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BS Grupo SฺAฺCฺ
Managing Projects in Primavera P6 Professional Rel 8.0 Volume I • Student Guide
D67338GC10 Edition 1.0 December 2010 D71647
BS Grupo SฺAฺCฺ Copyright © 2010, Oracle and/or its affiliates. All rights reserved. Disclaimer This document contains proprietary information and is protected by copyright and other intellectual property laws. You may copy and print this document solely for your own use in an Oracle training course. The document may not be modified or altered in any way. Except where your use constitutes "fair use" under copyright law, you may not use, share, download, upload, copy, print, display, perform, reproduce, publish, license, post, transmit, or distribute this document in whole or in part without the express authorization of Oracle. The information contained in this document is subject to change without notice. If you find any 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. Restricted Rights Notice If this documentation is delivered to the United States Government or anyone using the documentation on behalf of the United States Government, the following notice is applicable: U.S. GOVERNMENT RIGHTS The U.S. Government’s rights to use, modify, reproduce, release, perform, display, or disclose these training materials are restricted by the terms of the applicable Oracle license agreement and/or the applicable U.S. Government contract. Trademark Notice Oracle and Java are registered trademarks of Oracle and/or its affiliates. Other names may be trademarks of their respective owners.
BS Grupo SฺAฺCฺ
Table of Contents Lesson 1 – Project Management Life Cycle
1
Project Management Definitions ................................................................................................................ 3 Project Management Life Cycle ................................................................................................................. 4 Initiating Process Group ...................................................................................................................................... 5 Planning Process Group ...................................................................................................................................... 6 Executing Process Group .................................................................................................................................... 7 Controlling Process Group .................................................................................................................................. 8 Closing Process Group ........................................................................................................................................ 9
Lesson 2 – Understanding Data in P6
11
P6 EPPM ................................................................................................................................................... 13 P6....................................................................................................................................................................... 14 P6 Professional .................................................................................................................................................. 15 Other Applications ............................................................................................................................................ 16
Enterprise Project Structure ...................................................................................................................... 17 EPS and Security ............................................................................................................................................... 21
Organizational Breakdown Structure (OBS) ............................................................................................ 22 Enterprise Data and Project-Specific Data ............................................................................................... 23 Enterprise Data .................................................................................................................................................. 24 Project-Specific Data......................................................................................................................................... 25
Lesson 3 – Overview and Navigation
27
Windows and Menus................................................................................................................................. 29 Tabs and Toolbars..................................................................................................................................... 30 Layouts...................................................................................................................................................... 31 Details ....................................................................................................................................................... 32 Logging In................................................................................................................................................. 35 Opening a Project...................................................................................................................................... 36 Access Modes .................................................................................................................................................... 37
Tabbed Windows ...................................................................................................................................... 38 Tab Groups ........................................................................................................................................................ 40 Tab Groups ........................................................................................................................................................ 40
Toolbars and Menus.................................................................................................................................. 41 Commonly Used Toolbars................................................................................................................................. 42 Viewing Toolbars .............................................................................................................................................. 43 Customizing Toolbar Location.......................................................................................................................... 44 Customizing Toolbar Icons ............................................................................................................................... 45 Customizing Menu Commands ......................................................................................................................... 46
Layouts...................................................................................................................................................... 47
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Opening an Existing Activity Layout ....................................................................................................... 48 Gantt Chart................................................................................................................................................ 50 Activity Usage Spreadsheet ...................................................................................................................... 51 Activity Network ...................................................................................................................................... 52 Activity Table ........................................................................................................................................... 53 Customizing a Layout ............................................................................................................................... 54 Selecting Columns .............................................................................................................................................54 Using Hint Help in the Columns Dialog Box ....................................................................................................55
Displaying Activity Details....................................................................................................................... 56 Selecting Details Tabs........................................................................................................................................57
Saving Layouts.......................................................................................................................................... 58 Closing a Project ....................................................................................................................................... 60 Lesson 4 – Creating a Project
63
Project ....................................................................................................................................................... 65 Creating a Project...................................................................................................................................... 66 Creating a Project with the Create a New Project Wizard ........................................................................ 69 Entering a Project Name ....................................................................................................................................71 Entering Project Start and End Dates.................................................................................................................72 Entering a Responsible Manager .......................................................................................................................73 Selecting the Assignment Rate Type .................................................................................................................74 Completing the Wizard ......................................................................................................................................75
Viewing Project Details ............................................................................................................................ 77 General Tab........................................................................................................................................................78 Dates Tab ...........................................................................................................................................................79 Notebook Tab.....................................................................................................................................................80 Codes Tab ..........................................................................................................................................................82 Type Ahead and Search in Dialog Boxes ..........................................................................................................83 Defaults Tab.......................................................................................................................................................84 Budget Log Tab .................................................................................................................................................85
Lesson 5 – Creating a Work Breakdown Structure
87
Definition of Work Breakdown Structure................................................................................................. 89 Viewing WBS Elements ........................................................................................................................... 94 Creating the WBS Hierarchy .................................................................................................................... 95 Lesson 6 – Adding Activities
101
Definition of Activity.............................................................................................................................. 103 Activity Components .............................................................................................................................. 104 Activity Type .......................................................................................................................................... 105 Start Milestone .................................................................................................................................................106 Finish Milestone...............................................................................................................................................107
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Task Dependent ............................................................................................................................................... 108 Resource Dependent ........................................................................................................................................ 109 How Activity Type Affects Dates ................................................................................................................... 110 Level of Effort ................................................................................................................................................. 113 WBS Summary ................................................................................................................................................ 114
Activity Codes ........................................................................................................................................ 115 Three Levels of Activity Codes....................................................................................................................... 116
Adding an Activity via the New Activity Wizard .................................................................................. 119 Enabling the Wizard ........................................................................................................................................ 120 Launching the Wizard ..................................................................................................................................... 121 Naming the Activity and Specifying a WBS................................................................................................... 122 Assigning Activity Type ................................................................................................................................. 124 Completing the New Activity Wizard ............................................................................................................. 125
Adding an Activity via Activity Details ................................................................................................. 127 General Tab ..................................................................................................................................................... 128 Status Tab ........................................................................................................................................................ 129 Notebook Tab .................................................................................................................................................. 130
Adding Activity Information via Columns ............................................................................................. 131 Adding Steps to an Activity .................................................................................................................... 134 Activity Codes ........................................................................................................................................ 135 Assigning Activity Codes................................................................................................................................ 135 Assigning Activity Codes to Multiple Activities ............................................................................................ 136 Streamlined Process to Add Activity Code Values ......................................................................................... 137
Case Study 1 – Creating a Project
141
Lesson 7 – Assigning Calendars
147
Calendars................................................................................................................................................. 149 Calendar Pools ........................................................................................................................................ 150 Resource Calendars ......................................................................................................................................... 152
Work Time Types ................................................................................................................................... 153 Calendars and Activity Types ................................................................................................................. 154 Viewing the Global Calendar Pool ......................................................................................................... 156 Viewing a Global Calendar..................................................................................................................... 157 Adding a Project Calendar ...................................................................................................................... 158 Linking the Holidays Calendar and Setting the Workweek.................................................................... 159 Setting Non-Work Time ......................................................................................................................... 160 Setting Exceptions .................................................................................................................................. 161 Viewing and Assigning Calendars.......................................................................................................... 162 Lesson 8 – Creating Relationships
165
Network Logic Diagram ......................................................................................................................... 167
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Precedence Diagramming Method.......................................................................................................... 168 Relationship Types.................................................................................................................................. 169 Finish to Start (FS)...........................................................................................................................................170 Start to Start (SS) .............................................................................................................................................171 Finish to Finish (FF) ........................................................................................................................................172 Start to Finish (SF)...........................................................................................................................................173
Relationships with Lag ........................................................................................................................... 174 Creating Relationships in the Activity Network ..................................................................................... 180 Creating a Start to Start Relationship...............................................................................................................181
Creating Relationships in Activity Details ............................................................................................. 182 Using the GoTo Feature ...................................................................................................................................183
Assigning Lag ......................................................................................................................................... 184 Viewing Relationships in the Gantt Chart .............................................................................................. 185 Lesson 9 – Scheduling
187
Critical Path Method Scheduling ............................................................................................................ 189 Data Date ................................................................................................................................................ 191 Forward Pass ........................................................................................................................................... 193 Backward Pass ........................................................................................................................................ 195 Total Float ............................................................................................................................................... 197 Must Finish By Date ........................................................................................................................................200
Circular Relationships (Loops) ............................................................................................................... 202 Open Ends ............................................................................................................................................... 203 Scheduling a Project ............................................................................................................................... 209 Viewing the Schedule Log ...............................................................................................................................211
Driving Relationships ............................................................................................................................. 212 Lesson 10 – Assigning Constraints
215
Constraints .............................................................................................................................................. 217 Must Finish By.................................................................................................................................................218 Start On or After ..............................................................................................................................................219
Additional Constraints ............................................................................................................................ 220 How Constraints Affect Activity Dates ...........................................................................................................223
Assigning a Must Finish By Constraint to a Project............................................................................... 225 Rescheduling the Project..................................................................................................................................226
Assigning a Constraint to an Activity ..................................................................................................... 227 Adding a Notebook Topic....................................................................................................................... 228 Lesson 11 – Creating Layouts
231
Grouping ................................................................................................................................................. 233 Sorting..................................................................................................................................................... 235 Filtering................................................................................................................................................... 236
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Grouping Data......................................................................................................................................... 240 Group and Sort Dialog Box .................................................................................................................... 241 Grouping by Date ............................................................................................................................................ 243 Collapsing/Expanding Grouped Data .............................................................................................................. 245
Sorting Activities .................................................................................................................................... 246 Sorting by a Single Criterion ........................................................................................................................... 246
Filtering Activities .................................................................................................................................. 248 Filters Dialog Box ........................................................................................................................................... 249
Applying a Default Filter ........................................................................................................................ 250 Creating a Filter ...................................................................................................................................... 252 Using Multiple Filters ............................................................................................................................. 255 Applying the All Activities Filter ............................................................................................................ 256 Lesson 12 – Managing Work Products and Documents
259
Project Documents .................................................................................................................................. 261 Linking Documents................................................................................................................................. 262 Assigning Documents ............................................................................................................................. 263 Creating a Document Record.................................................................................................................. 265 The General Tab .............................................................................................................................................. 266 Files Tab .......................................................................................................................................................... 267
Assigning a Project Document to an Activity......................................................................................... 268 Viewing Document Details ..................................................................................................................... 270 Case Study 2 – Scheduling the Project
273
Lesson 13 – Understanding Roles and Resources
277
Roles and Resources ............................................................................................................................... 279 Relationship Between Roles and Resources.................................................................................................... 282
Resource Types ....................................................................................................................................... 283 Viewing the Roles Dialog Box ............................................................................................................... 285 Prices Tab ........................................................................................................................................................ 286
Limits Tab ............................................................................................................................................... 287 Viewing Resources .......................................................................................................................................... 289
Resource Details ..................................................................................................................................... 290 General Tab ..................................................................................................................................................... 290 Codes Tab........................................................................................................................................................ 290 Details Tab ...................................................................................................................................................... 291 Units & Prices Tab .......................................................................................................................................... 292
Lesson 14 – Assigning Roles and Resources
295
Assigning Resources ............................................................................................................................... 298 Steps for Resource Management ............................................................................................................ 299 Assigning Roles to an Activity ............................................................................................................... 303
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Assigning Multiple Roles to an Activity..........................................................................................................305 Assigning a Single Role to Multiple Activities ...............................................................................................306
Steps for Resource Management ............................................................................................................ 309 Assigning Resources by Role ................................................................................................................. 310 Assigning by Role to Multiple Activities ........................................................................................................312
Adjusting Resource Assignment Units ................................................................................................... 313 Assigning a Resource to a Level of Effort Activity .........................................................................................313
Assigning a Resource Directly................................................................................................................ 314 Adjusting Budgeted Units/Time to Specify Resource Quantity ............................................................. 315 Designating a Primary Resource............................................................................................................. 316 Assigning a Material Resource ............................................................................................................... 317 Planning Costs ........................................................................................................................................ 318 Resource Costs.................................................................................................................................................318 Expenses ..........................................................................................................................................................319 Summary Tab...................................................................................................................................................320
Lesson 15 – Optimizing the Project Plan
323
Project Constraints .................................................................................................................................. 325 Analyzing Schedule Dates ...............................................................................................................................326 Shortening the Project ......................................................................................................................................327
Analyzing Resource Allocation .............................................................................................................. 328 Analyzing the Budget ............................................................................................................................. 329 Comparing the Calculated Finish Date to the Must Finish By Date....................................................... 332 Focusing on Critical Activities ........................................................................................................................333
Shortening the Project............................................................................................................................. 335 Refining Duration Estimates ............................................................................................................................335 Modifying Relationships..................................................................................................................................336 Modifying Constraints .....................................................................................................................................337
Confirming Project Dates ....................................................................................................................... 338 Analyzing Resource Allocation .............................................................................................................. 340 Identifying the Cause of Resource Overallocation ..........................................................................................341 Correcting Overallocation................................................................................................................................342 Replacing a Resource.......................................................................................................................................346
Analyzing the Budget ............................................................................................................................. 348 Lesson 16 – Baselining the Project Plan
351
Baseline? ................................................................................................................................................. 353 Managing Baselines ................................................................................................................................ 356 Creating a Baseline ..........................................................................................................................................357 Categorizing the Baseline ................................................................................................................................358
Assigning a Baseline............................................................................................................................... 359 Update Baseline Options......................................................................................................................... 360
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Viewing Baseline Bars............................................................................................................................ 362 Bar Style Tab................................................................................................................................................... 362 Displaying Baseline Bars ................................................................................................................................ 363 Customizing the Activity Table....................................................................................................................... 364 Saving the Layout............................................................................................................................................ 365 Bar Labels Tab ................................................................................................................................................ 366
Lesson 17 – Importing and Exporting Data
369
Import/Export Wizards ........................................................................................................................... 371 Reasons to Import/Export Project Data .................................................................................................. 372 Import/Export Formats............................................................................................................................ 373 Export Wizard ......................................................................................................................................... 375 Project(s) to Export ......................................................................................................................................... 376 File Name ........................................................................................................................................................ 377
Import Wizard ......................................................................................................................................... 378 Import Format.................................................................................................................................................. 378 File Name ........................................................................................................................................................ 379 Import Project Options .................................................................................................................................... 380 Updating Project Options ................................................................................................................................ 381 Modifying Import Configuration..................................................................................................................... 382 Completing the Import .................................................................................................................................... 383 Viewing the Import Log File ........................................................................................................................... 384 Viewing the New Project................................................................................................................................. 385
Case Study 3 – Optimizing and Baselining
387
Lesson 18 – Methods of Applying Progress
391
Updating a Project................................................................................................................................... 393 Spectrum of Updating Methods .............................................................................................................. 395 Update Progress............................................................................................................................................... 396 Auto Compute Actuals .................................................................................................................................... 397 Recalculate Units, Costs When Duration % Complete Changes..................................................................... 399 Manually Update ............................................................................................................................................. 401 Timesheets ....................................................................................................................................................... 402 Delegating Status Updates............................................................................................................................... 404
Lesson 19 – Executing the Project Plan
407
Updating a Project................................................................................................................................... 409 Data Date ......................................................................................................................................................... 410
The Updating Process ............................................................................................................................. 411 Defining a Status Updating Period ......................................................................................................... 414 Progress Spotlight ................................................................................................................................... 415 Establishing the Status Period ......................................................................................................................... 416
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Entering Actuals...................................................................................................................................... 417 Updating Milestones ............................................................................................................................... 418 Updating Activities to Completion ......................................................................................................... 419 Updating a Mid-Project Milestone...................................................................................................................423
Updating Activities in Progress .............................................................................................................. 424 Suspending an Activity ........................................................................................................................... 426 Updating Completed Activities............................................................................................................... 428 Rescheduling the Project......................................................................................................................... 430 Viewing the Rescheduled Project ....................................................................................................................431
Lesson 20 – Reflection Projects
433
Creating a Reflection Project .................................................................................................................. 437 Making Changes to the Reflection Project ............................................................................................. 440 Merging Reflection into Source Project ................................................................................................. 444 Previewing Changes.........................................................................................................................................445
Merging Reflection into Source Project ................................................................................................. 447 Viewing Updated Source Project............................................................................................................ 448 Lesson 21 – Analyzing the Updated Project
451
Steps for Analyzing the Updated Project................................................................................................ 453 Questions to Determine How to Adjust a Schedule.........................................................................................454 Shortening the Project ......................................................................................................................................455
Analyzing the Updated Project ............................................................................................................... 457 Shortening the Schedule ..................................................................................................................................459
Analyzing Resources .............................................................................................................................. 462 Analyzing Costs ...................................................................................................................................... 464 Lesson 22 – Reporting Performance
467
Methods for Reporting Performance ...................................................................................................... 469 Running an Existing Report.................................................................................................................... 472 Run Report Dialog Box ...................................................................................................................................473 Print Preview....................................................................................................................................................474 Printing Reports ...............................................................................................................................................475
Report Wizard ......................................................................................................................................... 476 Create or Modify Report ..................................................................................................................................476 Configure Selected Subject Areas....................................................................................................................478 Adding a Report Title ......................................................................................................................................480 Generating the Report ......................................................................................................................................481 Print Preview....................................................................................................................................................482
Saving a Report....................................................................................................................................... 483 Assigning Report Group and Report Scope .....................................................................................................484
Creating a Time-Distributed Report ....................................................................................................... 485
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Creating a Report Using the Current Layout .......................................................................................... 491 Creating Batch Reports ........................................................................................................................... 495 Running Batch Reports ................................................................................................................................... 496 Viewing the Report ......................................................................................................................................... 497
Case Study 4 – Execution and Control
499
Lesson 23 – Duration Types
507
Time and Work ....................................................................................................................................... 509 Duration Type ......................................................................................................................................... 511 Choosing a Duration Type ...................................................................................................................... 512 Recalculating the Time/Work Equation.................................................................................................. 513 Duration Type: Fixed Units/Time........................................................................................................... 514 Duration Type: Fixed Duration and Units/Time..................................................................................... 516 Duration Type: Fixed Units .................................................................................................................... 518 Duration Type: Fixed Duration & Units ................................................................................................. 520 Assigning a Duration Type ..................................................................................................................... 523 Modifying an Activity with Fixed Units/Time Duration Type............................................................... 525 Changing Units ................................................................................................................................................ 525 Changing Duration .......................................................................................................................................... 526 Changing Units/Time ...................................................................................................................................... 527 Adding a Resource .......................................................................................................................................... 528
Lesson 24 – Calculating Percent Complete
531
Percent Complete .................................................................................................................................... 533 Duration Percent Complete ............................................................................................................................. 534 Units Percent Complete ................................................................................................................................... 535 Physical Percent Complete .............................................................................................................................. 536 Weighted Steps ................................................................................................................................................ 537
Assigning a Percent Complete Type....................................................................................................... 539 Updating Activities Based on Physical Percent Complete ..................................................................... 541 Updating Activities Based on Duration Percent Complete..................................................................... 543 Updating Activities Based on Units Percent Complete .......................................................................... 544 Weighted Steps ....................................................................................................................................... 546 Setting Up Weighted Steps.............................................................................................................................. 546 Adding Weighted Steps to Activities .............................................................................................................. 548 Updating Weighted Steps ................................................................................................................................ 549
Lesson 25 – Earned Value
551
Earned Value Analysis............................................................................................................................ 553 Essential Performance Variables ..................................................................................................................... 554 Simplified Example of Earned Value Analysis ............................................................................................... 555 Planned Value Cost ......................................................................................................................................... 556
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Earned Value Cost ...........................................................................................................................................557 Actual Cost ......................................................................................................................................................558 Schedule Variance ...........................................................................................................................................560 Cost Variance...................................................................................................................................................561 Variance vs. Performance Index ......................................................................................................................562 Schedule Performance Index ...........................................................................................................................563 Cost Performance Index...................................................................................................................................564 Estimate to Complete .......................................................................................................................................565 Performance Factor ..........................................................................................................................................566 Earned Value Graph.........................................................................................................................................567
Earned Value Project Background .......................................................................................................... 570 Calculating Planned Value Cost ............................................................................................................. 571 Calculating Actual Cost .......................................................................................................................... 572 Calculating Earned Value Cost ............................................................................................................... 573 Performance % Complete ....................................................................................................................... 574 Weighted Milestones .......................................................................................................................................575 Creating Weighted Milestones.........................................................................................................................576 Updating Weighted Milestones........................................................................................................................577 Effect of Weighted Milestones on Activities ...................................................................................................578 50/50 ................................................................................................................................................................579 Activity Percent Complete ...............................................................................................................................580
Conclusions Based on Earned Value ...................................................................................................... 581 Schedule Performance .....................................................................................................................................581 Cost Performance .............................................................................................................................................581
Cost and Schedule Performance Indices................................................................................................. 582 Cost Performance Index (CPI) .........................................................................................................................582 Schedule Performance Index (SPI) ..................................................................................................................583
Calculating Estimate to Complete .......................................................................................................... 584 Using Remaining Cost for Activity to Calculate ETC .....................................................................................585 Using CPI to Calculate ETC ............................................................................................................................586 Using CPI and SPI to Calculate ETC...............................................................................................................588
Lesson 26 – Managing Multiple Projects
591
Benefits of Multiple Projects .................................................................................................................. 593 Viewing Multiple Project Activities ....................................................................................................... 596 Viewing Activities Assigned to a Resource in Multiple Projects ....................................................................597
Applying Progress Across Multiple Projects .......................................................................................... 598 Viewing the Project ID of Predecessors and Successors ........................................................................ 601 Scheduling Multiple Projects .................................................................................................................. 602 Setting the Default Project ...................................................................................................................... 603 How Project Elements are Handled in Multi-Project Mode ................................................................... 604
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Lesson 27 – Advanced Scheduling
607
Critical Path ............................................................................................................................................ 609 Multiple Float Paths ................................................................................................................................ 611 Scheduling Out-of-Sequence Activities.................................................................................................. 612 Calendar Effect on Lag ........................................................................................................................... 613 Multiple Float Paths ................................................................................................................................ 616 Scheduling Out-of-Sequence Activities.................................................................................................. 619 Using Retained Logic ...................................................................................................................................... 620 Using Progress Override ................................................................................................................................. 621
Calendar Effect on Lag ........................................................................................................................... 622 Using the Predecessor Calendar ...................................................................................................................... 623 Using the Successor Calendar ......................................................................................................................... 625
Appendix A – Using P6 Professional with Spreadsheets
629
Exporting to a Spreadsheet Application ................................................................................................. 631 The Export Wizard.................................................................................................................................. 633 Export Type ..................................................................................................................................................... 634 Select Projects ................................................................................................................................................. 634 Select Template ............................................................................................................................................... 635 Add Columns to the XLS file .......................................................................................................................... 636 Assign a Sort Order ......................................................................................................................................... 637 Select the XLS File Location .......................................................................................................................... 638 Summary ......................................................................................................................................................... 639
Updating Data in a Spreadsheet Application .......................................................................................... 641 Importing from a Spreadsheet Application into P6 Professional............................................................ 644 Reviewing Import Updates in P6 Professional ....................................................................................... 646 Adding New Schedule Data via a Spreadsheet Application ................................................................... 647 Importing New Project Data into P6 Professional........................................................................................... 650
Appendix B – Claim Digger
653
Understanding Claim Digger .................................................................................................................. 655 Configuring Projects and Output Options............................................................................................... 658 Choosing Comparison Options........................................................................................................................ 660
Reviewing the Report ............................................................................................................................. 661 Appendix C – Creating Output
663
Output Controls....................................................................................................................................... 665 Printing Layouts and Page Setup ............................................................................................................ 667 Page Tab .......................................................................................................................................................... 667 Margins Tab .................................................................................................................................................... 668 Header Tab ...................................................................................................................................................... 669 Footer Tab ....................................................................................................................................................... 672
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Options Tab .............................................................................................................................................674 Print Setup............................................................................................................................................... 676 Attachment Tools.................................................................................................................................... 677 Curtain Tool .............................................................................................................................................677 Text Tool..................................................................................................................................................678 Customizing Data Date Style.................................................................................................................. 679
Appendix D – Timescaled Logic Diagrams
681
Using Timescaled Logic Diagrams........................................................................................................ 683 Timescaled Logic Diagrams ….............................................................................................................. 686 Choosing a Template ...............................................................................................................................687 Specifying the Timescale ........................................................................................................................688 Other Timescale Logic Diagram Options ...............................................................................................689
Appendix E – Case Study Solutions
693
BS Grupo SฺAฺCฺ
Course Objectives Managing Projects in Primavera P6 Professional R8 will cover the following topics:
Section I: Overview and Creating a Project Lesson 1 - Project Management Life Cycle
Identify the five process groups in the Project Management Life Cycle.
Describe the steps included in each process group.
Lesson 2 - Understanding Data in P6
Describe functionality and technical environment of P6 (EPPM).
Describe the Enterprise Project Structure.
Describe the Organizational Breakdown Structure.
Distinguish between enterprise data and project-specific data.
Lesson 3 - Overview and Navigation
Log in to P6 Professional.
Open an existing project.
Open and navigate among different windows.
Open an existing layout.
Customize a layout.
Save a layout.
Lesson 4 - Creating a Project
Create a project.
Navigate in the Projects window.
View and modify information in Project Details.
Lesson 5 - Creating a Work Breakdown Structure
Define a Work Breakdown Structure (WBS).
Create multiple levels of a WBS hierarchy.
xiii
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Lesson 6 - Adding Activities
Describe an activity and its components.
Describe activity types.
Add activities.
Add a Notebook topic to an activity.
Add steps to an activity.
Assign activity code values to activities.
Case Study 1 - Creating a Project
Section II: Scheduling the Project and Managing Data
Lesson 7 - Assigning Calendars
Define work time and non-work time.
Explain the differences between global, project, and resource calendars.
Create a new project calendar.
Lesson 8 - Creating Relationships
View a network logic diagram.
Describe the four relationship types.
Create relationships in the Activity Network.
Create relationships in Activity Details.
Lesson 9 – Scheduling
Describe Critical Path Method (CPM) Scheduling.
Perform a forward and a backward pass.
Describe float and its impact on a schedule.
Identify loops and open ends.
Calculate a schedule.
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Lesson 10 - Assigning Constraints
Describe available constraint types.
Apply Must Finish By constraint to a project.
Apply a Start On or After constraint to an activity.
Add a Notebook topic to a constrained activity.
Lesson 11 - Creating Layouts
Group activities according to specific criteria.
Sort activities.
Apply a filter.
Create a filter.
Lesson 12 - Managing Work Products and Documents
Describe the difference between a work product and a reference document.
Create a document record.
Link the document record to a project document or work product.
Assign the project document to an activity or WBS.
Case Study 2 - Scheduling the Project
Section III: Assigning Resources and Baselining
Lesson 13 - 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.
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Lesson 14 - Assigning Roles and Resources
Assign roles to an activity.
Assign rates on roles.
Assign resources to an activity by role and directly from the resource dictionary.
Adjust Budgeted Units/Time for a resource.
Assign expenses to activities.
Lesson 15 - Optimizing the Project Plan
Analyze schedule dates.
Shorten a project schedule.
Analyze resource availability.
Resolve resource overallocation.
Analyze project costs.
Lesson 16 - Baselining the Project Plan
Create a baseline plan.
Display baseline bars on the Gantt chart.
Modify the bars on the Gantt chart.
Lesson 17 - Importing and Exporting Data
Describe the process of importing and exporting data.
Export a project.
Import a project.
Case Study 3 - Optimizing and Baselining
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Section IV: Project Execution and Control
Lesson 18 - Methods of Applying Progress
Describe methods for applying progress to a project.
Lesson 19 - Executing the Project Plan
Use Progress Spotlight.
Update the status of completed activities and activities in progress.
Reschedule the project.
Lesson 20 - Reflection Projects
Create a reflection project.
Merge changes from reflection project into source project.
Lesson 21 - Analyzing the Updated Project
Analyze schedule dates, resource availability/allocation, and project costs.
Identify areas where the project is falling behind schedule or exceeding planned costs.
Make changes necessary to address variances.
Understand the importance of analyzing a project after every status update.
Lesson 22 - 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.
Case Study 4 - Project Execution and Control
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Section V: Advanced Project Analysis
Lesson 23 - Duration Types
Determine which duration type works best in a given situation.
Assign a duration type to an activity.
Lesson 24 - Calculating Percent Complete
Describe the three Percent Complete types.
Determine which Percent Complete type to use based on how your organization reports progress.
Explain how activity percentages are calculated based on the Percent Complete type chosen.
Use weighted steps to calculate Percent Complete.
Lesson 25 - Earned Value
Define earned value.
Define Performance Percent Complete.
Review the results of different earned value techniques.
Recognize the benefits of using earned value analysis.
Lesson 26 - Managing Multiple Projects
Filter and apply progress to multiple projects.
Set the default project for multiple projects.
Explain how project elements are handled in multi-project mode.
