53150261 Primavera 6 0 Course

7/28/2019 53150261 Primavera 6 0 Course

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Primavera Version 6.0Course 102

Dubai Industrial City

Ali Ammar, CAPM


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Topics

Introduction to Primavera

The Project Management Life Cycle

Data, Navigating, and Layouts

Enterprise Project Structure

Creating a Project

Creating a Work Breakdown Structure

Adding Activitiescontinued...


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Topics (cont.)

Creating Relationships

Scheduling

Assigning Constraints

Maintaining the Project Documents Library

Formatting Schedule Data

Roles and Resources

Assigning Rolescontinued...


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Topics (cont.)

Assigning Resources and Costs

Analyzing Resources

Optimizing the Project Plan

Baselining the Project Plan

Project Execution and Control

Reporting Performance

Project Web Site


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Lesson 1

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Describe Primavera tools

Explain the difference between enterprise and project-specific data

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Lesson Objectives

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Primavera provides multi-project, multi-user tools forenterprise-wide project management, providingcomprehensive information on all projects in theenterprise, from executive-level summaries to detailedwork assignments for each team member.

Primavera is an integrated solution with Web-enabled,client/server, and desktop software that provides role-specific tools to satisfy each team members needs,responsibilities and skills.

Primavera is an enterprise-wide solution. Works identically in single- and multi-project modes.

Scalable client/server architecture.

Relational databases (Oracle, SQL Server and MSDE).

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Primavera Modules

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Project Management

Use for planning, monitoring, and controlling projects.

Store and manage projects in a central location.

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Primavera Tools (cont.)

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Methodology Management

An integrated process improvement platform for deliveringbest practices, lessons learned, and organizationalstandards in the form of project templates, work producttemplates, and estimation metrics.

Create, capture, organize, and improve reusablecomponents for building future project plans.

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Timesheets

Enables Web-based timekeeping and communication.

Team members see all supporting information they need tocoordinate and perform their work while communicatingdirectly with the central database.

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P6 Web / MyPrimavera

(Portfolio, Project, Resource Management and Collaboration)

Interface for project managers who require Web-enabledproject management functionality. It also enables

enterprise-wide, Web-based collaboration. Users can create, manage, status, and schedule projects

using Web browser.

Tool is divided into menus based on specific functionalityand data access for the different roles that exist on a

project team: project manager, resource manager, andportfolio manager.

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A project consists of a combination of enterprise andproject-specific data.

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Enterprise and Project-Specific Data

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Enterprise Data Enterprise data provides the global structure needed tomanage multiple projects. It is available to all projectsacross the organization and provides the structurenecessary for centralized project and resource

management. Examples of centralized project management include:

Project structure

Project codes

Admin categories and preferences

Examples of centralized resource management include: Resources

Cost accounts

Resource codes

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Enterprise and Project-Specific Data(cont.)

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ResourcesCost

accounts

Admin

categories &

preferences

Resource

codes

Roles

OBS

Project

codes

Project

Structure

Enterprise Data

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Project-Specific Data

Project-specific data is only available to the project inwhich it is defined.

Dates

Work Breakdown Structure (WBS)

Activities

Activity relationships

Baselines

Expenses

Risks Thresholds and Issues

Work Products & Documents

Project Web Site

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AS

ASES

EF

EF

EF

Dates

Activities

WBS

Project Web Site

$

Expenses

Risks

Thresholds&Issues

Work Products &

Documents

Baseline/Target

Project-SpecificData

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Enterprise/Project-Specific Data

The following types of data are enterprise, as well asproject-specific:

Calendars

Reports

Activity codes

System administrators define enterprise data. Projectmanagers define project-specific data to further controltheir projects.

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2000

Calendars

Reports

Activity

Codes

Enterprise/Project-Specific Data

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The Project Management Life

Cycle

Lesson 2

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Review the relationship between Primavera and theproject management life cycle

Identify the five process groups in the ProjectManagement life cycle

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Lesson Objectives

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Project Management Life CycleInitiating

process

group

Planningprocess

group

Executingprocess

group

Controllingprocess

group

Closing

process

group

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Project Management is theprocess of achieving set goalswithin the constraints of time,budget, and staffing restrictions.

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Team

development

Scope definition

Activity

definition

Schedule

development

Resource and

cost planning

Project plan

development

Organization

commitment

Project

information

Information

distribution

Project plan

execution

Are there

changes?

Project

complete?

Projectcloseout

Yes

Admini strative

closeout

Projectcompletion

No

Yes

No

Performancereporting

Initiatingprocess

Planning

process

Executingprocess

Controlling

process

Closing

process

Project ManagementLife Cycle (continued)

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Steps in the Initiating process group include:

Define templates and workflow for initiation request.

Initiate request.

Obtain organizational commitment.

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Initiating Process Group

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Steps in the Planning process group include:

Establish project objectives and scope of work.

Define the work.

Determine the timing.

Establish resource requirements/availability.

Establish a cost budget.

Evaluate, optimize, and create baseline plan.

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Planning Process Group

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Steps in the Executing process group include: Distribute information.

Track work in progress and actual costs.

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Executing Process Group

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Steps in the Controlling process group include: Analyze and evaluate the project.

Recommend necessary action.

Modify the current project with realistic data.

Re-forecast the schedule.

Communicate project performance to the project team.

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Controlling Process Group

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Steps in the Closing process group include: Document lessons learned.

Determine if project can be used as a methodology.

Deliver product to client or stakeholders.

Back-up or archive project files.

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Closing Process Group

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Data, Navigating, and Layouts

Lesson 3

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Describe enterprise and project-specific data

Log in

Open an existing project

Navigate in the Home window and Activities window

Open an existing layout Customize a layout

Save a layout

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Before logging in to Primavera, it is important tounderstand that a project consists of a combination ofenterprise data and project-specific data.

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Enterprise and Project-Specific Data

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E t i d P j t S ifi D t


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Enterprise Data

Enterprise data provides the global structure needed tomanage multiple projects. It is available to all projectsacross the organization and provides the structurenecessary for centralized project and resourcemanagement. Enterprise data is usually defined andmaintained by a system administrator.

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Enterprise Data Examples of enterprise data:

Enterprise Project Structure (EPS)

Project codes

Resource codes

Admin categories and preferences

Resources

Cost accounts

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Project-Specific Data Project-specific data is only available to the project in

which it is defined. Project managers define project-specific data to further control their projects.

