Primavera P6 Project Management Reference Manual_Part1

8/21/2019 Primavera P6 Project Management Reference Manual_Part1

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Primavera ® P6™ Project Management

Reference Manual

Version 6.2


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Copyright © 1999 - 2008 Primavera. All rights reserved.

The software described herein and this documentation is furnished under a Software License Agreement and may

be used only in accordance with the terms of the Agreement.

Except as provided in the applicable Software License Agreement, Primavera assumes no liability resulting from

any omission or inaccuracies in this document or from use of the information obtained herein. Except as

provided in the applicable Software License Agreement, Primavera does not assume any liability arising out of

the application or use of any product described herein. Primavera reserves the right to make changes to any

products described herein to improve reliability, function, or design, and reserves the right to revise this

document and to make changes from time to time in content hereof with no obligation to notify any person of

revisions or changes.

Please send your comments to:

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FAX: 1-610-667-7894

World Wide Web site: http://www.primavera.com

The software products described in this document may not be copied, reproduced, modified, or distributed,

except as indicated in the Software License Agreement. You may not reproduce the printed version of the User

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Trademarks: Primavera, the Primavera sundial, Authorized Representative, Solution Provider, Business

Solutions for a Project-Driven World logos, P6, P5, P3, Primavera Project Manager, Primavera ProSight,

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iii

Table of Contents

Preface................................................................................................. xiPrimavera Products .............................................................................................xii

Using Documentation and Help.......................................................................... xvWhere to Get Support ......................................................................................xviii

Part 1: Overview and Configuration

Understanding Project Management ...............................................21Why Use Project Portfolio Management? .......................................................... 22

Your Role in the Enterprise................................................................................. 23

Project Management Process Overview.............................................................. 26

Planning, Controlling, and Managing Projects ................................................... 28

Quick Tour..........................................................................................31Getting Started ....................................................................................................32Selecting a Language .......................................................................................... 36

The Workspace.................................................................................................... 37

What Is a Layout? ............................................................................................... 40

Customizing Displays ......................................................................................... 42

Sample Layouts................................................................................................... 44

Using Wizards..................................................................................................... 46

Setting User Preferences....................................................................49Formatting Time Units ........................................................................................ 50

Formatting Dates................................................................................................. 52Setting View Currency and Symbols .................................................................. 53

Setting Mail Preferences ..................................................................................... 54

Implementing Wizards........................................................................................ 55

Creating a Log of Tasks and

Setting Startup, Group and Sort, and Column Options...................................... 56

Changing Your Password.................................................................................... 58

Setting Profile and Spreadsheet Data Options .................................................... 60

Setting Calculation Options for Resource and Role Assignments...................... 62

Selecting Startup Filters ...................................................................................... 64

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iv Table of Contents

Primavera - Project Management

Part 2: Structuring Projects

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

Setting Up the Enterprise Project Structure ........................................................ 75Adding a New Project to the Enterprise Project Structure.................................. 77

Using Project Architect....................................................................................... 79

Working with the Enterprise Project Structure ................................................... 87

Defining Enterprise Project Structure Details..................................................... 92

Setting Up the Organizational Breakdown Structure ..................103The Enterprise OBS ..........................................................................................104

Viewing an OBS................................................................................................ 107

Setting Up an OBS............................................................................................ 109

Editing OBS Elements ......................................................................................112

Defining Resources and Roles.........................................................115Resources Overview.......................................................................................... 116

Viewing and Adding Resources ........................................................................ 117

Defining Resource Shifts .................................................................................. 124

Defining and Assigning Resource Codes and Values ....................................... 125

Setting Up Roles ...............................................................................................128

Assigning Roles to Resources...........................................................................133

Defining Custom Resource Curves................................................................... 135

Reviewing Work Breakdown Structures .......................................139The Enterprise WBS .........................................................................................140

Viewing a WBS................................................................................................. 142Grouping by WBS Path..................................................................................... 144

Adding WBS Elements and Assigning Properties............................................ 145

Using WBS Milestones ..................................................................................... 149

Assigning WBS Category Values...................................................................... 151

Defining Earned Value Settings for Specific WBS Elements........................... 152

Assigning Estimation Weights to WBS Elements ............................................ 155

Defining Budgets ..............................................................................159Top-Down Budgeting........................................................................................ 160

Establishing Budgets......................................................................................... 163