Lesson 27 - Advanced Scheduling
Calculate multiple float paths when scheduling.
Explain the difference between scheduling logic options.
Describe a calendar’s effect on lag.
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Section VI: Appendices
Appendix A - Using P6 Professional with Spreadsheets
Export activity data to a spreadsheet application.
Modify project information in the spreadsheet application.
Import project information from the spreadsheet application.
Importing a new project from the spreadsheet application.
Appendix B - Claim Digger
Describe how Claim Digger compares project plans.
Create a comparison report in Claim Digger.
Appendix C - Creating Output
Customize the appearance of headers and footers.
Insert and format the curtain and text attachment tools.
Format the appearance of the data date.
Appendix D - Timescaled Logic Diagrams
Describe what a timescaled logic diagram is.
Explain the value of timescaled logic diagrams.
Create a timescaled logic diagram.
Appendix E - Case Study Solutions
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Overview and Creating a Project
SECTION I
Project Management Life Cycle Understanding Data in P6 Overview and Navigation Creating a Project Creating a Work Breakdown Structure Adding Activities
Copyright © 2010, Oracle. All rights reserved.
BS Grupo SฺAฺCฺ
Project Management Life Cycle
Copyright © 2010, Oracle. All rights reserved.
Lesson 1 – Project Management Life Cycle Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
15
-
-
5
20
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Lesson 1 – Project Management Life Cycle
Objectives After completing this lesson, you should be able to: • Identify the five process groups in the Project Management Life Cycle. • Describe the steps included in each process group.
Copyright © 2010, Oracle. All rights reserved.
BS Grupo SฺAฺCฺ Lesson 1 – Project Management Life Cycle
Project Management Definitions • •
•
Project – A temporary effort undertaken for the purpose of creating a unique product, service, or result. Project Management – The process of achieving project objectives within the constraints of schedule, cost, and resource restrictions. Project Management Life Cycle – A sequence of phases that defines the overall process from the beginning to the end of a project.
Copyright © 2010, Oracle. All rights reserved.
3
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Lesson 1 – Project Management Life Cycle
Project Management Life Cycle Can be divided into five process groups:
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BS Grupo SฺAฺCฺ Lesson 1 – Project Management Life Cycle
Initiating Process Group • • •
Collect project information. Obtain organizational commitment. Develop the team.
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Lesson 1 – Project Management Life Cycle
Planning Process Group • • • • • •
Establish project objectives and scope of work. Define the work. Determine the timing. Establish resource requirements/availability. Establish a cost budget. Evaluate, optimize, and create a baseline plan.
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BS Grupo SฺAฺCฺ Lesson 1 – Project Management Life Cycle
Executing Process Group • •
Track work in progress and actual costs. Distribute information.
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Lesson 1 – Project Management Life Cycle
Controlling Process Group • • • • •
Analyze and evaluate the project. Recommend necessary action. Modify the current project with realistic data. Reforecast the schedule. Communicate project performance to the project team.
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BS Grupo SฺAฺCฺ Lesson 1 – Project Management Life Cycle
Closing Process Group • • •
Deliver product to client or stakeholders. Document lessons learned. Back-up or archive project files.
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Lesson 1 – Project Management Life Cycle
Lesson Review Key Concepts
Project management is the process of achieving project objectives within the constraints of schedule, cost, and resource limitations.
The project management life cycle is a sequence of process groups that defines the overall process from the beginning to the end of a project.
The project management life cycle can be divided into five process groups:
Initiating
Planning
Executing
Controlling
Closing
Review Questions 1.
Which of the following characteristics is essential to a project? a. Produces a unique result b. Temporary in nature c.
Complex or consisting of myriad tasks
d. a and b e. 2.
a, b, and c
Which of the following constraints must project management address? a. Schedule b. Cost c.
Resources
d. a and b e.
a, b, and c
BS Grupo SฺAฺCฺ
Understanding Data in P6
Copyright © 2010, Oracle. All rights reserved.
Lesson 2 – Understanding Data in P6
Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
15
-
-
5
20
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Lesson 2 – Understanding Data in P6
Objectives After completing this lesson, you should be able to: • Describe P6 Enterprise Project Portfolio Management (EPPM). • Describe the Enterprise Project Structure. • Describe the Organizational Breakdown Structure. • Distinguish between enterprise data and projectspecific data.
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BS Grupo SฺAฺCฺ Lesson 2 – Understanding Data in P6
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P6 EPPM
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Lesson 2 – Understanding Data in P6
P6 • •
• • • • •
Web-based Enterprise-wide project and resource management Portfolio management and analysis Customizable dashboards Document management Workflows Application administration
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BS Grupo SฺAฺCฺ Lesson 2 – Understanding Data in P6
15
P6 Professional • •
• •
Windows-based Enterprise-wide project and resource management Optimized for very large projects Optional module when installing P6
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Lesson 2 – Understanding Data in P6
Other Applications •
Progress Reporter – Timekeeping and resource communication
•
P6 Analytics – Built on combination of P6 Reporting Database and Oracle Business Intelligence (OBI) – Interactive dashboards – Reporting
•
P6 Integration API and Web Services – Enables developers to create programs to integrate P6 with other products and generate reports.
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17
Enterprise Project Structure (EPS) A hierarchy used to organize projects. • Provides: – Foundation for enterprise-wide project management. – Access to project priorities, scope, budget, and resource information across the enterprise.
•
Enables: – Individuals to manage projects separately. – Organizations to summarize data and view resource allocation across multiple projects. – Control access to project data at any level.
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Lesson 2 – Understanding Data in P6
EPS Comprised of roots, nodes, and projects. • Root – There is usually only one root, which represents the top level of an organization. A root can be subdivided into many nodes. • Nodes – Represent different levels within the structure. Nodes can contain an unlimited number of projects. • Projects – Represent the lowest level of a hierarchal branch. All projects must be included in a node. Placement of a project in the hierarchy determines the summary level in which it is included.
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Sample EPS • •
Any node in the EPS can contain projects. Some nodes in the EPS do not contain projects. These nodes are used to contain and organize projects.
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Lesson 2 – Understanding Data in P6
Benefits of the EPS • •
View project priorities, scope, budgets, and resources across entire project structure or within specific node. Manage projects separately while retaining ability to roll up and summarize data across multiple projects. – Each node acts as a master project, rolling up all "child" nodes and projects. – Node can be opened to view all detailed activity information from "child" projects.
•
View resource allocation across projects.
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BS Grupo SฺAฺCฺ Lesson 2 – Understanding Data in P6
21
EPS and Security •
•
•
Assign security at any level of EPS to provide users with appropriate access to project information. For this course, you can access only the Construction and Renovation EPS nodes. Most of the projects you will open are in the Office Building East node.
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Lesson 2 – Understanding Data in P6
Organizational Breakdown Structure (OBS) • •
Hierarchical arrangement of organization’s project management structure. Controls user access to project data – All users are assigned to an OBS element to establish their access to project data.
•
Designation of Responsible Manager – OBS element is assigned as Responsible Manager for work within an EPS node, a project, a Work Breakdown Structure, or an issue or risk within a project.
•
Can be configured: – Detailed: Employee names – General: Departments and divisions
•
Defined by the administrator. Copyright © 2010, Oracle. All rights reserved.
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Enterprise Data and Project-Specific Data •
Enterprise data – Available to all projects across an organization. – Provides global standards and structure necessary for centralized project and resource management. – Defined and maintained by administrator.
•
Project-specific data – Available only to the project in which it is defined. – Usually defined by project managers.
•
Some data can be both enterprise and project-specific.
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Lesson 2 – Understanding Data in P6
Enterprise Data Examples of enterprise data are listed below: • • • • • • •
EPS OBS Resources Roles Resource codes Project codes User-defined fields
• • • • • • •
Cost accounts Currencies Financial periods Notebook topics Issue codes Risk categories Step templates
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BS Grupo SฺAฺCฺ Lesson 2 – Understanding Data in P6
25
Project-Specific Data Examples of project-specific data are listed below: • • •
Work Breakdown Structure Activities Baselines
• • •
Risks Issues Documents
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Lesson 2 – Understanding Data in P6
Lesson Review Key Concepts
The Enterprise Project Structure (EPS) is a hierarchy used to organize projects. It enables access to comprehensive scope, budget, and resource information and provides a foundation for enterprisewide project management.
The Organizational Breakdown Structure (OBS) is the hierarchical arrangement of an organization’s project management structure. It controls user access to project data and designation of the responsible manager.
Enterprise data provides the global structure needed to manage multiple projects. Examples include the EPS and OBS, resources, and roles.
Project-specific data is available only to the project in which it is defined. Examples include activities and expenses.
Review Questions 1.
Which of the following is enterprise data? a. Expenses b. Resources c.
Risks
d. Activities
2.
Which statement about the EPS is false? a. 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.
d. It is restricted to two levels.
BS Grupo SฺAฺCฺ
Overview and Navigation
Copyright © 2010, Oracle. All rights reserved.
Lesson 3 – Overview and Navigation
Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
10
20
40
5
75
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Lesson 3 – Overview and Navigation
Objectives After completing this lesson, you should be able to: • Log in to P6 Professional. • Open an existing project. • Open and navigate among different windows. • Open an existing layout. • Customize a layout. • Save a layout.
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Windows and Menus •
P6 Professional is organized into 11 windows, each focusing on an aspect of project management. – Examples: Projects, Resources, WBS, Activities, Expenses
•
Launched from menus or toolbars. Menus Window
Toolbars
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Lesson 3 – Overview and Navigation
Tabs and Toolbars •
Multiple windows can be open at one time. – Windows displayed on tabs. – Active Tab Title bar indicates the active window.
Toolbars
Window tabs
Active Tab Title bar
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Layouts •
Customized view of information. – Available in Projects, WBS, Activities, and Tracking views.
• •
Consists of top layout and bottom layout. Key layout functions on Layout Options bar.
Layout Options bar Top Layout
Bottom Layout
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Lesson 3 – Overview and Navigation
Details • • • •
Displays detailed information about selected item. Available in all windows, except Tracking. Always in bottom layout. Organized into tabs. – Tabs can be customized in some windows.
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BS Grupo SฺAฺCฺ Lesson 3 – Overview and Navigation
Notes
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Lesson 3 – Overview and Navigation
Overview: Overview and Navigation The table below lists key navigation items in Primavera P6 Professional.
Toolbars – Display icons that replicate menu options. Toolbars are displayed across the top and along both sides of the screen. Active Tab Title bar – Indicates which window is currently displayed. View Tabs – Indicate open windows and enable users to navigate between them by clicking the appropriate tab. Layout Options bar – Displays a menu of options for changing the way the open view looks. Vertical Split bar – Drag bar to hide/show more information in the Activity Table/Gantt chart. Horizontal Split bar – Drag bar to hide/show more information in top/bottom layouts. Activity Details – Displays detailed information about the activity selected in the Activity Table.
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Practice: Overview and Navigation In this practice you will:
Log in to P6 Professional.
Open an existing project.
Navigate in the Activities window.
Open an existing layout.
Customize and save a layout.
Logging In Type a valid Login Name and Password to log in to P6 Professional. Passwords are case-sensitive. Figure 3-1: Type a Login Name and Password.
Log in to P6 Professional. 1.
Click Start, Programs, Oracle – Primavera P6 Professional, P6 Professional.
2.
In the Login to Primavera P6 Professional dialog box, type a Login Name, and Password .
3.
Click OK. After logging in, the Projects window and the Project Table are displayed.
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Lesson 3 – Overview and Navigation
Opening a Project Open projects from the Project Table in the Projects window or the Open Project dialog box. The Open Project dialog box shows all projects you are authorized to open.
Open a single project, indicated by
Open a single node, indicated by
. (An open project is indicated by .
All projects under the node are opened.
Open multiple projects under different nodes.
Use Ctrl+Click to select more than one project. Figure 3-2: The icon indicates a project – the lowest level of the Enterprise Project Structure.
Display the Open Project dialog box. 1.
On the File menu, click Open.
.)
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Access Modes You have the option to select an access mode prior to opening a project:
Shared – Multiple users can view, input, and change data. This is the default setting.
Read Only – User can view data but cannot input or change data.
Exclusive – The current user is the only user who can edit data on these projects. Other users can access these projects in Read Only mode. Figure 3-3: Select a project in the EPS, and then click Open.
Open a project. 1.
In the Open Project dialog box, select a project, BLDG-03 BLDG – Overview and Navigation.
2.
Click Open.
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Lesson 3 – Overview and Navigation
Tabbed Windows The project opens in the Activities window. Open windows are indicated by tabs near the top of the screen, with the active tab indicated by bold black text and by an Active Tab Title bar directly above the tabs. A tab is displayed only when a window is opened. Figure 3-4: The tab area near the top of the screen shows which windows are open. The tab with the bold black text – in this case, Reports – indicates the active tab.
Open additional windows. 1.
On the Enterprise menu, click Resources. Note that the Resources tab is displayed at the top of the screen. It is the new active tab, indicated by bold tab text and by the blue Active Tab Title bar.
2.
On the Tools menu, click Reports, Reports. Note that the Reports tab is displayed as the active tab.
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Click on the appropriate tab to navigate between windows. You also can drag-and-drop the tabs to arrange the windows as you choose. The X at the right end of the Active Tab Title bar is the close button for the active tab. When only one window is open, no tab is displayed. Figure 3-5: When only one window is open, no tab is displayed. Nevertheless, the Active Tab Title bar still indicates the active window.
Navigate among the open windows and then close them. 1.
Click on each tab to navigate from one window to another.
2.
Click the Projects tab and, holding the mouse button down, drag the tab to the right end of the row of tabs.
3.
Click the Activities tab and drag it to the right end of the tabs.
4.
Click the Resources tab, and then click the X on the end of the Active Tab Title bar to close the Resources window.
5.
Click the X on the Active Tab Title bar to close the Reports and Activities windows. Note that although only the Projects window is open and no tabs are displayed, the Active Tab Title bar still indicates the active window.
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Lesson 3 – Overview and Navigation
Tab Groups Window tabs can be separated into tab groups, with each tab group in its own window. Use this feature to compare related information in different windows without having to switch between tabs. For example, you might want to check rates and availability in the Resources window while making resource assignments in the Activity window. Figure 3-6: Tab groups enable you to compare information in two different windows without having to switch back and forth using the tabs.
Create tab groups. 1.
On the Enterprise menu, click Resources.
2.
On the Project menu, click Activities.
3.
On the View menu, click Tab Groups, New Vertical Tab Group. Note that the screen is divided into two vertical tab groups: The left group contains the Resources and Projects tabbed windows and the right group contains the Activities window.
4.
In the left tab group, click the Resources tab to display the Resources window.
5.
In the right tab group, click the Resources tab in Activity Details to view resource assignments.
6.
On the View menu, click Tab Groups, Merge all Tab Groups.
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Toolbars and Menus P6 Professional uses menus and toolbars to navigate between windows and to execute functions within the application.
Menus – File, Edit, View, Project, Enterprise, Tools, and Help – are located at the top of the screen.
Toolbars – Located at the top and both sides of the screen. Toolbar commands are represented by icons.
Application functions can be executed either by menu or toolbar – it is a matter of personal preference which you use. You can display or hide toolbars, change their location, and choose which icons each toolbar contains, enabling you to configure P6 Professional to your own job requirements and working preferences. This training course will generally reference the applicable menu command, not the toolbar icon. Figure 3-7: Commands on the Project menu are also available on the Project toolbar.
View menu commands and toolbar icons. 1.
Confirm that you are in the Activities window. (Check the Active Tab Title bar near the top of the screen. To display the Activities window, click the Activities tab or on the Project menu, click Activities.)
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Lesson 3 – Overview and Navigation
2.
Click the Project menu and view its commands. Note that a number of its icons are reproduced on the Project toolbar on the left side of the screen.
3.
Click the Enterprise menu and view its commands. Note that a number of its icons are reproduced on the Enterprise toolbar just above the Project toolbar.
4.
Click several other menus, view their commands, and try to locate their respective icons on one of the toolbars.
Commonly Used Toolbars There are 17 toolbars available in P6 Professional. Several of the most commonly used toolbars are pictured in the table below. Enterprise
Tools
Edit
Projects
Schedule
Add/Insert
Resources
Level Resources
Delete
Reports
Progress Spotlight
Cut
Tracking
Progress Line
Copy
Project Portfolios
Update Progress
Paste
Roles
Disable AutoReorganization
Project
Assign
Layout
Activities
Resources
Bars
WBS
Resources by Role
Columns
Resource Assignments
Roles
WPs & Docs
Activity Codes
Expenses
Predecessors
Maintain Baselines
Successors Steps
Time Scale Filter By
Group and Sort by
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Viewing Toolbars To see a full list of the available toolbars, as well which toolbars are currently displayed, click Toolbars on the View menu or right-click on a blank space in the toolbar area along the top or sides of the screen. A check mark indicates that a toolbar is displayed. Figure 3-8: Right-click on a blank space in the toolbar area to see a list of available toolbars. Check marks indicate which toolbars are displayed.
View available toolbars. 1.
Right-click on a blank space in the toolbar area along the top or sides of the screen (or on the View menu, click Toolbars).
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Lesson 3 – Overview and Navigation
Customizing Toolbar Location The toolbars on your screen are the default toolbars following P6 Professional installation. As you become more familiar with the application and the procedures required to do your work, you can customize toolbars for your own personal use. Figure 3-9: Toolbars can be dragged to a different location.
Display/hide and reposition a toolbar. 1.
On the toolbar list, select Project to remove the check mark and hide the Project toolbar.
2.
Right-click a blank space in the border area and select Project to display the Project toolbar again.
3.
Click the gray bar on the left end of one of the toolbars along the top of the screen and. A four-directional arrow is displayed.
4.
While pressing the mouse button, drag the toolbar to an empty area of the border on the left of the screen.
5.
Drag the toolbar you just moved back to its original position at the top of the screen.
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Customizing Toolbar Icons You can further customize the toolbars by choosing which icons each displays. Hide icons you seldom use and make the ones you use most often easier to find. Figure 3-10: Click to select or de-select the icons on the toolbar.
Customize toolbar icons. 1.
On the Display toolbar (rightmost of the toolbars across the top of the screen), click click Add or Remove Buttons to view all the icons available for that toolbar.
, and then
Compare the icons in the list and the icons on the toolbar. 2.
Watch the toolbar as you select and de-select different icons.
3.
After making several changes to the toolbar icons, click Reset Toolbar, and then click OK.
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Lesson 3 – Overview and Navigation
Customizing Menu Commands Just as you can customize toolbar icons, you also can customize menu commands. Menu commands can be moved from one menu to another, rearranged on the same menu, or deleted. Open the Customize dialog box to put menus into edit mode, allowing you to make changes. Click Reset in the dialog box to return to the default commands. Figure 3-11: When the Customize dialog box is open, the menus are in edit mode, allowing you to rearrange menu options as you choose. To restore the menus to their default settings, click Reset.
View options for customizing menus. 1.
On the View menu, click Toolbars, Customize. The menus on the toolbar are now in edit mode.
2.
In the Customize dialog box, click the Commands tab to view commands for each menu.
3.
On the File menu, at the top of the screen, click Page Setup and, holding down the mouse button, drag the command to the bottom of the menu.
4.
On the Edit menu, at the top of the screen, click Spell Check; and drag the command to the Tools menu heading (which expands the Tools menu) and then drag it to just below Job Status on the Tools menu.
5.
In the Customize dialog box, click the Toolbars tab, and then click Reset.
6.
At the prompt, click OK, and then click Close.
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47
Layouts A layout is a customizable view of information, combining all the visual elements that appear on the screen. The Activities window provides options for viewing data in top/bottom layouts. You do not have to show 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
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Lesson 3 – Overview and Navigation
Opening an Existing Activity Layout A variety of layouts are available that provide different views of activity data. You can create user-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. Figure 3-12: Click Apply to view the layout without closing the Open Layout dialog box.
Apply a layout to the Activities window. 1.
On the Layout Options bar, click Layout, Open.
2.
When prompted to save changes to the layout, click No.
3.
In the Open Layout dialog box, select a layout, Analyzing the Budget.
4.
Click Apply.
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After viewing the new layout that displays when you click Apply, you will select a different layout and then click Open, which displays the layout and closes the Open Layout dialog box. Figure 3-13: The layout name is displayed on the Layout Options bar.
5.
In the Open Layout dialog box, select a layout, Classic WBS.
6.
Click Open.
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Lesson 3 – Overview and Navigation
Gantt Chart The Classic WBS layout displays a Gantt chart in the top layout and Activity Details in the bottom layout. The Gantt chart is divided into two sections, Activity Table and Bar Area:
Activity Table – Displays activity data in columns.
Bar Area – Provides a graphical display of activity progress over the duration of the project. Figure 3-14: The Gantt chart is divided into two sections: Activity Table on the left and Bar Area on the right.
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Activity Usage Spreadsheet The Activity Usage Spreadsheet displays unit, cost, or earned value data by activity over time. Use this type of layout to review per period and rolled up activity resource/cost data. You can customize the timescale of the Activity Usage Spreadsheet:
Move the timescale to focus on a specific time period – Place the cursor in the major date interval until the cursor displays as
, and then click and drag the timescale left or right.
Compress/expand the timescale to widen/narrow width of columns – Place the cursor in the minor date interval until the cursor displays as to compress or expand the columns.
, and then click and drag the cursor left or right
Figure 3-15: The Activity Usage Spreadsheet covers the top and bottom layouts.
Display the Activity Usage Spreadsheet. 1.
On the Layout Options bar, click Show on Top, Activity Usage Spreadsheet.
2.
On the Layout Options bar, click Show on Bottom, No Bottom Layout.
3.
Hover your mouse in the minor date interval, and then click and drag
to expand the timescale.
4.
Hover your mouse in the major date interval, and then click and drag
to move the timescale.
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Lesson 3 – Overview and Navigation
Activity Network Use the Activity Network to view the relationships between activities and to better understand the logical flow of the activities in the project:
Left window – Displays the WBS hierarchy.
Right window – Shows a graphical display of activities and their relationships. Figure 3-16: The Activity Network provides a graphical display of project activities and their relationships.
Display the Activity Network. 1.
On the Layout Options bar, click Show on Top, Activity Network.
2.
On the Display toolbar, click
several times to zoom in on the activities.
(Press and hold the Alt button on your keyboard, click and hold the mouse button, and move the mouse up/down to zoom in/out manually.) 3.
Click an item in the left pane, BLDG-03.Int-Finish, to see it displayed in the Activity Network in the right pane.
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Activity Table The Activity Table enables you to display project data in a tabular format. You can modify the columns in the Activity Table to meet your needs. Figure 3-17: Columns in the Activity Table can be customized.
Display the Activity Table. 1.
On the Layout Options bar, click Show on Top, Activity Table.
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Lesson 3 – Overview and Navigation
Customizing a Layout The Activities window can be customized and saved as a layout. Saving layouts for future use allows you to retrieve information quickly. Use the Layout Options bar as your centralized menu for layout customizing. Customizable elements include:
Bars
Row height
Columns
Filters
Timescale
Activity grouping and sorting
Table font and colors
Top/bottom layouts
Selecting Columns The Columns dialog box enables you to select columns to display in the Activity Table and specify the order in which they appear:
Available Options section – Lists data items in groups or in a list.
Selected Options section – Lists items you have chosen to display.
Single arrows – Move highlighted data items to the other window.
Double arrows – Move all data items to the other window.
Up/down arrows – Specify the order of the selected data items.
Click Edit Column to change the selected item’s title and choose the title’s alignment in the display. Figure 3-18: Items are arranged alphabetically when grouping and sorting by list in the Available Options section.
Add a column to the Activity Table and reorder the items displayed. 1.
On the Layout Options bar, click Columns.
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2.
On the Columns dialog box Available Options bar, click Group and Sort By, List.
3.
In the Available Options section, select a data item, Budgeted Labor Cost.
4.
Click
5.
Use the navigation arrows to order the data items as follows: Activity ID, Activity Name, Budgeted Labor Cost, Original Duration, Remaining Duration, Start, Finish, Activity % Complete, Total Float.
6.
Click Apply.
to move the selected data item to the Selected Options section.
Using Hint Help in the Columns Dialog Box You can use Hint Help to view a definition for any data item. Figure 3-19: Hint Help is displayed in the Columns dialog box.
Display Hint Help in the Columns dialog box. 1.
On the Available Options bar, click Hint Help.
2.
In the Selected Options window, click a data item, Budgeted Labor Cost. Note the definition displayed for the selected data item.
3.
On the Available Options bar, click Hint Help to disable the onscreen help box.
4.
Click OK.
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Lesson 3 – Overview and Navigation
Displaying Activity Details Activity Details displays detailed information for an activity highlighted in the Activity Table or Activity Network. Figure 3-20: Activity Details is arranged in tabs.
Display Activity Details. 1.
On the Layout Options bar, click Show on Bottom, Activity Details.
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Selecting Details Tabs The tabs displayed in Activity Details can be customized. Figure 3-21: The Feedback tab has been added to Activity Details.
Add a tab to Activity Details. 1.
On the Layout Options bar, click Bottom Layout Options.
2.
In the Activity Details dialog box Available Tabs window, select Feedback.
3.
Click
4.
Click OK.
to move the selected data item into the Display Tabs window.
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Lesson 3 – Overview and Navigation
Saving Layouts Layouts can be saved and shared with other users to facilitate project communication. Use the Save Layout dialog box to save a layout in the Activities, WBS, Projects, Assignments, or Tracking window:
Layout, Save – Saves changes to the existing layout.
Layout, Save As – Prompts you to save the layout with a new name.
Current User – Only the user creating the layout will have access to it in the future.
All Users – All licensed users will have access to the layout (Global).
Another User – A specified user will have access to the layout. Note, however, that the current user will not have access to the layout.
Project – Apply the layout to any project that is currently open in P6 Professional. Though project-specific layouts can be applied to multiple projects, you can only select one project at a time in the Layout Save As dialog box. After a project-specific layout is saved, it can be viewed in the Project band in the Open Layout dialog box. Project-specific layout offers two advantages:
Exported with the project when it is exported.
Enhanced organization of multi-user layouts.
Layouts can be global, project-specific, or user-specific. The Save Layout dialog box allows you to specify to whom a saved layout is available. Figure 3-22: After typing a Layout Name, you can specify to whom the layout is available.
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Figure 3-23: The new layout is displayed.
Save a layout. 1.
On the Layout Options bar, click Layout, Save As.
2.
In the Save Layout As dialog box Layout Name field, type .
3.
Confirm that Current User is selected in the Available to list.
4.
Click Save.
?
Why might you want to customize or create your own layouts rather than just using one of the available default layouts?
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Lesson 3 – Overview and Navigation
Closing a Project Close the project when you are finished working with it. You are prompted to verify that you want to close the project. Figure 3-24: After closing all projects, the application displays the Projects window.
Close the project that is currently open. 1.
On the File menu, click Close All.
2.
When asked if you are sure you want to close the project, click Yes.
3.
Close the Resources window.
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Lesson Review Key Concepts
You can choose to open a project in Read Only, Shared, or Exclusive mode.
Tabbed windows enable you to have multiple windows open simultaneously and to navigate between windows by clicking the appropriate tab.
Tab groups, which enable you to display two or more windows simultaneously, can be useful for comparing related information in different windows.
View activity data in the Activities window using customized top and bottom layouts.
Use layouts to easily view data specific to your needs. You can customize layouts by selecting columns and by specifying top/bottom layouts.
Activity Details, arranged in tabs, displays detailed information for the activity highlighted in the Activity Table or Activity Network.
Review Questions 1.
When you open a project in
mode, you are the only user who can change data in that project.
a. Read Only b. Shared c.
Exclusive
d. User 2.
True or False: A layout can be saved so that it can be accessed by only one user.
3.
Which function displays onscreen definitions of project data items? a. Home b. Hint Help c.
Help
d. None of the above 4.
True or False: In P6 Professional, toolbar icons and menu options can both be customized.
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Notes
Lesson 3 – Overview and Navigation
BS Grupo SฺAฺCฺ
Creating a Project
Copyright © 2010, Oracle. All rights reserved.
Lesson 4 – Creating a Project Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
15
20
30
5
70
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Lesson 4 – Creating a Project
Objectives After completing this lesson, you should be able to: • Create a project. • Navigate in the Projects window. • View and modify information in Project Details.
Copyright © 2010, Oracle. All rights reserved.
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65
Project • • •
Creates product or service. Finite start and end date. Managed within confines of: – Schedule – Resources – Cost
Copyright © 2010, Oracle. All rights reserved.
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Lesson 4 – Creating a Project
Creating a Project There are three ways to create a project: • Create new – Best suited for new endeavors or for implementation of new processes / policies. • Import – Add data from P6, spreadsheet applications or Microsoft Project. • Copy/paste – Duplicate existing project or elements of existing project.
Copyright © 2010, Oracle. All rights reserved.
