D60823GC10 Edition1.0 December 2009 064520 P6Rei71 Student Guide Copyright 2009, Oracle.Allrights reserved. Disclaimer This document contains proprietary informationandis protected by copyright and other intellectualproperty laws.Youmay copy andprint this document solely for your own use inanOracle training course. The document may not be modified or altered inany way.Except where your use constitutes "fair use" under copyright law,youmay not use,share,download,upload, copy,print,display, perform,reproduce,publish, license, post,transmit, or distribute this document in whole or inpart without the express authorization of Oracle. The information containedinthis document is subject to change without notice.If you findany problems in the document, please report them in writing to:Oracle University,500 Oracle Parkway,Redwood Shores, California 94065 USA. This document is not warranted to be error-free. 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Trademark Notice Oracle isa registered trademark of Oracle Corporation and/or its affiliates.Other names may be trademarks of their respective owners. of Contents Lesson 1- Project Management Life Cycle1 Project Management Definitions ................................................................................................................ 3 Project Management Life Cycle ................................................................................................................. 4 Initiating Process Group ...................................................................................................................................... 5 Planning Process Group ...................................................................................................................................... 6 Executing Process Group .................................................................................................................................... 7 COl1trollingProcess Group .................................................................................................................................. 8 Closing Process Group ........................................................................................................................................ 9 Lesson 2 - Understanding Data in P6 P6 Environl11el1t........................................................................................................................................13 Client Applications ............................................................................................................................................ 14 Web Applications .............................................................................................................................................. 15 Other P6 ............................................................................................................................................................. 16 El1terprise Project Structure ......................................................................................................................17 EPSandSecurity ............................................................................................................................................... 21 Organizational Breakdown Structure (OBS) ............................................................................................ 22 Enterprise Data and Project-Specific Data ............................................................................................... 24 EnterpriseData .................................................................................................................................................. 25 Project-Specific Data ......................................................................................................................................... 26 Enterprise andProject-Specific Data ................................................................................................................. 27 Lesson 3- 29 Windows ................................................................................................................................................... 31 P6 Layouts ................................................................................................................................................ 32 Details Layout ........................................................................................................................................... 33 Activities Window .................................................................................................................................... 36 Loggil1g In ................................................................................................................................................. 37 Opel1il1ga Project ...................................................................................................................................... 38 Access Modes .................................................................................................................................................... 39 Layouts ............................................................................................................................................................ 40 Opening an Existing Activity Layout ....................................................................................................... 41 Gantt Cllart ................................................................................................................................................ 43 Activity Usage Spreadsheet ...................................................................................................................... 44 Activity Network ...................................................................................................................................... 45 Activity Table ........................................................................................................................................... 46 Customizing a Layout ............................................................................................................................... 46 Ii Selecting Columns ............................................................................................................................................. 47 Using Hint Help in the Columns Dialog Box ................................................................................................... .48 Displaying Activity Details ....................................................................................................................... 49 Selecting Details Tabs ........................................................................................................................................ 50 Saving Layouts .......................................................................................................................................... 51 Closing a Project ....................................................................................................................................... 53 Lesson 4- 55 Project ....................................................................................................................................................... 57 Creating a Project ...................................................................................................................................... 58 Creating a Project with the Create a New Project Wizard ........................................................................ 62 Entering a Project Natne .................................................................................................................................... 64 Entering Project Start and End Dates ................................................................................................................. 65 Entering a Responsible Manager ....................................................................................................................... 66 Selecting the Assignlnent Rate Type ................................................................................................................. 67 Running Project Architect .................................................................................................................................. 68 Viewing Project Details ............................................................................................................................ 70 GeneralTab ........................................................................................................................................................ 71 Dates Tab ........................................................................................................................................................... 72 Notebook Tab ..................................................................................................................................................... 73 Codes Tab .......................................................................................................................................................... 75 Type Ahead andSearch inDialog Boxes .......................................................................................................... 76 Defaults Tab ....................................................................................................................................................... 77 Lesson 5- ... "" ..... ",.,."'"a Work Breakdown Structure79 Definition of Work Breakdown Strtlcture ................................................................................................. 81 Viewing WBS Elenlents ........................................................................................................................... 86 Creating the WBS Hierarchy .................................................................................................................... 87 Lesson 6- Activities95 Definition of Activity ................................................................................................................................ 97 Activity Components ................................................................................................................................ 98 Activity Type ...................................... oo .................................................................................................... 99 Start Milestone ................................................................................................................................................. 100 Finish Milestone ............................................................................................................................................... 101 Task Dependent ............................................................................................................................................... 102 Resource Dependent ........................................................................................................................................ 103 How Activity Type Affects Dates .................................................................................................................... 104 Level of Effort. ................................................................................................................................................. 