Dates

Work Breakdown Structure (WBS)

Activities

Activity relationships

Baselines

Expenses Risks

Thresholds and issues

Work products and documents

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Enterprise/Project-Specific Data The following types of data are enterprise as well as

project-specific:

Calendars

Reports

Activity codes

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Type a valid Login Name and Password to log in toPrimavera. If you do not know your LoginName/Password, contact your system administrator.

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Logging In

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The Home window is the starting point for navigation. Itprovides quick access to enterprise data and projectdata.

To the left of the Home window is the Directory bar,which lists the 12 windows within Primavera. Eachwindow provides specific functionality to help youmanage projects. Click an item in the Directory bar toaccess it.

The table below lists key navigation items in the Home

window. Numbers in the table correspond to those inthe screenshot.

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Home Window

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Home Window

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Item Functionality

1. Title bar Displays current application and name of openprojects.

2. Menu bar Click to perform functions in Primavera.

3. Directory bar Click to display Primavera windows.

4. Navigation bar Move between open windows, toggle theDirectory bar, and open Help.

5. Status bar Displays user's Login Name, data date of open

projects, access mode, and current baseline.


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Use the Navigation bar to move back and forward topreviously accessed windows; return to the Homewindow; display and hide the Directory bar; and toaccess Help for the current window.

The Navigation bar, which is turned on by default, can

be toggled on/off in the View menu by clickingToolbars, Navigation Bar.

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Navigation Bar

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The Open Project dialog box lists all the projects youhave access to open.

All projects under the node are opened.

Open multiple projects under different nodes.

Press Control-click to select more than one project.

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Opening an Existing Project

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Access Modes

You have the option to select an access mode prior toopening a project:

Shared - Multiple users can view, input, and change data.This is the default setting.

Read Only - You can view data but cannot input or changedata.

Exclusive - The current user is the only user who can editdata on these projects. Other users can access theseprojects in Read Only mode.

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Opening an Existing Project (cont.)

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O i E i i P j


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Activities Window

The Activities window is used to create, view, and editactivities for open projects. The table below lists keynavigation items in the Activities window. Numbers inthe table correspond to those in the screenshot.

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Opening an Existing Project (cont.)

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Activities Window

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Item Functionality

1. Toolbar Displays icons that allow you to change look oflayout.

2. Activity Table Displays activity information in spreadsheetformat.

3. Gantt Chart Provides graphical display of activity progressover time.

4. Command bar Displays options for adding or removing activitydata.

5. Layout Options bar Displays menu of available options for Activities

window.

6. Vertical Split bar Drag bar to hide/show more information in eachpane.

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Activities Window (cont.)

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Item Functionality

7. Horizontal Split bar Hide or show more information in top/bottomlayouts.

8. Activity Details View/edit detailed information for selectedactivity.

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A layout is a customizable view of information,combining all the visual elements that appear on thescreen. Layouts are available in the Projects, WBS,

Activities, Resource Assignments, and Trackingwindows.

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Layouts

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Activity Layouts

The Activities window provides the option of viewingdata in top/bottom layouts.

Choose one of the following to show on top:

Activity Table

Gantt Chart

Activity Usage Spreadsheet

Activity Network

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Layouts (cont.)

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Activity Layouts

Choose one of the following to show on bottom:

Activity Details

Activity Table

Gantt Chart


Resource Usage Spreadsheet

Activity Usage Profile

Resource Usage Profile

Trace Logic

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Layouts (cont.)

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Opening an Existing Activity Layout

A variety of layouts are available to present activity datafrom different perspectives. You can create user-specificlayouts and project-specific layouts, or use globallayouts provided by your company.

After selecting a layout, you can click either Apply orOpen.

Apply - Displays layout but keeps Open Layout dialog boxopen.

Open - Displays layout and closes Open Layout dialog box.

You will select a different layout and then click Open,which displays the layout and closes the Open Layoutdialog box.

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Layouts (cont.)

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Gantt Chart

The Classic WBS Layout displays a Gantt Chart in thetop layout and Activity Details in the bottom layout.

The Gantt Chart is divided into two sections: ActivityTable and Bar Area:

Activity Table - Displays activity data in columns.

Bar Area - Provides a graphical display of activity progressover the duration of the project.

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Layouts (cont.)

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The Activity Usage Spreadsheet displays unit, cost, orearned value data by activity over time. Use this type oflayout to review per period and rolled up activityresource/cost data.

You can customize the timescale of the Activity UsageSpreadsheet:

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Layouts (cont.)

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Activity Network

Use the Activity Network to view the relationshipsbetween activities and the logical flow of the activitiesin the project:

Left pane - Displays the WBS hierarchy.

Right pane - Shows a graphical display of activities and theirrelationships.

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Layouts (cont.)

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Activity Table

The Activity Table enables you to see project data inspreadsheet format. You also can modify the columnsdisplayed in the Activity Table to meet your needs.

You can display the Activity Table on the entire screen ifyou want to analyze data solely in a tabular format.

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Layouts (cont.)

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The Activities window can be customized and saved asa layout. Saving layouts for future use allows you toquickly retrieve information.

The Layout Options bar is the centralized menu for layoutcustomization.

The following is a list of layout elements that arecustomizable:

Bars

Columns

Timescale

Table font and colors Row height

Filters

Activity grouping and sorting

Top/bottom layouts

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Selecting Columns

The Columns dialog box enables you to select columnsto display in the Activity Table and specify the order inwhich they appear:

Available Options section - Lists data items in groups or in

list.

Selected Options section - Lists items you have chosen todisplay.

Single arrows - Move highlighted data items to the othersection.

Double arrows - Move all data items to the other section.

Up/down arrows - Configure the order of the data items.

Click Edit Column to edit the selected item's title andchoose its alignment in the display.

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Customizing a Layout (cont.)

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Using Hint Help in Columns Dialog Box

You can use Hint Help to view a definition for any dataitem in the column list.

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Customizing a Layout (cont.)

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Activity Details displays detailed information for theactivity highlighted in the Activity Table or ActivityNetwork.

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Selecting Details Tabs

The tabs displayed in Activity Details can becustomized.

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Displaying Activity Details (cont.)