BS Grupo SฺAฺCฺ Lesson 4 – Creating a Project
Notes
67
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Lesson 4 – Creating a Project
Overview: Creating a Project via Create New Project Wizard In this lesson, you will use the Create a New Project wizard to create a project. The wizard provides students who may be new to project management and/or to P6 Professional with the most reliable way of ensuring that all necessary project information is properly entered. As you become more experienced with project management and P6 Professional, you may wish to use other methods to create projects. On the File menu, click New to launch the Create a New Project wizard.
Each screen in the wizard contains information on the data that you need to provide. Type or select data in the designated field. Click Prev to return to the previous screen; click Next to advance to the next screen in the wizard. Click Finish when you have completed entering data. You can click Finish at any time. Note, however, that some project information may be populated with default data or no data if you click Finish before completing all screens in the wizard.
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Practice: Creating a Project via Create New Project Wizard In this practice, you will:
Launch the Create a New Project wizard.
Select Start and Finish dates.
Select a Responsible Manager.
Select an Assignment Rate type.
Creating a Project with the Create a New Project Wizard To create a project, launch the Create a New Project wizard. The following fields should be completed before exiting the wizard:
Project ID (must be unique)
Project Name (recommended, but not necessary, that it be unique)
EPS location
Responsible Manager
Planned Start date
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Lesson 4 – Creating a Project
The first step in creating a new project is to select an appropriate EPS location where it will reside. Figure 4-1:Select an EPS location for the new project.
Launch the Create a New Project wizard and select an EPS location. 1.
On the File menu, click New to launch the Create a New Project wizard.
2.
In the Select EPS field, click
3.
Select an EPS node, BLDG-E – Building East, and then click
? 4.
. to assign the selection.
What is the purpose of assigning the new project to an EPS node?
Click Next.
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Entering a Project Name The name of the project is Office Building Addition. You can shorten the name to create the Project ID, BLDG.
Project ID – Type a unique ID in this field.
Project Name – Type a new name in this field. (The Project Name field does not require a unique name.) Figure 4-2:Type a Project ID and Project Name.
Type a Project ID and Project Name for the new project. 1.
In the Project ID field, type .
2.
In the Project Name field, type .
3.
Click Next.
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Lesson 4 – Creating a Project
Entering Project Start and End Dates Use the calendar to select Planned Start and a Must Finish By date for the project. The Must Finish By field is not mandatory. Assign a project Must Finish By date at any time during the project life cycle in the Dates tab in Project Details. To navigate in the calendar:
When you launch the calendar, the current month/year is displayed. To navigate to a different year, click the Month/Year section in the calendar, and then use the arrows to scroll to the desired year.
Click the desired month and date, and then click Select. Figure 4-3:Navigate in the calendar to select a Planned Start date, 08Jan-18.
Assign a Planned Start date for the project. 1.
In the Planned Start field, click
.
2.
Use the calendar to specify a Planned Start date, 8-Jan-18.
3.
Click Select to select the date.
4.
Click Next.
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Entering a Responsible Manager The Responsible Manager, selected from the Organization Breakdown Structure, is the individual responsible for the project. The OBS is a hierarchical arrangement of an organization’s project management structure, either as roles or individuals. The OBS can be configured to represent a detailed organizational breakdown with employee names or a more general framework where departments, teams, or types of responsibility are modeled in the structure. Figure 4-4:Select a Responsible Manager.
Select a Responsible Manager. 1.
In the Responsible Manager field, click
.
2.
Select a Responsible Manager, Tim Harris, and then click
3.
Click Next.
to assign the selection.
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Lesson 4 – Creating a Project
Selecting the Assignment Rate Type Specify the Assignment Rate Type for new resource assignments. The default rate type determines which price/unit is set on a resource assignment. Figure 4-5:Use the list to select a Rate Type.
Select an Assignment Rate Type. 1.
In the Rate Type list, confirm Commercial.
2.
Click Next.
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Completing the Wizard After completing the wizard, P6 Professional creates the Office Building Addition project. Figure 4-6:View the newly created project in the Project Table.
Complete the wizard. 1.
Click Finish.
2.
Confirm you are in the Projects window.
3.
In the Project Table, click + to expand the WBS element, BLDG-E – Building East WBS level.
4.
View the new project, BLDG – Office Building Addition.
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Lesson 4 – Creating a Project
Overview: Projects Window and Editing Project Details The Projects window displays projects within the EPS elements to which you have access. On the Enterprise menu, click Projects to access the Projects window. Project Details, arranged in tabs in the bottom layout, enables you to view and edit project information.
The Layout Options bar enables you to format data and open layouts. The Project Table displays project information in spreadsheet format. Use the horizontal split bar to hide/show more information – for example, to display more of Project Details and less of the Project Table. Use the vertical split bar to alter the balance between left and right panes of the Projects window.
Tabs in Project Details display detailed information about a project selected in the Project Table.
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Practice: Projects Window and Editing Project Details In this practice, you will:
View information in Project Details.
Assign a Notebook topic on the Notebook tab.
Assign a project code on the Codes tab.
Viewing Project Details Project Details is located in the bottom layout of the Projects window. Use Project Details to define the project properties and defaults that are applied to the selected project. Figure 4-7:Project Details, in the bottom layout of the Projects window, displays detailed information about the project selected in the Project Table.
Open a layout. 1.
Confirm that you are in the Projects window.
2.
On the Layout Options bar, click Layout, Open.
3.
Select a layout, Projects, and then click Open.
4.
In the Project Table, select a project, BLDG-Office Building Addition.
5.
Confirm that the General tab is selected.
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Lesson 4 – Creating a Project
General Tab The General tab enables you to view or modify general information about the selected project. Specify Project ID, Project Name, and Responsible Manager when you create the project, or modify this information in the tab. The remaining fields are set by default. Fields on the General tab:
Project ID – Short, unique identifier for the project.
Project Name – Name of the project.
Status – Indicates project status based on the table below: Project Status
Use Case
Active
Project is currently being worked on.
Inactive
Project is completed or on hold.
Planned
Project is being analyzed before moving to permanent plan.
What-if
Project is used as a test scenario.
Responsible Manager – Individual, selected from the OBS, who is responsible for the project.
Leveling Priority – Projects with a lower number in this field receive resources first when projects are leveled. Enter a value between 1 and 100. The highest rank is 1; the default is 10.
Check Out Status – Indicates whether the project is checked in or checked out.
Checked Out By – Displays the user who checked out the project.
Date Checked Out – Indicates the date and time the user checked out the project.
Project Web Site URL – Displays the project’s Web site address.
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Dates Tab The Dates tab enables you to edit date information for the selected project. Specify the Planned Start and Must Finish By dates when you create the project, or modify this information in the tab. Fields in the Dates tab:
Planned Start – Planned start date of the project.
Data Date – Used as the starting point for schedule calculations.
Must Finish By – Date indicating the desired project end date.
Finish – Non-editable field indicating the latest early finish date calculated when the project was last scheduled.
Actual Start and Actual Finish – Non-editable field indicating the actual start and finish dates of the project.
Anticipated Start and Anticipated Finish – Expected dates that you can select while planning the project at a high level. Figure 4-8:When a project is created, the Planned Start date and the data date are the same.
View the data date. 1.
Click the Dates tab.
2.
In the Data Date field, confirm 08-Jan-18.
?
Is it possible to change the data date in Project Details?
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Lesson 4 – Creating a Project
Notebook Tab The Notebook tab enables you to write, view, or edit project notes such as the project’s purpose, core requirements, or other project-specific details. The Notebook tab is divided into two sections:
Notebook Topic – List of topics assigned to the selected node/project. You can also add Notebook topics to WBS elements and activities.
Detail – User-defined description of the selected topic. HTML editing features are available to use, including formatting text, inserting pictures, copying, pasting, and adding hyperlinks. Figure 4-9:Click Add to assign a Notebook topic.
Use a Notebook topic to define the purpose of the project. 1.
Click the Notebook tab.
2.
In the Notebook Topic section, click Add.
3.
Select Purpose and then click
4.
Click
to assign the topic.
to close the Assign Notebook Topic dialog box.
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Click Modify to type a description for the selected topic. Figure 4-10:The notebook topic title is the title of the Detail section.
5.
In the Detail section, click Modify.
6.
Click in the dialog box and type .
7.
Press Enter on your keyboard. For single spacing, press Shift-Enter.
8.
Type .
9.
Select the text, P6 Professional, and then click
.
10. In the Type list in the Hyperlink dialog box, confirm http: is selected. 11. In the URL field, type . 12. Click OK. 13. Click OK.
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Lesson 4 – Creating a Project
Codes Tab The Codes tab enables you to assign project codes and values to the selected project. Project codes allow you to group the projects in the EPS into specific categories, such as location or division. Project codes are also useful for organizing large amounts of information and for distinguishing one project from another. Unlimited hierarchical project codes are supported. Note the distinction between project code and project code value. It is the project code value – not the project code – that is assigned.
?
Can you suggest ways that your company might use project codes? Figure 4-11:Click Assign to display the Assign Project Codes dialog box where you can select project code values.
Assign a project code to the project. 1.
Click the Codes tab.
2.
Click Assign.
3.
In the Project Code: Project Region grouping, select a project code value, E-East.
4.
Click
to assign the selection.
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Type Ahead and Search in Dialog Boxes The Search field in dialog boxes throughout P6 Professional offers a faster alternative to scrolling through long lists of values:
Search – Type in the Search field and then press Enter to search for a value.
Type ahead – Type in the Search field and, as you type, values that match the letters you have typed are displayed in the dialog box.
In the following exercise, you will type ahead to find the project code value Comm-Commercial. Figure 4-12:In the Search field, type the first few letters of the value you are looking for.
Use type ahead to find a project code value. 1.
In the Search field, type . You will not assign a project code value at this time.
2.
Click
to close the dialog box.
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Lesson 4 – Creating a Project
Defaults Tab The Defaults tab is divided into two sections:
Defaults for New Activities – Indicates the settings used when new activities are added to the project. Note that changing these settings will not affect existing activities.
Auto-numbering Defaults – Sets how new activities are numbered in the project.
When the Increment Activity ID based on selected activity check box is selected, the prefix or suffix of the selected activity is applied to the activity that is being added.
For the activities in the Office Building Addition project, you will set the activity ID prefix to BA, and confirm the suffix as 1000 and the increment as 10. When adding activities, the first Activity ID will be numbered BA1000, the second Activity ID will be BA1010, etc. This numbering structure relates activities to the project and can be especially helpful when viewing activities from different projects.
?
How would Activity ID prefixes help when viewing activities from different projects? Figure 4-13:Activity ID Prefix is among the default settings that can be defined in the Defaults tab.
Set an Activity ID prefix. 1.
Click the Defaults tab.
2.
In the Activity ID Prefix field, type .
3.
In the Activity ID Suffix field, confirm 1000.
4.
In the Increment field, confirm 10.
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Budget Log Tab The Budget Log tab enables you to view or modify budget information for the current project/node. Fields in the Budget Log tab:
Original Budget – Estimate of the total budgeted or planned amount you require for this project, including all funding contributions.
Current Budget – Sum of the original budget plus approved budgets.
Proposed Budget – Sum of the original budget plus approved and pending budgets.
Budget Change Log – Track changes to the original budget. Figure 4-14: Type the Original Budget for the project.
Record the Original Budget for the project. 1.
Click the Budget Log tab.
2.
In the Original Budget field, type .
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Lesson 4 – Creating a Project
Lesson Review Key Concepts
There are three ways to create a project: Create a New Project wizard, importing a file, and copying an existing project.
Use the Projects window to view high-level information for projects you can access.
Use Project Details tabs in the Projects window to define default settings and properties for the selected project, such as Planned Start and Must Finish By dates.
Review Questions 1.
Which tab in the Projects window would you click to change the project’s Planned Start date? a. General b. Defaults c.
Dates
d. Settings 2.
True or False: When creating a project, you must specify a date by which the project will finish.
3.
On which tab can you specify auto numbering of Activity ID values? a. Settings b. Defaults c.
Dates
d. General
BS Grupo SฺAฺCฺ
Creating a Work Breakdown Structure
Copyright © 2010, Oracle. All rights reserved.
Lesson 5 – Creating a Work Breakdown Structure Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
15
10
20
5
50
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Lesson 5 – Creating a Work Breakdown Structure
Objectives After completing this lesson, you should be able to: • Define a Work Breakdown Structure (WBS). • Create multiple levels of a WBS hierarchy.
Copyright © 2010, Oracle. All rights reserved.
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89
WBS •
A hierarchical arrangement of the products and services produced during, and by, a project. – Element represents a deliverable, product, or service. – Each element contains the activities needed to produce the deliverable.
•
Enables you to divide a project into logical pieces for the purpose of planning and control.
Copyright © 2010, Oracle. All rights reserved.
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Lesson 5 – Creating a Work Breakdown Structure
WBS • •
Project is root node of WBS. Child/parent relationships between elements enable lower levels to be rolled up and summarized.
Copyright © 2010, Oracle. All rights reserved.
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91
WBS WBS of the BLDG project, which you will use throughout this course.
Copyright © 2010, Oracle. All rights reserved.
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Notes
Lesson 5 – Creating a Work Breakdown Structure
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93
Overview: Creating a Work Breakdown Structure Use the WBS window to create a Work Breakdown Structure. On the Project menu, click WBS to display the WBS window.
Click
to add WBS elements to the WBS Table.
Specify a WBS Code and WBS Name for each new element in the WBS Table.
Use the General tab in WBS Details to specify a Responsible Manager for a WBS element. Navigation arrows on the Move toolbar enable you to indent or outdent selected WBS elements and modify the overall WBS structure.
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Lesson 5 – Creating a Work Breakdown Structure
Practice: Creating a Work Breakdown Structure In this practice, you will:
Use the WBS window to add elements to the Work Breakdown Structure of the Office Building Addition project.
Use WBS Details to assign a Responsible Manager to new elements of the WBS.
Use navigation arrows to reorganize the WBS.
Viewing WBS Elements When a project is created, a root-level WBS element is created. The WBS Code is the same as the Project ID; the WBS Name is the same as the Project Name. Figure 5-1:Bldg-05 is the root level of the WBS.
View the WBS root element for the project. 1.
Open a project, BLDG-05 BLDG - Creating a Work Breakdown Structure.
2.
On the Project menu, click WBS.
3.
In WBS Details, confirm the General tab is selected.
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Creating the WBS Hierarchy WBS elements added to the root level element are automatically indented to form the second level of the hierarchy. The WBS code for each WBS element contains the code of its parent element. WBS codes are alphanumeric – they can consist of numbers, text, or both. If parent’s WBS Code is
WBS Codes of its children are
WBS
WBS.1, WBS.2
WBS.1
WBS.1.1, WBS.1.2
BLDG
BLDG.EX-FINISH, BLDG.INT-FINISH
BLDG.INT-FINISH
BLDG.INT-FINISH.PAINT, BLDG.INT-FINISH.FIXTURES
Figure 5-2:Click to add a WBS element.
Add a WBS element. 1.
Click
.
2.
In the WBS Code column, type , and then press Tab on your keyboard.
3.
In the WBS Name column, type .
4.
Press Enter on your keyboard.
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Lesson 5 – Creating a Work Breakdown Structure
When you create a new WBS element, it is indented as a “child” of the WBS element that is currently selected. If you add a WBS element to the wrong level or in the wrong order, use the navigation arrows in the Move toolbar to adjust the structure of the WBS hierarchy.
?
What happens to the activities assigned to a WBS element when the element is moved or deleted? Figure 5-3:Use the navigation arrows to indent or outdent selected elements within the WBS.
Add a WBS element. 1.
Confirm that the WBS element, Design and Engineering, is selected.
2.
Click
3.
In the WBS Code column, type , and then press Tab.
4.
In the WBS Name column, type , and then press Enter.
5.
In the Responsible Manager field in the General tab in WBS Details, click
6.
Select Meg Foley, and then click
7.
On the Move toolbar, click
.
.
to outdent the Mechanicals WBS element.
.
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The “child” WBS inherits attributes from the “parent” WBS. This is illustrated below where the WBS element you create, Elevator, inherits the Responsible Manager of its parent, Mechanical/Electrical Systems. Figure 5-4:The WBS element, Elevator, is created as a child of the WBS element, Mechanicals, and inherits the parent’s Responsible Manager assignment.
Add a WBS element. 1.
Confirm that the WBS element, Mechanical/Electrical Systems, is selected.
2.
Click
3.
In the WBS Code column, type , and then press Tab on your keyboard.
4.
In the WBS Name column, type , and then press Enter.
?
Is it possible to make a WBS element the child of a different parent?
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Lesson 5 – Creating a Work Breakdown Structure
To specify the level that WBS elements group to, click Collapse To on the Display Options bar. To expand or collapse elements of the WBS, click Expand All or Collapse All on the Display Options bar. Figure 5-5:Right-click in the WBS window to display the Collapse to dialog box.
Add the next WBS element. 1.
Select a WBS element, Mechanicals.
2.
Click
3.
In the WBS Code column, type , and then press Tab on your keyboard.
4.
In the WBS Name column, type , and then press Enter.
5.
On the Layout Options bar, click Collapse To.
6.
In the Collapse Grouping Bands To list, select WBS Level 1, and then click OK.
.
Note that only the root level of the WBS is displayed. 7.
On the Layout Options bar, click Collapse To.
8.
In the Collapse Grouping Bands To list, select WBS Level 3, and then click OK to restore the WBS to its expanded form.
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Lesson Review Key Concepts
The Work Breakdown Structure is a hierarchical arrangement of the products and services produced during and by a project.
The highest level of the WBS is the project, and the lowest level consists of the individual activities required to produce the deliverables for each WBS element.
Create the WBS in the Work Breakdown Structure window.
New elements are automatically indented under the selected parent element.
Use the navigation arrows to indent/outdent and to rearrange the WBS elements.
Review Questions 1.
True or False: When you create a new project, the root level of the WBS is created with the same name as the project.
2.
True or False: When you add a new WBS element it is automatically added at the same level as the highlighted WBS element.
3.
True or False: Use navigation arrows to adjust the structure of the WBS hierarchy.
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Notes
Lesson 5 – Creating a Work Breakdown Structure
BS Grupo SฺAฺCฺ
Adding Activities
Copyright © 2010, Oracle. All rights reserved.
Lesson 6 – Adding Activities Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
15
15
45
5
80
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Lesson 6 – Adding Activities
Objectives After completing this lesson, you should be able to: • Describe an activity and its components. • Describe activity types. • Add activities. • Add a Notebook topic to an activity. • Add steps to an activity. • Assign activity code values to activities.
Copyright © 2010, Oracle. All rights reserved.
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Activities •
Fundamental work element of a project. – Also known as a task, item, event, or work package.
•
Lowest level of a WBS. – Most detailed work unit tracked in the project schedule. – Contains all information about the work to be performed. – Smallest subdivision of work that directly concerns project manager.
Copyright © 2010, Oracle. All rights reserved.
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Lesson 6 – Adding Activities
Activity Components
Copyright © 2010, Oracle. All rights reserved.
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Activity Type • • •
Controls how activity’s dates are calculated. Depends on the activity’s function in the project and the calendar used for the activity during scheduling. P6 Professional supports six activity types: – – – – – –
Start Milestone Finish Milestone Task Dependent Resource Dependent Level of Effort WBS Summary
Copyright © 2010, Oracle. All rights reserved.
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Lesson 6 – Adding Activities
Start Milestone • • • • • •
Used to mark the beginning of a project phase or to communicate project deliverables. Has zero duration. Has a Start date only. Constraints, steps, expenses, work products, and documents can be assigned. Roles cannot be assigned. Resources cannot be assigned except for the Primary Resource.
Copyright © 2010, Oracle. All rights reserved.
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Finish Milestone • • • • • •
Used to mark the end of a project phase or to communicate project deliverables. Has zero duration. Has a Finish date only. Constraints, steps, expenses, work products, and documents can be assigned. Roles cannot be assigned. Resources cannot be assigned except for the Primary Resource.
Copyright © 2010, Oracle. All rights reserved.
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Lesson 6 – Adding Activities
Task Dependent •
• • • •
Used when work needs to be accomplished in a given timeframe, regardless of the assigned resources’ availability. Resources are scheduled to work according to the activity calendar. Duration is determined by the activity calendar. Roles and resources can be assigned. Constraints, steps, expenses, work products, and documents can be assigned.
Copyright © 2010, Oracle. All rights reserved.
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Resource Dependent • • • •
Typically used when multiple resources assigned to the same activity can work independently. Resources are scheduled according to the individual resource’s calendar. Roles and resources can be assigned. Constraints, steps, expenses, work products, and documents can be assigned.
Copyright © 2010, Oracle. All rights reserved.
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Lesson 6 – Adding Activities
How Activity Type Affects Dates • • • •
Activity duration = 2 days Scheduled to start Monday Requires three resources, each working two days Each of the three resources has a resource calendar: Mon
Tue
Wed
Thu
Fri
Laborer
X
W
X
W
X
Engineer
W
X
W
W
W
High-Capacity Crane
X
X
W
W
X
W = work day
•
X = nonwork day
How many days will activity be scheduled, based on activity type? – Task Dependent – Resource Dependent Copyright © 2010, Oracle. All rights reserved.
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How Activity Type Affects Dates Task Dependent: Scheduled for 2 days Mon
Tue
Wed
Thu
Fri
Laborer
X
W
X
W
X
Engineer
W
X
W
W
W
High-Capacity Crane
X
X
W
W
X
Resource Dependent: Scheduled for 4 days Mon
Tue
Wed
Thu
Fri
Laborer
X
W
X
W
X
Engineer
W
X
W
W
W
High-Capacity Crane
X
X
W
W
X
Copyright © 2010, Oracle. All rights reserved.
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Question Based on the previous slides, which resource would most likely require that the activity be categorized as Resource Dependent? 1. Laborer 2. Engineer 3. Specialized high-capacity crane
Copyright © 2010, Oracle. All rights reserved.
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Level of Effort • • • •
Used for ongoing tasks dependent on other activities. Duration is determined by its predecessor and successor activities and its assigned calendar. Roles and resources can be assigned. Constraints cannot be assigned.
Copyright © 2010, Oracle. All rights reserved.
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WBS Summary • • • • •
Used to summarize at the WBS level. Comprises a group of activities that share a common WBS level. Dates are based on the earliest Start date and the latest Finish date of the activities in the WBS level. Duration is based on its assigned calendar. Constraints cannot be assigned.
Copyright © 2010, Oracle. All rights reserved.
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Activity Codes Activity codes enable you to classify and categorize activities according to your organizational and project needs. • Filter activities. • Build reports. • Group and sort layouts.
Copyright © 2010, Oracle. All rights reserved.
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Three Levels of Activity Codes •
Global-level – Available to all activities in the database. – Create an unlimited number of global-level activity codes. – Organize activities within a project or across EPS.
•
EPS-level – Available to all activities within the EPS node and its children. – Create an unlimited number of EPS-level activity codes. – Organize activities within a project or across a portion of the EPS.
•
Project-level – Available to activities only in the project in which the code is created. – Create up to 500 project-level activity codes per project. – Filter and organize activities based on unique, projectspecific requirements. Copyright © 2010, Oracle. All rights reserved.
BS Grupo SฺAฺCฺ Lesson 6 – Adding Activities
Notes
117
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Lesson 6 – Adding Activities
Overview: Adding Activities via the New Activity Wizard There are four ways to add activities to a project: right-click in the Activity Table and select Add; click on the Edit toolbar; click Add on the Edit menu; or press Insert on your keyboard. Use Edit/Add or click on the Edit toolbar to launch the New Activity wizard, which provides step-bystep guidance in adding activities to the project plan. The wizard ensures that all necessary information is entered properly. Once you become more familiar with the information required for adding new activities, you may prefer to forgo the use of the wizard and add activities manually.
On the Edit menu, click User Preferences and then select the Assistance tab to enable the New Activity wizard. Use the Edit toolbar to add, delete, cut, copy, and paste activities.
The Activity Table lists the activities in the project.
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Practice: Adding Activities via the New Activity Wizard In this practice, you will:
Enable the New Activity wizard in User Preferences.
Add an activity using the New Activity wizard.
Adding an Activity via the New Activity Wizard The project, Bldg-06, contains no activities, and the layout, Adding Activities, is simplified to show just the WBS and selected tabs in Activity Details. Figure 6-1:The Activities window with the Adding Activities layout displayed.
Open a project and layout. 1.
Open a project, BLDG-06 BLDG - Adding Activities.
2.
On the Layout Options bar, click Layout, Open.
3.
When asked if you want to save changes to the present layout, click No.
4.
Select a layout, Adding Activities, and then click Open.
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Enabling the Wizard The New Activity wizard walks you through the process of adding an activity. Once you become familiar with the process, you can disable the wizard in User Preferences and manually add activities to the project. Figure 6-2:Select the check box to enable the New Activity wizard.
Enable the New Activity wizard in User Preferences. 1.
On the Edit menu, click User Preferences.
2.
Click the Assistance tab.
3.
Confirm the Use New Activity Wizard check box is selected.
4.
Click Close.
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Launching the Wizard To add an activity using the New Activity wizard, on the Edit menu, click Add. Once launched, the New Activity wizard provides a brief description of the type of information to be entered in each screen. Figure 6-3: Type a unique ID in the Activity ID field.
Add an activity via the New Activity wizard. 1.
On the Edit toolbar, click
.
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Naming the Activity and Specifying a WBS Type a unique Activity ID and Activity Name. You will assign the first activity to the Design and Engineering WBS element. Figure 6-4: Verify the Activity ID and type an Activity Name.
2.
In the Activity ID field, confirm BA1000.
?
Where did this Activity ID come from?
3.
In the Activity Name field, type .
4.
Click Next.
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Figure 6-5:The WBS element assigned to the activity.
5.
In the WBS field, click
6.
Select a WBS element, Bldg-06.D&E – Design and Engineering, and then click
7.
Click Next.
. .
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Assigning Activity Type Activity Type controls how an activity’s dates are calculated. Select the activity type according to the activity’s function in the project and the calendar that should be used for the activity during scheduling. The wizard dialog box provides a brief description of each activity type. Figure 6-6:Click and select an activity type for the activity.
8.
In the Activity Type list, select Start Milestone.
? 9.
What is the default activity type for this project?
Click Next. You will not add dependent activities or relationships at this time.
10. Confirm that No, continue is selected, and then click Next. 11. Confirm that No, thanks is selected, and then click Next.
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Completing the New Activity Wizard You have successfully added your first activity. You will now disable the wizard so that you can add additional activities manually. Figure 6-7:Mark the checkbox to disable the wizard.
12. Select the Do not show this wizard again check box. 13. When prompted, click OK. 14. Click Finish.
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Overview: Adding Activities via Activity Details There are a number of ways to add activities to a project plan other than using the New Activity wizard. Before adding a new activity, however, you should first select a WBS element in which the activity will reside, or select an existing activity in the Activity Table (The new activity will appear below the selected activity.). After you have added the new activity to the Activity Table, use the tabs in Activity Details to enter additional information.
In the Activity Table, select a WBS element or an existing activity below which you want to add a new activity. Right-click on the Activity Table and click Add to add a new activity to the Activity Table.
Use the tabs in Activity Details to enter additional information about a new activity.
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Practice: Adding Activities via Activity Details In this practice you will:
Use a variety of methods to add activities.
Use the tabs in Activity Details to enter information about a new activity.
Use the columns in the Activity Table to enter information about a new activity.
Adding an Activity via Activity Details Once you become familiar with the information required, quickly add activities by using the tabs in Activity Details. First, select either the WBS element in which you want the activity to reside, or select an existing activity below which you want the new activity to appear. Figure 6-8:Select a WBS element, and then rightclick and select Add on the right-click menu.
Add an activity via Activity Details. 1.
In the Activity Table, select a WBS element, Design and Engineering.
2.
On the Edit menu, click Add, or right-click and on the menu, select Add. You can also press Insert on your keyboard. Regardless of the method you choose, you should first select the WBS element in which you want to place the new activity or select an existing activity in that WBS element.
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General Tab Use the General tab to enter basic information about the activity, including Activity Type, discussed earlier in this lesson. Figure 6-9:Type the Activity Name in the General tab.
Verify or enter activity information in the General tab. 1.
In Activity Details, verify that the General tab is selected.
2.
In the Activity ID field, confirm BA1010.
3.
In the Activity Name field, type , and then press Enter on your keyboard.
4.
In the Activity Type list, confirm Task Dependent.
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Status Tab Use the Status tab to define the selected activity's duration, constraints, Start and Finish dates, labor and nonlabor units and costs, and material costs. Use the Status tab to view the selected activity's float, actuals, and completion percentages. Figure 6-10:Type a new Original Duration in the Status tab.
Type an Original Duration in the Status tab. 1.
In Activity Details, click the Status tab.
2.
In the Original Duration field, type , and then press Enter. Note that the Finished date changes as a result of the entry. Note also that the length of the corresponding bar in the Gantt chart increases.
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Notebook Tab The Notebook tab enables you to assign notes to an activity. Notebook topics are typically instructions or descriptions that further describe the activity according to specific categories of information.
?
Can you suggest any useful Notebook topics? Figure 6-11:Click Add to add a Notebook topic to the activity.