106 WBS SUlnlnary ................................................................................................................................................ 107 Activity Codes ........................................................................................................................................108 Calendar Assignments ............................................................................................................................109 Adding an Activity via the New Activity Wizard .................................................................................. 112 Enabling theWizard ........................................................................................................................................ 113 Launching theWizard ..................................................................................................................................... 114 Naming the Activity andSpecifying aWBS ................................................................................................... 115 Assigning Activity Type ................................................................................................................................. 117 Completing the New Activity Wizard ............................................................................................................. 118 Adding an Activity via Activity Details .................................................................................................120 General Tab ..................................................................................................................................................... 121 Status Tab ........................................................................................................................................................ 122 Notebook Tab .................................................................................................................................................. 123 Adding Activity Infonnation via Columns .............................................................................................124 Adding Steps toall Activity ....................................................................................................................127 Using Step Tetnplates ...................................................................................................................................... 128 Activity Codes ........................................................................................................................................129 Assigning Activity Codes ................................................................................................................................ 130 Assigning Activity Codes to Multiple Activities ............................................................................................ 131 StreamlinedProcess to Add Activity Code Values ......................................................................................... 132 Calelldar Assiglllllents ............................................................................................................................134 Calendar Types ................................................................................................................................................ 134 Assigning Calendars ........................................................................................................................................ 135 Lesson 7 - Creating Relationships139 Network Logic Diagraln .........................................................................................................................141 Precedence Diagralllining Metll0d ..........................................................................................................142 Relatiollship Types ..................................................................................................................................143 Finish toStali (FS) .......................................................................................................................................... 144 Stali toStart (SS) ............................................................................................................................................. 145 Finish toFinish(FF) ........................................................................................................................................ 146 Start to Finish (SF) ..........................................................................................................................................147 Relationsllips witll Lag ...........................................................................................................................148 Creating Relationships in the Activity Network .....................................................................................154 Creating aStali to Stmi Relationship .............................................................................................................. 155 Creating Relationships in Activity Details .............................................................................................156 Using the GoTo Feature .................................................................................................................................. 157 Assignillg Lag ......................................................................................................................................... 158 Viewing Relationships in the Gantt Chart ..............................................................................................159 Lesson 8 - Scheduling163 Critical Path Method Scheduling ............................................................................................................165 Critical Path ..................................................................................................................................................... 166 iv Data Date ................................................................................................................................................ 167 Forward Pass ...........................................................................................................................................169 Backward Pass ........................................................................................................................................171 Total Float ...............................................................................................................................................173 Backward Pass withReqtlired Finish ............................................................................................................... 176 Circular Relationships (Loops) ...............................................................................................................178 Open Ends ...............................................................................................................................................179 Schedtlling a Project ...............................................................................................................................184 Viewillg the Sclledule Log ...................................................................................................................... 185 Driving Relationships .............................................................................................................................187 Lesson 9-"""""''''',.,..;11110 .....Constraints 191 Definition alld Purpose of Constraints ....................................................................................................193 Must Finish By ................................................................................................................................................. 194 Start On or After .............................................................................................................................................. 195 Additional Constraints ............................................................................................................................ 196 How Constraints Affect Activity Dates ........................................................................................................... 199 Assigning a Must Finish By Constraint to a Project ............................................................................... 202 Reschedtding the Project .................................................................................................................................. 203 Assigning a Constraint to an Activity ..................................................................................................... 204 Adding a Notebook Topic ....................................................................................................................... 205 Lesson 10 - 114 ................... 11"11",..........Schedu.le Data 207 Grouping ................................................................................................................................................. 209 Sorting ..................................................................................................................................................... 211 Filtering ................................................................................................................................................... 212 Grouping Data ......................................................................................................................................... 216 Group and Sort Dialog Box .................................................................................................................... 21 7 Grouping by Date ............................................................................................................................................. 219 Collapsing/Expanding Grotlped Data .............................................................................................................. 220 Sorting Activities .................................................................................................................................... 221 Sorting by a Single Criterion ........................................................................................................................... 221 Filtering Activities .................................................................................................................................. 223 Filters Dialog Box ............................................................................................................................................ 224 Applying a Default Filter ........................................................................................................................ 225 Creating a Filter ...................................................................................................................................... 227 Using Multiple Filters ............................................................................................................................. 230 Applying the All Activities Filter ............................................................................................................ 