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Saving Layouts


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Layouts can be saved and shared with other users tofacilitate project communication. Use the Save Layoutdialog box to save a layout in the Activities, WBS,Projects, Assignments, or Tracking windows:

Layout, Save - Saves changes to the existing layout.

Layout, Save As - Prompts you to save the layout with anew name.

Current User - Only the user creating the layout will haveaccess to it in the future.

All Users - All licensed users will have access to the layout

(Global). Another User - A specified user will have access to the layout.

Note, however, that the current user will not have access tothe layout.

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Saving Layouts

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Project - Apply the layout to any project that iscurrently open in Primavera. Though project-specificlayouts can be applied to multiple projects, you can onlyselect one project at a time in the Layout Save As dialogbox. After a project-specific layout is saved, it can be

viewed in the Project band in the Open Layout dialogbox. Project-specific layout offers two advantages:

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Saving Layouts (cont.)

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Close the project when you are finished working with it.You are prompted to verify that you want to close theproject.

Closing the project takes you back to the Homewindow.

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Closing a Project

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Key Concepts

The Home window is a starting point for navigating inPrimavera.

Use the Navigation bar for quick access to Help, to displaythe Directory bar, and to move forward and backward topreviously accessed windows.

Choose to open a project in Read Only, Shared, or Exclusivemode.

A project consists of enterprise and project-specific data.

View activity data in the Activities window and customize

the top and bottom layouts. Use layouts to easily view data specific to your needs. You

can customize layouts by selecting columns and byspecifying top/bottom layouts.

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Closing a Project (cont.)

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Key Concepts

Activity Details, arranged in tabs, displays detailedinformation for the activity highlighted in the Activity Tableor Activity Network.

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Closing a Project (cont.)

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Lesson 4

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Describe the components that comprise the EnterpriseProject Structure

View the EPS

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The Enterprise Project Structure (EPS) is a hierarchyused to organize projects.

The EPS is made of roots and nodes.

Each root in the EPS can be subdivided into many nodes.

Nodes represent different levels within the structure.

All projects must be included in a node. Each node can contain an unlimited number of projects.

Projects always represent the lowest level of the hierarchy.

Placement of a project in the hierarchy determines thesummary level in which it is included.

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Project

D

Project

F

Project

E

EPS

Root

EPS

Node

Project

B

Project

C

EPS

Node

EPSNode

EPSNode

Project

A

EPS

Node

Level 1

Level 2

Level 3

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You can use the Enterprise Project Structure dialog boxto define the EPS.

The three fields to enter when adding an EPS node are:

EPS ID - Identifies the selected EPS node.

EPS Name - Description of the selected EPS node.

Responsible Manager - Use this field to select an OBS(Organizational Breakdown Structure) element to associatewith the selected level of the EPS.

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Opening the EPS

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The EPS offers many benefits, including the ability to:

View project priorities, scope, budgets, and resources acrossthe entire project structure or within a specific node.

Manage projects separately while retaining the ability to rollup and summarize data across multiple projects.

Each node acts as a master project, rolling up all "child" nodesand projects.

A node can be opened to view all detailed activity informationfrom the "member" projects.

View resource allocation across projects.

Assign security at any level of the project structure toprovide users with appropriate access to projectinformation. For example, Tim Harris can view only theConstruction node and its children.

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Benefits of the EPS

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The EPS is a hierarchy that represents the management and

organization of projects in your company. In the EPS, the root is the top level and can be subdivided

into nodes. Each node represents a level in the projectstructure that can hold another node or a project. Projectsrepresent the lowest level of the hierarchy.

The EPS enables you to view project data across the entireproject structure or within a specific node.

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Creating a Project

Lesson 5

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Create a project

Navigate in the Projects window

View and modify information in Project Details

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Creating a Project


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A project can be created using a variety of methods:

Create a New Project wizard:

Create the project.

Create the Work Breakdown Structure (WBS).

Add activities.

Assign resources and costs.

Project Architect:

Create the project from a methodology (template).

Review and adjust the WBS.

Review and adjust activities.


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Creating a Project

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Creating a Project (cont )


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Import a file: Import a project using the following file formats:

Review and adjust the WBS.

Review and adjust activities.


Copy/paste: Select elements of an existing project you want to copy to anew project.

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Creating a Project (cont.)

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Create a New Project Wizard


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The Create a New Project wizard can assist you in

creating a project.

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Create a New Project Wizard

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Create a New Project Wizard (cont )


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Entering Project Name

The name of the project is Office Building Addition. Youcan shorten the name to create the Project ID, BLDG.

Project ID - Type a unique ID in this field.

Project Name - Type a new name in this field. (The Project

Name field does not require a unique name.)

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Create a New Project Wizard (cont.)

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Entering Project Start and End Dates

Use the calendar to select Planned Start and Must FinishBy dates for the project.

The Must Finish By field is not mandatory. You canassign a project Must Finish By date at any point in the

project life cycle in the Dates tab in Project Details.

To navigate in the calendar:

When you launch the calendar, the current month/year isdisplayed. To navigate to a different year, click the

Month/Year section in the calendar, and then use arrows toscroll to the desired year.

Click the desired month and date, and then click Select.

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Entering Responsible Manager

The Responsible Manager, selected from theOrganization Breakdown Structure (OBS), is theindividual responsible for the work.

The OBS is a hierarchical arrangement of an

organization's project management structure, either asroles or individuals. The OBS can be configured torepresent a detailed organizational breakdown (withemployee names) or a more general framework where

departments, teams, or types of responsibility aremodeled in the structure.

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Selecting Assignment Rate Type

Specify the Assignment Rate Type for new resourceassignments. The default rate type determines whichprice/unit is set on a resource assignment. Values in theRate Type drop-down list reflect rate types defined in

the Rate Types tab in Admin Preferences.

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Running Project Architect

Project Architect helps you to create a project from anexisting methodology or project template. You willcreate the Office Building Addition project anew,without the use of a methodology.

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Projects Window


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The project has been created and opened.

To view high-level information about the project,navigate to the Projects window, which displays theprojects within the EPS that you can access. You canalso:

Open, create, and save project layouts.

Group projects by the Enterprise Project Structure, projectcodes, or other project-related items.

Filter projects.

Modify column data. The table below lists key navigation items in the

Projects window. Numbers in the table correspond tothose in the screenshot.

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Project Details


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Project Details is located in the bottom layout of the

Projects window. It can be used to define the projectproperties and defaults that are applied to the selectedproject.