Establishing a Monthly Spending Plan ............................................................. 165Tracking Budget Changes ................................................................................. 167

Establishing Funding......................................................................................... 169

Tracking and Analyzing Budgets...................................................................... 172

Establishing Project Codes..............................................................173Defining and Assigning Project Codes ............................................................. 174

Grouping, Summarizing, and Filtering by Codes ............................................. 179

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Working with User-Defined Fields .................................................183Creating User-Defined Fields ........................................................................... 184

Working with User-Defined Fields ................................................................... 186

Working with Indicators.................................................................................... 188

Creating Calendars ..........................................................................191Adding Calendars.............................................................................................. 192

Modifying Calendars ........................................................................................ 194

Part 3: Implementing the Schedule

Establishing Activity Codes ............................................................201Creating Activity Codes and Values ................................................................. 202

Grouping and Summarizing by Codes.............................................................. 207

Working with Activities...................................................................211

Activities Overview ..........................................................................................212Adding Activities .............................................................................................. 213

Defining General Activity Information............................................................. 215

Defining Schedule Information......................................................................... 219

Establishing Relationships ................................................................................ 223

Displaying Activity Details for Assignments ................................................... 229

Assigning Resources and Roles ........................................................................ 230

Assigning Resource Curves to Resource or Role Assignments........................ 234

Manually Planning Future Period Assignments ............................................... 235

Assigning Activity Codes and Adding Expenses ............................................. 241

Viewing Activity Feedback and Posting Resource Notes................................. 243

Assigning Work Products and Documents........................................................ 245

Adding Steps..................................................................................................... 246

Creating and Assigning Activity Step Templates ............................................. 248

Viewing Activity Summaries ............................................................................ 251

Viewing Contract Manager Documents............................................................ 252

Using Global Change........................................................................................ 253

Working with Cost Accounts and Project Expenses.....................257Cost Account and Expense Overview............................................................... 258

Setting Up a Cost Account Structure ................................................................ 259

Adding Expenses and Entering Cost Information ............................................ 263

Defining Expense Details.................................................................................. 266

Analyzing Costs................................................................................................ 268

Performing Top-Down Estimation .................................................271Performing Top-down Estimation..................................................................... 272

Applying Saved Top-Down Estimates To a Project.......................................... 276

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Part 4: Updating and Managing the Schedule

Managing Baselines .........................................................................281Creating and Maintaining Baselines ................................................................. 282

Assigning Baselines to Projects ........................................................................ 286Comparing Current and Baseline Schedules..................................................... 288

Updating Baselines ...........................................................................................290

Updating, Scheduling, and Leveling...............................................295The Update Process........................................................................................... 296

Choosing a Method of Updating....................................................................... 298

Highlighting Activities for Updating ................................................................ 302

Updating Progress for Spotlighted Activities ................................................... 304

Estimating Progress Automatically................................................................... 306

Updating Using Timesheets .............................................................................. 309

Updating Activities Manually ........................................................................... 314Interrupting Activity Progress........................................................................... 320

Applying Actuals ..............................................................................................322

Storing Period Performance (Past Period Actuals) ........................................... 324

Scheduling Projects........................................................................................... 328

Leveling Resources ........................................................................................... 333

Recalculating Resource and Role Assignment Costs ....................................... 337

Managing Resource Assignments..................................................................... 339

Summarizing Projects .....................................................................341Setting Summarization Options ........................................................................ 342

Summarizing Project Data ................................................................................ 343

Project Issues and Thresholds ........................................................351Adding Issues.................................................................................................... 352

Assigning Tracking Layouts to Issues .............................................................. 356

Using the Issue Navigator ................................................................................. 357

Adding Thresholds............................................................................................ 358

Threshold Parameter Definitions ...................................................................... 361

Monitoring Thresholds...................................................................................... 365

Assigning Tracking Layouts to Thresholds ...................................................... 366

Managing Risks ................................................................................367

Adding Risks..................................................................................................... 368Calculating Exposure Values ............................................................................ 370

Calculating a Risk’s Impact .............................................................................. 371

Creating and Deleting Risk Types..................................................................... 372

Customizing Risk Layouts ................................................................................ 373



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Maintaining a Project’s Document Library ..................................375Viewing a Document Library and

Adding/Deleting Work Products and Documents............................................ 376

Specifying Document Location References...................................................... 378