231 ~ l"''-'"'''''',..,',..,:,''''''',:"." ......,''''''''',..','''"',..,''-,...,...,.,.."',...'''''''-,'-,,....,.......,';'''-,.........,',,-',-,:,",..,""''-''''-'''''".,'''-''''-,:,......,..; ...",.,';,-,..,""'-""'-"""""'.'''-''''''''':'-''''''-"''''''''''-''''-'''''-" ....,"""",.,""""'-"",.;"',.,","-".,"'""-"";,-";".":"",:,"'-"",..." ..."-....'-',"-"-,,,....,,......" ....-.;.., ...."',','-'-"..............................., ...." ...., .....,,....,"""'-""',.......,,-" ..,'.."",:,.................:',.......,""',:,-""'-".,",....... ,.,'""""..,.",.",.,.,..",."-"""",._"",-",.",,,,..,",',....,....,"',.........,..,"-'-,-""-""',.,,-,-"""",...' ..,",..,"'-,.......,',..,.,....,...:,_...., ...,"""',...,"""'-"'-"-',:".,.,'-"'-""'-""'-'-,...,"_.,.,""""""""",....'"'-',:..,.._''''''' LessonDocuments233 Project Docunlents .................................................................................................................................. 235 Linking DOcllmellts ................................................................................................................................. 236 Assigning DOCUlllents ............................................................................................................................. 237 Creating a Document Record .................................................................................................................. 240 The General Tab .............................................................................................................................................. 241 Files Tab .......................................................................................................................................................... 242 Assigning a Project Doculnent toan Activity ......................................................................................... 243 Viewing Documellt Details ..................................................................................................................... 245 Lesson .... ,.."'........ '... rlI,Ill"' ..nrRoles and Resources 247 Roles and ReSOllrces ............................................................................................................................... 249 Relationship Between Roles and Resources .................................................................................................... 252 Resource Types ....................................................................................................................................... 253 Viewing the Roles Dialog Box ............................................................................................................... 256 Prices Tab ........................................................................................................................................................ 257 Limits Tab ............................................................................................................................................... 258 Viewing Resources .......................................................................................................................................... 260 Resource Details ..................................................................................................................................... 261 General Tab ..................................................................................................................................................... 261 Codes Tab ........................................................................................................................................................ 261 Details Tab ...................................................................................................................................... '................ 262 Units & Prices Tab .......................................................................................................................................... 263 Lesson 13 - Assigning Roles and Resources265 Assigning Roles ...................................................................................................................................... 267 Assigning Resources ............................................................................................................................... 269 Steps for Resource Managelnent ............................................................................................................ 270 Assigning Roles to an Activity ............................................................................................................... 274 Assigning Multiple Roles to an Activity ......................................................................................................... 276 Assigning a Single Role to Multiple Activities ............................................................................................... 277 Assigning Rates on Roles ....................................................................................................................... 279 Steps for Resollrce Management ............................................................................................................ 282 Assigning ReSOllrces by Role ................................................................................................................. 283 Assigning by Role to Multiple Activities ........................................................................................................ 285 Adjusting Resource Assignment Units ................................................................................................... 286 Assigning aResource to a Level of Effort Activity ........................................................................................ 286 Assigning a Resource Directly ................................................................................................................ 287 Adjusting Budgeted Units/Tinle toSpecify Resource Quantity ............................................................. 288 Desigllating a Prilllary Resource ............................................................................................................. 289 vi Assigning a Material Resource ............................................................................................................... 290 Plallning Costs ........................................................................................................................................ 291 Resource Costs ................................................................................................................................................. 291 Expenses .......................................................................................................................................................... 292 Sutnmary Tab ................................................................................................................................................... 293 Lesson (D h.I''7i1l11611'Resources 295 Analyzing Resources .............................................................................................................................. 297 Resource Analysis Settings ..................................................................................................................... 300 Resource Usage Profile ........................................................................................................................... 302 Displaying the Resource Usage Profile .................................................................................................. 303 Viewing AUProjects or Open Projects Only .......................................................................................... 304 Fornlattillg tIle Profile ............................................................................................................................. 305 Formatting the Timescale ................................................................................................................................ 308 Lesson 15-1lU' ......... ..,."" ...Plan 311 Project Constraints .................................................................................................................................. 313 P6 Triple COllstraint ......................................................................................................................................... 3] 4 Optilnizing the Project Plall .................................................................................................................... 315 Analyzing Schedule Dates ............................................................................................................................... 316 Shortening the Project ...................................................................................................................................... 317 Analyzing Resource Allocation .............................................................................................................. 318 Analyzing the Cost Budget ..................................................................................................................... 319 Comparing the Calculated Finish Date to the Must Finish By Date ....................................................... 322 Focusing on Critical Activities ........................................................................................................................ 323 Shortening the Project ............................................................................................................................. 325 Refining Duration Esthnates ............................................................................................................................ 325 ModifYing Relationships .................................................................................................................................. 326 ModifYing Constraints ..................................................................................................................................... 327 VerifYing Project Dates ........................................................................................................................... 328 Analyzing Resource Allocation .............................................................................................................. 331 IdentifYing the Cause of Resource Overallocation .......................................................................................... 332 Correcting Overallocation ................................................................................................................................ 333 Replacing a Resource ....................................................................................................................................... 337 Analyzing tIleBudget ............................................................................................................................. 339 Lesson 16- the v...."''''''..n1tPlan 341 What is a Baseline? ................................................................................................................................. 343 Baseline Functionality in P6 Project Management ................................................................................. 