Add a Notebook topic and description for the new activity. 1.
Click the Notebook tab.
2.
In the Notebook Topic section, click Add.
3.
Select a topic, Anticipated Problems, and then click
4.
Click
5.
In the Anticipated Problems details section, click Modify.
6.
Click in the dialog box and type< Design changes may increase duration of activity.>.
7.
Click OK.
.
to close the dialog box.
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Adding Activity Information via Columns Use the columns in the Activity Table to enter activity information. Figure 6-12:Activity BA1020 has been added to the project.
Add an activity and enter information via columns. 1.
In the Activity Table, select a WBS element, Design and Engineering.
2.
Press Insert on your keyboard.
3.
In the Activity ID column, confirm BA1020.
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Figure 6-13:Type a new value in the Original Duration column in the Activity Table. Note that the activity bar increases in length as a result of the entry.
4.
In the Activity Name column, type .
5.
In the Activity Type column, confirm Task Dependent.
6.
In the Original Duration column, type , and then press Enter on your keyboard. Note that the bar for activity BA1020 increases in length as a result of your entry in the Original Duration column.
?
Where else might you expect to see a change as a result of your entry in the Original Duration column?
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Figure 6-14:The Level of Effort activity has been added in the root node of the WBS.
Add a Level of Effort activity. 1.
In the Activity Table, select a WBS element, BLDG – Adding Activities.
2.
On the Edit toolbar, click
3.
In the Activity ID column, type .
4.
In the Activity Name column, type .
5.
Double-click in the Activity Type column and select Level of Effort from the list.
?
.
What kind of work might be included in this activity?
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Adding Steps to an Activity Activity steps allow you to create a checklist for an activity and track the completion of each step. They can help identify critical procedures and provide guidance to resources assigned to the activity.
An unlimited number of steps can be assigned to an activity.
Steps do not have duration estimates or dates. They also can be marked completed.
Resources cannot be assigned to individual steps.
A detailed description of each step can be entered in the right section of the Steps tab.
In the Steps tab, click Add to create new steps for the activity. You can also click Add from Template to add steps that have been defined and saved as a template. Figure 6-15:Click to add a description for the selected step.
Add steps and descriptions to an activity. 1.
In the Activity Table, select an activity, BA1020 - Review and Approve Designs.
2.
In Activity Details, click the Steps tab.
3.
In the Step Name section, click Add.
4.
Type a name for the step, , and press Enter on your keyboard.
5.
In the Review Designs details section, click Modify.
6.
Click in the dialog box and type a description for the step , and then click OK.
7.
Click Add to add a second step.
8.
Type a name for the step, , and press Enter on your keyboard.
9.
In the Review Designs details section, click Modify.
10. Type a description , and then click OK.
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Activity Codes Use activity codes to view and roll up activities in the Activity Table; build reports in the Report wizard or Report Editor; organize a layout by grouping activities into specific categories; and select and summarize activities. Examples of activity codes include Phase, Area, Site, and Division. Each activity code can contain an unlimited number of activity code values, which can be organized in a hierarchy for efficient search and selection.
Assigning Activity Codes Assign activity code values either in the Codes tab in Activity Details or add a column for the activity code in the Activity Table. Figure 6-16:Click Assign to launch the Assign Activity Codes dialog box.
Assign an activity code to an activity. 1.
Confirm that activity BA1020 - Review and Approve Designs is selected.
2.
In Activity Details, click the Codes tab.
3.
Click Assign.
4.
On the Display Options bar, click Filter By, All Values.
5.
On the Display Options bar, click Collapse All.
6.
Click
7.
Select an activity code value, ENG –Engineering Department, and then click
8.
Click
to expand Activity Code: Department.
to close the Assign Activity Codes dialog box.
.
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Assigning Activity Codes to Multiple Activities To assign an activity code to multiple activities, Ctrl+Click to select the activities, and then right-click and select Assign, Activity Codes. Figure 6-17:Click Activity Codes to assign an activity code to multiple activities.
Assign an activity code to multiple activities. 1.
In the Activity Table, select an activity, BA1010 - Design Building Addition.
2.
Ctrl+Click to select another activity, BA1020 - Review and Approve Designs.
3.
Right-click a selected activity and select Assign, Activity Codes.
4.
On the Display Options bar, confirm All Values.
5.
In the Search field, type .
6.
In Activity Code: CSI Code grouping band, select an activity code value, 20.600 – Architectural.
7.
Click
8.
Click in the Gantt chart to deselect the activities, and then select activities BA1010 and BA1020 individually to verify in the Codes tab that the activity code value has been assigned.
to assign the code value, and then click
to close the dialog box.
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Streamlined Process to Add Activity Code Values P6 Professional also enables you to define new activity code values directly from the Assign Activity Codes dialog box. You can add global-level, EPS-level, or project-level activity code values by clicking
and
then entering a Code Value and Code Value Description. Application administrators can restrict users’ ability to add activity code values through security settings. And, while it is possible to add activity code values at the global- or EPS-level, this feature was designed primarily to enable project managers to quickly add project-level code values. Figure 6-18:Click to define a new activity code value.
Define a new activity code value. 1.
In the Activity Table, select an activity, BA1020 – Review and Approve Designs.
2.
In the Codes tab in Activity Details, click Assign.
3.
On the Display Options bar, click Collapse All.
4.
Click
to expand Activity Code: QA Code.
5.
Click
.
6.
In the Add Code Value dialog box, type a Code Value and a Code Value Description .
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7.
Click OK.
8.
Expand the QA code value grouping band and select TPS – Third Party Signoff.
9.
Click
10. Click
to assign the code value. .
11. Close the project.
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Lesson Review Key Concepts
There are four ways to add an activity to a project: On the Edit menu, click Add; press Insert on the keyboard; click
, or right-click and click Add on the right-click menu.
Enable the New Activity wizard in the User Preferences, Assistance tab, located on the Edit menu.
Activity Type controls how an activity’s dates are calculated.
Use steps to create an activity checklist, and to track step completion.
Use activity codes to group activities by a common attribute. Create unlimited code values for each activity code. Activity code types:
Global-level codes can be assigned to all activities in the database.
EPS-level activity codes can be assigned to all activities in the EPS.
Project-level activity codes can be assigned to activities in the projects in which they are created.
Review Questions 1.
For which type of activity are dates determined by the availability of the resources assigned to the activity? a. Task dependent b. Resource dependent c.
Milestone
d. Level of effort 2.
True or False: The duration of a milestone is dependent on its predecessor/successor activities.
3.
True or False: Choose Edit, User Preferences, and then click the Assistance tab to enable the New Activity wizard.
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Notes
Lesson 6 – Adding Activities
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Case Study 1: Creating a Project
Copyright © 2010, Oracle. All rights reserved.
Case Study 1– Creating a Project Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
45
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Case Study 1 – Creating a Project
Creating a Project Background You are a project manager working for a general contractor, and your firm is using P6 Professional to manage the renovation of an apartment building. Following a meeting with the project team, you have been assigned to create the project and its Work Breakdown Structure.
Objectives 1.
Create a new project using the information in the following table: Project Data Item
2.
Value
EPS
RENO - Renovation Projects
Project ID
RENO-1
Project Name
RENO - Creating a Project
Planned Start
05-Mar-18
Responsible Manager
VP of Renovation
Funding for the project has been approved. Add a Notebook topic, Project Status, indicating that the project budget was approved on 03-Dec-17 by Daphne Coombs, VP of Property Development. The budget is $190,000.
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3.
143
Now that you have created the project in P6 Professional, create a WBS structure using the information in the table below: Parent WBS Element
WBS Name
RENO-1
Design
RENO-1
Foundation
RENO-1
Structure
Structure
Floors
Structure
Load-Bearing Walls
Structure
Roof
RENO-1
Utility Systems
RENO-1
Exterior Finishes
Exterior Finishes
Brick
Exterior Finishes
Roof
Exterior Finishes
Doors & Windows
RENO-1
Interior Finishes
Interior Finishes
Carpentry
Interior Finishes
Floors & Carpeting
Interior Finishes
Plumbing & Lighting Fixtures
Interior Finishes
Paint
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Case Study 1 – Creating a Project
4.
Add activities to the project as detailed in the table below: WBS Element
Activity ID
Activity Name
Activity Type
Original Duration
Design A1000
Start project
Start Milestone
0d
A1010
Design renovations
Task Dependent
15d
A1020
Review and approve designs
Task Dependent
5d
A1040
Excavate foundation
Task Dependent
5d
A1050
Install drainage system
Task Dependent
5d
A1060
Inspect and repair foundation
Task Dependent
10d
A1070
Backfill and compact
Task Dependent
3d
A1080
Erect protective fencing
Task Dependent
4d
A1090
Remove interior finished surfaces
Task Dependent
4d
A1100
Rebuild chimney
Task Dependent
5d
Foundation
Structure
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Scheduling the Project and Managing Data
SECTION II
Assigning Calendars Creating Relationships Scheduling Assigning Constraints Creating Layouts Managing Work Products and Documents
Copyright © 2010, Oracle. All rights reserved.
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Assigning Calendars
Copyright © 2010, Oracle. All rights reserved.
Lesson 7 – Assigning Calendars
Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
10
15
10
5
40
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Lesson 7 – Assigning Calendars
Objectives After completing this lesson, you should be able to: • Define work time and non-work time. • Explain the differences between global, project, and resource calendars. • Create a new project calendar.
Copyright © 2010, Oracle. All rights reserved.
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Calendars • • • •
Specify work time and nonwork time. Used for scheduling and leveling resources. An unlimited number of calendars can be created. All activities must have an assigned calendar.
Copyright © 2010, Oracle. All rights reserved.
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Calendar Pools •
There are three calendar pools: – Global – Project – Resource
•
Determines whether the calendar is available to: – All projects, resources, and activities. – One project and its activities. – Resources only.
Copyright © 2010, Oracle. All rights reserved.
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Calendar Pools •
Global – Calendars that can be used by all projects and resources. – Example: 5-day workweek, 8 hours/day (usually with holidays and non-work days from the organization’s calendar).
•
Project – Project-specific calendars. – Example: 6-day workweek calendar to accelerate project.
•
Resource – Resource calendar can be assigned to resource only – not to an activity. – Example: Personal vacation days for an individual resource.
Copyright © 2010, Oracle. All rights reserved.
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Resource Calendars There are two types of resource calendars: • Shared: – Share among multiple resources. – Can convert to personal calendar.
•
Personal: – Assign to single resource. – Calendar is deleted if resource is deleted. – Resource can edit personal resource calendar.
Copyright © 2010, Oracle. All rights reserved.
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Work Time Types A calendar can include four types of work time: • Standard day – Work hours in day match calendar’s work week.
•
Nonwork – Zero working hours in day.
•
Exception – Work hours in day do not match calendar’s work week. – Example: Weekend work hours for a resource normally on a 5-day workweek.
•
Nonwork Exception – A full day of nonwork time not covered by the standard work week (e.g., vacation).
Copyright © 2010, Oracle. All rights reserved.
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Lesson 7 – Assigning Calendars
Calendars and Activity Types Activity Type determines which calendar is used when a project is scheduled. • Task Dependent: Resource assignments are scheduled according to the calendar assigned to the activity. • Resource Dependent: Resource assignments are scheduled according to the calendar assigned to the resource.
Copyright © 2010, Oracle. All rights reserved.
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Overview: Creating Calendars On the Enterprise menu, click Calendars to launch the Calendars dialog box, which enables you to create new calendars and modify existing ones.
Select Global, Resource, or Project to display a calendar pool.
To create a calendar, click Add, and then specify work time and non-work time. To view or modify a calendar, select it and click Modify.
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Practice: Creating Calendars In this practice you will:
View a global calendar.
Create a project calendar using an existing global calendar as a template.
Set the workweek, exceptions, and non-work time for a project calendar.
Viewing the Global Calendar Pool Global calendars can be assigned to projects, activities, and resources. They can also be used as templates to create new calendars.
Select the Default check box next to a calendar to set the default calendar assignment for all new projects added to the database.
Change the default calendar assignment for an individual project on the Defaults tab in Project Details.
Link resource and project calendars to global calendars. Any changes made to a global calendar is automatically applied to all resource and project calendars linked to it. Figure 7-1: The Calendars dialog box can display global, resource, or project calendars.
View the global calendars. 1.
On the Enterprise menu, click Calendars.
2.
At the top of the Calendars dialog box, confirm Global is selected.
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Viewing a Global Calendar At the top of the dialog box, select Total work hours/day for a numeric total, or select Detailed work hours/day for an hour-by-hour view. The colors in the calendar indicate the type of work time defined for each day:
Light gray dates: standard work time
Dark gray dates: non-work time
White dates: exceptions Figure 7-2: Select a date and then view work hours in that day.
Display the Standard 5 Day Workweek calendar. 1.
Select a global calendar, Standard 5 Day Workweek.
2.
Click Modify to view the calendar’s workweek and non-work time.
3.
Scroll to a month, January 2018.
4.
Select a work day, 08-Jan.
5.
Select Total work hours/day to display work hours/day.
6.
Click OK.
7.
Click Close.
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Lesson 7 – Assigning Calendars
Adding a Project Calendar Create a project calendar to reflect work time for a specific project. To create this calendar, you will use the Standard 5 Day Workweek global calendar as a template. Figure 7-3: Type a name for the calendar.
Create a project calendar. 1.
Open a project, BLDG-07 BLDG – Assigning Calendars.
2.
In the Calendars dialog box, select Project.
3.
Click Add.
4.
Select Standard 5 Day Workweek, and then click
5.
In the Calendar Name field, type , and then press Enter.
.
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Linking the Holidays Calendar and Setting the Workweek Instead of manually entering company holidays, the global calendar containing holidays can be linked to the new project calendar. Select the global calendar to use in the Inherit holidays and exceptions from Global Calendar list. Click Workweek to set the number of work hours for each day. Select Total work hours/day to view the total number of work hours in the selected day in the Work hours/day field. Select Detailed work hours/day to view each work hour in the selected day. You also can set work time in 30-minute increments. Figure 7-4: Click Workweek to assign work hours per day.
Link a global calendar’s holidays to the newly created calendar and set the workweek. 1.
In the Calendars dialog box, confirm that 3 Day Workweek is selected, and then click Modify.
2.
Scroll to a month, January 2018.
3.
In the Inherit holidays and exceptions from Global Calendar list, select Signature Corp Holidays.
4.
Click Workweek.
5.
In the Calendar Weekly Hours dialog box, type hours for Monday and Friday, and then click OK.
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Lesson 7 – Assigning Calendars
Setting Non-Work Time A project calendar may need to have non-work time days that are different than those in the global calendar to which it is linked. To allow this, you can manually enter non-work time into the project calendars. Figure 7-5: Click Nonwork to add the selected day as a non-work day.
Add a non-work day to the calendar. 1.
In the 3 Day Workweek dialog box, select a day, 9-Jan-18.
2.
Click Nonwork.
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Setting Exceptions There are times when you need to set an exception in the calendar – a regularly scheduled non-workday that needs to become a workday. For example, you may need to change some non-work days to workdays because the project is behind schedule. When you schedule the project, activities that use the modified calendar will schedule accordingly. Figure 7-6: Click Work to make an exception for a selected non-work day.
Define an exception in the calendar. 1.
Select a non-work day, 12-Jan-18.
2.
Click Work.
3.
To save changes to the calendar, click OK.
4.
Click Close to close the Calendars dialog box.
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Viewing and Assigning Calendars The calendar selected in the Defaults tab in Projects Details is automatically assigned to new activities. Figure 7-7: The default project calendar is specified in the Default tab in Project Details.
View default calendar. 1.
Click the Projects tab near the top of the screen.
2.
In the Project Table, select Bldg-07.
3.
In Project Details, click the Defaults tab.
?
What calendar is assigned as the default calendar for this project?
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To assign a different calendar to an activity, manually change the assigned calendar on the General tab in Activity Details. Assign a specific calendar to a resource in the Details tab in Resource Details. Figure 7-8: You can assign a new calendar to an activity in the General tab in Activity Details.
Assign calendar to an activity. 1.
Click the Activities tab near the top of the screen.
2.
In the Activity Table, select an activity, BA5100 – Install Exterior Doors and Windows.
3.
In Activity Details, click the General tab.
4.
In the Activity Calendar field, click
5.
On the Select Activity Calendar Display Options bar, click Project Calendars.
6.
Select a project calendar, 3 Day Workweek, and then click
.
.
Dates in the project schedule will not reflect the new calendar assignment until the project is rescheduled.
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Lesson Review Key Concepts
Specify a calendar as global, project, or resource-specific.
Assign global calendars to projects, activities, and resources.
The calendar type determines whether you can use calendars on activities, resources, or both.
The default project calendar is automatically assigned to new activities.
Review Questions 1.
Which of the calendar pools can be used by resources? a. Global b. Project c.
Resource
d. a and b e.
a and c
2.
True/False: Activity type determines whether an activity uses an activity calendar or the calendar of its assigned resource(s).
3.
True/False: You cannot enter non-work days in a project calendar if it is linked to a global calendar.
4.
Which type of work time refers to non-work time that would otherwise be worked? a. Standard b. Non-work c.
Exception
d. b or c
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Creating Relationships
Copyright © 2010 Oracle. All rights reserved.
Lesson 8 – Creating Relationships Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
20
15
25
5
65
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Lesson 8 – Creating Relationships
Objectives After completing this lesson, you should be able to: • View a network logic diagram. • Describe the four relationship types. • Create relationships in the Activity Network. • Create relationships in Activity Details.
Copyright © 2010, Oracle. All rights reserved.
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Network Logic Diagram A network logic diagram is a graphic representation of all of the activities in a project and their logical (dependent) relationships.
Copyright © 2010, Oracle. All rights reserved.
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Lesson 8 – Creating Relationships
Precedence Diagramming Method (PDM) PDM is a technique for creating network logic diagrams. • A box or rectangle represents each activity. • Lines with arrows connect the boxes and represent the logical relationships between the activities. – Predecessor - Controls the start or finish of another activity. – Successor - Depends on the start or finish of another activity.
•
Start with either the first activity in the network and enter each successor, or start with the last activity in the network and enter each predecessor.
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Relationship Types There are four relationship types: • Finish to Start (FS) – When A finishes, B can start. • Start to Start (SS) – When A starts, B can start. • Finish to Finish (FF) – When A finishes, B can finish. • Start to Finish (SF) – When A starts, B can finish.
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Lesson 8 – Creating Relationships
Finish to Start (FS) When activity A finishes, activity B can start. This is the most common type of relationship.
A FiFirrsstt AAcctitivviitt
B SecoSecondnd AAccttiivviittyy Example: When we finish writing the report, we can send it to the client. Copyright © 2010, Oracle. All rights reserved.
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Start to Start (SS) When activity A starts, then activity B can start.
A FirFirsstt AAcctitivviitt
B SSecoecondnd AAcctitivviittyy Example: When we start selling our new software, we will start offering support service. Copyright © 2010, Oracle. All rights reserved.
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Finish to Finish (FF) When activity A finishes, then activity B can finish.
A FiFirsrstt AAcctitivviitt
B SecoSecondnd AAccttiivviittyy Example: When we finish testing, we can finish collecting data.
Copyright © 2010, Oracle. All rights reserved.
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Start to Finish (SF) When activity A starts, then activity B can finish.
A FirstFirst AAccttiivviitt
B SecoSecondnd AAccttiivviittyy Example: When we begin manufacturing our own components, we can stop outsourcing them. Copyright © 2010, Oracle. All rights reserved.
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Relationships with Lag Lag specifies an offset or delay between an activity and its successor. • Can be added to any relationship type. • Can be a positive or a negative value. • There are four calendar options for scheduling lag: – – – –
Predecessor activity calendar Successor activity calendar 24-hour calendar Project default calendar
Copyright © 2010, Oracle. All rights reserved.
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Finish to Start with Lag Activity B can start after activity A finishes and seven days have passed.
A FirstFirst AAccttiivviitt
FS 7d
B SecondSecond AAccttiivviittyy Example: After the concrete floor is poured and cures for seven days, we can begin constructing the walls. Copyright © 2010, Oracle. All rights reserved.
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Start to Start with Lag After activity A starts and 3 days of work have passed, then activity B can start.
A FiFirsrstt AAcctitivviitt SS 3d
B SeconSecondd AAccttiivvitityy Example: We can start laying the drainage pipes three days after we start digging the trenches. Copyright © 2010, Oracle. All rights reserved.
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Question Which of the following statements is true? 1. A successor activity depends on the start or finish of another activity. 2. Lag specifies a delay between an activity and its successor. 3. Lag can be positive or negative. 4. 1 and 2 5. 1 and 2 and 3
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Notes
Lesson 8 – Creating Relationships
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Overview: Creating Relationships Use the Activity Network to create relationships between activities graphically, or use the Predecessors and Successors panes on the Relationships tab in Activity Details.
On the WBS Table, click a WBS element to display its activities in the Activity Network. In the Activity Network, view the activities contained in the selected WBS element and create relationships by clicking and dragging your mouse cursor from the edge of one activity to the edge of another. Use the Relationships tab in Activity Details to create and view relationships between an activity and its predecessor and successor activities. Use the Lag field on the Relationships tab to assign lag to the relationship between two activities.
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Practice: Creating Relationships 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.
Creating Relationships in the Activity Network The Activity Network is useful for sequencing activities because it offers a graphical display of the activities and the relationships. Press Alt on your keyboard, and then click and drag your mouse to enlarge the size of activities viewable in the network. Figure 8-1:Select activity BA4160 in the Activity Network.
Display the Activity Network. 1.
Open a project, BLDG-08 BLDG – Creating Relationships.
2.
Confirm that you are in the Activities window. (Or on the Project menu, click Activities.)
3.
On the Layout Options bar, click Layout, Open.
4.
Select a layout, Adding Relationships in Network, and then click Open.
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5.
In the WBS Table, select a WBS element, Bldg-08.Mechanical Systems – Plumbing and Electrical.
6.
Press and hold Alt on your keyboard, and then click and drag your mouse to zoom in on activities in the Activity Network.
7.
In the right pane of the Activity Network, select an activity, BA4160 – Rough-in Plumbing/Piping.
Creating a Start to Start Relationship To create a relationship, click and drag your mouse cursor from one edge of an activity to another.
The left edge of the activity represents the start of the activity.
The right edge of the activity represents the finish of the activity. Figure 8-2:The line and arrow indicate a Start to Start relationship between the two activities. Note that the relationship is also listed on the Relationships tab in Activity Details.
Create a Start to Start relationship between two activities. 1.
To create a SS relationship, place the mouse pointer to the left edge of an activity, BA4160 Rough-In Plumbing/Piping. The relationship arrow
2.
appears.
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 the Relationships tab, view the relationship in the Predecessors pane.
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Lesson 8 – Creating Relationships
Creating Relationships in Activity Details You can also use the Relationships tab to create relationships. When creating a relationship in Activity Details, the default relationship type is Finish to Start. Group and sort activities in the Assign Successors dialog box in a variety of ways, including by EPS and by List. On the Display Options bar, click Group and Sort By to view options.
?
What are the other activity display options for the Assign Successors dialog box? Figure 8-3:Click Assign in the Successors pane on the Relationships tab to assign a successor activity. The new relationship is displayed in both the Successors pane and in the Activity Network.
Create a Finish to Start relationship between two activities. 1.
In the Activity Network, select an activity, BA4170 – Install Wiring and Cable.
2.
In the Successors pane on the Relationships tab, click Assign.
3.
Select an activity, BA4180 – Connect Equipment, and then click
4.
Click
to assign the selection.
to close the dialog box.
Note that the relationship is now displayed in both the Successors pane and the Activity Network.
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Using the GoTo Feature Click on the Relationships tab to change the selection in the Activity Table to the activity highlighted in the Predecessors or Successors pane. Figure 8-4:When you click GoTo, the activity selected on the Relationships tab is selected in the Activity Table and Activity Details.
Assign a successor activity using the GoTo feature. 1.
On the Layout Options bar, click Show on Top, Gantt Chart.
2.
In the Successors pane on the Relationships tab, select an activity, BA4180 – Connect Equipment.
3.
In the Successors window, click
.
Note that activity BA4180 is now selected in the Activity Table and in Activity Details. 4.
In the Successors pane on the Relationships tab, click Assign.
5.
Select an activity, BA4100 – Startup and Test HVAC, and then click
6.
Click
.
to assign the selection.
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Lesson 8 – Creating Relationships
Assigning Lag Use the columns on the Relationships tab to make adjustments to the relationship type or to assign lag. Figure 8-5:Type a value in the Lag column.
Assign lag to a relationship. 1.
In the Activity Table, confirm that activity BA4180 – Connect Equipment is selected.
2.
In the Successors pane, click in the Lag field and type .
3.
Press Enter on your keyboard.
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Viewing Relationships in the Gantt Chart You can also view/modify relationships in the Activity Table and the Gantt chart.
Activity Table – Displays the Predecessors and Successors columns.
Gantt chart – Click the Relationship Lines icon relationship lines on and off.
on the Top Layout toolbar to toggle Figure 8-6:Click to toggle relationship lines on and off in the Gantt Chart.
View relationships between activities in the Activity Table and the Gantt chart. 1.
On the Layout Options bar, click Columns.
2.
In the Available Options section, click
3.
Select Predecessors, click to move it to the Selected Options section, and then click position it at the bottom of the list.
4.
In the Available Options section, select Successors, and click section.
to expand Lists. to
to move it to the Selected Options
Confirm that Successors appears below Predecessors at the bottom of the Selected Options list. 5.
Click OK.
6.
Drag the vertical split bar to expose the new columns, and adjust column widths as necessary.
7.
Double-click in the Gantt chart area to display the bars for the activities.
8.
On the Toolbar, click
to view the relationships between the activities.
Note that even though relationships were added, the activities did not move from the project start date. When the project is scheduled, the activities will be positioned in the Gantt chart according to their relationships.
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Lesson 8 – Creating Relationships
Lesson Review Key Concepts
Use the Precedence Diagramming Method to create a network logic diagram that shows the relationships between activities. Build the diagram using boxes to represent activities and arrows to represent logical relationships between the activities.
P6 Professional supports four relationship types (Finish to Start, Start to Start, Finish to 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.
Create relationships in the Activity Network via a graphical display or on the Relationships tab in Activity Details.
Review Questions 1.
On the Relationships tab in Activity Details, which of the following is used to jump from the current activity to one of its predecessor or successor activities? a. Jump b. Search c.
Look
d. GoTo 2.
What is the default relationship type in P6 Professional? a. Finish to Start b. Finish to Finish c.
Start to Start
d. Start to Finish 3.
True or False: Lag is an offset or delay between an activity and its successor.
4.
Which of the following can you use 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
BS Grupo SฺAฺCฺ
Scheduling
Copyright © 2010, Oracle. All rights reserved.
Lesson 9 – Scheduling Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
45
5
10
20
80
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Lesson 9 – Scheduling
Objectives After completing this lesson, you should be able to: • Describe Critical Path Method (CPM) Scheduling. • Perform a forward and a backward pass. • Describe float and its impact on a schedule. • Identify loops and open ends. • Calculate a schedule. • Analyze the scheduling log report.
Copyright © 2010, Oracle. All rights reserved.
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Critical Path Method Scheduling The Critical Path Method (CPM) is the traditional technique for calculating project schedules and determining the minimum total project duration. • Uses activity durations and relationships between activities to calculate schedule dates. • Calculation is done in two passes – forward and backward – through the activities in a project.
Copyright © 2010, Oracle. All rights reserved.
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Lesson 9 – Scheduling
Critical Path •
• •
The sequence of activities that determines a project’s minimum total duration and completion date. Generally the longest continuous path of activities through the project. The duration of the activities on the critical path controls the duration of the entire project. A delay to any activity on the critical path will delay the Finish date of the project.
Copyright © 2010, Oracle. All rights reserved.
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Data Date • •
The date that is used as the starting point to schedule all remaining work. During the Planning phase, the data date should match the project Start date.
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Lesson 9 – Scheduling
Data Date
Data date line
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Forward Pass • •
• •
The forward pass calculates each activity’s early dates. Early dates are the earliest times an activity can start and finish once its predecessor relationships have been satisfied. The calculation begins with the activities without predecessors. Early Start (ES) + Duration – 1 = Early Finish (EF)
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Lesson 9 – Scheduling
Forward Pass
1
5
11
1
10
Copyright © 2010, Oracle. All rights reserved.
25
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Backward Pass • • • •
•
The backward pass calculates each activity’s late dates. Late dates are the latest times an activity can start and finish without delaying the end date of the project. The calculation begins with the activity with the latest Early Finish date without a successor. For projects without a Must Finish By date, activities without successors are assigned a Late Finish equal to the latest Early Finish date. Late Finish (LF) – Duration + 1 = Late Start (LS)
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Lesson 9 – Scheduling
Backward Pass
6
10
11
1
10
Copyright © 2010, Oracle. All rights reserved.
