &ayout 'ptions" In

the Available )abs section select %2penses and then click '(" Click Add and then type a name

for the e2pense item" ;ouble-click in the Cost Account column" #elect the cost account you !ant

to assign and then click the #elect button" ;ouble-click in the %2pense Category column" #electthe category you !ant to assign and then click the #elect button" ;ouble-click the Accrual )ype

column and then select the e2penses accrual type"

)ype the number of budgeted units you e2pect the selected activity to use" )ype the price of each

unit" )he module calculates and displays the e2penses budgeted cost 6budgeted units L price9unit7

in the 3udgeted Cost field" )o enter actual e2pense costs already incurred by the activity type the

cost in the Actual Cost field" )o automatically calculate an e2penses actual cost based on the

activitys planned completion percentage mark the Auto Compute Actuals checkbo2" )ype the

name of the vendor business or organi0ation to !hich the e2pense is payable"

Reso/ce C/-es

Resource9cost distribution curves enable you to specify ho! you !ant resource units or costs

spread over the duration of an activity" Resource units and costs are distributed evenly during an

activity unless you specify nonlinear distribution using curves"

.ou can assign a resource distribution curve to any resource or role assignment on activities !ith a

duration type of i2ed ;uration and :nits9)ime or i2ed ;uration :nits" Assign the appropriate

curve to a resource or role assignment" .ou can also assign a resource curve in the Resources tab

in the Activity ;etails"

Notes;

Resource curves do not support e2penses" )he Accrual )ype !ill continue to spread the

e2penses" Resource lag is taken into consideration" Resource curves are reflected in the

Resource :sage Profile and Resource :sage #preadsheet"



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Adding a eso/ce c/-e

Choose %nterprise Resource Curves" Click Add" #elect an e2isting curve from !hich to copy the

curve value percentages then click #elect" )ype a name for the ne! resource curve" .ou can type

up to = alphanumeric characters" .ou must enter a resource curve name" Click Modify to define

the curves distribution" %dit the curve value percentages to create a curve that indicates ho! yourcosts9units should distribute over time" Curves are defined by >< points 6@K intervals7" Click

Prorate to make the total of the distribution values e$ual to


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bottom layout !indo! is divided into t!o panes" )he left pane lists all the resources or roles

stored in the hierarchy depending on your current vie!" m the stacked histogram vie! the left

pane lists all the resource or role filter9group names in the hierarchy" )he right pane displays thevalues for the activities assigned to each resource or role in the histogram or resource or role

filter9group name in the stacked histogram"

Note; If you do not !ant the resource link9cost values spread evenly use resource curves to

distribute those values nonlinearly" )he Resource :sage Profile reflects the resource curves" *hendisplaying units bars do not display for summary ro!s if your selection contains mi2ed units of

measure or a mi2ture of labor9non-labor and material type resources" 3ars and cumulative curves

!ith negative values do not display in the profile" .ou can vie! the negative values in the profiledetails" ;ouble-click in the profile area to vie! the profile details"

Acti-it Usage Po!ile7S(eads*eet

:se the Activity :sage Profile9#preadsheet to vie! cost or unit values for activities in the open

pro+ect over time according to a timescale you specify" )he Activity :sage Profile9#preadsheet

displays resource allocations for all activities or for the activities you select in the Activity)able Activity :sage #preadsheet Gantt chart or the Activity Net!ork"

)he Activity :sage Profile9#preadsheet can display labor non-labor material and e2pense costsand labor and non-labor units allocated to the activities in your pro+ect over time" Costs and units

allocated to activities for each period in the timescale are represented as vertical bars" .ou can also

display curves for charting cumulative costs or units over time"

.ou can customi0e the Activity :sage Profile9#preadsheet to specify the type of information you

!ant to display" Change the timescale" Customi0e the bars and background" #ave any of these

changes so that you can al!ays access the same set of activity information or share your Activity

:sage Profile !ith someone else" .ou can filter the Activity :sage Profile to include all activitiesdisplayed in the top layout or to include only the activities you select in the top layout" .ou can

also filter the top layout to display only those activities that correspond to the time period youselect in the bottom layout"

Ti(

If you apply activity filters to the Activity )able Gantt chart Activity :sage #preadsheet or the

Activity Net!ork these filters also apply to the Activity :sage Profile"

Resource :nits per day 3udgeted uantity 9 'riginal ;uration

Reso/ce Le-elling

Resource levelling is a process that helps you ensure that sufficient resources are available to

perform the activities in your pro+ect according to the plan" ;uring resource levelling an activity is

only scheduled to occur !hen its resource demands can be met" )o accomplish this tasks may bedelayed to resolve resource availability conflicts"

)ypically you level during the !o'ad (ass through a pro+ect" )his determines the earliest datesto schedule an activity !hen sufficient resources !ill be available to perform the task" If for!ard*orkshop on Computerised Pro+ect Management


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leveling delays the pro+ects early finish date late dates remain unchanged unless you clear the

checkbo2 to preserve scheduled early and late dates in the &evel Resources dialog bo2" In this

case a bac'ad (ass recalculates late dates"

Ti(;