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Project Details (cont.)


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General Tab

The General tab enables you to view or modify generalinformation about the selected project. Project ID,Project Name, and Responsible Manager can be setwhen you create the project, or you can change them

here. The remaining fields are set by default. Fields in the General tab:

Project ID - Short, unique identifier for the project.

Project Name - Name of the project.

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General Tab

Status - Indicates project status based on the table below:

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Status Indicates project is ...

Planned Being analyzed before establishing permanentplan.

Active Currently being worked on.

Inactive Completed or on hold.

What-if Used as test scenario.



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General Tab

Responsible Manager - Individual, selected from the OBS,who is responsible for the project.

Risk Level - Indicates the overall risk in performing theproject. You can use the risk level to organize, filter, andreport on projects within the project structure. You canenter a value between Very High and Very Low; the defaultis Medium.

Leveling Priority - User-defined rank of the project againstall other projects, based on its importance to theorganization. You can enter a value between 1 and 100.

The highest rank is 1; the default is 10.

Check-out Status - Indicates whether the project is checkedin or checked out.

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General Tab

Checked Out By - Displays the user that checked out theproject.

Date Checked Out - Indicates the date and time the userchecked out the project.

Project Web Site URL - Displays the project's Web siteaddress.

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Dates Tab

The Dates tab enables you to edit date information forthe selected project. The Planned Start and Must FinishBy dates can be set when you create the project, or youcan change them here.

Fields in the Dates tab: Planned Start - Planned start date of the project.

Data Date - Date used as the starting point for schedulecalculations.

Must Finish By - Date indicating the desired project enddate.

Finish - Non-editable field indicating the latest early finishdate calculated when the project was last scheduled.

Actual Start and Actual Finish - Non-editable field indicating

the actual start and finish dates of the project. 61

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Dates Tab

Anticipated Start and Anticipated Finish - Expected datesthat can be entered while planning the project at a highlevel.

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Notebook Tab

The Notebook tab enables you to write, view, or editproject notes such as the project's purpose, corerequirements, or other project-specific details.

Fields in the Notebook tab:

Notebook Topic - List of topics assigned to the selectednode/project.

Detail - User-defined description of the selected topic. Youcan use HTML editing features, including formatting text,inserting pictures, copying, pasting, and adding hyperlinks.

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Codes Tab

The Codes tab enables you to assign project codevalues to the selected project.

Project codes allow you to group the projects in the EPSto specific categories, such as location or division.

Unlimited hierarchical project codes are supported.

Allows for summarization of large amounts of informationacross projects.

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Type Ahead and Search in Dialog Boxes

The Search field in dialog boxes throughout Primaveraoffers a faster alternative to scrolling through a long listof values:

Search - Type in the Search field and then press Enter to

search for a value. Type ahead - Type in the Search field and, as you type,

values that match begin with the letters you have typed aredisplayed in the dialog box.

Below, you will type ahead to find the project codevalue Comm-Commercial.

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Defaults Tab

The Defaults tab is divided into two sections:

Defaults for New Activities - Indicates the settings that willbe used when new activities are added to the project. Notethat changing these settings will not affect existing

activities. Auto-numbering Defaults - Sets how new activities will be

numbered in your project.

When the Increment Activity ID based on selected activityfield is marked, the prefix or suffix of the selected activity isapplied to the activity that is being added.

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Defaults Tab

For the activities in the Office Building Addition project,you will set the prefix to BA, and verify the suffix as1000 and the increment as 10. When adding activities,the first activity ID will be numbered BA1000, the

second activity ID will be BA1010, etc. This numberingstructure relates activities to the project, which isespecially helpful when viewing activities from differentprojects.

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Settings Tab

The Settings tab consists of three sections:

Summarized Data - Identifies the date and the level towhich the project was last summarized.

Project Settings - Sets the character used to separate WBS

levels; identifies the month in which the fiscal year begins;and specifies the baseline used in earned value calculations.

Define Critical Activities - Identifies which activities aredisplayed as critical, either longest path or a value of TotalFloat.

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Calculations Tab

Use this tab to specify how to calculate cost andresource use when you update activities. Two fields ofnote:

Recalculate Actual Units and Cost when Duration %

Complete Changes - Mark to calculate actual units and costsas Actual (units or costs) = Budgeted (units or costs) *Duration % Complete

Primavera performs these calculations whenever you updatethe Duration % complete.

Values you specify override the application's calculated values.If you clear the checkbox, the application does not estimateactuals and the actual fields remain blank unless you specifyvalues.

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Calculations Tab

Link Actual and Actual This Period Units and Cost - Mark thischeckbox to recalculate actual or actual this period unitsand costs when one of these values is updated. This optionis selected by default.

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Key Concepts

You can create a project with the New Project wizard,import a file, copy an existing file, or use Project Architectto create a project from an existing template.

Once the project is created, use the Projects window toview high-level information for projects you can access.

Use Project Details tabs in the Projects window to definedefault settings and properties for the selected project, suchas the anticipated start and finish dates.

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Creating a Work Breakdown

StructureLesson 6

71

Lesson Objectives


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Define a Work Breakdown Structure

Create multiple levels of a WBS hierarchy

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Work Breakdown Structure


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The Work Breakdown Structure (WBS) is a hierarchical

arrangement of the products and services producedduring, and by, a project. It enables you to divide aproject into meaningful and logical pieces for thepurpose of planning and control.

Each project has a unique WBS hierarchy. The root level of the WBS is equal to the Project ID and

Project Name.

Elements within the WBS have a child/parent relationship,which means that you can roll up and summarize

information from the lower levels.

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W k B kd St t


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71

Work Breakdown Structure

Lesson

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Project A/

WBS

WBS.3WBS.2WBS.1

WBS.1.2WBS.1.1 WBS.1.3

Root / Level 1

Level 3

Level 2

Course Scenario


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68C

ourse

Scenario

Office

Building

Addition

HVACElevatorPlumbing and

Electrical

Design and

EngineeringMechanicalsFoundation Structure

RoofBrickDoors and

Windows

Exterior

Finishes

Floor and

Carpet

Plumbing and

Lighting

Fixtures

Carpentry

Interior

Finishes

Paint

Viewing WBS Elements


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When a project is created, a root level WBS element is

added with the same ID and name as the project.