25
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Total Float • • •
•
The amount of time an activity can be delayed from its Early Start without delaying the project. The difference between an activity’s late dates and early dates. Total Float is automatically calculated each time you schedule the project. You cannot edit an activity's float values directly. Late date – early date = Total Float (TF)
Copyright © 2010, Oracle. All rights reserved.
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Lesson 9 – Scheduling
Types of Total Float
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Total Float
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Lesson 9 – Scheduling
Must Finish By Date A common scenario is a project with a required Must Finish By date: • Specifies when the project must finish regardless of the network’s duration and logic. • Is used only during the backward pass to calculate late dates.
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Backward Pass with Required Finish
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Lesson 9 – Scheduling
Circular Relationships (Loops) • •
Loops indicate circular logic in an activity path. The schedule can not be calculated until the loop is eliminated. To eliminate a loop: – Determine proper logic. – Reschedule the project.
Copyright © 2010, Oracle. All rights reserved.
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Open Ends •
Open ends are activities without either a predecessor or successor. – No predecessor — Activity uses data date as its Early Start. – No successor — Activity uses project finish as its Late Finish.
•
Open-ended activities can portray an unrealistic amount of positive total float.
It is recommended that each project have only two open ends: the first activity (Start milestone) and the last activity (Finish milestone).
Copyright © 2010, Oracle. All rights reserved.
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Lesson 9 – Scheduling
Question
Notice that there is no relationship between activities 30 and 50, creating two additional open ends. What will happen when this network is scheduled?
Copyright © 2010, Oracle. All rights reserved.
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205
Question No Imposed Finish
Formulas: Early Start + Duration - 1 = Early Finish Late Finish - Duration + 1 = Late Start Late Start - Early Start = Total Float
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Lesson 9 – Scheduling
Question Imposed Finish Date of 12
Formulas: Early Start + Duration - 1 = Early Finish Late Finish - Duration + 1 = Late Start Late Start - Early Start = Total Float
Copyright © 2010, Oracle. All rights reserved.
BS Grupo SฺAฺCฺ Lesson 9 – Scheduling
Notes
207
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Lesson 9 – Scheduling
Overview: Scheduling a Project When you schedule a project, activity dates are calculated according to durations and logic. After the project is scheduled, note the change in the position of activities on the Gantt chart. Activities are displayed according to their calculated start and finish dates. Bars for critical activities are displayed in red.
On the Tools toolbar, click to schedule a project. You can also click Schedule on the Tools menu, or press F9 on your keyboard. In the Schedule Project dialog box, select a current Data Date.
Select the Log to file check box to record the results of scheduling. Click Schedule to schedule the project. Click View Log to view the scheduling log file.
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Practice: Scheduling a Project In this practice, you will:
Schedule a project.
Review the Schedule Log.
Scheduling a Project Figure 9-1: Select the check box to create a Schedule Log. After scheduling, note the new positions of activities in the Gantt chart.
Schedule a project. 1.
Open a project, Bldg-09 – BLDG - Scheduling.
2.
Confirm that you are in the Activities window. (Or on the Project menu, click Activities.)
3.
Confirm the Gantt chart is displayed in the top layout.
? 4.
Before the project is scheduled, where are all of the project activities aligned in the Gantt chart?
On the Tools menu, click Schedule (or press F9 on your keyboard).
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Lesson 9 – Scheduling
Figure 9-2:The scheduled project.
5.
In the Schedule dialog box, confirm the Current Data Date, 08-Jan-18.
6.
Select the Log to File check box.
7.
In the Log to File field, browse to a path, C:\Training Docs. The first time you schedule you may get prompted to create a log file. Click OK. Click the ellipsis next to the Log to file field. Select the directory where the log file will be stored.
8.
Click Schedule.
?
Following scheduling, what determines the positions of project activities in the Gantt chart?
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Viewing the Schedule Log The Schedule Log records scheduling results, including:
Scheduling/leveling settings
Statistics
Critical activities
Errors, warnings, and exceptions
Scheduling/leveling results Figure 9-3:Settings and statistics are listed in the Schedule Log.
View the Schedule Log. 1.
On the Tools menu, click Schedule (or press F9 on your keyboard).
2.
In the Schedule dialog box, click View Log.
?
Before proceeding, answer the following questions:
How many activities are in the project?
How many of them are critical?
How many project activities do not have predecessors and/or successors?
What are they?
How many relationships are in the project?
What is the latest early finish date for the project?
3.
In the Notepad File menu, click Exit.
4.
Click Cancel to exit the Schedule dialog box.
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Lesson 9 – Scheduling
Driving Relationships An activity may have a relationship with a predecessor that determines its Early Start. This is called a driving relationship. A solid relationship line indicates a driving relationship. A dashed relationship line indicates a non-driving relationship. Figure 9-4:The Driving column indicates whether a predecessor activity is driving the start of activity BA3070. Also, notice in the Activity Network the solid and dashed relationship lines between BA3070 and its predecessor activities.
View driving and nondriving relationships for an activity. 1.
On the Layout Options bar, click Layout, Open.
2.
Select a layout, Activity Network, and then click Open.
3.
In the WBS Table, select a WBS element, Bldg-09.Structure.
4.
Press and hold Alt on your keyboard, and then click and drag your mouse to enlarge the size of activities in the network.
5.
In the Activity Network, select an activity, BA3070.
6.
In Activity Details, click the Relationships tab. Note that neither BA3040 nor BA3050 drive the start of BA3070 -- but that BA3060 does drive it. This is indicated by the Driving field in the Relationships tab and by the relationship lines in the Activity Network.
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Lesson Review Key Concepts
After relationship logic has been defined, schedule the project.
When scheduling using the Critical Path Method, activity Early Start and Finish dates are calculated during a forward pass, and the Late Start and Finish dates are calculated during the backward pass.
The data date is used as a starting point when scheduling all remaining work for the project.
After scheduling, activities will have a total float that represents the amount of time an activity can be delayed without delaying the project.
After scheduling, results are recorded in a Schedule Log.
Review Questions 1.
True or False: A schedule’s late dates are calculated during the backward pass.
2.
Which of the following is not a type of float? a. Positive b. Open-end c.
Negative
d. Total 3.
True or False: The critical path is the path of activities through the project that determines the project end date.
4.
Which of the following are included on the Schedule Log? a. Statistics b. Critical activities c.
Warnings
d. a and b e.
a and b and c
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Notes
Lesson 9 – Scheduling
BS Grupo SฺAฺCฺ
Assigning Constraints
Copyright © 2010, Oracle. All rights reserved.
Lesson 10 – Assigning Constraints Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
15
10
20
5
50
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Lesson 10 – Assigning Constraints
Objectives After completing this lesson, you should be able to: • Describe available constraint types. • Apply Must Finish By constraint to a project. • Apply a Start On or After constraint to an activity. • Add a Notebook topic to a constrained activity.
Copyright © 2010, Oracle. All rights reserved.
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Constraints • • • •
Date restrictions used to reflect project requirements that cannot be built into the network logic. More accurately reflect real-world aspects of a project. Provide added control of a project. Apply to the entire project or to individual activities. – Commonly used project-level constraint: Must Finish By – Commonly used activity-level constraint: Start On or After
•
No more than 10 percent of a project’s activities should be constrained.
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Must Finish By • • • •
Used when an overall project deadline must be met. Forces all activities in the project to finish by the date (and time) specified. Establishes the date from which late dates are calculated in the backward pass. Affects the Total Float of the entire project.
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Start On or After • • • •
Used to set the earliest date an activity can begin. Forces the activity to start no earlier than the constraint date. Pushes the activity’s early start date to the constraint date. Affects the early dates of the activity’s successors.
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Lesson 10 – Assigning Constraints
Additional Start Constraints •
Start On — Forces an activity to start on the constraint date: – Shifts both early and late start dates to the constraint date. – Used to specify dates submitted by contractors or vendors.
•
Start On or Before — Forces an activity to start no later than the constraint date: – Shifts the late start to the constrained date. – Affects the late dates of its predecessors. – Used to place a deadline on the start of the activity.
Copyright © 2010, Oracle. All rights reserved.
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Additional Finish Constraints •
Finish On — Forces an activity to finish on the constraint date: – Shifts both early and late finish dates to the constraint date. – Used to satisfy intermediate project deadlines.
•
Finish On or Before — Forces an activity to finish no later than the constraint date: – Pulls the late finish date to the constraint date. – Affects the late dates of its predecessors. – Used to set intermediate completion points in the project.
•
Finish On or After — Forces an activity to finish no earlier than the constraint date: – Shifts the early finish to the constrained date. – Affects the early dates of its successors. Copyright © 2010, Oracle. All rights reserved.
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Lesson 10 – Assigning Constraints
Additional Constraints •
As Late as Possible — Delays activity as late as possible without delaying successors: – Shifts early dates as late as possible. – Also called a zero free float constraint.
•
Mandatory Start and Finish — Forces early and late dates to be equal to the constraint date: – Affects late dates of predecessors and early dates of successors. – May violate network logic.
Copyright © 2010, Oracle. All rights reserved.
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How Constraints Affect Activity Dates
Mandatory Start
Mandatory Finish
Copyright © 2010, Oracle. All rights reserved.
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Lesson 10 – Assigning Constraints
Overview: Assigning Constraints Project-level constraints are assigned in the General tab in Project Details. Activity-level constraints are assigned in the Status tab in Activity Details.
Use the Constraints section on the Status tab in Activity Details to assign primary and secondary constraints to an activity. Use the Notebook tab in Activity Details to document constraints after you assign them. On the Tools menu, click Schedule to reschedule a project after assigning a constraint. Use columns in the Activity Table to check activity dates and Total Float before and after assigning constraints. Click the Projects view tab to navigate to the Projects window where you can assign a Must Finish By constraint in the Dates tab in Project Details.
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Practice: Assigning Constraints In this practice you will:
Assign a Must Finish By constraint to a project.
Assign a Start On or After constraint to an activity.
Reschedule projects after assigning constraints.
Document a constraint with a Notebook topic.
Assigning a Must Finish By Constraint to a Project The Must Finish By constraint is commonly used when an overall project deadline must be met. It is assigned to the project in the Dates tab in Project Details. By default, the time associated to the Must Finish By date is set to 12:00 am. This means that if the project must finish by the end of day on 1-Nov, the specified constraint date would be 02-Nov. Figure 10-1:Assign a Must Finish By constraint in the Dates tab in Project Details.
Assign a Must Finish By constraint. 1.
Open a project, BLDG-10 BLDG – Assigning Constraints.
2.
Click the Projects tab near the top of the screen.
3.
In the Project Table, select a project, Bldg-10 BLDG – Assigning Constraints.
4.
In Project Details, click the Dates tab.
5.
In the Must Finish By field, click
6.
Select a date, 31-Oct-18.
.
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Rescheduling the Project A project must be rescheduled after a constraint has been applied in order to calculate new dates and to assess the constraint’s impact on Total Float. Figure 10-2:After rescheduling, many of the activities show negative Total Float because the Must Finish By date, 31Oct-18, is earlier than the project’s calculated Early Finish date, 15-Nov-18.
Reschedule the project. 1.
Click the Activities tab near the top of the screen.
2.
On the Layout Options bar, click Layout, Open.
3.
Select a layout, Constraints and Notes, and then click Open. Scroll down the Activity Table and note that all values in the Total Float column are greater than or equal to zero days.
4.
On the Tools menu, click Schedule (or press F9 on your keyboard).
5.
Confirm the Current Data Date, 08-Jan-18, and then click Schedule.
6.
In the Activity Table, view the values in the Total Float column.
?
Why do so many activities now have a negative Total Float?
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Assigning a Constraint to an Activity Next, you will use the Start On or After constraint to specify the earliest date an activity can begin. Activitylevel constraints are assigned in the Status tab in Activity Details. A maximum of two constraints – primary and secondary – can be applied to any single activity. The Assemble Brick Samples activity is scheduled to start 16-Jan-18. However, brick samples are on back order and will not be available until 22-Jan-18. You will assign a constraint to reflect the new date. Figure 10-3:Assign constraints to an activity in the Constraints section of the Status tab in Activity Details.
Assign a constraint to an activity. 1.
In the Activity Table, select an activity, BA5000 - Assemble Brick Samples.
2.
In Activity Details, confirm that the Status tab is selected.
3.
On the Status tab, in the Constraints section Primary list, select a constraint, Start On or After.
4.
In the associated Date field, click
?
, and select a date, 22-Jan-18.
Before rescheduling, what are the activity’s early dates and what is its Total Float?
5.
On the Tools menu, click Schedule (or press F9 on your keyboard).
6.
In the Schedule dialog box, confirm the Current Data Date, 08-Jan-18, and then click Schedule.
?
Following rescheduling, what are the activity’s early dates and Total Float?
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Lesson 10 – Assigning Constraints
Adding a Notebook Topic When you assign a constraint to an activity, you should also document the reason for its use. Figure 10-4:Assign a Notebook topic to document the reason for the constraint.
Add a Notebook topic to an activity. 1.
In the Activity Table, confirm that activity BA5000 is selected.
2.
In Activity Details, click the Notebook tab.
3.
In the Notebook Topic pane, click Add.
4.
In the Assign Notebook Topic dialog box, select a topic, Constraints and Assumptions.
5.
Click
.
6.
Click
.
7.
In the Constraints and Assumptions details pane, click Modify to launch an html editor window.
8.
Click in the editor window and type .
9.
Click OK to close the editor window.
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Lesson Review Key Concepts
Assign constraints to activities and projects to reflect real-world restrictions.
A maximum of two constraints can be assigned to an activity.
The Must Finish By constraint is used when an overall project deadline must be met.
Use the Start On or After constraint to specify the earliest date an activity can begin.
Review Questions 1.
Which of the following applies to the Start On or After constraint? a. Affects an activity’s early dates and the early dates of successor activities. b. Affects an activity’s late dates and the late dates of successor activities. c.
Violates network logic.
d. Delays an activity as long as possible without affecting its successors. 2.
True or False: You should always use a Notebook topic to document the reason for assigning a constraint.
3.
Which constraint pulls the Late Finish to the constrained date? a. Start On or After b. Finish On or After c.
As Late as Possible
d. Finish On or Before 4.
How many constraints can be assigned to a single activity? a. 1 b. 2 c.
3
d. An unlimited number
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Notes
Lesson 10 – Assigning Constraints
BS Grupo SฺAฺCฺ
Creating Layouts
Copyright © 2010, Oracle. All rights reserved.
Lesson 11 – Creating Layouts Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
10
20
40
5
75
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Lesson 11 – Creating Layouts
Objectives After completing this lesson, you should be able to: • Group activities according to specific criteria. • Sort activities. • Apply a filter. • Create a filter.
Copyright © 2010, Oracle. All rights reserved.
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Grouping
•
• •
A flexible way to organize data into categories that share a common attribute. Can be used to create customized layouts. Organized by grouping bands.
Copyright © 2010, Oracle. All rights reserved.
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Lesson 11 – Creating Layouts
Grouping •
Activities can be grouped: – By hierarchical fields (WBS, activity codes, project codes). – By data fields (dates, costs, Total Float, other numeric data).
•
Can be used to: – Quickly view subtotal data in grouping bands. – View summary bars in the Gantt Chart. – Summarize data for reporting purposes.
Copyright © 2010, Oracle. All rights reserved.
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Sorting •
•
Determines the sequence in which activities are listed within grouping bands. Based on data item, you can sort: – Alphabetically – Numerically – Chronologically
•
Click on column header to quickly sort ascending, descending Sorted by Start date Ascending
Copyright © 2010, Oracle. All rights reserved.
Sorted by Start date Descending
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Lesson 11 – Creating Layouts
Filtering • •
Determines which activities are displayed in a layout. Enables you to create customized layouts that: – Limit the number of activities displayed. – Help you focus on a particular group of activities (critical activities, for example).
Filter
Copyright © 2010, Oracle. All rights reserved.
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Question True or False: Grouping, sorting, and filtering can all be included in the same layout.
Copyright © 2010, Oracle. All rights reserved.
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Notes
Lesson 11 – Creating Layouts
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Overview: Grouping and Sorting Grouping and sorting in layouts is available in all windows. On the Display Options bar, click Group and Sort to access the Group and Sort dialog box. Once a layout has been modified to your satisfaction, you can save it as a new layout, which can then be applied to other projects opened in the window.
Use the Display Options section to choose to show total and/or summary data values on grouping bands in layouts and dialog boxes. Use the Group By section to choose which data items to use for organizing information in layouts and other grouped data displays. Use the Group By Options section to select whether to show/hide empty grouping bands and whether to sort bands alphabetically. Click Apply to view grouping and sorting before closing the dialog box.
Click Sort to access sorting options.
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Lesson 11 – Creating Layouts
Practice: Grouping and Sorting In this practice you will:
Group data by date in the Activities window.
Collapse and expand the grouped data.
Sort the grouped data.
Save the layout containing the new data grouping scheme.
Grouping Data Grouping is a flexible way to organize data into categories that share a common attribute. You can group data to create customized layouts. You can also use grouping to quickly view subtotal data in the group title bands, view summary bars in the Gantt chart, and summarize data for reporting purposes.
Grouping is available in all windows and most dialog boxes.
Each window or dialog box has its own grouping options.
Some windows have customized/pre-defined groups.
Activities can be grouped by hierarchical fields such as WBS, activity codes, and project codes.
Activities can be grouped by data fields such as dates, costs, Total Float, and other numeric data.
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Group and Sort Dialog Box The Group and Sort dialog box is used to specify the organization of activities on the screen.
Show Group Totals – Choose to display or hide the total values for grouping bands. If you select the Show Group Totals check box, you have the additional options to Show Grand Totals and Show Summaries Only.
Show Grand Totals – Select to display a grand total row at the top of the layout.
Show Summaries Only – Select to hide the activities within each group title band.
Shrink Vertical Grouping Bands – Minimize the width of the vertical grouping bands displayed in the Activity Table. This setting is available in windows that have the Group and Sort by, Customize layout option.
Group By – Lists data items used to group the current display.
Indent – Available if the selected data item is hierarchical.
To Level – Indicates the number of levels to display when grouping by a hierarchical data item.
Group Interval – Indicates the interval by which you want to group the selected data item.
Font & Color – Displays the font/color for each group title band.
Hide if empty – Select to hide the group title bands that do not contain activities.
Sort Bands Alphabetically – Select the check box to sort the grouping bands alphabetically rather than their order in their respective hierarchy. This check box is disabled for any grouping that is not hierarchical.
Show Title – Select to display the name of the field that the layout is grouped by; the value is also displayed.
Show ID/Code – Select the check box to display the ID or code value on the grouping band.
Show Name/Description – Select the check box to display the name or description on the grouping band.
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Lesson 11 – Creating Layouts
First, open a project and display the Group and Sort dialog box. Figure 11-1: The Group and Sort dialog box is accessed from the Layout Options bar.
View the Group and Sort dialog box. 1.
Open a project, BLDG-11 BLDG – Creating Layouts.
2.
Confirm that you are in the Activities window. (Or on the Project menu, click Activities.)
3.
On the Layout Options bar, click Layout, Open.
4.
Select a layout, Organizing Activities, and then click Open.
5.
On the Layout Options bar, click Group and Sort.
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Grouping by Date You will use the Group and Sort dialog box to group a layout by date, enabling you to identify activities that are scheduled to occur within a particular time period. Figure 11-2: Select values in the Group By and the Group Interval columns.
Group data by Start date and save as a new layout. 1.
In the Group and Sort dialog box, click in the first cell of the Group By column, and select Start from the list.
2.
Double-click in the Group Interval column, and select Month.
3.
Click OK.
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Figure 11-3: Activities in the Activity Table are grouped by Start date.
4.
On the Layout Options bar, click Layout, Save As.
5.
In the Layout Name field, type , and then click Save.
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Collapsing/Expanding Grouped Data Collapse grouping bands to control the level of detail that displays. This functionality is especially useful if you want to focus on a specific portion of the layout.
In the Activity Table, view summary information for the displayed columns.
In the Gantt chart, summary bars are displayed to represent the Start/Finish dates in each grouping band. Figure 11-4: A summary bar is displayed for each grouping band.
Collapse grouping bands in the Activity Table. 1.
On the Layout Options bar, click Collapse All.
2.
Click
to expand a grouping band, Jan 2018.
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Sorting Activities Sorting determines the sequence in which activities are listed within each grouping band. Based on the data item you choose, you can sort alphabetically, numerically, or chronologically.
Sorting by a Single Criterion To sort by a single criterion, click the appropriate data item’s column title.
indicates ascending sort order
indicates descending sort order Figure 11-5: The sort icon indicates that the layout is sorted by the associated data item.
Click a column title to sort the layout by the associated data item. 1.
On the Layout Options bar, click Layout, Open.
2.
Select a layout, Organizing Activities, and then click Open. The
3.
icon indicates that the layout is currently sorted by Activity ID.
Click a column title, Original Duration. As indicated by the Duration.
icon, activities within each grouping band are now sorted by Original
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Overview: Filtering On the Layout Options bar, click Filters to access the Filters dialog box, which enables you to select preexisting filters or to create new filters.
Use the Filters dialog box to select one or more existing default, global, or user-defined filters to apply to a layout. Select All Activities to show all activities in the layout. Select a check box to specify a filter, and then click Apply to execute the filter. Choose whether to use a filter to replace or highlight activities in the layout. Click New to create a new filter.
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Practice: Filtering In this practice you will:
View the Filters dialog box.
Run a default filter.
Create a new filter.
Run multiple filters simultaneously.
Use the All Activities option in the Filters dialog box to refresh the layout.
Filtering Activities A filter is a set of instructions that determines which activities are displayed in a layout. Filters enable you to create customized layouts that limit the number of activities displayed. This is useful for helping you focus on a particular group of activities – critical activities, for example.
A set of pre-defined filters is provided, as is the ability to create user-defined filters of your own.
Filters are divided into the following groupings:
Default
Available to all users.
Copy and use as basis for a new filter.
Cannot delete or modify.
Global
User-defined
Available to all users. Available to current user for all projects to which he/she has access.
Layout
Filter can be applied only in specified layout.
Precludes changes in global filters affecting layout.
One or more filters may be applied to a layout at a time.
Multiple criteria for selection may be used within a single filter.
Filter specifications can be saved and re-applied.
Filters can be saved as part of a layout.
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Filters Dialog Box
All Activities – Select to show all activities in the current layout.
Show activities that match – When more than one filter is marked, you must select one of the following options:
All selected filters – Select to include the activities that meet the criteria of each selected filter.
Any selected filter – Select to include the activities that meet the criteria of at least one of the selected filters.
Replace activities shown in current layout – Displays only the activities that meet the criteria of each selected filter.
Highlight activities in current layout which match criteria – Highlights only the activities in the current layout that meet the criteria of each selected filter. Figure 11-6: Filters are listed in the Filters dialog box.
View the Filters dialog box. 1.
On the Layout Options bar, click Layout, Open.
2.
Select a layout, Filtering, and then click Open.
3.
On the Layout Options bar, click Filters.
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Lesson 11 – Creating Layouts
Applying a Default Filter To view critical activities only, run the Critical default filter. Figure 11-7: Select a check box to specify a filter, and then click OK to run the filter.
Use a filter to highlight critical activities. 1.
In the Filters dialog box, select the Critical check box.
2.
In the When applying the selected filter(s) field, select Highlight activities in current layout which match criteria.
3.
Click OK to execute the filter.
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The layout now displays all activities in the project but highlights only the critical activities. Figure 11-8: Activities that meet filter criteria are highlighted in the layout.
? ?
Why are activities BA1030 and BA1040 not highlighted? The activity, BA-AMIN, has negative Total Float. Why is it not highlighted?
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Lesson 11 – Creating Layouts
Creating a Filter You can create filters based on a single criterion or on multiple criteria. A convenient single-criterion filter to use throughout the life cycle of a project is a lookahead filter. It displays the activities that are scheduled to occur within a given time period – the next month, for example. Figure 11-9: Type a Filter Name and then specify filter parameters.
Define a filter to display activities scheduled to occur in the next month. 1.
On the Layout Options bar, click Filters.
2.
In the Filters dialog box, click New.
3.
In the Filter Name field, type .
4.
Click in the Parameter cell and select Early Start.
5.
Double-click in the Is cell and select is within range of.
6.
Double-click in the Value cell and then click
7.
Select DD-Earliest Data Date.
8.
Double-click in the High Value cell and type .
.
This value indicates data date plus one month. 9.
Click OK to close the Filter specification dialog box.
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You will now execute the new filter to display all activities scheduled to occur within the next month, and then save the layout as One Month Lookahead. Figure 11-10: The project has been filtered to show only those activities scheduled to begin within a month of the most recent data date. However, there are a number of empty WBS title bands taking up space and cluttering the layout.
10. In the Filters dialog box, confirm that the new filter, One Month Lookahead, is selected. 11. Confirm that Replace activities shown in current layout is selected. 12. Click OK to execute the filter.
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After executing the filter, the layout shows a number of WBS title bands that contain no activities scheduled to start in the next month. These empty WBS elements clutter the layout and can be distracting to viewers. However, you can remove the empty grouping bands using an option in the Group and Sort dialog box. Figure 11-11: Group/sort and filter options are combined to create a layout that is clean and focuses only on those activities starting within a month of the data date.
13. On the Layout Options bar, click Group and Sort. 14. In the Group By Options section, select the Hide if empty check box. 15. Click OK. 16. On the Layout Options bar, click Layout, Save As. 17. Type a Layout Name, . 18. Click Save.
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Using Multiple Filters If you cannot achieve the results you want with a single filter, you can run two or more filters simultaneously. Figure 11-12: The layout now focuses on critical activities starting within a month of the data date.
Execute two filters simultaneously. 1.
On the Layout Options bar, click Filters.
2.
Select the Critical check box.
3.
Scroll down and confirm that the One Month Lookahead check box is also selected.
4.
In the Show activities that match field, confirm that All selected filters is selected.
5.
Click OK to execute the filters.
6.
On the Layout Options bar, click Layout, Save As.
7.
Type a Layout Name, .
8.
Click Save. Note that all grouping bands are not displayed in the layout. Only those bands that have activities that meet the filter criteria are displayed.
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Lesson 11 – Creating Layouts
Applying the All Activities Filter To refresh your screen with all activities, you can run the All Activities filter. Figure 11-13:Select All Activities to refresh the layout and display all activities.
Execute the All Activities filter. 1.
On the Layout Options bar, click Filters.
2.
At the top of the Filters dialog box, select the All Activities check box.
3.
Click OK to execute the filter.
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Lesson Review Key Concepts
Use grouping and sorting to organize activities in a layout.
Grouping is available in all windows and most dialog boxes.
The Group and Sort dialog box provides options to show grand totals and summaries and to modify the font and color for each grouping selected. You can also sort the groups alphabetically, numerically, or chronologically.
Use filters to customize a layout or to show only those activities that satisfy the filter criteria. You can apply multiple filters to a layout.
Review Questions 1.
Which of the following statements about default filters is false? a. They are available to all users. b. They can be deleted. c.
They cannot be modified.
d. They can be copied. 2.
True or False: Multiple filters may be applied to a layout simultaneously.
3.
True or False: Grouping refers to the order in which selected data items are displayed in a layout.
4.
Which of the following can be used to group activities? a. Dates b. Costs c.
Activity codes
d. a and b e.
a and b and c
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Notes
Lesson 11 – Creating Layouts
BS Grupo SฺAฺCฺ
Managing Work Products and Documents
Copyright © 2010, Oracle. All rights reserved.
Lesson 12 – Managing Work Products and Documents Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
5
5
20
5
35
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Lesson 12 – Managing Work Products and Documents
Objectives After completing this lesson, you should be able to: • Describe the difference between a work product and a reference document. • Create a document record. • Link the document record to a project document or work product. • Assign the project document to an activity or WBS.
Copyright © 2010, Oracle. All rights reserved.
BS Grupo SฺAฺCฺ Lesson 12 – Managing Work Products and Documents
Project Documents Project documents can be classified as either a work product or a reference document: • Work product – A document that is a project or activity deliverable and will be turned over to the project’s end user or customer. • Reference document – A document that can be referenced by a project participant for the purpose of providing standards or guidelines for performing work.
Copyright © 2010, Oracle. All rights reserved.
261
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Lesson 12 – Managing Work Products and Documents
Linking Documents Documents are not stored in the P6 Professional database. Instead, create a document record and then link to the document source.
Copyright © 2010, Oracle. All rights reserved.
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Assigning Documents Project document can be assigned to a WBS element or activity. Document
Activity
WBS
Copyright © 2010, Oracle. All rights reserved.
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Lesson 12 – Managing Work Products and Documents
Overview: Using the Work Products and Documents Window The Work Products and Documents window enables you to catalog and track project-related documents.
Maintain general information about a document, such as author, status, and revision date.
Specify a link to the document.
Assign a document to a WBS element or activity.
Click
to create a document record.
Use the tabs in Work Products and Document Details to enter information into a new document record or to edit the information in an existing record. Use the Files tab to specify the private location and public location of the document. Use the Assignments tab to assign the document to an activity or WBS element.
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Practice: Using the Work Products and Documents Window In this practice you will:
Create a document record and then link the document record to the relevant document.