346 Creating a Baseline .......................................................................................................................................... 347 Categorizing theBaseline ................................................................................................................................ 348 Assigning a Baseline ............................................................................................................................... 349 Viewing Baseline Bars ............................................................................................................................ 350 Bar Style Tab ................................................................................................................................................... 350 Displaying Baseline Bars ................................................................................................................................ 351 Customizing the Activity Table ....................................................................................................................... 352 Saving the Layout ............................................................................................................................................ 353 Bar Labels Tab ................................................................................................................................................ 354 Lesson 17 - \1.1",0. ... 1111111"111111'611" the......... 1>111.0." ...Plan 357 Updatillg a Project ................................................................................................................................... 359 How Data is Collected ..................................................................................................................................... 360 Data Date ......................................................................................................................................................... 361 TIleUpdating Process ............................................................................................................................. 362 Defining a Statlls Updating Period ......................................................................................................... 366 Progress Spotlight ............................................................................................................................................ 367 Dragging the Data Date ................................................................................................................................... 368 Entering Actuals ...................................................................................................................................... 369 COlnpletedActivities ....................................................................................................................................... 369 ActivitiesinProgress ....................................................................................................................................... 369 Updatillg Milestones ............................................................................................................................... 370 Updating Activities toCompletion ......................................................................................................... 371 Updating a Mid-Project Milestone .................................................................................................................. 375 Updating Activities in Progress .............................................................................................................. 376 Suspending an Activity ........................................................................................................................... 378 Updating COlnpleted Activities ............................................................................................................... 380 Rescheduling the Project ......................................................................................................................... 385 Viewing the Rescheduled Project .................................................................................................................... 386 COlltrollillg the Project ............................................................................................................................ 388 COlnpressing theSchedule .............................................................................................................................. 388 Lesson 18-61>.......",.,.11"11,.,..,..Performance 395 Methods forReporting Performance ...................................................................................................... 397 Runnillg all Existing Report .................................................................................................................... 400 RunReport Dialog Box ................................................................................................................................... 401 Print Preview ................................................................................................................................................... 403 Printing Reports ............................................................................................................................................... 404 Report Wizard ......................................................................................................................................... 405 Create or Modify Report ................................................................................................................................. 405 Configure Selected Subject Areas ................................................................................................................... 407 Adding aReport Title ...................................................................................................................................... 409 vHi Generating the Report ...................................................................................................................................... 410 Print Previevv .................................................................................................................................................... 411 Saving a Report ....................................................................................................................................... 412 Assigning a Report to a Repo11 Group ............................................................................................................. 413 Creating a Tilne Distributed Repoli ........................................................................................................ 414 Creating a Report Using the Current Layout .......................................................................................... 420 Lesson 19 - IIUP'BU'" .ft.". ...Web Site 425 Bellefits of a Project Web Site ................................................................................................................ 427 P6 Project Web Site Ca.pabilities ............................................................................................................ 430 Creating a Project Web Site .................................................................................................................... 431 Customizing tIle Project Web Site .......................................................................................................... 433 Splash Tab ........................................................................................................................................................ 434 Topics Tab ....................................................................................................................................................... 435 Graphics Tab .................................................................................................................................................... 436 Reports Tab ...................................................................................................................................................... 437 Publishing the Web Site .......................................................................................................................... 438 Navigating the Project Web Site ...................................................................................................................... 439 Publishing Activity Layouts ................................................................................................................... 441 AJ),peIBOllXA - Claim445 Understanding Claim Digger .................................................................................................................. 447 Claim Digger Overview .......................................................................................................................... 450 Configuring Projects and Output Options ....................................................................................................... .451 Choosing Comparison Options ........................................................................................................................ 452 Reviewing the Report ............................................................................................................................. 453 APlpenOIX B - 455 Output Controls ....................................................................................................................................... 457 Printing Layouts and Page Setup ................................................................ 00 ....................... 00 ................. 460 Page Tab .......................................................................................................................................................... 460 Margins Tab ..................................................................................................................................................... 462 Header Tab ....................................................................................................................................................... 463 Footer Tab ........................................................................................................................................................ 466 Options Tab ...................................................................................................................................................... 468 Print Setup ............................................................................................................................................... 470 Attachment Tools .................................................................................................................................... 471 Curtain Tool ..................................................................................................................................................... 471 Text Tool .......................................................................................................................................................... 472 Cllstomizing Data Date Style .................................................................................................................. 