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Creating the WBS Hierarchy


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WBS elements added to the root level element are

automatically indented to form the second level of thehierarchy.

When you create a new WBS element, it is indented asa "child" of the WBS element that is currently selected.

If you add a WBS element to the wrong level or in thewrong order, you can use the indentation keys locatedon the Command bar to adjust the structure of the WBShierarchy.

The "child" WBS inherits attributes from the "parent"WBS. This is illustrated below, when the WBS elementyou create, Elevator, inherits the responsible managerof its parent, Mechanicals.

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Creating the WBS Hierarchy (cont.)


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You can determine the level that WBS elements group

to by right-clicking in the WBS window and choosingCollapse To.

Right-click in the WBS window and click Expand All orCollapse All to expand or collapse elements of the WBS.

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Key Concepts


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The Work Breakdown Structure is a hierarchical

arrangement of the products and services produced duringand by a project.

The highest level of the WBS is the project, and the lowestlevel consists of the individual activities required for thedeliverables.

Create the WBS in the Work Breakdown Structure window.Use the indentation keys to form various levels in the WBS.

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Adding Activities

Lesson 7

81

Lesson Objectives


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Describe an activity and its components

Describe activity types

Add activities

Add a Notebook topic to an activity

Add steps to an activity

Assign activity codes to activities

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Activities


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Activities are the fundamental work elements of a

project. They are the lowest level of a WBS and thesmallest subdivision of work that directly concerns theproject manager.

Most detailed work unit tracked in a project schedule.

Contains all information about the work to be performed.

Also known as a task, item, event, or work package.

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Activity Components


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Activity Components

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Adding Activities


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Use the Activities window to create, view, and modify

activities for the selected project. To add an activity to aproject, perform one of the following actions:

In the Command bar, click Add.

In the Edit menu, click Add.

Press Insert on the keyboard.

Right-click and click Add.

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The New Activity Wizard


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The New Activity wizard walks you through the process

of adding an activity. Once you become familiar withthe process, you can disable the wizard in UserPreferences and manually add activities to the project.

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Adding Activities via Activity Wizard


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While in the Activities window, you can click Add in the

Command bar to add new activities. The New Activitywizard appears only when you click Add in theCommand bar.

Type a unique Activity ID and Activity Name, for each

activity that you add. You will assign the activity to theDesign and Engineering WBS element.

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Adding Activities via Activity Wizard(cont.)


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Assigning Activity Type

Activity Type controls how an activity's duration datesare calculated.

Select the Activity Type according to the activity'sfunction in the project and the calendar that should be

used for the activity during scheduling. Start Milestone

Finish Milestone

Task Dependent

Resource Dependent

Level of Effort

WBS Summary

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Activity Type:

Start Milestone - This type is typically used to markthe beginning of a phase or to communicate projectdeliverables.

Zero-duration activity.

Only has a start date. You can assign constraints, steps, expenses, work products,

and documents.

You can assign a primary resource.

You cannot assign roles.

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Activity Type:

Finish Milestone - This type is typically used to markthe end of a phase or to communicate projectdeliverables.

Zero-duration activity.

Only has a finish date. You can assign constraints, steps, expenses, work products,

and documents.

You can assign a primary resource.

You cannot assign roles.

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Activity Type:

Task Dependent - This type is typically used when thework needs to be accomplished in a given time frame,regardless of the assigned resources' availability.

The activity's resources are scheduled to work according to

the activity calendar. Duration is determined by the assigned calendar's

workweek.

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Example of how Primavera calculates the duration wheni i i k d d


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activity type is task dependent.

Monday Tuesday Wednesday Thursday Friday

Resource Calendar 1

Resource Calendar 2

Resource Calendar 3

Activity Calendar

Task Dependent XX

2 Day (X) Activity

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Activity Type:

Resource Dependent - This type is typically usedwhen multiple resources assigned to the same activitycan work independently.

The activity's resources are scheduled according to the

individual resource's calendar. Duration is determined by the availability of the resources

assigned to work on the activity.

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Example of how Primavera calculates the duration wheni i i d d


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2 Day (X) Activity

activity type is resource dependent.

Monday Tuesday Wednesday Thursday Friday

Resource Calendar 1

Resource Calendar 2

Resource Calendar 3

Activity Calendar

Task Dependent XX

Resource Dependent X XX

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Level of Effort - This type is typically used for ongoingtasks dependent on other activities.

Duration is determined by its predecessor and successoractivities, and its assigned calendar.

Examples include clerical work, a security guard andmeetings.

You cannot assign constraints. (Constraints are discussed ina future lesson).

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WBS Summary - This type is used to summarize aWBS level.

The WBS summary activity comprises a group of activitiesthat share a common WBS level.

The dates calculated on a WBS summary activity are basedon the earliest start date of the activities in the group andthe latest finish date of these activities.

The WBS summary activity duration is calculated based onits assigned calendar.

You cannot assign constraints to WBS summary activities.

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Completing the New Activity Wizard

You have just added your first activity. You will not usethe wizard to help you create additional activities.

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Adding an Activity via Activity Details


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You can use the Activity Details tabs to add an activity,

and then enter additional information about the activity.When adding an activity, first select either the WBSband in which the activity will reside, or select anexisting activity in the WBS band.

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Adding an Activity via Activity Details(cont.)


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General Tab

Use the General tab to assign basic information aboutthe activity, including Activity Type, discussed earlier inthis lesson.

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Status Tab

Use the Status tab to define the selected activity'sduration, constraint, Start and Finish dates, labor andnonlabor units and costs, and material costs. You canalso use the Status tab to view the selected activity's

float, actuals, and completion percentages.

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Notebook Tab

The Notebook tab enables you to assign notes to anactivity. Notebook topics are typically instructions ordescriptions that further describe the activity accordingto specific categories of information.

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Adding an Activity via Columns


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You can use the columns in the Activity Table to add an

activity and then enter additional information about it.

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Adding Steps to an Activity


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Activity steps allow you create a checklist for the

activity, and then track the completion of each step.Often, steps provide a list of procedures required tocomplete the activity and provide extra guidance toresources assigned to the activity.

Assign an unlimited number of steps per activity. Steps can be marked completed in Primavera and by the

primary resource in timesheets.

Steps do not have duration estimates or dates.

Each step can have an additional explanation in the text

area on the right side of the Steps tab.

The Review and Approve Designs activity can be brokendown into two steps.