Assign a project document to an activity and view a project document from the activity to which it is assigned.
Creating a Document Record Documents do not reside in P6 Professional. To access documents, a document record must be created in the Work Products and Documents window. Figure 12-1:Type a document title in the Title field in the Work Products and Documents Table.
Create a project document record. 1.
Open a project, BLDG-12 BLDG - Work Products and Documents.
2.
On the Project menu, click WPs & Docs.
3.
Click
4.
In the Title field in the Work Products and Documents Table, type a document title, , and then press Enter on your keyboard.
.
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Lesson 12 – Managing Work Products and Documents
The General Tab
Unauthorized reproduction or distribution prohibitedฺ Copyright© 2013, Oracle and/or its afliatesฺ
Use the General tab in Work Product and Document Details to assign a document category, status, and revision date. Figure 12-2:Use the General tab to enter a Reference No., Document Category, and Revision Date for the document record. The entries display in the WPs and Docs Table as well.
Assign a Document Category, Reference Number, and Revision Date to a document record. 1.
On the General tab, in the Reference No. field, type .
2.
In the Document Category field, click
3.
Select a category, Regulatory/Compliance, and then click
4.
In the Revision Date field, click
. .
, and then select a date, 11-Jan-18.
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Files Tab After you add a document record, you must establish a link to the document itself by specifying a file path. There are two kinds of document location references:
Private Location – References can be viewed only by P6 Professional users.
Public Location – References can be viewed by all project participants, including timesheet users. Figure 12-3:Assign a Public Location to the document record, and then click Launch to view the document itself.
Assign a Public Location to a document record. 1.
In WP & Doc Details, click the Files tab.
2.
In the Public Location field, click
3.
Browse to a file location, C:\Training Docs.
4.
Select a file, OSHA.txt, and then click Open.
5.
In WP & Doc Details, click Launch to view the document.
6.
On the File menu in Notepad, click Exit when you are finished viewing the file.
.
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Lesson 12 – Managing Work Products and Documents
Assigning a Project Document to an Activity Assign project documents to WBS elements and activities. For example, during a project’s planning phase, you may assign a document to a WBS element. As the details of your project develop and the applicability of the document to specific activities becomes evident, you can assign that same document to those activities. Figure 12-4:Click Assign Activity to assign the project document to an activity.
Assign a document to an activity. 1.
In WP & Doc Details, click the Assignments tab.
2.
Click Assign Activity.
3.
Select an activity, BA2000 – Begin Building Construction.
4.
Click
to assign the document to the activity.
5.
Click
to close the Assign Activities dialog box.
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When a document is assigned to an activity, the assignment can be viewed in the WPs & Docs tab in Activity Details. Figure 12-5:Select the activity in the Activity Table to view the document assigned to it in the WPs & Docs tab in Activity Details.
View a document assignment in Activity Details. 1.
On the Project menu, click Activities.
2.
In the Activity Table, select an activity, BA2000 – Begin Building Construction.
3.
On the Layout Options bar, click Layout, Open.
4.
Select a layout, Classic WBS, and then click Open.
5.
In Activity Details, click the WPs & Docs tab.
6.
Verify that the OSHA Construction Safety Regulations document has been assigned to the activity.
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Lesson 12 – Managing Work Products and Documents
Viewing Document Details Use the Work Product and Document Details dialog box to view details about and/or open the selected work product or document. Fields in the dialog box are summarized below:
Title – The name of the selected work product or document.
Author – The name of the person who created the selected work product or document.
Version – The selected work product or document's version number.
Date – The entered Revision Date.
Private/Public Location – The selected work product or document's file name.
Launch Private/Public Location – Opens the work product or document in its native application.
Description – A narrative description of the selected work product or document. Figure 12-6:Click Launch to view the document.
View a document from Activity Details. 1.
In the WP & Docs tab in Activity Details, select a document, OSHA Construction Safety Regulations.
2.
At the bottom of the tab, click Details.
3.
Click Launch. The document opens in its native application, which in this case is Notepad.
4.
When you are finished viewing the document, on the Notepad File menu, click Exit.
5.
Click Close to close the Work Product and Document Details dialog box.
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Lesson Review Key Concepts
Documents do not reside in the P6 Professional database. To access documents via Primavera, a document record must be created in the Work Products and Documents window.
After adding a document record, specify its private and/or public location. Specifying a public location enables all project participants to view the document.
Designate a document as a work product or reference document and assign it to an activity or WBS element.
Maintain general information of each project document such as version, revision date, and author.
Review Questions 1.
True or False: A private document can be viewed only by the user who created it.
2.
True or False: Work products and documents can be assigned only to activities.
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Notes
Lesson 12 – Managing Work Products and Documents
BS Grupo SฺAฺCฺ
Case Study 2: Scheduling the Project
Copyright © 2010, Oracle. All rights reserved.
Case Study 2 – Scheduling the Project Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
45
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Case Study 2 – Scheduling the Project
Scheduling the Project Background The building renovation project is about to begin, and the building owner asks about the project’s schedule. You inform her that the project cannot be scheduled until relationships between activities are specified.
Objectives 1. Open a project, RENO-2 – RENO Scheduling the Project, and open a layout, Creating Relationships. Create relationships between activities as indicated in the table below. Some relationships have already been created for you. Activity ID
Activity Name
Predecessor(s)
Successor(s)
Relationship Type
A1140
Inspect and repair exterior and interior loadbearing walls
A1090
A1150, A1170, A1180, A1190
Finish to Start
A1150
Strip off roof cover
A1140, A1330
A1160
Finish to Start
A1160
Inspect and repair roof structure
A1150
A1220
Finish to Start
A1170
Upgrade electrical system
A1110, A1140
A1240
Finish to Start
A1180
Upgrade plumbing system
A1110, A1140
A1240
Finish to Start
A1190
Upgrade heating system
A1110, A1140
A1240
Finish to Start
A1200
Wash brick exterior
A1330
A1210
Finish to Start
A1210
Inspect and repair brickwork
A1200
A1320
Finish to Start
A1220
Install underlayment and shingling
A1160
A1340
Finish to Start
A1230
Install new door and window assemblies
A1320
A1340
Finish to Start
A1340
Remove scaffolding
A1100, A1220, A1230
A1350
Finish to Start
A1350
Remove protective fencing
A1340
A1250
Finish to Start
Install drywall
A1170, A1180, A1190, A1370
A1280
Finish to Start
A1250
Final walkthrough
A1290, A1300, A1350
A1260
Finish to Start
A1270
Finish carpentry and millwork
A1280
A1310
Finish to Start
A1290
Install plumbing fixtures
A1310
A1250
Finish to Start
A1300
Install lighting fixtures
A1310
A1250
Finish to Start
A1310
Paint building interior
A1270
A1290, A1300
Finish to Start
A1240
a. Schedule the project with a data date of 05-Mar-18. What is the scheduled Finish date?
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2.
275
The building owner has indicated that she plans to hold a building dedication and ribbon-cutting ceremony on Wednesday, 25-Jul-2018. a. Assign a Must Finish By constraint of 25-Jul-18 to the project. b. Schedule the project with a data date of 05-Mar-18. What is the Total Float on the project? (You may have to drag the vertical split bar to the right to expose the Total Float column in the Creating Relationships activity layout.)
3.
As time for the project to start draws near, you receive notice from one of your suppliers that, due to retooling by the manufacturer, the special architectural shingles you ordered will not be available until 15-Jun-2018. The supplier asks if you would prefer to substitute different shingles, but you decide to keep the original order intact. a. Assign a Start On or After constraint of 15-Jun-2018 to activity A1220.
4.
Schedule the project again (data date = 05-Mar-18). a. Does the constrained activity affect the finish date of the project? If no, why not?
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Assigning Resources and Baselining
SECTION III
Understanding Roles and Resources Assigning Roles and Resources Optimizing the Project Plan Baselining the Project Plan Importing and Exporting Data
Copyright © 2010, Oracle. All rights reserved.
BS Grupo SฺAฺCฺ
Understanding Roles and Resources
Copyright © 2010, Oracle. All rights reserved.
Lesson 13 – Understanding Roles and Resources Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
15
10
20
5
50
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Lesson 13 – Understanding Roles and Resources
Objectives After completing this lesson, you should be able to: • Describe roles. • View the roles dictionary. • Describe resources. • Identify the differences between labor, nonlabor, and material resources. • View the resource dictionary.
Copyright © 2010, Oracle. All rights reserved.
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279
Roles and Resources Role: A job title or skill needed to complete an activity.
Resource: The specific individual used to complete the activity.
Project Manager
Tim Harris
Copyright © 2010, Oracle. All rights reserved.
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Lesson 13 – Understanding Roles and Resources
Roles and Resources •
Both are enterprise data – available for use across all projects. – Both are usually defined by the application administrator.
•
Roles are associated with resources according to their function. – Each resource can also be assigned one primary role, which defines the resource’s core skill or responsibility in the organization.
•
Roles can be placeholders in activity assignments until specific resources are assigned to do the work.
Copyright © 2010, Oracle. All rights reserved.
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Roles and Resources Resource: Paul Kim Roles: Civil Engineer, Cost Engineer, Mechanical Engineer Primary Role: Civil Engineer
Copyright © 2010, Oracle. All rights reserved.
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Lesson 13 – Understanding Roles and Resources
Relationship Between Roles and Resources
ROLES RESOURCES Project Mgr
PRIMARY ROLE
Civil Engineer Mech Engineer
Tim Harris
Oliver Rock ROLE Paul Kim
Copyright © 2010, Oracle. All rights reserved.
Cost Engineer
BS Grupo SฺAฺCฺ Lesson 13 – Understanding Roles and Resources
Resource Types Labor (people) • Resources and roles • Measured in units of time. • Generally re-used between activities/projects. • Recorded in terms of price/unit (for example, $50/hour). Nonlabor (equipment) • Measured in units of time. • Recorded in terms of price/unit (for example, $500/hour). Material (consumables) • Measured in units other than time (for example, $5/sq.ft.).
Copyright © 2010, Oracle. All rights reserved.
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Lesson 13 – Understanding Roles and Resources
Overview: Understanding Roles The Roles dialog box enables you to view the roles dictionary and add/delete roles. Four tabs are available for detailed information.
Use the Display Options bar to show roles for the enterprise or for the current project only.
In the Roles window, display roles in ascending, descending, or hierarchical order. Use the tabs in Role Details to view specific information about selected role: General – Lists the Role ID and Role Name. The Responsibilities field lists the skills required to perform the role. Resources – Lists the resources that are capable of performing the responsibilities associated with the role as well as each one’s proficiency. Prices – Provides five price per unit values. Limits – Specifies allocation limit(s) for a role. Multiple limits can be established based on effective dates. Use arrows to move roles into different nodes in the dictionary.
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Practice: Understanding Roles In this practice you will:
View data in the Roles dictionary.
Viewing the Roles Dialog Box Figure 13-1:The Resources tab in the Roles dialog box displays resources who can perform the responsibilities associated with the selected role.
View the Roles dialog box. 1.
On the Enterprise menu, click Roles.
2.
On the Roles dialog box Display Options bar, click Filter By, All Roles.
3.
Select a role, Construction.Corp.Management.Project Manager – Project Manager.
4.
Click the General tab.
? 5.
What are the academic/work requirements for the selected role?
Click the Resources tab.
?
Among the listed resources, who is the most proficient in the selected role?
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Lesson 13 – Understanding Roles and Resources
Prices Tab The Prices tab is used to specify pay rates for a role. This allows for high-level budgetary planning in the absence of specific resources who may have differing pay rates. Figure 13-2:Multiple rates can be assigned to a role.
View rates for a role. 1.
Click the Prices tab.
? ?
What are the rates for Commercial and U.S. General Services Administration? What is the purpose of assigning rates to a role when the resources who ultimately perform actual work might have different rates than those listed?
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Limits Tab The Limits tab is used to specify available quantities (limits) for a role. Setting limits helps you quickly identify areas of role overallocation in a Resource/Role Usage Profile. You can define an unlimited number of limits for a role by specifying a unique effective date for each limit. By default, P6 Professional calculates a limit for each role using the combined available units of all resources having that particular role as their primary role. For example, if there are four resources in the resource dictionary with the primary role of Electrical Engineer and each is available for 8 hours/day, then the calculated role limit for Electrical Engineer is 32 hours/day. Other resources with the role of Electrical Engineer – but a different primary role – are not included in the role limit for Electrical Engineer. This method of calculating role limits is approximate and may not accurately reflect a role’s planned allocation. For that reason, the Resource Analysis tab in User Preferences allows you to display role limits in the Resource Usage Profile and Spreadsheet based on calculated primary resources’ limits (as explained above) or based on custom role limits that you define. In the example below, you will view an existing role limit. Figure 13-3:Single or multiple limits can be set for each role.
View the Limits tab. 1.
Click the Limits tab and view the role allocation limit.
? 2.
What is the allocation limit for Project Manager?
Click Close to exit the Roles dialog box.
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Lesson 13 – Understanding Roles and Resources
Overview: Understanding Resources The Resources window contains information about all resources within the organization. Information can be viewed in columns and in Resource Details tabs.
Use the Display Options bar to filter, group, and sort resources. Display and select resources in the Resources window. Use the tabs in Resource Details to view information on selected resource: General – View, edit general information. Codes – Assign resource codes. Details – Specify calendar, default units/time and other related information. Units & Prices – Set rate(s) based on effective dates. Roles – Assign role(s) to resource. Notes – Enter notes about resource. Progress Reporter – Specify approval manager and login for timesheets application.
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Practice: Understanding Resources In this practice, you will:
View data in the Resources window.
Viewing Resources Before accessing the Resources window, you will close any projects that may be open. Resources are enterprise data and are defined independently of any project or activity. Figure 13-4:The Resources window displays information on all resources across the organization.
Display resource data in the Resources window. 1.
On the Enterprise menu, click Resources.
2.
On the Display Options bar, click Filter By, All Resources. The dictionary is displayed hierarchically, but you can sort by Resource Name to locate a resource more easily.
3.
Click a column header, Resource Name, to sort alphabetically.
4.
Select a resource, WRES – Wendy Resner.
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Lesson 13 – Understanding Roles and Resources
Resource Details Use Resource Details to add, view, and edit detailed information about the selected resource.
General Tab The General tab enables you to enter general information about the selected resource. Figure 13-5:The General tab displays basic information, such as office phone number and e-mail address.
View the General tab. 1.
Click the General tab.
Codes Tab The Codes tab enables you to assign resource code values, which help categorize resources for easier grouping, sorting, and organizing. Figure 13-6:Resource code values are useful for organizing resource data.
View the Codes tab. 1.
Click the Codes tab.
?
Can you think of a situation in which resource codes would be useful?
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Details Tab The Details tab enables you to enter the selected resource’s type classification, currency and overtime settings, and profile.
Resource Type – Indicates whether the resource is labor, nonlabor, or material.
Unit of Measure – Used for material resources. Click
Currency – Indicates the currency associated with the resource’s costs.
Overtime Allowed – Select to indicate that the resource can enter overtime hours in timesheets or in the Resources tab in Activity Details.
Overtime Factor – Indicates the value by which the resource’s standard price should be multiplied to determine the overtime price.
Calendar – Indicates the calendar used to identify the resource’s availability.
to specify what unit the resource utilizes.
Create Personal Calendar – Click to create and assign a personal resource calendar for the selected resource. This button is disabled if the selected resource is already assigned a personal resource calendar or if you are not authorized to add, delete, or edit resource calendars.
Default Units/Time – Indicates the units/time that will be applied when the resource is assigned to an activity.
Auto Compute Actuals – Select to automatically calculate the resource’s actual quantity of work according to the project plan.
Calculate costs from units – Select to calculate the cost of an activity based on the assigned units. Figure 13-7:The Details tab displays the resource’s calendar and currency settings.
View the Details tab. 1.
Click the Details tab.
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Units & Prices Tab The Units & Prices tab enables you to set prices and availability according to time frame.
Effective Date – Indicates the effective start date for price and availability.
Max Units/Time – Specifies a numeric value or percentage that the resource can perform in a single work period, according to effective date, e.g., 8 h/d (100%) = full-time or 4 h/d (50%) = part-time. Setting this limit allows you to quickly identify areas of resource overallocation in resource profiles/spreadsheets.
Price/Unit – Use to set the resource’s price for a single work unit, linked to an effective date. Figure 13-8:Multiple effective dates and rates can be set for each resource.
View the Units & Prices tab. 1.
Click the Units & Prices tab.
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Lesson Review Key Concepts
A role is a job title or skill – for example, Trainer or Manager.
A resource is someone – or something – used to complete an activity.
Roles can be assigned to resources to aid in resource management. Multiple roles, including a single primary role, can be assigned to each resource.
Resources are divided into three categories: Labor (people), Nonlabor (equipment), and Material (measured in units other than time, such as $5.00/square foot).
Roles are defined in the Roles dictionary.
Resources are defined in the Resources window, where you can use Resource Details to view and edit information about resources.
Review Questions 1.
True or False: When resources are defined, they are assigned to a specific project and cannot be shared with other projects.
2.
Which of the following is a resource type? a. Labor b. Nonlabor c.
Equipment
d. a and b e. 3.
a and b and c
True or False: A resource can have more than one primary role.
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Notes
Lesson 13 – Understanding Roles and Resources
BS Grupo SฺAฺCฺ
Assigning Roles and Resources
Copyright © 2010, Oracle. All rights reserved.
Lesson 14 – Assigning Roles and Resources Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
10
10
35
5
60
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Lesson 14 – Assigning Roles and Resources
Objectives After completing this lesson, you should be able to: • Assign roles to an activity. • Assign rates on roles. • Assign resources to an activity by role and directly from the resource dictionary. • Adjust Budgeted Units/Time for a resource. • Assign expenses to activities.
Copyright © 2010, Oracle. All rights reserved.
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Assigning Roles Step 1 Roles Dictionary
Project Manager
Cost Engineer
Step 2 Assign Role to Activity
Step 3 Replace Role with Resource
Project Manager
Cost Engineer
Copyright © 2010, Oracle. All rights reserved.
Project Manager Tim Harris
Cost Engineer Oliver Rock
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Lesson 14 – Assigning Roles and Resources
Assigning Resources Assign by role: • At least one role must be assigned to an activity. • Replace role assignment with a specific resource. • Replace single role assignments individually or multiple role assignments simultaneously. Assign directly from the resource dictionary: • Labor resources without role assignments. • Required method when assigning nonlabor and material resources.
Copyright © 2010, Oracle. All rights reserved.
BS Grupo SฺAฺCฺ Lesson 14 – Assigning Roles and Resources
Steps for Resource Management 1. Define resource in the resource dictionary.
2. Assign resource to activities.
3. Analyze resources and costs. Copyright © 2010, Oracle. All rights reserved.
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Lesson 14 – Assigning Roles and Resources
Question Which of the following is a benefit of assigning roles to activities? 1. Roles can act as placeholders until specific resources are assigned. 2. Roles can help project managers and resource managers identify appropriate resources for specific activities. 3. Roles can provide cost estimates and determine preliminary budget requirements during project planning. 4. All of the above
Copyright © 2010, Oracle. All rights reserved.
BS Grupo SฺAฺCฺ Lesson 14 – Assigning Roles and Resources
Notes
301
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Lesson 14 – Assigning Roles and Resources
Overview: Assigning Roles Roles are assigned on the Resources tab in Activity Details.
On the Edit menu, click Assign, Roles to assign a role to an activity. Click Add Role to assign a single or multiple roles to an activity. Click Assign by Role to assign a resource to an activity according to the resource's assigned role. On the Assign toolbar, click Roles to assign one or more roles to multiple activities simultaneously. Use the Rate Type column on the Resources Tab in Activity Details to review or change the rate type assigned to a role.
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Practice: Assigning Roles In this practice you will:
Assign roles to activities.
Assign a rate type on a role.
Assigning Roles to an Activity To assign a role to an activity, click Add Role on the Resources tab in Activity Details. Figure 14-1:Click Add Role to display the Assign Roles dialog box.
Assign a role to an activity. 1.
Open a project, BLDG-14 BLDG – Assigning Roles and Resources.
2.
Confirm that you are in the Activities window. (Or on the Project menu, click Activities.)
3.
On the Layout Options bar, click Layout, Open.
4.
Select a layout, Assigning Roles and Resources, and then click Open.
5.
In the Activity Table, select an activity, BA1010 – Design Building Addition.
6.
In Activity Details, click the Resources tab.
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Lesson 14 – Assigning Roles and Resources
7.
At the bottom of the tab, click Add Role.
8.
On the Display Options bar, click Filter By, All Roles.
9.
Click on the Role Name column header to sort role names alphabetically and select a role, Construction.Engr.SE – Structural Engineer.
10. Click 11. Click
to assign the role to the activity. to close the Assign Roles dialog box.
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Assigning Multiple Roles to an Activity Use Ctrl+Click to select and assign multiple roles to a single activity. Figure 14-2:Multiple roles are selected in the Assign Roles dialog box.
Assign multiple roles to an activity. 1.
In the Activity Table, select an activity, BA2010 – Site Preparation.
2.
On the Resources tab, click Add Role.
3.
Select a role, Construction.Engr.CE – Civil Engineer .
4.
Ctrl+Click to select a second role, Construction.Trade.Excav – Excavation.
5.
Click
6.
Click
to assign the roles to the activity. to close the Assign Roles dialog box.
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Lesson 14 – Assigning Roles and Resources
Assigning a Single Role to Multiple Activities To assign a single role to multiple activities, select activities in the Activity Table and then on the Edit menu, click Assign, Roles. You can also click
on the Assign toolbar.
To select multiple activities, if the activities you want to select are contiguous, select the first activity and then Shift+Click to select the last activity. If the activities you want to select are not contiguous, use Ctrl+Click to select activities individually. Figure 14-3:Click Roles on the Assign toolbar to assign a role to multiple activities.
Assign a role to multiple activities. 1.
In the Activity Table, Ctrl+Click and select activities BA1030 and BA1040.
2.
On the Edit menu, click Assign, Roles.
3.
Select a role, Construction.Engr.ME – Mechanical Engineer.
4.
Click
5.
Click
6.
View activities BA1030 and BA1040 to confirm the role assignments.
?
to assign the role to the activities. to close the Assign Roles dialog box.
Where can you confirm the role assignments?
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307
Assigning Rates on Roles Rate types are assigned to roles in the Resources tab in Activity Details. The rate type determines the price/unit used to calculate costs for the assignment. When you select a rate type, the monetary value is updated automatically in the Price/Unit column. The names for each rate type are defined by the application administrator. Figure 14-4:Double-click in the Rate Type field to assign a new rate to the role assignment.
Display the Rate Type column and change a rate type for a role assignment. 1.
In the Activity Table, select an activity, BA1010.
2.
In the Resources tab in Activity Details, right-click a column header and then click Customize Resource Columns.
3.
Add the column Rate Type (in the General grouping band) between Budgeted Units and Price/Unit.
4.
Click OK.
5.
In the Rate Type column for a role, Structural Engineer, view the assigned rate type.
?
What is the assigned rate type for the role?
6.
Double-click in the Rate Type field, and select GSA from the list.
7.
In the Confirmation dialog box, click Yes.
?
What is the Internal rate, and what is the new budgeted cost?
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Lesson 14 – Assigning Roles and Resources
Overview: Assigning Resources and Costs Procedures for assigning resources are similar to those for assigning roles and likewise are performed in the Activities window. Most costs are assigned as a function of the resource assignments with which they are associated. Expenses are entered separately in the Expenses tab Activity Details.
Click Add Resource to assign one or more resources directly from the resource dictionary to a selected activity. Click Assign by Role to replace one or more role assignments with specific resources in a selected activity. On the Assign toolbar, click Rsrc by Role to simultaneously replace one or more role assignments with specific resources in multiple activities. Use the Primary Resource check box in the Resources tab to designate a primary resource for an activity. Use the Budgeted Units / Time and Budgeted Units columns to adjust the amount of work planned for a resource after the resource has been assigned. Use the Expenses tab in Activity Details to enter non-resource, one-time expenses for an activity.
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Practice: Assigning Resources and Costs In this practice, you will:
Assign a resource to an activity by replacing a role assignment.
Assign resources to multiple activities by simultaneously replacing multiple role assignments.
Assign a resource to a Level of Effort activity and adjust the resource’s Budgeted Units/Time value.
Assign a nonlabor resource to an activity.
Designate a primary resource on an activity.
Assign a material resource to an activity and specify the resource’s Budgeted Units.
Assign an expense to an activity.
View resource costs and expenses for an activity.
Steps for Resource Management Efficient resource management is a key component of successful project management. The basic steps for resource management in P6 Professional are: 1.
2.
3.
Define resources in the Resources window:
Define resource availability.
Set up the resource name, description, cost, roles, and attributes that control the resource’s effects on the schedule.
Assign resources in the Activities window:
Enter the resource name and the amount of work planned.
The cost is calculated based on the resource quantity and the price/unit that was defined in the Resources window.
Analyze resources and costs in the Activities window:
Use the Resource Usage Profile to view resource quantity/cost information graphically. The profile helps you analyze when, and to what extent, a resource is allocated.
Use the Resource Usage Spreadsheet to view resource quantity/cost information in a tabular format. Like the Resource Usage Profile, the spreadsheet helps you analyze resource allocation.
Use columns to view total costs.
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Lesson 14 – Assigning Roles and Resources
Assigning Resources by Role Make resource assignments by replacing a role assignment with a specific resource. At least one role must be assigned to an activity in order to assign resources by role. When you assign by role, only those resources assigned to the role are displayed in the Assign Resources by Role dialog box. Figure 14-5:Click Assign by Role to replace a role assignment with a specific resource. The Assign Resources by Role dialog box lists only those resources that have the role required to fill the assignment.
Assign a resource by role. 1.
In the Activity Table, select an activity, BA2080 – Backfill and Compact Walls.
2.
In the Resources tab in Activity Details, click Assign by Role.
3.
On the Display Options bar, click Filter By.
4.
Select All Resources.
5.
Confirm that All Roles Required is highlighted, and click OK.
6.
Select a resource, Oper-H – Equipment Operator – Heavy, and then click
.
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Price/Unit Confirmation When assigning resources by role, a confirmation dialog box is displayed if the resource selected to replace the role has different default quantity/cost settings than the role. These settings include Price/Time, Units/Time, and Overtime Factor values. Confirmation dialog box options:
Yes – Applies the resource’s quantity/cost settings to the resource assignment.
No – Retains the role’s quantity/cost settings and applies them to the resource assignment. Figure 14-6:Select the Do not ask me about this again check boxes if you do not want to be prompted in future resource by role assignments.
7.
In the Confirmation dialog box, mark Do not ask me about this again.
8.
Click Yes to apply the resource’s Price/Unit settings.
9.
In the second Confirmation dialog box, mark Do not ask me about this again.
10. Click Yes to apply the resource’s Units/Time and Overtime Factor values. 11. Click
to close the Assign Resources by Role dialog box.
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Assigning by Role to Multiple Activities Select multiple activities and assign the same resource by role to them simultaneously. You can also assign multiple resources by role to multiple activities simultaneously. Figure 14-7: Select the resource to fill a role assignment in multiple activities.
Assign a resource by role to multiple activities. 1.
In the Activity Table, Ctrl+Click to select multiple activities, BA4020, BA4030, and BA4040.
2.
On the Edit menu, click Assign, Resources by Role. Only resources with the role Cost Engineer are displayed.
3.
Select a resource, OROC – Oliver Rock.
4.
Click
to assign the resource.
5.
Click
to close the Assign Resources by Role dialog box.
?
How can you confirm the resource assignments?
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Adjusting Resource Assignment Units Depending on numerous factors — including the type of activity or type of resource – you may need to adjust Budgeted Units or Units/Time when assigning a resource.
Budgeted Units – The number of units – hours, for example – that a resource is assigned to work on the activity.
Units/Time – The number of units (hours) that a resource is scheduled to work in a specific time period – for example, 8 hours/day.
When you assign a resource to an activity, this calculation is performed: Duration x Units/Time = Units.
Assigning a Resource to a Level of Effort Activity Assigning a resource to a Level of Effort activity is a condition that often requires an adjustment of units/time or units. Because a resource does not typically work full-time on a Level of Effort activity, the units/time must be adjusted after making the assignment. Figure 14-8:The resource is assigned to work only one hour/day on the Level of Effort activity.
Assign a resource to a Level of Effort activity. 1.
In the Activity Table, select an activity, BA-ADMIN – Project Administration.
2.
In the Resources tab in Activity Details, click Assign by Role.
3.
Select a resource, THAR – Tim Harris.
4.
Click
to assign the resource, and then click
to close the dialog box.
Earlier you marked Do not ask me again in the confirmation box asking if you want to use the Units Per Time and Overtime Factor values for the new resource. Therefore, you must adjust the Units/Time manually. 5.
In the Budgeted Units/Time field on the Resources tab, type , and then press Enter.