Assigning Work Products and Documents........................................................ 379

Tracking Projects .............................................................................381Creating Tracking Layouts................................................................................ 382

Working with Tracking Layouts ....................................................................... 385

Customizing Tracking Layouts......................................................................... 386

Grouping, Sorting, and Filtering Data in Tracking Layouts............................. 388

Comparing Projects with Schedule Comparison ..........................391Schedule Comparison Overview....................................................................... 392

Comparing Projects/Baselines .......................................................................... 393

Comparison Data .............................................................................................. 400

Creating and Using Reflections ......................................................407Reflection Overview ......................................................................................... 408

Creating and Using Reflections ........................................................................ 409

Reflection Guidelines........................................................................................ 413

Checking Projects In and Out.........................................................415Managing Remote Projects ............................................................................... 416

Checking Out Projects ...................................................................................... 417

Checking In Projects ......................................................................................... 419

Part 5: Customizing ProjectsWorking with Layouts .....................................................................425

Layout Types..................................................................................................... 426

Creating, Opening, and Saving Layouts ........................................................... 432

Exporting and Importing Layouts..................................................................... 433

Copying and Pasting Resource Spreadsheet Data to Microsoft Excel.............. 434

Grouping, Sorting, and Filtering Data...........................................435Grouping Data................................................................................................... 436

Sorting Data ...................................................................................................... 440

Filtering Data ....................................................................................................441

Customizing Layouts .......................................................................445Modifying Columns ..........................................................................................446

Adjusting the Timescale.................................................................................... 449

Formatting Gantt Charts.................................................................................... 452

Formatting Activity Network Layouts .............................................................. 460

Modifying Resource and Activity Usage Profile Settings ................................ 464

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Customizing Reports .......................................................................473Reports Overview.............................................................................................. 474

Opening Reports ............................................................................................... 475

Creating and Modifying Reports....................................................................... 476

Using the Report Editor ....................................................................................479Adding Data Sources and Rows to Reports ...................................................... 483

Adding Text Cells to Reports............................................................................ 487

Sorting Report Data Sources............................................................................. 495

Customizing a Report with the Report Editor: an Example.............................. 496

Using Report Groups ........................................................................................506

Setting Up Batch Reports.................................................................................. 507

Printing Layouts and Reports.........................................................509Defining Page Settings ...................................................................................... 510

Previewing Layouts and Reports....................................................................... 514

Printing Layouts and Reports............................................................................ 515Publishing Layouts and Reports in HTML Format........................................... 517

Publishing a Project On the Web ...................................................519Project Web Site Overview ............................................................................... 520

Publishing a Project Web Site ........................................................................... 522

Customizing the Appearance of a Project Web Site ......................................... 524

Publishing Activity and Tracking Layouts........................................................ 525

Part 6: Importing and Exporting Data

Linking the Project Management

and Contract Manager Modules ...................................................529Linking the Project Management Module to Contract Manager ...................... 530

Linking a Project Management Project to a Contract Manager Project ........... 532

Importing Contract Manager Data to a Project Management Module Project .534

Transferring Data to Other

Project Management Module Users ..............................................537Exporting Projects............................................................................................. 538

Exporting Roles or Resources........................................................................... 545

Importing Projects............................................................................................. 547

Importing Roles or Resources........................................................................... 567Transferring Methodology Data.....................................................573

Exporting Methodologies.................................................................................. 574

Exporting Roles or Resources........................................................................... 576

Importing Methodologies.................................................................................. 578

Importing Projects as Methodologies ............................................................... 583

Importing Roles or Resources........................................................................... 588



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Transferring Data Using Microsoft Project Files..........................593Exporting Projects............................................................................................. 594

Exporting Resources ......................................................................................... 602

Importing Projects from Microsoft Project....................................................... 607

Importing Resources from Microsoft Project ................................................... 618

Transferring Data Using Microsoft Excel Files.............................627Exporting Project Data to Microsoft Excel....................................................... 628

Updating Project Data in Microsoft Excel........................................................ 635

Importing Projects from Microsoft Excel ......................................................... 638

Transferring Data Between

P3 and the Project Management Module .....................................643Exporting Projects to P3 3.x ............................................................................. 644

Importing P3 3.x Projects to the Project Management Module........................ 653

Transferring Data to Primavera Contractor Users ......................681Exporting Projects............................................................................................. 682

Exporting Resources ......................................................................................... 685

Index..................................................................................................687

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Primavera’s Project Management module is

comprehensive, multiproject planning and

control software, built on SQL, Oracle, and

SQL Server Express server databases for

enterprise-wide project management

scalability. The module can stand alone for

project and resource management, or it can

be used with companion Primavera products

to manage your project portfolios.