*hile resource levelling provides one !ay to resolve resource conflicts you may also !ant toconsider alternative solutions such as changing activity relationships or reallocating resources"

Note; )he ma2imum amount of !ork that a resource is capable of doing for a given time period is

defined by the resources Ma2" :nits9)ime value in the :nits Prices tab of Resource ;etails"

&evelling is disabled !hen no pro+ects are open" Resource curves are not used !hen levelling"

To Le-el eso/ces, Choose )ools &evel Resources" Mark the OConsider Assignments in 'ther

Pro+ects *ith Priority %$ual9Higher )hanF checkbo2 and specify a priority number if you !ant to

consider other pro+ect assignments !hen determining !hether a resource is over allocated" Mark

the Preserve #cheduled %arly and &ate ;ates checkbo2 to preserve the early and late dates that

!ere calculated during pro+ect scheduling" Mark the &evel All Resources checkbo2 to level all theresources !ithin the pro+ect" )o level specific resources clear the &evel All Resources checkbo2

and click #elect Resources to choose the resources that you !ant to include in the leveling run"

#pecify leveling priorities" Mark the &og to file checkbo2 to record your leveling results in a log

file and then click to specify a filename and location" Click &evel"

Ti(; )o display and9or use the resource leveling defaults click ;efault"

Note; Resource curves are not used !hen leveling"

0aseline Plan

A 3aseline is a complete copy of a pro+ect plan that you can compare to the current schedule toevaluate progress" 3efore updating a schedule for the first time create a baseline" It provides a

target against !hich one can track a pro+ects cost schedule and performance" :p to three baselines

can be compared at once" 3aseline pro+ects do not e2ist as separate pro+ect to access"

Ceating a baseline

'pen the pro+ects for !hich you !ant to create a baseline" If more than one pro+ect is open

and select the pro+ect for !hich you !ant to create a baseline"

If you !ant to copy the current pro+ect as a ne! baseline you can select multiple pro+ects; a baseline !ill be created for all selected pro+ects" If you !ant to convert another pro+ect to a

baseline you can select only one pro+ect"

Click Add and choose to save a copy of the current pro+ect as a ne! baseline or convert another

pro+ect into a baseline of the current pro+ect then click '(" If you choose to convert another pro+ect select the pro+ect in the #elect Pro+ect dialog bo2 then click the #elect button"

Ti(



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3efore converting a pro+ect to a baseline if you still !ant to have access to the original pro+ect

you should make a copy of it" 'nce you convert a pro+ect to a baseline it is no longer available in

the pro+ect hierarchy" .ou can restore a baseline making it available again as a separate pro+ect inthe pro+ect hierarchy"

Notes; *hen you save a copy of the current pro+ect as a ne! baseline the baseline title uses the pro+ect name and a suffi2 of -32 !here 2 e$uals < for the first baseline you save for a pro+ect >

for the second and so on" .ou can change the baseline name"

Assigning a baseline

:se the Assign 3aselines dialog bo2 to assign pro+ect primary secondary and tertiary baselines

to a pro+ect from Pro+ect9Assign 3aseline"

Po&ect; &ists all open pro+ects" #elect the pro+ect to !hich you !ant to assign baselines"

Po&ect 0aseline; &ists the available baselines for the selected pro+ect" #elect the baseline to use as

the pro+ect baseline" If a baseline does not e2ist the current pro+ect is the default value"

Use 0aselines

Pi$a; #elect the primary baseline from the list of available baselines" If a baseline does not

e2ist the current pro+ect is the default value"

Seconda; #elect the second baseline from the list of available baselines"

Tetia; #elect the tertiary baseline from the list of available baselines"

O?; Click to assign the selected baselines to the selected pro+ect"

Cancel; Closes the dialog !ithout saving your changes"

9onitoing t*e C/ent Sc*ed/le

A/to A((ling act/al

:se the Apply Actuals dialog bo2 to update or apply actuals to open pro+ects from )ools9ApplyActuals""""

Po&ect5s6 to be /(dated; &ists the currently open pro+ects to !hich actuals can be applied" )he

table lists Pro+ect I; Pro+ect Name Current ;ata ;ate and Planned #tart date"

A ne' data date is /sed '*en act/als ae a((lied; #pecify !hether each pro+ect uses its o!n

ne! data date or if the same ne! data date is used for all pro+ects" Ne! Data Date; If you choose to apply the same ne! data date for all pro+ects select the date upto !hich you !ant to apply the default pro+ects actuals" Click 3ro!se to select a ne! date or click

the arro!s to bro!se for a ne! date according to timesheet end dates"

#*en act/als ae a((lied !o$ ti$es*eets, calc/late acti-it e$aining d/ations; #pecify!hether to recalculate the remaining duration based on the activity duration type or to al!ays

recalculate" If you choose to al!ays recalculate all activities are treated as i2ed :nits and i2ed

:nits9)ime"



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A((l; Applies actuals to the open pro+ects and updates the current data date"

U(dating t*e sc*ed/le

Choose from several !ays of updating your schedule" .ou can update progress for all activities

and resources as a !hole/ update activities and resources individually/ or use a combination of thet!o methods"