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Assigning a Resource Directly Not all organizations use roles as placeholders in activities. Some assign resources directly from the resource dictionary. And even organizations that generally use roles must assign resources directly when assigning nonlabor and material resources. Use resources in the dictionary on any activity, and, except for milestone activities, an unlimited number of resources can be assigned. In the following exercise, use the Search feature to quickly search the resource dictionary for a backhoe, a nonlabor resource that is required to work on the Backfill and Compact Walls activity. Figure 14-9:Click Add Resource to launch the Assign Resources dialog box, where you can use the Search feature to locate resources quickly.
Assign a nonlabor resource to an activity. 1.
In the Activity Table, select an activity, BA2080 – Backfill and Compact Walls.
2.
In the Resources tab in Activity Details, click Add Resource.
3.
On the Display Options bar, click Filter By, All Resources.
4.
In the Search field, type .
5.
Select a resource, Backhoe, and then click
6.
Click
to assign the resource.
to close the Assign Resources dialog box.
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Adjusting Budgeted Units/Time to Specify Resource Quantity As you already learned in assigning a resource to a Level of Effort activity, it is sometimes necessary to adjust a resource assignment’s units or units/time. In the following exercise, you will adjust Budgeted Units/Time to indicate that two laborers – at 8h/d each – will work on an activity. Figure 14-10:In the Budgeted Units/Time column, 16h/d indicates that two Laborers will work on the activity.
Assign resources and then adjust Budgeted Units/Time. 1.
In the Activity Table, select an activity, BA2060 – Concrete Foundation Walls.
2.
In the Resources tab in Activity Details, click Add Resource.
3.
Click the Resource ID column heading to alphabetize the resources.
4.
Select a resource, Carp – Carpenter, and then click
to assign.
5.
Select a resource, Irwk – Ironworker, and then click
to assign.
6.
Select a resource, Labor-C – Laborer-Construction, and then click
7.
Click
8.
In the Budgeted Units/Time column for a resource, Laborer-Construction, type , and then press Enter on your keyboard.
to assign.
to close the Assign Resources dialog box.
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Designating a Primary Resource The primary resource is the person responsible for coordinating an activity's work. An activity can have one primary resource or none.
Only the primary resource is able to send feedback to the project manager via timesheets to inform the project manager of the status of an activity.
A primary resource can be assigned to a milestone activity for the purpose of updating the milestone through timesheets. This assignment is made in the General tab in Activity Details.
A primary resource can also update activity steps via timesheets.
If multiple resources are assigned to an activity, the first resource assigned is designated as the primary resource by default. This designation can be changed by selecting the Primary Resource check box in the Resources tab in Activity Details. Figure 14-11:The Ironworker is designated as the primary resource.
Assign a primary resource to an activity. 1.
In Activity Details, view the primary resource for activity BA2060 – Concrete Foundation Walls.
? 2.
Who is the primary resource?
In the Primary Resource column, select the Ironworker check box. Note that selecting the check box for the ironworker clears the check box for the carpenter. An activity can have only one primary resource.
?
In addition to the check box, is there any other indication as to who is the primary resource?
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Assigning a Material Resource Material resources are not measured in units of time. For example, polyform is measured in linear feet, and concrete is measured in cubic yards. Units of measure are created by the application administrator. After a unit of measure has been created, it is assigned to the appropriate material resources in the Resource dictionary. Figure 14-12:Material resources are not measured in units of time. In this example, polyform is measured in linear feet (lf).
Assign a material resource to an activity. 1.
In the Activity Table, confirm that activity BA2060 – Concrete Foundation Walls is selected.
2.
In the Resources tab in Activity Details, click Add Resource.
3.
In the Search field, type .
4.
Select a resource, Polyform – Polyform, and click
5.
Click
6.
In the Budgeted Units field for the new resource, type , and then press Enter on your keyboard.
to assign.
to close the Assign Resources dialog box.
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Planning Costs There are two types of costs:
Resource – Calculated based on resource assignments.
Expense – Lump sum costs that are entered manually.
Resource Costs The cost of a resource can be calculated based on the Price/Unit defined in the Resource dictionary and the Budgeted Units assigned to the activity.
Budgeted Cost = Budgeted Units x Price/Unit Figure 14-13:Budgeted Cost is calculated for Polyform used in the activity.
View the Budgeted Cost for a resource in an activity. 1.
In the Activity Table, confirm that activity BA2060 – Concrete Foundation Walls is selected.
2.
In the Resources tab in Activity Details, view the Budgeted Cost column.
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Expenses Expenses are non-resource costs associated with a project. They are typically one-time expenditures for non-reusable items. Examples of expenses include facilities, travel, overhead, and training. Expenses are manually assigned at the activity level. You can enter a single lump sum expense or you can enter the number of units and the Price/Unit.
Expense categories can be assigned to classify the expense.
Expenses can be accrued at the start, end, or uniformly over the duration of an activity.
A unit of measure can be used to label the quantity – for example, each, pounds, or square feet. Figure 14-14:An expense has been added to the activity.
Add an expense to an activity. 1.
In Activity Details, click the Expenses tab.
2.
At the bottom of the tab, click Add.
3.
Type an Expense Item .
4.
Double-click in the Expense Category field.
5.
Select a category, Materials, and then click
6.
In the Accrual Type field, confirm Uniform over Activity.
7.
In the Budgeted Units field, type , and then press Enter on your keyboard.
8.
In the Unit of Measure field, type , and then press Enter.
9.
In the Price/Unit field, type , and then press Enter.
.
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Summary Tab Use the Summary tab to display unit, cost, or date information for the selected activity. Select Display cost at the bottom of the tab to display the itemized and total costs of the selected activity. Activity costs are broken down into:
Labor Cost
Nonlabor Cost
Material Cost
Expenses
Total Cost Figure 14-15:Choose to display units, costs, or dates in the Summary tab.
Display cost calculations for an activity after expenses have been entered. 1.
In the Activity Table, confirm that activity BA2060 is selected.
2.
In Activity Details, click the Summary tab.
3.
At the bottom of the tab, select Display cost.
?
What is the total cost of the activity?
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Lesson Review Key Concepts
Role assignments can be used as placeholders and replaced later with specific resources.
Three steps in resource management are defining resources, assigning resources, and analyzing resources.
Resource assignments can be made by replacing a role assignment with a specific resource. At least one role must be assigned to an activity in order to assign resources by role.
If a role is not designated as a placeholder in an activity, you can assign a resource directly from the resource dictionary.
When you assign a resource to an activity, the calculation Duration x Units/Time = Units is performed.
When you assign a resource, you can adjust Units/Time or Budgeted Units. You can also designate a primary resource.
Review Questions 1.
To which of the following can roles be assigned? a. Resources b. Activities c.
WBS elements
d. a and b e.
a and b and c
2.
True or False: A maximum of 10 resources can be assigned to an activity.
3.
What type of resource is not measured in units of time? a. Labor b. Nonlabor c.
Material
d. None of the above 4.
True or False: Expenses are non-resource costs that are assigned to a project’s activities.
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Notes
Lesson 14 – Assigning Roles and Resources
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Optimizing the Project Plan
Copyright © 2010, Oracle. All rights reserved.
Lesson 15 – Optimizing the Project Plan Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
20
20
30
5
75
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Lesson 15 – Optimizing the Project Plan
Objectives After completing this lesson, you should be able to: • Analyze schedule dates. • Shorten a project schedule. • Analyze resource availability. • Resolve resource overallocation. • Analyze project costs.
Copyright © 2010, Oracle. All rights reserved.
BS Grupo SฺAฺCฺ Lesson 15 – Optimizing the Project Plan
Project Constraints Successful projects must balance multiple constraints: • Scope • Quality • Schedule • Budget • Resources • Risk
Copyright © 2010, Oracle. All rights reserved.
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Lesson 15 – Optimizing the Project Plan
Analyzing Schedule Dates •
Finish date – Most important date in the schedule: – Compare the scheduled Finish date to the Must Finish By date. – If the scheduled Finish date is later than the Must Finish By date, the project must be shortened. – Finish date is calculated; it cannot be edited.
•
Project deliverables should also be scheduled to finish by the dates imposed by project sponsors. – Identify milestone dates and ensure that the schedule meets them.
Copyright © 2010, Oracle. All rights reserved.
BS Grupo SฺAฺCฺ Lesson 15 – Optimizing the Project Plan
Shortening the Project • •
Focus on critical activities. Refine duration estimates. – Break down long activities. – Assign additional resources to reduce duration.
• • •
Use relationships to overlap activities. Apply/modify constraints. Change calendar assignments. – Put critical activities on a longer workweek. – Add exceptions to non-work time.
Copyright © 2010, Oracle. All rights reserved.
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Lesson 15 – Optimizing the Project Plan
Analyzing Resource Allocation • • •
Determine which resources are overallocated. Identify activities contributing to resource overallocation. Remove overallocation from appropriate resources. – Replace the overallocated resource with another available resource. – Increase the resource’s workweek. – Increase the hours/day that the resource works. – Assign additional resources to the activity.
Copyright © 2010, Oracle. All rights reserved.
BS Grupo SฺAฺCฺ Lesson 15 – Optimizing the Project Plan
Analyzing the Budget • •
Review budgeted costs for individual activities, WBS elements, and the entire project. Confirm that costs are within budget.
Copyright © 2010, Oracle. All rights reserved.
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Notes
Lesson 15 – Optimizing the Project Plan
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Overview: Optimizing the Schedule The procedures necessary for optimizing the schedule are performed primarily in the Activities window, although you will also need to display the Projects window to view the dates tab in Project Details to compare the Must Finish By date to the Finish date.
Use the Layout Options bar to filter the layout to show critical activities only. Use the Activity Table to select activities whose durations, relationships, or constraints you want to modify. Use the tabs in Activity Details to view and/or modify an activity’s duration, relationships, and constraints, and to document any changes. On the Tools menu, click Schedule (or press F9 on your keyboard) to reschedule the project after making any changes. Use the Total Float column in the Activity Table to check activities’ Total Float after making changes to the schedule.
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Lesson 15 – Optimizing the Project Plan
Practice: Optimizing the Schedule In this practice you will:
Compare a project’s Finish date to its Must Finish By date.
Define a project’s critical path.
Filter a project to view only its critical activities.
Shorten a project by modifying activity duration estimates, relationships, and constraints.
Comparing the Calculated Finish Date to the Must Finish By Date You can quickly determine whether the project will finish on time by viewing the Dates tab in Project Details. Contractually, the Office Building Addition project must be finished by 31-Oct-18. The project must actually finish by the close of business on 30-Oct-18 – the Must Finish By constraint is at 12:00 am (midnight) on 31-Oct. The schedule indicates that the project will not finish on time. Figure 15-1: The calculated Finish date is later than the Must Finish By date, indicating that the project will not finish on time.
View the Finish date and the Must Finish By date. 1.
Open a project, BLDG-15 BLDG – Optimizing the Project Plan.
2.
Click the Projects window tab near the top of the screen.
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3.
On the Layout Options bar, click Layout, Open.
4.
Select a layout, Project Table, and then click Open.
5.
In the Project Table, select a project, BLDG-15.
6.
In Project Details, click the Dates tab and compare the Must Finish By date to the calculated Finish date.
? ?
Is the project scheduled to finish on time? How many days behind schedule is the project?
Focusing on Critical Activities To shorten the project, focus on critical activities. These represent the longest continuous path of activities through a project and determine the project Finish date. If you make changes to a critical activity, the project’s finish date is likely to be affected. Figure 15-2: Define critical activities on the Settings tab.
Define critical activities in Project Details. 1.
In Project Details, click the Settings tab.
2.
In the Define Critical Activities section, select Longest Path.
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Viewing Critical Activities In the Activities window, use a default filter to display only critical activities in the top layout. Figure 15-3: The layout is filtered to show critical activities only.
View critical activities. 1.
Click the Activities tab near the top of the screen to navigate to the Activities window.
2.
On the Layout Options bar, click Layout, Open.
3.
Select a layout, Optimizing the Project, and then click Open.
4.
On the Layout Options bar, click Filters.
5.
Select the Critical check box, and then click OK.
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Shortening the Project If schedule analysis leads you to conclude that the Must Finish By date cannot be met, concentrate your efforts on shortening the schedule. Several methods defined below can help you accomplish this goal.
Refining Duration Estimates Begin the analysis by reviewing the activities with the longest duration. In general, these activities offer the greatest flexibility in altering durations. Figure 15-4: Change the original duration of the activity. Remember that you must reschedule the project in order to see the impact of the change on Total Float.
Shorten an activity duration. 1.
In the Activity Table, select an activity, BA2010 - Site Preparation.
2.
In Activity Details, click the Status tab.
3.
In the Original Duration field, type , and then press Enter on your keyboard.
4.
On the Tools menu, click Schedule (or press F9 on your keyboard).
5.
Click Schedule.
?
What is the Total Float for the project now?
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Modifying Relationships If you need to compress the schedule further, review the relationships between activities on the critical path. For example, there is a Finish to Start relationship between the activities BA2010 – Site Preparation and BA2020 – Excavation. You determine that these activities can be performed at the same time. Change the relationship to Start to Start with 5 days of lag. Figure 15-5: Modify the relationship type and add lag. After rescheduling, note the effect of the change on Total Float.
Change a relationship type and add lag. 1.
In the Activity Table, confirm that BA2010 – Site Preparation is selected.
2.
In Activity Details, click the Relationships tab.
3.
In the Successors pane, double-click in the Relationship Type column for activity BA2020 – Excavation, and select SS from the list.
4.
In the Lag field, type , and then press Enter on your keyboard.
5.
On the Tools menu, click Schedule (or press F9 on your keyboard).
6.
In the Schedule dialog box, click Schedule.
?
What is the Total Float for the project now?
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Modifying Constraints Constraints assigned earlier in the project life cycle may need to be modified based on the latest information from the project team. If you modify or delete a constraint, be sure to also modify or delete the Notebook topic that was created to document the constraint. A resource has become available to work on the activity BA2020 – Excavation. You can now remove the Start On or After constraint from the activity. Figure 15-6: The constraint on activity BA2020 – Excavation has been removed and the project rescheduled.
Remove a constraint from an activity. 1.
In the Activity Table, select an activity, BA2020 - Excavation.
2.
In Activity Details, click the Status tab.
3.
In the Constraints section Primary list, select None.
4.
Click the Notebook tab.
5.
In the Notebook Topic pane, confirm that Constraints and Assumptions is selected.
6.
In the right pane, click Modify.
7.
Click in the editor window, move the cursor to a blank line, and type .
8.
Click OK.
9.
On the Tools menu, click Schedule (or press F9 on your keyboard).
10. Click Schedule.
?
What is the Total Float for the project now?
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Confirming Project Dates To see if the project will now finish on time, confirm that no negative Total Float exists on any of the activities in the project. A thorough review indicates that the calculated Finish date, 29-Oct-18, is now two days before the Must Finish By date, 31-Oct-18, giving the project a Total Float of 1 day. Figure 15-7: The calculated Finish date is now before the Must Finish By date, and the project has a Total Float of 1 day.
Confirm the Finish date and Total Float. 1.
Click the Projects tab near the top of the screen to navigate to the Projects window.
2.
In the Project Table, select a project, Bldg-15.
3.
In Project Details, click the Dates tab.
4.
Confirm the calculated Finish date, 29-Oct-18, and the Must Finish By date, 31-Oct-18.
5.
In the Project Table, view the Total Float column and confirm that Total Float for the project is 1 day.
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Overview: Optimizing Resources Use the Resource Usage Profile to optimize resources in the project plan. It enables you to view resource allocation and identify activities to which resources are assigned.
Use the Resource Usage Profile left pane Display Options bar to filter the resources displayed in the resource hierarchy. Use the resource hierarchy to select resources whose allocations you want to check. Use the Display Activities for selected options to identify the activities contributing to a resource’s overallocation. (Only available when right pane is set to Open Projects Only.) Use the Resource Usage Profile right pane Display Options bar to format the resource usage graph. Use the Resource Usage Profile right pane to analyze allocation of selected resources. Use the Resource limit line to show the maximum number of hours the selected resource can work within the displayed time frame.
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Lesson 15 – Optimizing the Project Plan
Practice: Optimizing Resources In this practice you will:
Investigate resource overallocation.
Identify the activities contributing to the overallocation of a selected resource.
Correct resource overallocation by replacing the overallocated resource in an activity with another available resource.
Analyzing Resource Allocation You have optimized the schedule, and the project will now be completed by the deadline. Our next step is to ensure that resources are allocated appropriately. You will use the Resource Usage Profile to determine which resources are overallocated or underutilized and then adjust resource assignments as necessary to accommodate the workload. Figure 15-8: The Resource Usage Profile indicates that Oliver Rock is overallocated.
Use the Resource Usage Profile to identify overallocated resources. 1.
Click the Activities tab near the top of the screen to navigate to the Activities window.
2.
On the Layout Options bar, click Filters.
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3.
In the Filters dialog box, select the All Activities check box and then click OK.
4.
On the Layout Options bar, click Show on Bottom, Resource Usage Profile.
5.
On the Resource Usage Profile left-pane Display Options bar, click Filter By, Current Project’s Resources.
6.
In the Resource Usage Profile left pane, click on a column header, Resource Name, to sort alphabetically.
7.
Select a resource, OROC – Oliver Rock.
Identifying the Cause of Resource Overallocation The Resource Usage Profile provides an easy method for tracing the cause of resource overallocation. In the following exercise, you will use a filter to identify the activities contributing to Oliver Rock’s overallocation during January and February of 2018. Figure 15-9: Click a week in the timescale to view the activities causing the overallocation in that time period.
Identify the activities causing resource overallocation. 1.
On the Resource Usage Profile right pane Display Options bar, click Show All Projects to remove the check mark.
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2.
In the Display Activities for selected section in the left pane of the Resource Usage Profile, select the Time Period check box.
3.
In the histogram timescale, click on a week, 21-Jan-18, and view the activities causing overallocation in the top layout.
? 4.
In the histogram timescale, click on a week, 28-Jan-18.
? 5.
What are the activities causing overallocation during the selected week?
What are the activities causing overallocation during the selected week?
In the histogram timescale, click on a week, 18-Feb-18.
?
What are the activities causing overallocation during the selected week?
Correcting Overallocation There are several methods to remove the overallocation from a resource:
Replace the overallocated resource with another available resource.
Increase the resource’s workweek.
Increase the hours/day that the resource works.
Assign additional resources to the activity.
After analyzing Oliver Rock’s overallocation, you have decided to use a different resource for activities BA5010 - Review and Approve Brick Samples and BA5020 - Prepare and Solicit Bids for Brick Exterior. Wayne Smith is not allocated to work in this time period, so he can be assigned to the activities. Figure 15-10: Resource Wayne Smith is available to work on activities during the selected time period.
Identify an alternative resource to work on activities. 1.
In the Resource Usage Profile resource hierarchy, select a resource, WSMI – Wayne Smith.
2.
Confirm that Wayne is available to work on the activity during the week of January 21.
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Removing the Overallocated Resource If the selected activities have an associated role assignment, you can quickly change resources in multiple activities by first selecting the activities and then on the Edit menu, clicking Assign, Resources by Role. Figure 15-11: Click to launch the Assign Resources By Role dialog box.
Remove resource assignments. 1.
In the Display Activities for selected section in the left pane of the Resource Usage Profile, clear the Time Period check box.
2.
In the resource hierarchy, select a resource, OROC – Oliver Rock.
3.
In the Activity Table, select activities BA5010 and BA5020.
4.
On the Edit menu, click Assign, Resources by Role.
5.
In the Assign Resources By Role dialog box, select a resource, Oliver Rock.
6.
Click
to remove Oliver Rock from the selected activities.
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Lesson 15 – Optimizing the Project Plan
Assigning an Alternative Resource Next, assign Wayne Smith to work on the two activities. Figure 15-12: Click to assign Wayne Smith to the selected activities.
Assign an alternative resource to the activities. 1.
In the Activity Table, confirm that activities BA5010 and BA5020 are selected.
2.
In the Assign Resources By Role dialog box, select a resource in the Cost Engineer band, Wayne Smith, and then click .
3.
Click
to close the Assign Resources by Role dialog box.
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Reviewing Allocation Finally, use the Resource Usage Profile to check allocation for Oliver Rock, who was removed from the activities, and Wayne Smith, who was assigned to the work in his place. Figure 15-13: Assigned hours for Oliver Rock (top) and Wayne Smith (bottom) both show no overallocation.
View updated resource allocations. 1.
On the File menu, click Refresh data (or press F5 on your keyboard).
2.
In the Resource Usage Profile resource hierarchy, select a resource, Oliver Rock, and view his updated allocation.
3.
Select another resource, Wayne Smith, and view his updated allocation.
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Replacing a Resource Click in the Assign Resources dialog box to quickly replace one resource with another in a single activity or in multiple activities simultaneously. Note that this functionality is available only when assigning a resource directly – it is not available in the Assign Resources by Role dialog box. Figure 15-14: Click the Replace Resource icon to replace a resource assignment.
View the steps for replacing a resource. 1.
In the Activity Table, select an activity, BA5030 – Review Bids for Brick.
2.
On the Edit menu, click Assign, Resources.
3.
In the Assign Resources dialog box, select a resource, Oliver Rock.
4.
Click
5.
In the Replace selected resource(s) with dialog box, select a resource, Wayne Smith.
6.
Click
to replace Oliver Rock with Wayne Smith.
7.
Click
to close each of the dialog boxes.
(Replace).
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Overview: Optimizing the Budget Detailed budget analysis is beyond the scope of this training course and generally beyond the scope of a project manager’s responsibility. Nevertheless, project managers need to know how to review a budget to know whether actual costs may exceed budgeted costs and whether to take corrective action. A layout with cost columns will be used in the Activities window to facilitate review of the budget.
Use the Layout Options bar to select a layout with the appropriate cost columns. Use the cost columns to review budgeted costs for labor, nonlabor, and material resources as well as expenses, and budgeted total costs for individual activities, WBS elements, and the entire project.
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Practice: Optimizing the Budget In this practice you will:
Review cost figures to determine if they are within budget.
Analyzing the Budget There are many options for analyzing the budget. By displaying cost columns in the Activity Table and grouping and sorting project activities in different ways, you can review the budgeted costs of individual activities, specific project areas (WBS elements, phases, timeframes, etc.) or the entire project. Figure 15-15: The layout shows Budgeted Total Cost for each activity as well as rolled up values for each WBS band and for the entire project.
Review project cost information. 1.
On the Layout Options bar, click Layout, Open.
2.
Select a layout, Analyzing the Budget, and then click Open.
3.
Scroll to the top of the screen to view the rolled-up value for Budgeted Total Cost.
4.
Click the Projects tab near the top of the screen to navigate to the Projects window.
5.
In the Project Table, select the open project, BLDG-15.
6.
In Project Details, click the Budget Log tab and view the Original Budget.
?
Is the project within budget?
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Lesson Review Key Concepts
Optimizing the project plan is the last step in planning your project. Ensure that the project plan meets its date, resource, and cost requirements.
If the calculated Finish date of the project is beyond the Must Finish By date, the project must be shortened. You can compare the dates in the Dates tab in Project Details.
You can use various methods to shorten the project, such as refining duration estimates, modifying relationships, and applying constraints. Focus your efforts on critical activities.
Use the Resource Usage Profile to ensure that resources are not overallocated.
Evaluate costs to ensure that the project can be completed within budget.
Review Questions 1.
True or False: You can quickly determine whether the project will finish on time by reviewing the Status tab in Project Details.
2.
Which of the following is a method for removing resource overallocation? a. Decrease the resource’s workweek b. Assign the resource to more activities in the selected time frame c.
Re-assign work to a different resource
d. All of the above 3.
True or False: To be successful at shortening a project, you must focus on critical activities.
4.
Which of the following is an alternative for shortening the duration of a project? a. Use relationships to overlap activities b. Add resources to reduce durations c.
Review long activities to determine if duration can be refined
d. Change calendar assignments e.
All of the above
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Notes
Lesson 15 – Optimizing the Project Plan
BS Grupo SฺAฺCฺ
Baselining the Project Plan
Copyright © 2010, Oracle. All rights reserved.
Lesson 16 – Baselining the Project Plan Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
10
15
25
5
55
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Lesson 16 – Baselining the Project Plan
Objectives After completing this lesson, you should be able to: • Create a baseline plan. • Display baseline bars on the Gantt chart. • Modify the bars on the Gantt chart.
Copyright © 2010, Oracle. All rights reserved.
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What is a Baseline? Current bar Baseline bar
•
A copy of the project plan used as a basis for comparison when evaluating the progress of an updated project. – Create a baseline before updating a schedule for the first time.
•
Provides a target against which to track a project’s cost, schedule, and resource performance.
Copyright © 2010, Oracle. All rights reserved.
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Notes
Lesson 16 – Baselining the Project Plan
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Overview: Baselining the Project Plan The Maintain Baselines dialog box enables you to add, delete, copy, and restore baselines. Use the Assign Baselines dialog box to assign a project baseline and up to three user baselines. (Both dialog boxes are accessed via the Projects menu.) After baselines are assigned, click Bars on the Layout Options bar to customize how bars are displayed in the Gantt chart.
Click Add to create a baseline in the Maintain Baselines dialog box. You can also delete and copy baselines. Click Update to select the data you want to automatically update for the selected baseline, and then run the Update Baseline utility. Click Restore to restore the selected baseline as a separate project that you can manually modify. Assign Baseline Dialog box enables you to assign a project baseline and up to three user baselines.
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Lesson 16 – Baselining the Project Plan
Practice: Baselining the Project Plan In this practice you will:
Create and categorize a baseline and then assign it to a project.
Display and format baseline bars in the Gantt chart.
Customize the Activity Table to accommodate the display of baseline bars in the Gantt chart.
Managing Baselines Baseline functionality in P6 Professional enables you to:
Capture a snapshot of a project at a particular point in time.
Baselines do not exist as separate projects that you can access. They exist only in conjunction with the projects to which they are associated.
Save an unlimited number of baselines per project.
The number of baselines you can create is controlled by your application administrator.
Designate one project baseline and up to three user baselines at a time for comparison to the current project.
Assign a baseline type to categorize a baseline. Examples include initial planning, what-if, or midproject baselines. Baseline types, which are usually created by an application administrator, are used to standardize baselines and can help benchmark performance across multiple projects.
P6 Professional enables you to copy baselines when you copy a project.
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Creating a Baseline Create a baseline either by:
Copying the currently opened project.
Converting another project into a baseline.
When you create a baseline, you must select the project to which it is associated. You can only assign baselines to opened projects. All opened projects are displayed in the Maintain Baselines dialog box. Figure 16-1:A baseline has been created.
Create a baseline. 1.
Open a project, BLDG-16 BLDG – Baselining the Project Plan.
2.
Confirm that you are in the Activities window.
3.
On the Layout Options bar, click Layout, Open.
4.
Select a layout, Activity List, and then click Open.
5.
On the Project menu, click Maintain Baselines.
6.
Click Add.
7.
Confirm that Save a copy of the current project as a new baseline is selected.
8.
Click OK.
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Lesson 16 – Baselining the Project Plan
Categorizing the Baseline Assign a baseline type to categorize the baseline based on how you to intend to use it. For example, the Initial Plan baseline type can be used for your initial project plan. Another baseline type, Mid-Project Status, can be used after the project is underway. Baseline types are also useful in organizing multiple baselines in the project. Figure 16-2:Select a Baseline Type from the list to categorize project baselines.
Rename the baseline and designate it as the Initial Plan baseline. 1.
Select a baseline, BLDG – Baselining the Project Plan – B1.
2.
In the Baseline Name field, type .
3.
In the Baseline Type list, select Initial Plan.
4.
Click Close.
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Assigning a Baseline Use the Assign Baselines dialog box to choose a project baseline and/or user baseline for the project. If no baseline is designated as active, the current project plan is used as the baseline.
Project baseline – Baseline selected by the project manager for the project.
Used for schedule, resource, and cost comparison.
Controlled by a security privilege.
User baseline – User-specific; each user can choose a different baseline for comparison to the current project.
Primary user baseline: Used for schedule, resource, and cost comparisons.
Secondary and tertiary user baselines: Used for schedule comparisons only. Figure 16-3:Select the newly created baseline as the project baseline.
Select the newly created baseline as the project baseline. 1.
On the Project menu, click Assign Baselines.
2.
In the Project Baseline list, select Base 1: Building Addition.
3.
Click OK.
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Lesson 16 – Baselining the Project Plan
Update Baseline Options If there are significant changes in the project after it is underway, you may choose to update the baseline to reflect the changes. You can create a new baseline based on the current state of the project or update the existing baseline. The advantage of updating the baseline is that you retain the record of past performance against the original baseline. The Update Baselines dialog box offers numerous options to update activity and resource data in the new baseline:
When updating activity data, include — Specify the types of activity data you want to update when you update the baseline.
When updating resource assignment data, include — Choose to update existing resource/role assignment data. If you choose to update existing resource/role assignment data, you may also choose to update the budgeted units and cost, and/or actual units and cost for the resource/role assignments.
Add new resource and role assignments — Choose to add new resource/role assignment data. Figure 16-4:Select activity and resource assignment data to include in the baseline update.