473 Appendix C - Using Timesheets to Execute the Project Plan475 Updating a Project ................................................................................................................................... 477 Timesheet Approval Project ................................................................................................................... 478 Data Date ................................................................................................................................................ 479 Applying Actllals .................................................................................................................................... 480 Updatil1g a Project ................................................................................................................................... 484 Ma11agingTimes11eet ApprovaL .............................................................................................................. 485 Reviewing Timesheets ............................................................................................................................ 486 Approving Tilnesheets ............................................................................................................................ 489 Updating a Project Using Timesheets ..................................................................................................... 491 Applying Actuals ............................................................................................................................................. 491 Analyzing the Results of Applying Actuals ............................................................................................ 493 Resc11edulingthe Project ......................................................................................................................... 495 Viewing the Detailed Results .......................................................................................................................... 496 x Course Objectives Project Management inPrimavera P6 Rei 7.0will cover the following topics: Project Management Life Cycle Identify the five process groups in the Project Management Life Cycle. Describe the steps included in each process group. Understanding Data in P6 Describe P6 functionalityand environment. Describe the Enterprise Project Structure. Describe the Organizational Breakdown Structure. Distinguish between enterprise data and project-specific data. Navigation and Layouts Log in to P6 Project Management. Open an existing project. Navigate in the Home window and Activities window. Open an existing layout. Customize a layout. Save a layout. Creating a Project Create a project. Navigate in the Projects window. View and modify information in Project Details. Creating a Work Breakdown Structure Define a Work Breakdown Structure (WBS). Create multiple levels of a WBS hierarchy. Adding Activities Describe an activity and its components. Describe activity types. Add activities. .x:i' Add a Notebook topic to an activity. Add steps to an activity. Assign activity codes toactivities. Creating Relationships View a network logic diagram. Describe the four relationship types. Create relationships in the Activity Network. Create relationships in Activity Details. Scheduling Perform a forward and a backward pass. Describe float and its inlpact on a schedule. Identify loops and open ends. Calculate a schedule. Analyze thescheduling log report. Assigning Constraints Describe available constraint types. Apply Must Finish By constraint to a project. Apply a Start On or After constraint toan activity. Add a Notebook topic to a constrained activity. Formatting Schedule Data Group activities according to specific criteria. Sort activities. Apply a filter. Create a filter. Maintaining the Project Documents Library Describe the difference between a work product and a reference document. Create a doculnent record. Link the docunlent record toa project document or work product. Assign the project document toan activity or WBS. xii Understanding Roles and Resources Describe roles. View the roles dictionary. Describe resources. Identify the differences between labor, nonlabor, and material resources. View the resource dictionary. Assigning Roles and Resources Assign roles to an activity. Assign rates on roles. Assign resources to an activity by role and directly froln the resource dictionary. Adjust Budgeted Units/Tilne for a resource. Assign expenses to activities. Analyzing Resources Display the Resource Usage Profile. F ornlat a profile. F onnat the timescale. Optimizing the Project Plan Analyze schedule dates. Shorten a project schedule. Analyze resource availability. Resolve resource overaHocation. Analyze project costs. Baselining the Project Plan Create a baseline plan. Display baseline bars on the Gantt Chart. Modify the bars on the Gantt Chart. Executing the Project Plan Describe several methods for updating the project schedule. Use Progress Spotlight. Update the status of completed activities and activities in progress. Reschedule the project. Reporting Performance Describe reporting methods. Run a schedule report. Create a resource report with the Report wizard. Create a time distributed report. Create a report using the current layout. Project Web Site Create and launch a project Web site. Custon1ize the appearance of a project Website. Publish activity layouts as HTML pages. Lesson 1 ......Projectanagement Lecture TimeDemo TimePractice TimeInteractive TimeLesson Total (minutes)(minutes)(minntes)(minutes)(minutes) 15- - 520 Objectives After completing this lesson,youshouldbe able to: Identify the five process groups in the Project Management Life Cycle. eDescribe the steps included ineachprocess group. rojectDefi - A temporary effort undertaken for the purpose of creatinga unique product,service,or result. Project Management - The process of achievingproject objectives within the constraints of schedule,cost,and resourcerestrictions. Project ManagementCycle - A sequence of phases that defines the overallprocess from the beginning to the endof a project. :-."""""'*''tA'"'''........ '''"""""""'"'''''''''''''''''''-J,........ "...,"'0"""""',...,""""",.... ,''*"'""""""""""""""""'........ ,''''',....... ,...,''''''''',...,,',... ,'''''''"""""""""""""""""""","",........ ,"''',...,'""""""""'''''''''''''''''''''''''''''''''''''',.... ,'"",,,,,,,,-.;.,... ,,,,'''''''''''''''1 Project Management Life Cycle Can be divided into five process groups: Initiating ProceSI Group Initiatirou Collect project information. Obtain organizational commitment. Develop the team. Lesson 1 - Project Management Ufey c l ~Planning Process Group Establishproject objectives andscopeof work. Define thework. Determine thetiming. IIIEstablishresourcerequirements/availability. Establisha cost budget. Evaluate,optimize,andcreate a baseline plan. ngrou Distribute information. Track work inprogress andactual costs. Controlling Processroup Analyze and evaluate the project. Recommend necessary action. Modify the current project withrealistic data. Reforecast the schedule . .,Communicate project performance to the project team. losi Document lessons learned. Determine if project canbeusedas a methodology. Deliver product toclient or stakeholders. Sack-up or archive project files. Concepts Projectmanagementistheprocessofachievingprojectobjectiveswithintheconstraintsof schedule, cost, and resource linlitations. Theprojectmanagementlifecycleisasequenceof phases,orprocessgroupsthatdefinesthe overall process from the beginning to the end of a project. The project management life cycle can be divided into fiveprocess groups: Initiating Planning Executing Controlling Closing Review Questions 1.Which of the following characteristics is essential to a project? 3.Produces a unique result b.Temporary in nature c.Complex or consisting of multiple tasks d.a and b c.a,b, and c 2.Which of the following constraints must project management address? 3.Cost b.Resources c.Schedule d.a and b c.a,b,and c nderstandingData iP6 Lesson 2 - nderstanding Data iP6 Lecture TimeDemo TimePractice TimeInteractive TimeLesson Total (minutes)(minutes)(minutes)(minutes)(minutes) 15- - 520 '12 Objectives After completing this lesson, youshould be able to: Describe P6 functionality andenvironment. Describe the Enterprise Project Structure. Describe the OrganizationalBreakdown Structure. Distinguish between enterprise data andproject-specific data. P6Web Access Server P6Web Access P6 Progress Reporter P6 Project Management P6Methodology Management Integration API Web Services Third-party report writer 14 Client Applications P6Project Management - Enterprise-wide project management, resource management, and portfolio management. P6Methodology Management - Capture,organize,and re-use com ponents of past projects to build future project plans. Appl P6 Web Access - Enterprise-wide project management, resource management,portfolio management - Customizable dashboards - Document collaboration P6Progress Reporter - Timekeeping and communication tool 16 Other P6 P6 Integration APIand Job Services - Enables developers to create programs to integrate P6 with other products and generate reports. P6 ReportingDatabase - Enables customers to use third-party reporting tools to create operational andbusiness intelligence reports. Structu( Ahierarchy used to organize projects. Provides: - Foundation for enterprise-wide project management. - Access toproject priorities,scope,budget,and resource information across the enterprise. Enables: - Individuals tomanage projects separately. - Organizations tosummarize data andview resource allocation across multiple projects. - Control of security at any level. Level 1 Level 2 Project A Project B EPS Project C Project D Project E F Comprised of roots,nodes,andprojects. - There isusuawhichrepresents the top level of anorganization. Aroot canbe subdivided into many nodes. Nodes - Represent different levels within the structure. Nodes cancontainanunlimitednumber of projects. Projects - Represent thelowest levelof a hierarchal branch.Allprojects must beincludedina node. Placement of a project inthe hierarchy determines the summary levelinwhichit isincluded. Benefits of the EPS View project priorities,scope,budgets,and resources across entire project structure or within specific node. litManage projects separately while retainingability to rollup andsummarize data across multiple projects. - Each node acts as a master project,rollingup all "child" nodes and projects. - Node canbeopened to view all detailed activity information from"child" projects. litView resource allocation across projects. and Security Assign security at any levelof EPS to provide users with appropriate access to project information. Inthis course,youhave access only to theConstruction node andits children. Level1 Level 2 Organizational Breakdown Structure (OBS) Hierarchical arrangement of organization's project management structure. 