In this preface:

Primavera Products

Using Documentation and HelpWhere to Get Support

Preface

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xii Preface


Primavera Products

Primavera provides an integrated project portfolio management (PPM)

solution consisting of role-specific tools to satisfy each team member’s

needs, responsibilities, and skills. This solution uses standard Windowsinterfaces, client/server architecture, Web-enabled technology, and

stand-alone (SQL Server Express) or network-based (Oracle and

Microsoft SQL Server) databases. Primavera offers the following

software components:

Project Management The Project Management module enablesusers to track and analyze performance. It is a multiuser, multiproject

system with scheduling and resource control capabilities supporting

multi-tiered project hierarchies, resource scheduling with a focus on

roles and skills, recording of actual data, customizable views, and user-

definable data.

The module is ideal for organizations that need to simultaneously

manage multiple projects and support multiuser access across a

department or the entire enterprise. It supports an enterprise project

structure (EPS) with an unlimited number of projects, activities,

baselines, resources, work breakdown structures (WBS), organizational

breakdown structures (OBS), user-defined codes, and critical-path-

method (CPM) scheduling and resource leveling. Large-scale

implementations for enterprise-wide project portfolio management use

it with Oracle or SQL Server as the project database. For smallerimplementations, you can use SQL Server Express.

The module also provides centralized resource management. This

includes resource timesheet approval and the ability to communicate

with project resources who use the Timesheets module. In addition, the

module provides integrated risk management, issue tracking, and

management by threshold. The tracking feature enables users to perform

dynamic cross-project rollups of cost, schedule, and earned value.

Project work products and documents can be assigned to activities and

managed centrally. The Report Wizard creates customized reports that

extract specific data from its database.


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Methodology Management The Methodology Managementmodule is a system for authoring and storing methodologies, or project

plan templates, in a central location. Project managers can select,

combine, and tailor methodologies to create custom project plans. These

customized methodologies can be imported into the ProjectManagement module using the Project Architect wizard and used as

templates for new projects. In this way, your organization can

continually improve and refine methodology activities, estimates, and

other information with each new project.

Timesheets Primavera also provides a Web-based interprojectcommunication and timekeeping system. As a team-level tool for

project participants, Timesheets helps team members focus on the work

at hand with a simple cross-project to-do list of their upcoming

assignments. It also provides views of project changes and timecards for

manager approval. Because team members use this module to enter up-

to-the-minute information about their assignments and record time

against their workloads, project leaders can make crucial project

decisions with the confidence that they have the most current

information possible.

P6 Web Access P6 Web Access provides browser-based access toproject, portfolio, and resource data across the enterprise. Every web

user can create customized dashboards that provide an individualized

and focused view of the specific projects and categories of project data

that are most relevant to their role in managing project portfolios,projects, and resources. Project Workspaces and Workgroups extend the

model of customizable, focused data views by enabling designated

project team members to create a uniform team view of data that relates

to one specific project or to a subset of activities within a project. P6

Web Access provides access to a wide range of data views and features

that enable Web users to manage their projects from initial concept

review and approval through to completion.

Primavera Web Services Primavera Web Services uses openstandards, including XML, SOAP, and WSDL, to seamlessly integrate

Primavera’s project management functionality into other applications.

Using Primavera Web Services, organizations can share Primavera

project management data between applications independent of operating

system or programming language. For detailed information, see the

Primavera P6 Web Services Administrator’s Guide.


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xiv Preface


Primavera Integration API The Primavera Integration API(Application Programming Interface) is a Java-based API and server

that enables developers to create client code that can directly and

seamlessly access Primavera’s project management database. For

detailed information, see the Primavera P6 Integration APIAdministrator’s Guide.

Software Development Kit The Primavera Software DevelopmentKit (SDK) enables users to integrate the data in the Project Management

module database with external databases and applications. It provides

access to the schema and to stored procedures that encapsulate business

logic. The SDK supports the Open Database Connectivity (ODBC)

standard and ODBC-compliant interfaces, such as OLE-DB and JDBC,

for connecting to the project management database. The SDK must be

installed on any computer that needs to integrate with the database. For

detailed information, see the Primavera SDK Help.