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Step Templates


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Activity step templates enable you to define a group of

steps common to multiple activities and then assign thestep template to activities.

If a commonly used step or set of steps have alreadybeen defined for an activity, you can convert the steps

to a template.

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Activity Codes


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Activity codes enable you to classify and categorize

activities according to your organizational and projectneeds.

You can use activity codes to view and roll up activitiesin the Activity Table; build reports in the Report wizard

or Report Editor; organize a layout by groupingactivities into specific categories; and select andsummarize activities. Examples of activity codes includePhase, Area, Site, and Division.

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Activity Codes (cont.)


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Activity codes can be defined in three levels:

Global-level - Available to all activities in the database. Create an unlimited number of global-level activity codes.

Organize activities within a project or across the projectstructure.

EPS-level - Available to all activities within the EPS node and

its children. Create an unlimited number of EPS-level activity codes.

Organize activities within a project or across a portion of theEPS.

Project-level - Available to activities only in the project in

which the code is created. Create up to 500 activity codes per project.

Filter and organize activities based on unique, project-specificrequirements.

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Each activity code (global, EPS, and project) may contain anunlimited number of activity code values, which can be organized ina hierarchy.

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Type Can be assigned to Number

Global-level

Activities in all projects Unlimited

EPS-level Activities within EPS in which code was

created, and EPS children

Unlimited

Project-level

Activities in project in which code wascreated

500



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Assigning Activity Codes to an Activity

Assign activity code values in the Activities window. Add a column for the activity code in the Activity Table.

Use the Codes tab in Activity Details.

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Assigning Activity Codes to Multiple Activities

Use the Command bar to assign an activity code tomultiple activities.

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Calendar Assignments


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Calendars can be created and assigned to each activity

and resource. Calendar assignments are used toschedule activities and level resources.

An unlimited number of calendars can be created.

The Activity Type determines whether the activity calendaror resource calendar is used during scheduling.

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Calendar Assignments (cont.)


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Calendar Types

There are three calendar types: Global calendar

Contains calendars that can be used by all projects in thedatabase.

Available for all resources and activities in the database.

Resource calendar

Contains separate calendars for each resource.

Project calendar

Contains a separate pool of calendars for each project.

Available for the current project only.

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Calendar Assignments (cont.)


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Calendar Assignments

Use the Select Activity Calendar dialog box to select thecalendar that is used for an activity in the project.

For example, in this project, the default calendarassigned to all activities is theStandard 5 Day

Workweek. You will view the available calendars on theDesign Building Addition activity.

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Creating Relationships

Lesson 8

109

Lesson Objectives


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Create a network logic diagram

Differentiate between the four relationship types Create relationships in the Activity Network

Create relationships in Activity Details

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Network Logic Diagram


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A network logic diagram is a logical representation of all

the activities in a project showing their dependencyrelationships.

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Network Logic Diagram (cont.)


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Precedence Diagramming Method

Precedence Diagramming Method (PDM) is a techniquefor creating network logic diagrams.

A box or rectangle represents an activity.

Lines with arrows connect the boxes and represent the

logical relationships between the activities. Predecessor - Controls the start or finish of another activity.

Successor - Depends on the start or finish of another activity.

Start with either the first activity in the network and entereach successor, or start with the last activity in the network

and enter each predecessor.

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Network Logic Diagram (cont.)


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g g

Precedence Diagramming Method

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Relationship Types


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There are four relationship types. In the following

diagrams, activity A represents the predecessor andactivity B represents the successor.

Finish-to-Start (FS) - When A finishes, B can start.

Start-to-Start (SS) - When A starts, B can start.

Finish-to-Finish (FF) - When A finishes, B can finish.

Start-to-Finish - When A starts, B can finish.

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Relationships with Lag


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Lag specifies an offset or delay between an activity and

its successor. It can be added to any type ofrelationship and have a positive or a negative value.

Lag is scheduled based on the calendar selected in theGeneral tab in Schedule Options dialog box. (In the

Tools menu, click Schedule, and then click Options toaccess the Schedule Options dialog box.)

There are four calendar options for scheduling lag:

Predecessor activity calendar

Successor activity calendar

24-hour calendar

Project default calendar

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Relationships with Lag (cont.)


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Below are two examples of relationships with lag:

Finish-to-Start with Lag - The following example shows thatthe Construct Building Foundation activity must be finishedfor seven days before the Construct Building Exterior andStructure activity can start. (FS7 indicates there is a finish-to-start relationship with 7 days of lag.)

Start-to-Start with Lag - The following example shows thatthe Install Interior Belt Conveyors activity can start fivedays after the Construct Building Exterior and Structureactivity starts. (SS5 indicates there is a start-to-startrelationship with 5 days of lag.)

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Creating Relationships in the ActivityNetwork


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The Activity Network is useful when sequencing

activities because it displays the activities graphically asyou create relationships.

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Creating Relationships in the ActivityNetwork (cont.)


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Creating a Start-to-Start Relationship

You can create a relationship between activities byclicking and dragging your mouse between the twoactivities.

The left edge of the activity represents the start of the

activity. The right edge of the activity represents the finish of the

activity.

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Creating Relationships in ActivityDetails


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You can also use the Relationships tab to create

relationships. When creating a relationship in ActivityDetails, the default relationship type is Finish-to-Start.

Activities in the Assign Successors dialog box can begrouped and sorted in a variety of ways, including by

EPS and by List. In the Display Options bar, click Groupand Sort By to view options.

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Creating Relationships in ActivityDetails (cont.)


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Assigning Lag

Although the default relationship type is Finish-to-Startwith zero days of lag, you can use the columns on theRelationships tab to make adjustments to therelationship type or to assign lag.

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Viewing Relationships in Gantt Chart


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You can also view/modify relationships in the Activity

Table and Gantt Chart. Activity Table - Displays the Predecessors and Successors

columns.

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Viewing Relationships in Gantt Chart(cont.)


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Key Concepts

Use the Precedence Diagramming Method to create anetwork logic diagram to show the relationships betweenactivities. Build the diagram using boxes or rectangles thatrepresent activities, and create logical relationships betweenthe activities, specifying the predecessor and successor

activity relationships. There are four relationship types: Finish-to-Start, Start-to-

Start, Finish-to-Finish, and Start-to-Finish. The defaultrelationship type is Finish-to-Start.