If your pro+ect is progressing e2actly as planned or if you only need to estimate progress simply

specify the data date or as-of date and allo! the module to determine !hich activities have

progressed and ho! much calculate the remaining durations of activities that have started and setthe remaining durations of activities that have completed to 0ero" If your pro+ect is not progressing

as planned - many activities are starting out-of-se$uence activities are taking more or less time to

complete than originally planned actual resource use is e2ceeding planned use update activitiesand resources individually"

)his !ill help you forecast the effects of unforeseen circumstances so that you can takeappropriate corrective action" Most pro+ects contain some activities that progress as planned and

some !hich do not" In this case combine the t!o updating methods" Calculate your pro+ect as if it

is progressing e2actly as planned and then individually update those activities and resources that

have deviated from the plan"

9an/all A((ling Act/al

Activities !hich are not progressing as per plan can be statused separately from Activity ;etails"

#elect the activity to be statused and activate Activity ;etails from ;isplay options" Activate

#tatus tab from activity detail and give #tart ;ate and inish ;ate if activity is


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S/s(end; %nter the date on !hich the activitys progress stopped" )he activity must be started to

enter a #uspend date"

Res/$e; %nter the date on !hich the suspended activitys progress resumed"

Po&ect Tacing And Re(ots

)he tracking features assist you in performing schedule cost and resource analyses by enablingyou to access display and manipulate pro+ect data in a variety of formats" Revie! summari0ed or

live pro+ect data at various levels of detail" )he )racking !indo! al!ays displays summari0ed data

for closed pro+ects but also !hen you choose to open only global data" or open pro+ects you can

display live *3# data"

Tacing Lao/ts

.ou can create four types of tracking layouts8 Pro+ect 3ar Charts Pro+ect Gantt9Profiles Pro+ect

)ables and Resource Analyses" %ach of these layout types enable you to survey your pro+ect firstat a comprehensive level then at more detailed levels according to the %nterprise Pro+ect #tructure6%P#7 pro+ect !ork breakdo!n structure 6*3#7 organi0ational breakdo!n structure 6'3#7

*3# category or specific *3# data elements" .ou can use features such as filtering and

grouping to customi0e the format and level of information you !ant to include in a trackinglayout"

*hen you create and save a layout only the presentation options are saved not the data" )his

enables you to use the layout !ith different pro+ects" *hen you open a layout you can choose the pro+ect for !hich you !ant to display information by selecting it in the Pro+ect %2plorer !indo!

on the left" 3y clicking another item in the Pro+ect %2plorer !indo! you can present data for a

different %P# element using the same layout

.ou can specify !hether a layout you create is available to all users 6global7 or only to a specific

user" )racking layouts can be published to *eb sites and imported from and e2ported tospreadsheet programs" )o help you monitor a pro+ects problem areas you can assign tracking

layouts to thresholds and issues"

)o open a tracking layout - Choose %nterprise )racking then choose Die! &ayout 'pen" .oucan also click the ;isplay 'ptions bar in the &ayout !indo! and choose &ayout 'pen" #elect a

layout and click '("

Re(ots

In addition to providing a large library of standard pro+ect management reports t!o reporting toolsare available to access and report information stored in the database8 the Report *i0ard and the

Report %ditor"

.ou can use the Report *i0ard to easily create a !ide variety of customi0ed reports" )he !i0ard

steps you through the process of creating ne! reports enabling you to select the category of



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information and specific data fields to include" .ou can group sort and filter pro+ect information

and include time-distributed data for units and costs"

)he Report %ditor is a po!erful tool that enables you to create reports that are highly customi0ed"

Although you can create customi0ed reports !ith the Report *i0ard the Report %ditor provides

the capability to tailor a report more closely to your specific re$uirements" )he Report %ditorenables you to group sort filter and roll up pro+ect information" .ou can display time

distributions for units and costs and include graphics and H)M& links in your reports" .ou can use

the Report %ditor to further customi0e reports you create !ith the Report *i0ard" Ho!ever if youmodify a !i0ard report in the Report %ditor !hen you reopen the report in the !i0ard you lose all

of the modifications made in the Report %ditor"

.ou can previe! and print reports and you can save reports as te2t or H)M& files" If you save areport to a file you can import the data to a spreadsheet program e-mail the report publish the

report on a *eb site and9or archive the report" )o view a list of the standard reports select )ools

Reports and Reports" )o create a ne! report !ith the Report *i0ard Choose )ools Report

*i0ard" ollo! the prompts on each dialog bo2 in the !i0ard to create the report"

Notes; )o create or edit global reports from the Report *i0ard or Report %ditor you must have

%dit Global Reports security privileges" )o create or edit pro+ect reports from the Report *i0ard or

Report %ditor you must have %dit Pro+ect Reports security privileges" .ou do not re$uire security

privileges to vie! global or pro+ect reports"

.ou can use the Report %ditor to further customi0e reports you create using the !i0ard" Ho!ever

if you modify a !i0ard report in the Report %ditor !hen you reopen the report in the !i0ard youlose all of the modifications made in the Report %ditor"

primavera 6 guide

Documents