Schedule Comparison Schedule Comparison provides thecapability to compare two projects, or a project and an associated

baseline, to determine what data has been added, deleted, or modified

from the schedules. Based on the data fields you select for comparison,

this feature creates a project plan comparison report in one of three file

formats. Schedule Comparison is automatically installed with the

Project Management module. You can access it from the Tools menu.

ProjectLink ProjectLink is a plug-in that enables Microsoft Project(MSP) users to work in the MSP environment while being connected to

Primavera's enterprise features. The functionality enables users of

MSP2002 and 2003 to open and save projects from or to the Project

Management module database from within the MSP application.

Moreover, MSP users have the ability to invoke Primavera's resource

management within the MSP environment. ProjectLink benefits

organizations that have a substantial amount of project data stored in

MSP but require some users to have the additional functionality and

optimized data organization available within Primavera applications.

Microsoft 2007 currently is not supported for use with Project

Link.


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Using Documentation and HelpFor a list of new featuresincluded in this version ofthe module, refer to the

Wh a t ’ s N e w i n P r o j e ctM a n a g e m e n t ? topic of theHelp.

This book guides you through the process of planning and controlling

projects using the Project Management module. Read the first chapter to

become familiar with the process of PPM, then follow the steps in eachsuccessive chapter to build projects and project components, set up

codes and documents, manage the resources required to complete the

project plan, update projects as work gets underway, and report results

throughout the project life cycle. This manual is organized as follows:

Part 1: Overview and Configuration Provides an overview ofproject portfolio management, simple steps for getting started quickly,

and information about the standard layouts you can use to view project

data. This part also provides a quick tour, including instructions for

configuring user workstation preferences.

Part 2: Structuring Projects Includes the basics about theenterprise project structure (EPS) and describes how to set up this

structure, add new projects to build the hierarchy, use and navigate the

EPS, open existing projects, and define project properties. In addition,

Part 2 describes how to

■ Use an organizational breakdown structure (OBS) in conjunction

with the EPS to ensure that each project is effectively managed and

that corresponding security measures are in place

■

Establish the personnel and equipment required to perform thework, define unlimited hierarchical resource codes for grouping

and rollups, and create a standard set of roles based on skill

requirements that you can assign to resources in all projects

■ Establish and use a work breakdown structure (WBS) as the basis

for the budget and spending information, specifications, and

milestones within the EPS

■ Establish project budgets and the funding sources behind them,

monthly spending plans that show how budgets are distributed

throughout project life cycles, and layouts that track and analyze

variance as projects progress

■ Set up project codes to categorize projects for organizing, grouping,

selecting, and summarizing

■ Define custom fields that enable you to track and report project data

in fields customized for your business needs

■ Create calendars that define national and organizational holidays,

project-specific work/nonworkdays, and resource vacation days

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xvi Preface


Part 3: Implementing the Schedule Describes how to define a setof codes you can use to categorize project activities for organizing,

grouping, selecting, and summarizing. Part 3 also explains how to

■ Establish the activities that compose projects and apply durations,

dates, resource information, activity types, activity relationships,and other activity details

■ Set up the expenses, or nonresource costs, associated with a project,

and create global cost accounts to track activity costs and earned

value according to your organization’s specific cost account codes

■ Assign estimation weights to WBS elements and activities to

perform top-down estimation

Part 4: Updating and Managing the Schedule Describes how to

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

■ Create baselines to use for comparison, summarization, and earned

value reporting

■ Update projects by applying actual dates directly to activities or by

using timesheet data from the Timesheets module, and how to

schedule and level projects

■ Summarize and save project data “on-the-fly” or at a regularly

scheduled interval you specify

■ Establish issues, or known problems within a project plan, eithermanually or by defining project thresholds, which monitor project

data according to measures you specify

■ Calculate the effect that a project risk—a concern or uncertainty

about a project or one of its components—will have on a project’s

schedule, costs, and durations

■ Catalog and track all project-related documents and deliverables,

and track the schedule by setting up additional layouts to monitor

project status

■ Compare projects and baselines to determine the project data thathas been updated

■ Check projects in and out of the module to maintain the most up-to-

date project data possible throughout the enterprise

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Preface xvii


Part 5: Customizing Projects Describes how to:

■ customize layouts for analysis and easier data entry

■ display specific information about project

■ produce reports that detail or summarize project information and

answer key questions that arise as the project progresses.