Use lag to specify a delay between an activity and its

successor. You can create relationships in the Activity Network via a

graphical display, or in the Relationships tab in ActivityDetails.

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Scheduling

Lesson 9

121

Lesson Objectives


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Perform a forward and backward pass

Describe float and its impact on a schedule Identify loops and open ends

Calculate a schedule

Analyze the scheduling log report

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Critical Path Method Scheduling


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The Critical Path Method (CPM) scheduling technique is

utilized to calculate project schedules. CPM uses activitydurations and relationships between activities tocalculate schedule dates. This calculation is done in twopasses through the activities in a project.

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Critical Path Method Scheduling (cont.)


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Critical Path

The critical path is the series of activities that determines aproject's completion date.

The duration of the activities on the critical path controlsthe duration of the entire project. A delay to any of theseactivities will delay the Finish date of the entire project.

Critical activities are defined by either the total float or thelongest path in the project network.

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What is the Data Date?


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The data date is the date that is utilized as the starting

point for schedule calculations. It is the date used toschedule all remaining work.

During the Planning phase the data date should match theproject Start date.

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Data Date Line

Data Date

Schedule

J AJJMAMF S


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Time

Time

Time

Resource

Cost

ResourceQuantity(person-days)

$

OPN

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Scheduling Concepts (cont.)


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Forward Pass

The forward pass calculates an activity's early dates. Early dates are the earliest times an activity can start and

finish once its predecessors have been completed.

The calculation begins with the activities withoutpredecessors.

Early Start (ES) + Duration - 1 = Early Finish (EF)

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A5


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Forward pass

C

B

15

10

ES

EF

EF

ES

ES EF

5

10

11 25

1

1

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Backward Pass

The backward pass calculates an activity's late dates. Late dates are the latest times an activity can start and

finish without delaying the end date of the project.

The calculation begins with the activities without successors(activity C in the graphic below).

For projects without a Must Finish By date, activities withoutsuccessors are assigned a Late Finish equal to the latestcalculated Early Finish date (25 in the graphic below).

Late Finish (LF) - Duration + 1 = Late Start (LS)

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Backward pass


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A

C

B

5

15

10

ES 1

EF 25

EF 5

ES 11

ES 1 EF 10

LS LF

LFLS

LS LF

2511

101

106

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Total Float

The amount of time an activity can slip from its early Startwithout delaying the project.

The difference between an activity's late dates and earlydates.

Activities with zero Total Float are critical.

Late date - Early date = Total Float (TF)

An activity's Total Float is automatically calculated eachtime you schedule the project. You cannot edit anactivity's float values directly.

The critical path is the series of activities thatdetermines a project's completion date. Activities B andC are on the critical path in the graphic below.

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LFLSTotal Float


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Positive float

Zero float

(critical)

Negative Float(extremelycritical)

Positive float

Negative float

ES EF

EFES

EFES

LS

LS

LF

LF

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LF 10LS 6

Backward pass


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A

C

B

5

15

10

ES 1

EF 25

EF 5

ES 11

ES 1 EF 10

LS 11 LF 25

LS 1 LF 10

TF =

TF =

TF =

Forward pass

0

0

5

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B k d P ith R i d Fi i h



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Backward Pass with Required Finish

One of the most common project scenarios is a requiredfinish date for the project.

Used only during the backward pass.

Required finish date specifies when the project must finishregardless of the network's duration and logic.

Late Finish - Duration + 1 = Late Start

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Backward pass

Critical Activities


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A

C

B

5

15

10

ES 1

EF 25

EF 5

ES 11

ES 1 EF 10

LS LF

LFLS

LS LF

TF =

TF =

TF =

6

5-4

51

-5

0

-5

2520*

Must Finish By:Day 20*

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Critical Activities

Which activities are criticalbased on Total Float?

Backward pass


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A

C

B

5

15

10

ES 1

EF 25

EF 5

ES 11

ES 1 EF 10

LS LF

LFLS

LS LF

TF =

TF =

TF =

6

5-4

51

-5

0

-5

2520*

Must Finish By:Day 20*

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L

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9 Which activities are critical

based on Longest Path?

Circular Relationships (Loops)



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Loops indicate circular logic between two activities. Primavera will not calculate a schedule until the loop

is eliminated.

A dialog box is displayed listing the activities in the

loop

BA1010 BA1030BA1020

p ( p )

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Open Ends



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Open Ends

Open Ends are activities without a predecessor orsuccessor.

No predecessor - Activity uses data date as its Early Start.

No successor - Activity uses project finish as its Late Finish

Open-ended activities can portray an unrealistic amount of

positive total float.

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Open Ends cont.


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10 70

80 9030 50 6020

40

START

FINISH

NOTE: Primavera recommends that each project have

only two open ends, the start milestone activity and the

finish milestone activity.130

Lesson

9

Open Ends cont.


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10 70

80 9030 50 6020

40

START

FINISH

Notice the relationship between activity 30 and 50 ismissing, creating two additional open ends.

What will happen when this network is scheduled?

Oops! Openends.

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When you schedule a project activity dates are

Scheduling a Project


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When you schedule a project, activity dates are

calculated according to durations and logic. Mark the Log to file checkbox to record scheduling

results in a log file (.txt).

After you schedule the project, note the change in the

position of activities on the Gantt Chart. Activities aredisplayed according to their calculated start and finishdates. Critical activities are displayed in red.

131Lesson

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Schedule Log

Scheduling a Project (cont.)


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Schedule Log

The Schedule Log records scheduling results, including: Scheduling/leveling settings

Statistics

Errors

Warnings

Scheduling/leveling results

Exceptions

132Lesson

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An activity may have a relationship from a predecessor

Driving Relationships


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An activity may have a relationship from a predecessor

that determines its Early Start. This logic tie is called adriving relationship.

A solid relationship line indicates a driving relationship.

A dashed relationship line indicates a non-drivingrelationship.

BA3040 and BA3050 do not drive the start of BA3070.

BA3060 drives the start of BA3070.

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Key Concepts


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After relationship logic has been defined, schedule theproject to determine when the activities will take place.

Schedule dates can be calculated based on the critical path,a series of activities that determine a project's completiondate.

When scheduling using the Critical Path Method, activityEarly Start and Finish dates are calculated during a forwardpass, and the Late Start and Finish dates are calculatedduring the backward pass.