411 Controls user access to project data and designation of ResponsibleManager. .,Canbe configured: - Detailed:Employee names - General:Departments and divisions Definedby the administrator. nctionstheBS Designate theResponsibleManager - OBS elements are assigned asResponsible Managers for work withinanEPSnode,a project,a Work Breakdown Structure,or anissue or risk withina project. Controluser access toproject information - Allusers are assigned toanOBS element to establishtheir access toproject data. 24 Enterprise Data and Project-Specific Data Enterprise data - Available toallprojects across an organization. - Provides global standards andstructure necessary for centralized project andresource management. - Defined andmaintained by administrator. Project-specific data - Available only to the project in whichit is defined. - Defined by project managers. Some data canbe both enterprise andproject-specific. Project Structure Admin categories & preferences Roles Cost accounts Resources aBS Resource codes Project codes 26 Thresholds & Issues AS.----AS............ ".ES .. .. +. +. +++. +. +. +. +. Expenses Dates .+ .. .+ .. .. .+ .. .+ ... Risks Work Products & Documents Baseline WBS Calendars Reports Activity Codes 23 ......- "-Key Concepts TheEnterpriseProjectStructure(EPS)isahierarchyofprojectsthatenablesaccessto comprehensivescope,budget,andresourceinformationandprovidesafoundationforenterprise-wide project managenlent. TheOrganizationalBreakdownStructure(OBS)isthehierarchicalarrangelnentofan project nlanagelnent structure. It controls user access to project data and designation of the responsible manager. Enterprise data provides theglobal structure needed to Inanage multiple projects. EXatllples include the EPS and OBS, resources, and roles. Project-specificdataisavailableonlytotheprojectinwhichitisdefined.Exanlplesinclude activities and expenses. Review Questions 1.Which of the following is enterprise data? 3.Expenses b.Resources c.Risks d.Activities 2.Which statement about the EPS is false? 3.It includes all projects in the enterprise. b.It enables project data to be analyzed at multiple levels. c.It enables control of security at any level. It is restricted to two levels. Layouts Lesson 3 -- Navigation andLayouts Lecture TimeDemo TimePractice TimeInteractive TimeLesson Total (minutes)(minutes)(minutes)(minutes)(minutes) 101035560 30 Objectives After completing this lesson,youshouldbe able to: Login to P6Project Management. Open an existingproject. Navigate in the Home window and Activities window. Open an existinglayout. Customize a layout. Save a layout. Enterprise Data Project Data indows Applicationis organizedinto12 windows,each focusingonan aspect of project management. - Examples:Projects,Resources, WBS, Activities,Expenses Windows launched from the Directar_(shownat left) or Home window. Only one window canbe openat a time. 32 Layouts ItCustomized view of information ina window. - Available inProjects, WBS, Activities,and Tracking windows. Consists of top layout andbottom layout. Key layout functions inLayout Options bar. layout Options bar Toplayout Bottom layout Is Displays detailedinformation about selecteditem. Available inallwindows,except Tracking. Always inbottomlayout. Organizedinto tabs. - Tabs caninsome windows. 34Lesson 3Navigation and Layouts Notes TheHOlTIewindow isthestarting point fornavigation.It provides quick access toallenterpriseand project data.Totheleftof theHotTIewindow istheDirectorybar,which providesaccess tothe12windows.Each window providesspecificfunctionalitytohelpyoumanageprojects.ClickanitemintheDirectorybar to access thecorresponding window. Title bar - Displays the name of the current application and the name of openprojects. Menu bar - Click toperform functions. Navigation bar - Movebetween open windows, toggle theDirectory bar,and openHelp.Click icon to toggle bar off/on.Right-click inbar to toggle the bar andbutton text on/off. Status bar - Displays user's Login Name, data date of openprojects,access mode, and current baseline. Directory bar - Click buttons to access windows.Right-click inbar to toggle the bar and button text on/off. Activitiesindow The Activities window is used to create, view, and edit activities for open projects. The table below lists key navigation items in the Activities window. Toolbar - Displays icons that replicate many of the options available in the Menu bar drop-down menus. Layout Options bar - Displays a menu of options for changing the way the Activities window looks. Gantt Chart - Shown above in top layout,it displays activity information in a table format at left and a Gantt Chart at right. Activity Details - Shown above in bottom layout, use Activity Details to view/edit detailed information for the activity selectedin the Activity Table. Command bar - Displays options for adding or removing activity data. Vertical Split bar - Drag bar to hide/show more infonnation in Activity Table/Gantt Chart. Horizontal Split bar - Hide/show more infonnationintop/bottomlayouts. In this practice you will: Log in to P6 Proj ect Management. Open an existing proj ect. Navigate in the Home window and the Activities window. Open an existing layout. Custonlize a layout. Save a layout. ing Type a valid Login Name and Password tolog in to P6 Project Management.(Passwords are case-sensitive). If you donot know your Login Name/Password, contact your administrator. JEJLog in to P6 Project Management. Figure 3-1:Type a Login Name and Password. 1.Click Start,Programs,Oracle - Primavera P6,Project Management. 2.In the Login toPrimavera P6 dialog box, type a Login Name, and Password . 3.Click OK. After logging in, the Home window is displayed. 38 Opening a Project The Open Project dialog box shows all the projects you are authorized to open. Open a single project, indicated by Open a single node, indicated by +All projects under the node are opened. Open multiple projects under different nodes. Use Ctrl+Click to select more than one project. Office B'Jiding. Navigating in the Project Ma...Active Office Buiding. Creating a Work Breakdol'.'I'l..Active Office . Adding AdivitiesActive OfficeCreating RelationshipsActive Office Buiding. SchedutingActive Office Buiding Addaion. Assigning ConstraintsActive Office Building. Formatting Schedule DataActive Office Work Products and Docllme ...Active OfficeAddilion Assigning Roles and ResOUI..Active Office Building Addaion . Analyzing ResourcesActive Office Optimizing the Project PlanActive Office Basefining the Project PlanActive '1l'Display the Open Project dialog box. 1.In the File menu, click Open. Figure 3-2:Theicon indicates aproject - the lowest level of the Enterprise Project Structure. Access 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 change data. ..Exclusive - Thecurrentuseristheonlyuserwhocaneditdataontheseprojects.Otheruserscan access these projects in Read Only mode. Office Building Addition - Creating Relationships OfficeAddition- Scheduling Office Building i\,ddition-Assigning Constraints Bldg-10Office Building .I>.ddition- FormattingData 81dg-11Office Building Addition-Work Productsand Docume" Bldg-13Office Building-AS'ligning Roles and Resow Bldg-14Office Building Addition -Analyzing Resowces Bldg-15Office Building />,ddition- Optimizing the Proiect Plan 81dg-16Office- Baselining the Proiect Plan Bldg-17Office Building Addition - the Proiect Plan JEJOpen a project. Active Active Active Active

Acti've

Active

Figure 3-3:Select aproject inthe EPS, and then click Open. 1.In the Open Project dialog box, select a project, Bldg-03. 2.Click Open. Layouts A layout is a custonlizable view of information, conlbining all the visual elements that appear on the screen. TheActivities window provides options forviewing data in top/bottom layouts.You do not have toshow a bottom layout. Choose one of the following to show on top: Activity Table Gantt Chart Activity Usage Spreadsheet Activity Network Choose one of the following to show on bottom: Activity Details Activity Table Gantt Chart Activity Usage Spreadsheet Resource Usage Spreadsheet Activity Usage Profile Resource Usage Profile Trace Logic n9 A varietyof layoutsareavailable that provide different viewsof activitydata.You can createuser-specific layouts and project-specific layouts or use global layouts provided by your company. After selecting a layout, you can click either Apply or Open. Apply - Displays the selected layout but keeps the Open Layout dialog box open. Open - Displays the selected layout and closes the Open Layout dialog box. .!ldding RelmioMhips inNetwNk ,fJ..:ssigning Cost ,8.,ccQunts .!lssigningand Costs JEjApply a layout to the Activities window. 1.In the Layout Options bar, click Layout,Open. Figure 3-4:Clickto view the layout without closing the OpenLayout dialog box . If younlakemodificationstothecurrent layout,you areprompted tosavethosechanges.Inmost cases, choose No. 2.When pronlpted tosave changes tothe layout, click No. 3.In the Open Layout dialog box,select a layout, Analyzing the Budget. Click Apply. 42 After viewing the new layout that displays when you click Apply, you willselect a different layout and then click Open, which displays the layout and closes the Open Layout dialog box. 11erior Finishes BrickRoof Doors- Interior Finishes Carpentry In the WBS Table, click a WBS element to displayits activitiesinthe Activity Network. Inthe Activity Network, view the activities contained inthe selected WBS element and create relationships by clicking anddragging your mouse cursor fromthe edge of one activity to the edge of another. In the Toolbar, clickandto zoominand out on activities inthe Activity Network. Use the Relationships tab inActivityDetails to create and view relationships between anactivity selected inthe Activity Table andpredecessor and successor activities. Use the Lag fieldinthe Relationships tab to assignlag to the relationship between two activities. Clickto toggle relationship lines on/off inthe Gantt Chart. 154 In this practice you will: Create a relationship graphically in the Activity Network. Create a relationship using the Relationships tab in Activity Details. Assign lag to a relationship. View relationships in the Gantt Chart. Creating Relationships in the Activity Network TheActivityNetworkcanbeusefulforsequencingactivitiesbecauseitoffersagraphicaldisplayof the activities and the relationships.Click ~ Display the Activity Network. 1.Open a project, Bldg-07. to enlarge the size of the activities viewable in the network. Figure 7-1:Select activity BA4160 inthe Activity Network. 2.Confinn that you are in the Activities window.(Or in the Navigation bar, click Activities.) 3.In the Layout Options bar, click Layout, Open. 4.IntheOpenLayoutdialogbox,selectalayout,Adding RelationshipsinJ.h.letwork,andthenclick Open. 5.IntheWBSTableinthetoplayout,selectaWBSelenlent,Bldg-07.MechanicalSystems Plumbing and Electrical. 6.Clicktozoom in on activities in the Activity Network. 7.In the right pane of the Activity Network,select an activity, BA4160Rough-in Plumbing/Piping. a Start to Start Relationship Create a relationship by clicking and dragging your mouse cursor fronl one edge of an activity toanother. The left edge of the activity represents the start of the activity. The right edge of the activity represents the finish of the activity. structure Mechonical.lElectrical Sy HV,!!,CElevator 8rick Roof Doclrsand Interior FinisJ1esCarpentry 81dg-07 Floor and Carpeting 81dg-07 .lNT-FINISH.FIXTURES Plumbing anct Lighting Fl..Paint JEjCreate aStart to Start relationship between two activities. Figure 7-2:The line and arrow indicate a Start to Start relationshipbetween the two activities.Note that the relationship isalsolistedinthe Relationships tab inActivity Details. 1.TocreateaSSrelationship,placethenlousepointertotheleftedgeof anactivity,BA4160-Rough-In Plumbing/Piping. The relationship arrow II appears. 