■ publish a project on the World Wide Web.

Part 6: Importing and Exporting Data Describes how to:

■ exchange project and methodology data with other Primavera

Project Management and Methodology Management users using

Primavera’s propriety exchange format (XER).

■ exchange project data with other Primavera Project Managementusers using Primavera XML files.

■ exchange project data with Microsoft Project or Microsoft Excel.

■ exchange project data between the Project Management module

and Primavera Project Planner (P3), Primavera Contractor, and

Primavera Contract Manager users.

Project Management Help Provides an extensive online help

system to supplement the documentation. Use Help to access general

information about program options, detailed descriptions of windows

and dialog boxes, and step-by-step instructions for specific projecttasks. Help also includes Hint Help for column values in various

windows. Access Hint Help by clicking the Display Options bar,

choosing Hint Help, and then clicking a value in a column.

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xviii Preface


Where to Get Support

If you have a question about using Primavera products that you or your

network administrator cannot resolve with information in the

documentation or Help, contact Primavera Customer Support at thetimes and locations listed below.

Please provide your Primavera product serial number when contacting

Primavera. Each interaction is logged to help Primavera resolve your

questions quickly.

In the United States, Primavera periodically and randomly

monitors technical support calls to ensure that you receive

the highest quality support.

All Primavera products are backed by comprehensive support and

training.

Office Time Zone Hours Telephone FAX E-mail Address*

Bala Cynwyd,

Pennsylvania,

USA

ET 8:00–8:00

(Mon–Fri)

9:00–2:00(Sat)

+1-610-668-3030 +1-610-667-0652 [email protected]

London,

England, UK

GMT 8:30–6:30

(Mon–Thur)

8:30–5:30

(Fri)

+44-20-8563-5555 +44-20-8563-5543 [email protected]

Hong Kong GMT +8 8:00–5:00

(Mon–Fri)

+852-2111-8299 +852-2111-9477 [email protected]

*Primavera's Web site at http://www.primavera.com/customer/index.aspprovides support and product information,

such as knowledgebases, file downloads, user group and newsgroup information, and a product enhancement

request form.

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Understanding Project Management

Quick Tour

Setting User Preferences

Part 1

Overview and Configuration

In this part:



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Read this part to learn more about project portfoliomanagement.

“Understanding Project Management” discusses Primavera’s

enterprise approach to managing projects. It also defines the

various enterprise-wide project management roles, explains how

these roles can use other Primavera applications to achieve their

project goals, and provides an overview of the methods used to

successfully manage and control projects.

“Quick Tour” introduces key project portfolio management

concepts and explains how to perform basic tasks, such as

opening a new project and using wizards.

The “Setting User Preferences” chapter explains how to

customize the module to fit your special needs.



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21

Primavera software products are designed to

support the project management needs of

organizations that manage large numbers of

projects at one time.

These integrated applications use project

portfolio management (PPM) to support the

management needs of project teams in

different locations and at varying levels of

the enterprise.

This chapter provides an overview of PPM,

the roles used in PPM, and the basic

concepts for planning, managing, and

controlling your projects.

In this chapter:

Why Use Project PortfolioManagement?

Your Role in the Enterprise

Project Management Process

Overview

Planning, Controlling, andManaging Projects

Understanding Project Management

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22 Part 1: Overview and Configuration


Why Use Project Portfolio Management?

Large businesses typically have hundreds—even thousands—of projects

underway at one time to create the new products and services that build

their future. These projects cross normal business hierarchies and chainsof command, making project portfolio management (PPM) an

enterprise-wide challenge. The pressure to complete projects on time

and within budget, and maintain a competitive edge, is driving

corporations to develop and implement PPM processes. They are

moving away from a traditional functional structure to a multiple-

project organization that must achieve clear, but urgent goals, using

limited, shared resources, and they need the fastest business payback

from those projects to realize potential revenue and increase shareholder

equity.