The data date is used as a starting point when scheduling

all remaining work for the project. After scheduling, activities will have a total float that

represents the amount of time an activity can be delayedwithout delaying the project.

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Key Concepts

Driving Relationships (cont.)


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Key Concepts

After scheduling, results are recorded in a Schedule Log.

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Assigning Constraints

Lesson 10

141

Apply an overall deadline to a project

Lesson Objectives


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Apply an overall deadline to a project

Apply a constraint to an individual activityAdd notebook topics to constrained activities

Describe the available constraint types

141Lesson

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Constraints are imposed restrictions used to reflect

Constraints


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Constraints are imposed restrictions used to reflect

project requirements that cannot be built into the logic. Use constraints to build a schedule that more accurately

reflects the real-world aspects of the project, provideadded control to the project, and impose a restriction

on the entire project or an individual activity Constraints are user-imposed. Two constraints can be assigned to an activity.

After applying a constraint, the project must be rescheduledto calculate the new dates.

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Must Finish By

Commonly Used Constraints (cont.)


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Must Finish By

Used when an overall project deadline must be met.

Forces all activities in the project to finish by the date (andtime) specified.

By default, the time associated to the Must Finish By date isset to 12:00 am. This means that if the project must finish by

the end of day on 1-Nov, assign a Must Finish By of 02-Nov. Affects the total float of the entire project.

Must be applied in the Dates tab in Project Details.

The current Early Finish of Building Addition project is17-Nov-10. You will apply a Must Finish By constraint of02-Nov-10.

The next step is to reschedule the project to see theeffect of the imposed deadline on the late dates andTotal Float in the project plan.

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Used to set the earliest date an activity can

Start On or After


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begin. Forces the activity to start no earlier than the

constraint date

Pushes the early start to the constraint date Affects the early dates of its successors

A

LFLS

EFES

B

LFLS

EFESES *

145Lesson

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Start On or After


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begin. Forces the activity to start no earlier than the

constraint date

Pushes the early start to the constraint date Affects the early dates of its successors

A

LFLS

EFES

B

LFLS

EFES

A

EFES *

B

EFES

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Adding Notebook Topic



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Adding Notebook Topic

When a constraint is assigned to an activity, it isrecommended that you add a note to document whythe constraint was assigned. You can use the Notebooktab in the Activities window to document these reasons.

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Used to set intermediate completion points

Finish On or Before


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Forces the activity to finish no later than theconstraint date

Pulls the late finish date to the constraint

date Affects the late dates of its predecessors

A

LS

EFES

B

LF LS

EFES

LFLF *

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Finish On or Before


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Forces the activity to finish no later than theconstraint date

Pulls the late finish date to the constraint

date Affects the late dates of its predecessors

A

LS

EFES

B

LF LS

EFES

LF

A

LS

B

LF LS LF *

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Start On



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Start On

Forces the activity to start on the constraint date. Shifts both Early and Late Start dates.

Delays an Early Start or accelerates a Late Start.

Used to specify dates submitted by contractors or vendors.

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Start On or Before



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Start On or Before

Forces the activity to start no later than the constraint date. Shifts the Late Start to the constraint date.

Affects the late dates of its predecessors.

Used to place a deadline on the start of the activity.

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Finish On



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Finish On

Forces the activity to finish on the constraint date. Shifts both Early and Late Finish dates.

Delays an Early Finish or accelerates a Late Finish.

Used to satisfy intermediate project deadlines.

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Finish On or After



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Forces the activity to finish no earlier than the constraintdate.

Shifts the Early Finish to the constraint date.

Affects the early dates of its successors.

Used to prevent an activity from finishing too early.

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As Late As Possible



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Delays an activity as late as possible without delaying itssuccessors.

Shifts the early dates as late as possible.

Also called a zero free float constraint.

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Mandatory Start and Finish



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y

Forces early and late dates to be equal to the constraintdate.

Affects late dates of predecessors and early dates ofsuccessors.

May violate network logic.

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Key Concepts



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y p

Assign constraints to activities and projects to reflect real-world restrictions.

A maximum of two constraints can be assigned to anactivity.

The Must Finish By constraint is used when an overall

project deadline must be met. Use the Start On or After constraint to set the earliest date

an activity can begin.

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Maintaining the ProjectDocuments Library

Lesson 11

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Describe the difference between a work product and a

Lesson Objectives


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p

reference document Create a document record

Link the document record to a project document orwork product

Assign the project document to an activity or WBS

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The Work Products and Documents window enables you

Project Documents


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y

to maintain general information about projectdocuments, including links to the actual document files.Documents are organized hierarchically to enhancecategorization.

You can catalog and track project-related documentsand deliverables, and provide standards and guidelinesfor performing work on an activity.

Store documents on a network file server or Web site.

Maintain general information about project documents such

as version, revision date, and author. Create a link to the actual document file.

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Documents can be designated as a work product or

Project Documents (cont.)


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reference document: Work product - Includes project or activity deliverables that

will be turned over to the end user or customer. Examples:CAD files, testing plans, and blueprints.

Reference document - Includes documents that can be

referenced by a project participant to provide standards andguidelines for performing work. Examples: guidelines,policies, procedures, design templates, checklists, andworksheets.

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Documents do not reside in the Primavera database. To

Creating a Document Record


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access documents via Primavera, a document recordmust be created in the Work Products and Documentswindow.

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Files Tab

Creating a Document Record (cont.)


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After you add a document record, you must establish alink to the document by specifying a file path. There aretwo kinds of document location references:

Private Location - References can be viewed only byPrimavera client/server application users. Examples include

invoices, purchase orders, or contracts.

Public Location - References can be viewed by all projectparticipants, including timesheet users. Examples includeprocedure guidelines or project checklists.

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Assigning a Project Document to an Activity



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Project documents can be assigned to both WBSelements and activities. For example, during a project'splanning phase, you may assign a document to a WBSelement. As the details of your project develop, you canassign the same document to activities.

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Viewing Document Details



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Use the Work Product and Document Details dialog boxto view details about and/or open the selected workproduct or document. Fields in the dialog box aresummarized below:

Title - The name of the selected work product or document.

Author - The name of the person who created the selectedwork product or document.

Version - The selected work product or document's versionnumber.

Date - The entered Revision Date.

Private/Public Location - The selected work product

53150261 Primavera 6 0 Course

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