2.Click and drag the mouse to the left edge of successor activity, BA4170 - Install Wiring and Cable. Note the relationship line and arrow in the Activity Network. 3.In Activity Details, click the Relationships tab and view the relationship in the Predecessors pane. ng Relationships in Activity Details YoucanalsousetheRelationshipstabtocreaterelationships.WhencreatingarelationshipinActivity Details, the default relationship type is Finish toStart. Activities inthe Assign Successors dialogbox can begrouped and sorted in a variety of ways,including by EPS and by List. In the Display Options bar, click Group and Sort By to view options. ?Wltat are tlte otlter activity display optiolls/or tlte Ass/gil Successors dialog box? Foundation Structure HVIl.CElevator Exterior Finishes Brick Roof Doors and Wlndows Interior Finishes Carpentry Bldg-07.INT-FINISH.COVERINGSFloor and Carpeting Plumbing and Lighting FL '1JCreate a Finish to Start relationship between two activities. Figure 7-3:Click Assign in the Successors pane inthe Relationships tab to assign a successor activity. The new relationship is displayed inbotb tbe Successors pane and inthe Activity Network. 1.In the Activity Network, select an activity, BA4170 - Install Wiring and Cable. 2.In the Successors window in the Relationships tab, click Assign. 3.IntheAssignSuccessorsdialogbox,selectanactivity,BA 4180 - ConnectEquipment,andthen clickto assign the selection. Note that the relationship is now displayed in both the Successors pane and the Activity Network. 4.Clickto close the dialog box. Using theFeature Click~ ~ _ ~ intheRelationshipstabtochangetheselectionintheActivityTabletotheactivity highlighted in the relevant Predecessors or Successors window. ~ Assign a successor activity using the GoTo feature. 1.In the Layout Options bar, click Show onTop,Gantt Chart. Figure 7-4:When youclick GoTo, the activity selected inthe Relationships tab is selectedinthe Activity Table and Activity Details. 2.IntheSuccessorswindowintheRelationshipstab,selectanactivity,BA 4180- Connect Equipment. 3.In theSuccessors window,click ..........- . . . . _ ~ . . . . J .Note that activity BA4180 is now selected in the Activity Table and in Activity Details. 4.In the Successors window in the Relationships tab,click Assign. 5.In the Assign Successors dialog box, select an activity, BA4100Startup and Test HVAC,and then clicktoassign theselection. 6.Clicktoclose the dialog box. Assigning Lag Use the columns in the Relationships tab to nlake adjustments to the relationship type or to assign lag. '1JAssign lag to arelationship. Figure 7-S:Type a value in the Lag column. 1.IntheActivityTableorActivityDetails,confirnlthatactivityBA 4180- ConnectEquipnlentis selected. 2.In the Successors pane, click in the Lag field and type . 3.On your keyboard, press Enter. How would you use the COlUl11nSin the Relationships tabtochange arelationship type? ips in You can also view/modify relationships in the Activity Table and the Gantt Chart. CD Activity Table - Displays the Predecessors and Successors columns. CD Gantt Chart - Click the Relationship Lines icon lines on and off. in the top layout toolbar to toggle relationship . Pll;mbltlgi'pipitlgand Cllble Review and Approve Brick Samples Figure 7-6:Clickto toggle relationship lines on and off inthe Gantt Chart. Alsonote that relationships are designated by the entries in the Predecessors and Successors columns. View relationships between activities in the Activity Table and the Gantt Chart. 1.In the Layout Options bar, click Columns. 2.In theAvailable Options section in the Columns dialog box,clicktoexpand Lists. 3.SelectPredecessors,clicktoInoveittotheSelectedOptionssection,andthenclickto position it at the bottom of the list. 4.In the Available Options section,select Successors,and click section. tomove it totheSelected Options Confirm that Successors appears below Predecessors at the bottoln of the Selected Options list. 5.Click OK. 6.Drag the vertical split bar toexpose the new cohllnns, and adjust column widths as necessary. 7.In the Toolbar, clicktoview the relationships between the activities. Notethateven thoughrelationshipswereadded,theactivitiesdidnotmovefromtheprojectstart date.When the project isscheduled, the activities will be positioned in the Gantt Chart according to their relationships. ,,-----------,-,-Concepts UsethePrecedenceDiagrammingMethodtocreateanetworklogicdiagranlthatshowsthe relationships between activities. Build the diagratn using boxes to represent activities and arrows to represent logical relationships between the activities. P6ProjectManagementsupportsfourrelationshiptypes(FinishtoStart,StarttoStart,Finishto Finish,and Start to Finish) that identify the type of dependency that exists between an activity and its predecessor or successor. Lag is the offset or delay between an activity and its successor. You can create relationships in the Activity Network via agraphical display or in the Relationships tab in Activity Details. Review Questions 1.In the Relationships tab in Activity Details, which of the followingis used to jump from the current activity to one of its predecessor or successor activities? a.Jump b.Search c.Look GoTo 2.What is the default relationship type in P6 Project Management? a.Finish to Start b.Finish to Finish c.Start to Start d.Start to Finish 3.False: Lag is an offset or delay between an activity and its successor. Which of the following can be used to schedule lag? a.The predecessor activity's calendar assignment b.The successor activity's calendar assignment c.The 24 hour calendar d.a or b e.a or b or c Background Nowthattheactivitieshavebeenentered,relationshipsneedtobeestablished.Theprojectteanlhas determined the order in which the activities should occur. Objectives 1.Use the information in the following table tocreate relationships between activities: .... "':R'II "" ,i"'IH IUBI INII iI',\:uo/uy ... .'',.... ,,,.... ,,,,.... ,............ ,"""''',.... " .... " .... " .... '*'''''''''''',.... ",.... " .... " .... ,,''(>.''''''''"""',.... ,""(>......... ,",...v..,""",.... "'*"",.... ,""",.... ,"'''',.... ,,........ ,"""'''''',.... ".... ".... ,.... ,',.... ".... "'''',.... ,'''',........ ".... ,,,.... ,''''''''.... ",.... ".... ,'''''''''',.... ,.... ,'*''',........ ".... ,'',.... ,''''''''''''".... ,''"........ ,'*'".... ,'''''''''''''''''''''''''''''''''*'''''*'........ ,.... ,,',........ ,-.:.182 When you schedule a project, activity dates are calculated according to durations and logic. After theproject isscheduled,notethechangein theposition of activitiesin theGantt Chart.Activitybars are displayed according to their calculated start and finish dates.Critical activity bars are displayed in red. To display theSchedule dialog box,press F9 on your keyboard;click the Tools menu, click Schedule. inthe Toolbar; or in Inthe Schedule dialog box, confirm or adjust the data date inthe Current Data Date field. Mark the Log to filecheckbox to record the results of scheduling. ClickView Log to view the log. Click Schedule toschedule the project. 134 In this practice, you will: oSchedule a project. oReview theSchedule Log. oView driving relationships in the Activity Network. Scheduling a Project After displaying the Schedule dialog box, confirm the data date before scheduling. IiA2070 i 6nd Pot. SlObBA2080 i and coffipOCt WallsiiAi090 B,cio.free! Structuraif';a,;;;;" 8.6.3020 ; Floor Decking BA3030: Concrete F.st FloorJOSchedule aproject. 1.Open a project, Bldg-DB. Figure 8-1:Mark the checkbox to create a Schedule Log.After scheduling, note the new positions of activities in the Gantt Chart. 2.Confirm that you are in the Activities window. (Or in the Directory bar, click Activities.) 3.In the Layout Options toolbar, click Show on Top,Gantt Chart. ?Before the project is scheduled,where are all of the project activities aligned in the Gantt Chart? 4.In the Tools menu, click Schedule (or press F9 on your keyboard.) 5.In theSchedule dialog box, verify the Current Data Date,JJ-Jan-J O. 6.Mark a checkbox, Log to File. 7.In the Log toFilefield,browse toa path, C:\Training Docs. 8.Click Schedule. Followingscheduling,whatdetern'lil'lesthepositionsof projectactivitiesinthe Gantt Chart? u The Schedule Log records scheduling results, including: .dditioti,26,Jan-10, Od Review and Approve Designs, 21-..lan-10,Odo As,embleTechnical Data forHe.'lt Pump,D1-Feb-1O,OdRevie'N TData on Pumps, 15-Feb1O, Od t Begil1 Building Comtruction"OdSite Prep.9ration, 11-Feb-10.Od Excavation, 1Heb-1 0,Od Install Undergrollnd VI ater 18-F eb-1 0, Od Imtall Underground Electric (:onduit. 18-Feb-10, Od c::::::::::::::Form/Pour Concre)e 04-Mar-1 0,Od Concrete Foundation Walls, 18-Mar-1 E=:JFOimandPourSlab .. 25-Mar-10, I BackfillandCompact ViallY26 ComJ:>lete,2E t :8egin Shuctlllal Phase, Od 11.IntheLayoutOptions bar,click Layout,Save. 356 ---"............................"..""..............._---, Key Concepts Abaselineisacopyof aprojectthatyou cancomparetothecurrent projectin order toevaluate progress.Create a baseline plan before updating a schedule for the first time. You can createa baseline either bycopying thecurrentlyopened project or byconvertinganother project into a baseline. Assign a baseline type to categorize and standardize baselines across all projects. A project baselineisthebaselineselectedbytheproject managerfortheproject andiscontrolled byasecurityprivilege.User-baselinescanbedesignatedbyeachuserandareusedforschedule comparison only. TheBarsdialogboxallowsyoutoInodifythetype,size,color,rowposition,andshapeof the baseline bars displayed in the Gantt Chart. Review Questions 1.True or False: Only one baseline can be compared to a current schedule at any given time. 2.Which of the following can be compared using a project baseline? a.Schedule data b.Resource data c.Cost data d.Allof the above 3.True or False: A maximum of one project baseline and three user baselines can be created forany single project. theroject Lesson 17 - Executing the Project Plan Lecture TimeDemo TimePractice TimeInteractive TimeLesson Total (minutes)(minutes)(minutes)(minutes)(minutes) 51040560 358 Objectives After completing this lesson, you shouldbe able to: Describe severalmethods for updating the project schedule. Use Progress Spotlight. Update the status of completed activities andactivities in progress. Reschedule the project. pdating a Project Once a project has started,actual activity information must be updated at regular intervals. Schedule dates and durations Resource usage Expenses Lesson 17Executing the Project~ a nHow Data is Collected Updates canbe made daily, weekly,or monthly dependingon project length and the precision of project control.Three methods for updating project information: eManually - Project managers manually enter the actual date,resource,andcost information. Timesheets - Approve andapply timesheets. - Teammembers use timesheets to update activities. - Project managers review and approve timesheets. - Project managers apply timesheets to the project. IIIAuto compute actuals - Activity progress is calculated automatically according to the project plan. Actuals canbe enteredmanually, through the use of timesheets,or canbe calculated automatically according to the project plan. Data Date The data date is the date up to whichactualperformance data isreportedandthe date fromwhich future work is scheduled. The data date always starts at the beginningof the day . ..........---------Data ........ r ; r !