PPM provides comprehensive information on all projects in an

organization, from executive-level summaries to detailed plans by

project. Individuals across all levels of the company can analyze, record,

and communicate reliable information and make timely, informed

decisions that support their corporate mission. By putting the right tool

in the right hands, PPM enables an organization to

■ Make strategic business decisions

■ Control the minute detail that is necessary to finish projects

■

Understand current resource demands, set priorities, and evaluatelong-term staffing requirements

■ Use skilled resources effectively and productively

■ Reorganize projects to fit shifting priorities without sacrificing

quality


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Understanding Project Management 23


Your Role in the Enterprise

By definition, PPM must meet the needs of several types of users. The

following section describes the enterprise roles as they typically apply

to the Primavera applications. Roles may vary or overlap depending onthe organization.

Network administrators Network administrators configure anenterprise’s network environment (local- and wide-area networks) for

optimal performance with Primavera applications. They install and

maintain the server and client components of the applications. In

addition, they manage user access to enterprise data and develop and

maintain a comprehensive security policy to ensure that PPM data are

protected from unauthorized access, theft, or damage.

Network administrators ensure that the hardware and software

supporting Primavera applications function reliably by

■ Setting up and maintaining the network to ensure reliable

connections and the fastest possible data transfer

■ Creating and maintaining accurate lists of network resources and

users so that each has a unique network identity

Database administrators Database administrators (DBAs) areresponsible for setting up, managing, and assigning access rights for the

Primavera database. They set and oversee rules governing use ofcorporate databases, maintain data integrity, and set interoperability

standards.

Database administrators ensure reliable access to the Primavera

database by

■ Installing, configuring, and upgrading database server software and

related products as required

■ Creating and implementing the database

■ Implementing and maintaining database security, including creatingand maintaining users, roles, and privileges for the database

■ Monitoring database performance and tuning as needed

■ Planning for growth and changes and establishing and maintaining

backup and recovery policies and procedures


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24 Part 1: Overview and Configuration


Operations executives Operations executives are responsible forstrategic planning and ongoing performance analysis. They use the

Project Management module and the Portfolios section of P6 Web

Access to analyze schedule, resource, and cost data across projects.

Senior executives may be responsible for

■ Prioritizing projects

■ The profit/loss for a specific business entity

■ Funding and go/no-go decisions about projects

■ Strategic planning over the future of the business or division

Project controls coordinators Project controls coordinators areresponsible for ensuring that Primavera applications are implemented

properly and operate smoothly. They play a key role duringimplementation by

■ Working with operations executives and program/project managers

to set up methodologies in the Methodology Management module

■ Working with operations executives and program/project managers

to structure project, organizational breakdown structure (OBS), and

resource hierarchies, set up basic calendars, and define enterprise-

wide custom fields and codes in the Project Management module

■ Working with the project administrator to create user accounts and

user groups for the Project Management module

■ Assigning security rights to users in the Project Management

module

Program managers Program managers oversee several high-levelproject managers; they are responsible for multiple projects and use the

Project Management and Methodology Management modules, along

with P6 Web Access to:

■ Perform cross-project analysis

■ Manage projects to on-time and on-budget completion

■ Prioritize resources across projects

■ Plan projects before they are funded


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Understanding Project Management 25

Project managers Project managers manage multiple small,repetitive projects or a single, complex project. They are responsible for

on-time/on-budget completion of the projects and use the Project

Management module and P6 Web Access to

■ Allocate specific named resources to a project in conjunction withthe functional manager of those resources

■ Communicate project information both up and down the chain of

command

■ Manage resources related to the project

Resource/cost managers Resource managers allocate resourcesacross projects and distribute their workloads. They are responsible for

resource planning, including recruiting, hiring, and training resources,

and they may be responsible for loading resource information in theProject Management module, the Methodology Management module,

and the Resource section of P6 Web Access. Cost managers perform

detailed financial analysis of projects, handle project billing, and

integrate financial information within the company.

Team leaders Team leaders manage the work for a portion of a larger

project. They are managers who produce work and manage a team, and

they often use the Project Management and Timesheets modules, and P6

Web Access, to prioritize short-term tasks or objectives, typically when

the duration is less than the planning period of the project.

Team members Team members are trained in a specific skillrequired on a project. They work with their manager to develop

activities and durations for incorporation into the schedule. Once

activities are added to the schedule, team members update them using

the Timesheets module to indicate the work they performed during

designated accounting periods. Team members may also use

personalized dashboards in P6 Web Access to quickly access their

projects, activities, documents, and more.

Primavera P6 Project Management Reference Manual_Part1

Documents

Transcript of Primavera P6 Project Management Reference Manual_Part1