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I [' I .. ''''I I 362 The Updating Process Standardproject update procedures shouldbe established, includinghow data is collected andhow often it is updated. litCreate a baseline plan(optional). Identify the new data date. Enter activity progress. Report resource use and costs to date. Use Suspend andResume dates as necessary. Reschedule using the new data date. Perform baseline analysis. - Compare current plantobaseline plan to analyze variances. litMonitor project progress with reports. - Determine whether project objectives are being met. Question orIt isimportant that the duration of the updating periodremainconstant throughout the course of the project. 1.True .False 364 ,---Notes UpdatingtheprojectplanisdoneintheActivitieswindow.AnupdatingperiodisdisplayedintheGantt ChartandintheActivityTable,andactivityprogressinformationisenteredintheappropriatetabsin Activity Details. Use ProgressSpotlight to define a status updating period andidentify activities on which progress has occurred. Use the Activity Table to select activities to update. Use the Status tab inActivity Details to enter actualschedule dates and durationinformation for completed activities and activitiesinprogress. Use theResources tabinActivity Details toenter actualresource usageinformation. Use theExpenses tabinActivityDetails to enter actualnon-resource costs for activities being updated. In this practice you will: Use Progress Spotlight to define a status updating period. Enter Actual Start and Actual Finish dates for cOlnpleted activities. Adjust Relnaining Duration for an activity in progress. Suspend and resume an activity in progress. Adjust Actual Regular Units and Remaining Units for an activity resource. Adjust Actual Cost and Relnaining Cost for an activity expense. Reschedule the project after updating activities. Reviewtheupdatedprojectafterreschedulingtodetenninewhat,if any,stepsneedtobetaken going forward. Defining a Status Updating Period Definethestatusupdatingperiodbefore youbegintoupdateactivities.Ingeneral,theupdatingperiod beginsat thecurrent datadateand ends at a point in thefuture.Thelength of theupdatingperiod depends on thefrequencyof your updates.You could, for example, create an updating period that extends one week fromthecurrent data date.The end of theupdatingperiod willbecome thenew data date - the dateupto which actual performance is measured. There are two options for defining the status updating period in the Gantt Chart: Activate Progress Spotlight. Drag the data date. Notethatevenasyouestablishanewstatusupdatingperiod,thenewdatadatemuststillbemanually changed in the Schedule dialog box. Progress Spotlight ProgressSpotlightcreatesavisiblestatusupdatingperiodbetween thecurrentdatadateandthenextdata date.It also provides a highlighted list of activities that should show progress during the updating period. A::1emble Brick S.3mplf''l'Technical bata for Heal Pump Revie!,t.,1 and ,6.pprove Flooring Irrlall UndelOro'und \Ja!er Une Imlall tJnderground Eledric (;ond'Jil JEjActivate the Progress Spotlight. 1.Open a project, Bldg-17. Figure 17-1 :Click the icon to activate the Progress Spotlight. 2.Confirm that you arein the Activities window.(Or in the Directory bar, click Activities.) 3.In the Layout Options bar, click Layout, Open. In the Open Layout dialog box,select a layout, Status the Project, and then click Open. 5.In the top layout toolbar, clicktoactivate theProgress Spotlight. ProgressSpotlightestablishesastatusupdatingperiodof oneweekfrOlTIthecurrentdatadate, basedonthenlinordateintervalof theGanttCharttilTIescale,whichissettoWeek/Month.You can click and drag the right edge of theSpotlight to increase or decrease thestatus updating period. 6.Clickagain tode-activate theSpotlight. 368 Dragging the Data Date Youcan alsohighlighttheactivitiestobeupdatedbydraggingthedata datelinetothedesireddate.Note the date tag on the cursor, which changes as you drag the line. JeJDrag the data date. 1.Use your mouse cursor to click and drag the data date line to 08-Feb-lO. Figure 17-2:Dragging the data date line enables you to focus onactivities that shouldbe updated. ng Actuals Onceaprojectisunderway,youmustenteractualscheduledata,resourceusage,andexpensecostsat regularintervals.Youmayneedtoupdatedaily,weekly,ormonthly,dependingonthelengthof your project and how frequentlyyou want to adjust your forecasts. Actual data isdifferent than planned data - actual data is the real time and cost associated with an activity. Enter schedule, resource, and cost data in the following order: Completed Activities ..Actual Start and Actual Finish dates ..Actual Regular Units/Costs ..Actual Cost for expenses Activities in Progress ..Actual Start date ..Percent Conlplete and/or Remaining Duration ..Actual Regular Units/Costs and Relnaining Units/Costs ..Actual and Remaining Costs for expenses If activity work is telnporarily halted, useSuspend/Resume dates. ~ " " " " " " " " " " ... """"""""""'...""''''''''''...,""""""',... ,"""""""""""""",.... ,',.... ,"'"""""',... ,,"""""',... ,,"',... ,"',""""'"''''''''''""""""""""""""""""""""""""'"''"""'''''''''''''''''''0);.'''',... ,''''',..... ,''''''''''',... ' ' ' ' ' ' " " " " " " ' N < . " " " " " " " " " " " " " " " " " " ~ " " " " " " " " " ' , .... ,""""""""'''''',....,',... ,... ,''''''''''''''""""''N-.'''''''''''''''''''-': 370Lesson 17 - Executing the Project~ a nng Milestones Toupdate a start nlilestone, mark the Started checkbox and enter theActualStart date.You donot need to enter data in the Finish field because the activity type is a Start Milestone, which has zero duration. "eJUpdate a Start Milestone activity. Figure 17-3:Mark the Started checkbox in the Status tab. 1.In the Activity Table, select an activity, BA1000 - Building Addition Kickoff. 2.In Activity Details, click the Status tab. 3.Mark a checkbox, Started. 4.Verify the Actual Start date,ll-Jan-10. pdating Activities to Completion Three steps must be performed to update an activity tocompletion: Enter Actual Start and Actual Finish dates. Enter Actual Regular Units for resources. Enter Actual Cost forexpenses. ~ Update an activity that started and finishedon time. Figure 17-4:MarkStart and Finished checkboxes and verify/change dates in the Status tab. 1.In the Activity Table, select an activity, BA10l0 - Design Building Addition. 2.IntheStatustabinActivityDetails,n1arktheStarted checkboxandverifytheActualStartdate, ll-Jan-l0. 3.Mark the Finished checkbox and verify the Actual Finish date,26-Jan-l0. NotethatwhenyouluarkedtheFinishedcheckbox,thebarfortheactivityintheGanttChart turned blue, indicating that the activity was con1pleted and has actual values. 372 Next, you willcheck the ActualRegular Unitsfor theactivity.Note that in this exatnple, data in the Actual Regular Unitsfield is autolnatically cOlnpleted because Recalculate Actual Units and Cost when duration% complete changes isselected in the Calculations tab in Project Details. ~ Verify Actual Regular Units for an activity resource. Figure t 7-5:1nthe Actual Regular Units column, verify 96 hours worked. 1.In the Activity Table, verify that activity BA1010 - Design Building Addition is selected. 2.In Activity Details, click the Resources tab. 3.In the Actual Regular Units column for the resource, Koenig Designers, verify the number of hours worked, 96. Youwillnowupdatethestatusof activityBA1020 - Reviewand ApproveDesigns,whichwascOlnpleted during thisstatus updating period.The activity started on time but finishedone daylate.Resource Paul Kiln worked an additional 8 hours on the activity. Whenselectinganew datefortheStarted orFinished fieldintheStatustab,markthecheckboxfirstand then select the date. '-tUpdate the status of an activity. Figure 17-6:Mark the Finished checkbox before selecting anew date. 1.In the Activity Table, select an activity, BA1020-Review andApprove Designs. 2.In Activity Details, click theStatus tab. 3.In theStatus section, lnark a checkbox, Started. Verify the Actual Stati date,ll-Jan-10. 5.Mark a checkbox, Finished. 6.In the Finished field,click 7.Select the Actual Finish date, 22-Jan-10, and then click Select. 374 You have updated the Actual Finish date. Now you luust update the actual hours that the resource worked. ~ Update Actual Regular Units for aresource. 1.In Activity Details, click the Resources tab. 2.In the Actual Regular Units column for Paul Kim, type . 3.Press Enter on your keyboard. Figure 1 7-7:The Actual Regular Units are 80h - 8 hours more than the Budgeted Units. Updating a Mid-Project Milestone AStart Milestone isupdated thesame way whether itoccurs at the beginning of a project or in mid-project. Mark the Started checkbox and then enter the Actual Start date. ~ Update a mid-project Start Milestone. Figure t 7-8:Mark the Started checkbox for the Start Milestone activity. 1.In the Activity Table, select an activity, BA2000Begin Building Construction. 2.In A