View the Update Baselines dialog box. 1.
On the Project menu, click Maintain Baselines.
2.
Select a baseline, Base 1: Building Addition.
3.
Click Update.
4.
Click Close.
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Overview: Viewing Baseline Bars Use the Bars dialog box to create a baseline bar and define its properties. Display the baseline bar in the Gantt chart.
Select a check box in the Display column to display the bar in the Gantt chart.
Use the Bar Style tab to specify the shape, color, pattern and row position for the selected bar. Use the Bar Settings tab to specify how to display summary information and how to display nonwork time on the selected bar. Use the Bar Labels tab to create a label and specify its position on the selected bar.
Click to specify Gantt chart background line and legend options.
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Practice: Viewing Baseline Bars In this practice you will display baseline bars in the Gantt chart.
Viewing Baseline Bars The Bars dialog box allows you to modify the type, size, color, row position, and shape of the bars displayed in the Gantt chart.
Timescale – Bar is drawn based on the timescale selected, for example, Actual Bar drawn from Actual Start date to Actual Finish date.
Filter – Bar is drawn for all activities that match the criteria listed in the filter displayed.
Bar Style Tab The Bar Style tab enables you to specify the shape, color, and pattern of bars and endpoints.
Shape – Shape of the selected bar’s endpoints and the weight and position of the bar.
Color – Color of the selected bar and its endpoints.
Pattern – The fill pattern of the selected bar.
Row – Position of the bar in the Gantt chart. Figure 16-5:The Bar Style tab enables you to specify the shape, color, pattern, and row of bars displayed in the Gantt chart.
Display the Bars dialog box. 1.
On the Layout Options bar, click Bars.
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Displaying Baseline Bars Display baseline bars in the Gantt chart to visually compare the baseline plan’s schedule dates to the current project plan’s schedule dates. In addition to bars displayed by default, you can create additional bars based on date fields and filters. Select a value in the Row field to determine placement of a bar in the Gantt chart. Figure 16-6:Mark the Display checkbox next to the bars you want to display in the Gantt chart.
Display baseline bars. 1.
In the Display column, select the Prj Baseline Bar check box.
2.
Confirm that the Bar Style tab is selected.
3.
In the Row field, confirm 2.
4.
In the Display column, select the Prj Baseline Milestone check box.
5.
In the Row field, confirm 2.
6.
Click OK to close the Bars dialog box.
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Lesson 16 – Baselining the Project Plan
Customizing the Activity Table To customize the layout even further, select display options for the Activity Table. These include the font of the text and the height of the rows, which you can specify in the Table, Font and Row dialog box. Figure 16-7:Use the arrows to increase/decrease row height.
Change row height in the Activity Table. 1.
On the Layout Options bar, click Show on Bottom, No Bottom Layout.
2.
On the Layout Options bar, click Table Font and Row.
3.
In the Row Height section, clear the Keep Current Row Heights check box.
4.
Confirm that the option Select height for all rows is selected.
5.
Click arrows to increase row height to 30.
6.
Click OK.
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Saving the Layout If you are pleased with the layout, save it with a new name. Figure 16-8:The layout has been saved with a new name.
Save the layout. 1.
On the Layout Options bar, click Layout, Save As.
2.
Type a new Layout Name .
3.
Click Save.
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Bar Labels Tab Labels can be placed on any of the bars listed in the dialog box. When adding a label, specify its position relative to the bar. Add dates to the bars to quickly determine the Start and Finish dates of activities in the Gantt chart. Figure 16-9:Activity Name, Finish, and Variance – BL Project Finish Date are all selected as bar labels in the Gantt chart.
Add labels to the Current Bar Labels bar. 1.
On the Layout Options bar, click Bars.
2.
Select a bar, Current Bar Labels.
3.
Click the Bar Labels tab.
4.
At the bottom of the tab, click Add. (Do not click Add on the right side of the dialog box.)
5.
In the Position column, confirm Right.
6.
Click in the Label column, and then select Finish in the list.
7.
At the bottom of the dialog box, click Add.
8.
In the Position column, confirm Right.
9.
Click in the Label column, and then select Variance – BL Project Finish Date.
10. Click OK to close the Bars dialog box.
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Figure 16-10:Dates are added to bar labels.
11. On the Layout Options bar, click Layout, Save.
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Lesson 16 – Baselining the Project Plan
Lesson Review Key Concepts
A baseline is a copy of a project that you can compare to the current project in order to evaluate progress. Create a baseline plan before updating a schedule for the first time.
Create a baseline either by copying the currently opened project or by converting another project into a baseline.
Assign a baseline type to categorize and standardize baselines across all projects.
A project baseline is the baseline selected by the project manager for the project and is controlled by a security privilege. User-baselines can be designated by each user and are used for schedule comparison only.
The Bars dialog box allows you to modify the type, size, color, row position, and shape of 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. All of the above 3.
True or False: A maximum of one project baseline and three user baselines can be created for any single project.
BS Grupo SฺAฺCฺ
Importing and Exporting Data
Copyright © 2010, Oracle. All rights reserved.
Lesson 17 – Importing and Exporting Data Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
5
10
10
5
30
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Lesson 17 – Importing and Exporting Data
Objectives After completing this lesson, you should be able to: • Describe the process of importing and exporting data. • Export a project. • Import a project.
Copyright © 2010, Oracle. All rights reserved.
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371
Import / Export Wizards
P6 Database
Other PM Applications Other P6 Professional Users
Copyright © 2010, Oracle. All rights reserved.
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Lesson 17 – Importing and Exporting Data
Reasons to Import/Export Project Data •
Share project information with: – Other P6 EPPM users. – Users of other project management tools. – Your organization’s human resource and accounting departments.
•
Archive projects or create backups. – Single or multiple projects can be imported/exported at one time. – The Export wizard enables you to choose the format and data type (activities, resources, expenses, or complete projects) that you want to export.
Copyright © 2010, Oracle. All rights reserved.
BS Grupo SฺAฺCฺ Lesson 17 – Importing and Exporting Data
Import/Export Formats Primavera PM (XER) • P6’s proprietary format. • Independent of database type used (Oracle or MS SQL). Primavera PM (XML) • Share project information between P6 EPPM databases. • Compatible with Microsoft Project 2002 or later. Spreadsheet (XLS) • Compatible with Excel and other spreadsheet applications. Primavera Project Planner (P3) • Share project information with Oracle Primavera Project Planner version 3.x. Microsoft Project (MPX, XML) • Integrate with Microsoft Project and other third-party tools. Copyright © 2010, Oracle. All rights reserved.
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Lesson 17 – Importing and Exporting Data
Overview: Importing and Exporting Data P6 Professional provides Import and Export wizards to guide you through the process of importing or exporting project data to or from the P6 database.
On the File menu, click Import or Export to launch the corresponding wizard. Use the Import wizard to import project data into the P6 database. Use the Export wizard to export project data from the P6 database.
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375
Practice: Importing and Exporting Data In this practice you will:
Use the Export wizard to export a project.
Use the Import wizard to import a project.
View the imported project in the Project Table.
Export Wizard The BLDG project has been optimized and baselined. Before progress is applied to the project, it is best to create a backup by exporting the project. First, launch the Export wizard from the File menu. Figure 17-1: Choose the format for the export file.
Export a project using the Export Project wizard. 1.
Open a project, BLDG-17 BLDG – Importing and Exporting Data.
2.
On the File menu, click Export.
3.
In the Export wizard, select an Export Format, Primavera P6 – (XML), and then click Next.
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Lesson 17 – Importing and Exporting Data
Project(s) to Export In the Export wizard, choose the project(s) you want to export from a list of currently open projects. Figure 17-2: Select a check box in the Export column to choose the project(s) you want to export.
Choose a project to export. 1.
Confirm the project to export, BLDG-17, and click Next.
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File Name
Unauthorized reproduction or distribution prohibitedฺ Copyright© 2013, Oracle and/or its afliatesฺ
Specify the name of the file and the location where the file will be saved. When exporting in XML format, you can choose whether or not to include project level layouts with the export. Without layouts, the project will be exported in XML format. With the layouts, a ZIP file will be created. Figure 17-3: Browse to select a location for saving the export file.
Specify a file name. 1.
Select the Export all project level layouts check box.
2.
In the File Name field, click
and browse to the location, C:\Training Docs.
roject you want to import data into must be open. If you are creating a new project, no project needs to be open.
Import Format You must import the project using the same format used to export. Since you are creating a new project, you will close all projects before importing. Figure 17-4: Choose one of the available formats to import.
Import the project file that you exported earlier in the lesson. 1.
On the File menu, click Close All.
2.
At the confirmation prompt, click Yes.
3.
On the File menu, click Import.
4.
In the Import wizard, select an Import Format, Primavera P6 - (XML).
5.
Click Next.
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File Name Browse to the location of the file you want to import. Figure 17-5: Browse to select the location of the import file.
Select a file name. 1.
Confirm the file to import, C:\Training Docs\BLDG-17.zip.
2.
Confirm that the Import all project level layouts check box is selected.
3.
Click Next.
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Lesson 17 – Importing and Exporting Data
Import Project Options Select the options you want to use for importing the project.
Project ID – Lists the project(s) in the XML file.
Import Action – To prevent data from being overwritten, select one of the following options:
Create New Project — Creates a new project from the project being imported.
Update Existing Project — The existing project in the database will be updated by the project being imported. This option is available only when the project is open.
Import To – Specify the target project or where in the EPS to create a new project. Figure 17-6: Select the EPS to which to import the project.
Select an EPS node to which to import the project. 1.
Confirm the Import Action, Create New Project.
2.
Double-click in the Import To field, and then click
3.
In the Select EPS to add into dialog box, select an EPS node, BLDG-E Building East.
4.
Click
to assign the node, and then click Next.
.
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Updating Project Options When importing a project, some data may conflict with existing global or project data. In the wizard, you can create and save update configurations that specify the action to take when the same data exists in the import file and the project being updated. Multiple configurations can be created and saved. However, you can select only one configuration when importing a file. Figure 17-7: Click Modify to edit a configuration.
Update project options. 1.
In the Layout Name field, confirm XML Import Configuration.
2.
Click Modify.
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Lesson 17 – Importing and Exporting Data
Modifying Import Configuration The import configurations determine how to update project data. The Modify Import Configuration dialog box lists activity, global, and project data types. Select an action for each data type.
Action – Specify how to update the selected data.
Keep Existing – Maintains the record in the database and does not overwrite any of its information by the record being imported. If the record does not exist, it will be added.
Update Existing – Overwrites the existing information in the database with the record being imported. If the record does not exist, it is added.
Insert New – Imports a new record, regardless if a match is found, and appends a number to generate a unique name.
Do Not Import – No records are imported.
Delete – Select to indicate that the import file is the "master copy." If the record is not in the import file, it will be deleted from the database.
The Delete field applies to activities, risks, thresholds, and issues.
Global data types are not affected by this setting. Figure 17-8: Click in the Action column to select an update option for the data type.
Review import configuration options. 1.
Click OK to accept defaults, and then click Next.
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Completing the Import Figure 17-9: Click Finish to complete the import.
Finish importing the project. 1.
Click Finish.
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Lesson 17 – Importing and Exporting Data
Viewing the Import Log File P6 Professional generates a log file detailing the actions taken during the import process. Figure 17-10: A log file is generated during the import process.
View the import log file. 1.
Click Yes to view the log file.
2.
In the Notepad File menu, click Exit.
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Viewing the New Project Figure 17-11: The new project has been added and is open.
View the imported project in the Projects Table. 1.
On the Enterprise menu, click Projects.
2.
View the project that was imported, BLDG-26 BLDG – Importing and Exporting Data.
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Lesson 17 – Importing and Exporting Data
Lesson Review Key Concepts
Import and export project data to and from the P6 database.
Use the import and export wizards to select the project information to import and export.
You can select the type of information to import or export: activities, resource data, expenses, or full projects.
Review Questions 1.
True or False: You can export multiple projects in an XER file.
2.
From which of the following file formats can you import a project? a. P3 b. XER c.
MPX
d. XLS e.
All of the above
3.
True or False: Export enables you to back up projects in a database.
4.
True or False: When P6 Professional imports updated data, it always overwrites the existing information in the database.
BS Grupo SฺAฺCฺ
Case Study 3: Optimizing and Baselining
Copyright © 2010, Oracle. All rights reserved.
Case Study 3 – Optimizing and Baselining Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
60
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Case Study 3 – Optimizing and Baselining
Optimizing and Baselining Background The building renovation project has been created and scheduled with a start date of 05-Mar-18. As project manager, you will assign resources, optimize the project plan to ensure it can be completed by the Must Finish By date, and then assign a baseline.
Objectives 1.
Open a project, RENO-3 RENO – Optimizing and Baseling, and a layout, Classic WBS.
2.
Assign resources to activities as indicated in the table below.
Activity ID
Activity Name
Resource ID
Resource Name
Budgeted Units/Time
A1010
Design renovations
SWID
Scott Widdall
8h/d
A1160
Inspect and repair roof structure
BMANTH
Bryce Manthorne
2h/d
A1190
Upgrade heating system
INSPECT-R
Inspector-Renovation
1h/d
3.
Schedule the project with a data date of 5-Mar-18.
4.
In Project Details, compare the scheduled Finish date to the Must Finish By date. a. What is the Finish date? b. What is the Must Finish By date? c.
5.
6.
Is the project scheduled to finish on time?
Below are three options for reducing the duration of the project. Which option would you choose and why?
Option 1: The durations of the three activities in the Utility Systems WBS have been generously estimated. The three activities can each be reduced by 4 days.
Option 2: The Finish to Start relationship between activities A1090 and A1110 includes 7 days of lag. This lag can be reduced to 3 days.
Option 3: The special-order shingles required for activity A1220 are available sooner than expected. The Start On or After constraint can be removed, enabling the activity to start 9 days earlier.
After making the change to the project above, reschedule the project with a data date of 05-Mar-18.
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a. Is the project now scheduled to finish on time? 7.
Now that the schedule has been optimized, your next step is to ensure that no project resources are overallocated. Use the Resource Usage Profile to check each project resource for overallocation. (Set the left pane to display Current Project’s Resources, and set the right pane to display Open Projects Only.) a. Are any project resources overallocated? b. Which weeks show overallocation for the resource? Week #1 c.
Week # 2
Week #3
Using the table below, list the overallocated resource’s activities that occur in the weeks showing overallocation.
Activity IDs for Week #1
Activity IDs for Week #2
Activity IDs for Week #3
d. Which activity occurs in all three weeks? e.
Replace the overallocated resource with another resource, Joe Couto, in the least number of activities necessary to resolve the existing overallocation. After making changes, press F5 on your keyboard to refresh the data. Which activities did you assign the new resource to?
8.
Now that the schedule and resources have been optimized, ensure that the cost is acceptable as well. The RENO-3 project has an original budget of $190,000. Is the project still within budget?
9.
With the schedule, resources, and costs optimized, the project is ready to begin. But first, you should baseline the project. a. Create a project baseline and a primary user baseline. b. Display the primary baseline in the Gantt chart. c.
Save the project plan and export it to C:\Training Docs in XML format.
BS Grupo SฺAฺCฺ
Project Execution and Control
SECTION IV
Methods of Applying Progress Executing the Project Plan Reflection Projects Analyzing the Updated Project Reporting Performance
Copyright © 2010, Oracle. All rights reserved.
BS Grupo SฺAฺCฺ
Methods of Applying Progress
Copyright © 2010, Oracle. All rights reserved.
Lesson 18 – Methods of Applying Progress Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
30
30
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Lesson 18 – Methods of Applying Progress
Objectives After completing this lesson, you should be able to: • Describe methods for applying progress to a project.
Copyright © 2010, Oracle. All rights reserved.
BS Grupo SฺAฺCฺ Lesson 18 – Methods of Applying Progress
Updating a Project • •
• •
After a project has started, actual project data should be updated regularly. Updates can be monthly, weekly, daily, or hourly depending on project length and the precision of project control. A variety of methods can be used for updating the project. A single method need not be used exclusively. Multiple updating methods can be used within a single project.
Copyright © 2010, Oracle. All rights reserved.
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Lesson 18 – Methods of Applying Progress
Updating a Project Consider these factors when deciding on a method: • Data precision: The degree to which project data is exact (based on manual data entry) or estimated (based on automated calculations). – Is project data entered manually? – Is project data automatically calculated and applied?
•
Internal or external: The extent to which individuals other than the project manager are empowered to update project data. – Do other persons – resources, for example – update project data?
Copyright © 2010, Oracle. All rights reserved.
BS Grupo SฺAฺCฺ Lesson 18 – Methods of Applying Progress
Spectrum SpectrumofofUpdating UpdatingMethods Methods
Copyright © 2010, Oracle. All rights reserved.
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Lesson 18 – Methods of Applying Progress
Update Progress •
• •
Updates activity dates, expenses, and resource utilization according to project plan Internal update Data precision: Estimated
Copyright © 2010, Oracle. All rights reserved.
BS Grupo SฺAฺCฺ Lesson 18 – Methods of Applying Progress
Auto Compute Actuals •
• •
Updates activity dates, expenses, and resource utilization according to project plan – however, enables you to select which elements are computed automatically Internal update Data precision: Estimated
Copyright © 2010, Oracle. All rights reserved.
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Lesson 18 – Methods of Applying Progress
Auto Compute Actuals •
Values are computed based on element you select for auto compute: – If activity is selected, resources and expenses also automatically updated. – If just resource or expense is selected, only those elements are automatically updated.
•
Doesn’t affect successor activities outside of status period until project is scheduled.
Copyright © 2010, Oracle. All rights reserved.
BS Grupo SฺAฺCฺ Lesson 18 – Methods of Applying Progress
Recalculate Units, Cost When Duration % Complete Changes • • •
Project-level setting computes units based on Duration % Complete Internal update Data precision: Units and costs estimated based on exact Duration % Complete
Copyright © 2010, Oracle. All rights reserved.
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Lesson 18 – Methods of Applying Progress
Recalculate Units, Cost When Duration % Complete Changes •
•
Based on Budgeted Units/Time, application calculates Actual Units and subtracts from Budgeted Units Example: 10-day activity with 80 Budgeted Units (8 h/d) – 2 days progress (Duration % Complete = 20%) – Actual Units automatically recalculated to 16h – Remaining Units automatically recalculated to 64h
Copyright © 2010, Oracle. All rights reserved.
BS Grupo SฺAฺCฺ Lesson 18 – Methods of Applying Progress
Manually Update Activities, Expenses, and Resources • • •
Manually enter values for each element. Internal update Data precision: Exact
Copyright © 2010, Oracle. All rights reserved.
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Lesson 18 – Methods of Applying Progress
Timesheets • • • •
Resources record hours worked. Manager approves / rejects timesheets and then applies actuals External update Data precision: Exact
Copyright © 2010, Oracle. All rights reserved.
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Timesheets • •
•
Resources record hours worked against activities. Primary resource also can mark activities started or finished and update Remaining Duration. After approving / rejecting timesheets, manager applies actuals. – Only statused activities are recalculated. – Does not affect activities not in the status period. – Activities within the status period that are not progressed are pushed out to new data date.
Copyright © 2010, Oracle. All rights reserved.
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Lesson 18 – Methods of Applying Progress
Delegating Status Updates Project updates can be delegated to external resources, such as subcontractors. Methods include: • Reflection project – Reflection project is updated by subcontractor, resource, or individual designated as Activity Owner. – Can status activities, update resource assignments – Project manager has ability to view and then approve/reject updates before merging reflection project into source project. – Available in P6 Professional only.
•
Import updated project – Copy of project updated by another individual and then imported. Copyright © 2010, Oracle. All rights reserved.
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Questions • •
Which update method(s) do you use? What are advantages and disadvantages?
Copyright © 2010, Oracle. All rights reserved.
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Notes
Lesson 18 – Methods of Applying Progress
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Executing the Project Plan
Copyright © 2010, Oracle. All rights reserved.
Lesson 19 – Executing the Project Plan
Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
10
15
45
5
75
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Lesson 19 – Executing the Project Plan
Objectives After completing this lesson, you should be able to: • Use Progress Spotlight. • Update the status of completed activities and activities in progress. • Reschedule the project.
Copyright © 2010, Oracle. All rights reserved.
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Updating a Project Once a project has started, actual activity information should be updated at regular intervals. •
Schedule dates and durations
•
Resource usage
•
Expenses
Copyright © 2010, Oracle. All rights reserved.
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Lesson 19 – Executing the Project Plan
Data Date The data date is the date up to which actual performance data is reported and the date from which future work is scheduled. The data date always starts at the beginning of the day. History
Data Date
Remaining Work
Copyright © 2010, Oracle. All rights reserved.
BS Grupo SฺAฺCฺ Lesson 19 – Executing the Project Plan
The Updating Process Standard project update procedures should be established, including how data is collected and how often it is updated. • Create a baseline plan (optional). • Identify the new data date. • Enter activity progress. • Report resource use and costs to date. • Use Suspend and Resume dates as necessary. • Reschedule using the new data date.
Copyright © 2010, Oracle. All rights reserved.
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Notes
Lesson 19 – Executing the Project Plan
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Overview: Executing the Project Plan Updating the project plan is done in the Activities window. An updating period is displayed in the Gantt chart and in the Activity Table, and activity progress information is entered in the appropriate tabs in Activity Details.
Use Progress Spotlight to define a status updating period and identify activities on which progress has occurred. Use the Activity Table to select activities to update. Use the Status tab in Activity Details to enter actual schedule dates and duration information for completed activities and activities in progress. Use the Resources tab in Activity Details to enter actual resource usage information. Use the Expenses tab in Activity Details to enter actual non-resource costs for activities being updated.
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Practice: Executing the Project Plan In this practice you will:
Use Progress Spotlight to define a status updating period.
Enter Actual Start and Actual Finish dates for completed activities.
Adjust Remaining 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 Remaining Cost for an activity expense.
Reschedule the project after updating activities.
Defining a Status Updating Period Define the status updating period before you begin to update activities. In general, the updating period begins at the current data date and ends at a point in the future. The length of the updating period depends on the frequency of your updates. You could, for example, create an updating period that extends one week from the current data date. The end of the updating period will become the new data date — the date up to which actual performance is measured. Note that even as you establish a new status updating period, you must still manually change the new data date in the Schedule dialog box.
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Progress Spotlight Progress Spotlight establishes a status updating period of one week from the current data date, based on the minor date interval of the Gantt chart timescale. You can click and drag the right edge of the Spotlight to increase or decrease the status updating period. It also provides a highlighted list of activities that should show progress during the updating period. Figure 19-1:Click the icon to activate the Progress Spotlight.
Activate the Progress Spotlight. 1.
Open a project, BLDG-19 – BLDG - Executing the Project Plan.
2.
Confirm that you are in the Activities window. (Or on the Project menu, click Activities.)
3.
On the Layout Options bar, click Layout, Open.
4.
Select a layout, Status the Project, and then click Open.
5.
On the View menu, click Progress Spotlight.
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Establishing the Status Period Drag the line in the Gantt chart to the desired date to highlight the activities you want to update. Note the date tag on the cursor, which changes as you drag the line. The end of the status period should coincide with the new data date you will use when rescheduling the project. Figure 19-2:Dragging the Progress Spotlight enables you to focus on activities that should be updated.
Use Progress Spotlight to establish status period. 1.
Use your mouse cursor to click and drag the Progress Spotlight to 5-Feb-18.
BS Grupo SฺAฺCฺ Lesson 19 – Executing the Project Plan
Entering Actuals 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 Complete and/or Remaining Duration
Actual Regular Units/Costs and Remaining Units/Costs
Actual and Remaining Costs for expenses
If activity work is temporarily halted, use Suspend/Resume dates.
417
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Updating Milestones To update a start milestone, select the Started check box and enter the Actual Start date. You do not need to enter data in the Finish field because the activity type is a Start Milestone, which has zero duration. Figure 19-3:select the Started checkbox in the Status tab.
Update a Start Milestone activity. 1.
In the Activity Table, select an activity, BA1000 – Building Addition Kickoff.
2.
In Activity Details, click the Status tab.
3.
Select the Started check box.
4.
Confirm the Actual Start date, 08-Jan-18.
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Updating Activities to Completion Three steps must be performed to update an activity to completion:
Enter Actual Start and Actual Finish dates.
Enter Actual Regular Units for resources.
Enter Actual Cost for expenses. Figure 19-4:Mark Start and Finished check boxes and confirm/change dates in the Status tab.
Update an activity that started and finished on time. 1.
In the Activity Table, select an activity, BA1010 – Design Building Addition.
2.
On the Status tab, select the Started check box.
3.
Confirm the Actual Start date, 08-Jan-18.
4.
Select the Finished check box.
5.
Confirm the Actual Finish date, 23-Jan-18. Note that when you selected the Finished check box, the bar for the activity in the Gantt chart turned blue, indicating that the activity was completed and has actual values.
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Next, you will check the Actual Regular Units for the activity. Note that in this example, data in the Actual Regular Units field is automatically completed because Recalculate Actual Units and Cost when duration % complete changes is selected on the Calculations tab in Project Details. Figure 19-5:In the Actual Regular Units column, confirm 96 hours worked.
Confirm Actual Regular Units for an activity resource. 1.
In the Activity Table, confirm 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, confirm the number of hours worked, 96h.
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You will now update the status of activity BA1020 – Review and Approve Designs, which was completed during this status updating period. The activity started on time but finished one day late. Resource Paul Kim worked an additional 8 hours on the activity. When selecting a new date for the Started or Finished field on the Status tab, select the check box first and then select the date. Figure 19-6:Select the Finished check box before selecting a new date.
Update the status of an activity. 1.
In the Activity Table, select an activity, BA1020 – Review and Approve Designs.
2.
In Activity Details, click the Status tab.
3.
Select the Started check box.
4.
Confirm the Actual Start date, 08-Jan-18.
5.
Select the Finished check box.
6.
In the Finished field, click
7.
Select the Actual Finish date, 19-Jan-18, and then click Select.
.
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You have updated the Actual Finish date. Now you must update the actual hours that the resource worked. Figure 19-7:The Actual Regular Units are 80h – 8 hours more than the Budgeted Units.
Update Actual Regular Units for a resource. 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.
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Updating a Mid-Project Milestone A Start Milestone is updated the same way whether it occurs at the beginning of a project or in mid-project. Select the Started check box and then enter the Actual Start date. Figure 19-8:Select the Started check box for the Start Milestone activity.
Update a mid-project Start Milestone. 1.
In the Activity Table, select an activity, BA2000 – Begin Building Construction.
2.
In Activity Details, click the Status tab.
3.
Select the Started check box.
4.
Confirm the Actual Start date, 19-Jan-18.
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Updating Activities in Progress You must complete the following four steps to update an activity in progress:
Enter Actual Start date. (The Started check box must be selected before a new date is selected.)
Enter Percent Complete and/or Remaining Duration.
Enter Actual Regular Units and Remaining Units for resources.
Enter Actual Cost and Remaining Cost for expenses.
In the following example, activity BA2010 was started during the status period but is now falling behind schedule. You will indicate this by increasing the Remaining Duration. Figure 19-9:Type a new Remaining Duration.
Update an activity in progress. 1.
In the Activity Table, select an activity, BA2010 – Site Preparation.
2.
In the Status tab in Activity Details, select the Started check box.
3.
Confirm the Actual Start date, 19-Jan-18.
4.
In the Remaining field in the Duration section, type .
5.
Press Enter on your keyboard.
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Actual Regular Units is the number of units that a resource actually worked on the activity. Remaining Units is the amount of work (units) required to complete the activity. The formula for calculating Remaining Units is: Remaining Units = Remaining Duration x Remaining Units/Time. Figure 19-10:Review Actual Regular Units and Remaining Units in the Resources tab.
Review Actual Regular Units and Remaining Units for activity resources. 1.
In Activity Details, click the Resources tab.
2.
In the Actual Regular Units column, confirm that Ed Wood and the Excavator have each worked 64 hours so far.
3.
In the Remaining Units column, confirm that Ed Wood and the Excavator each have 56 hours of work remaining.
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Suspending an Activity When an activity starts but is unexpectedly delayed or stopped for a period of time, you may suspend it.
A suspended activity must have an Actual Start.
Use the Status tab to enter Suspend and Resume dates.
Suspend date – The last day that work was conducted on the activity.
Resume date – The first day that work will continue on the activity.
The actual duration excludes suspension time.
Use the Notebook tab to document the reason for the suspension.
In the following exercise, the Excavation activity was suspended due to a snowstorm. Also, storm damage necessitated several days of additional work. Figure 19-11:Enter Suspend and Resume dates on the Status tab.
Enter Suspend and Resume dates for an activity. 1.
In the Activity Table, select an activity, BA2020 – Excavation.
2.
In Activity Details, click the Status tab, and then select the Started check box.
3.
Confirm the Actual Start date, 26-Jan-18.
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Figure 19-12:Actual Start, Remaining Duration, and Suspend and Resume dates have been updated.
4.
In the Remaining field in the Duration section, type , and then press Enter on your keyboard.
5.
Click the Resources tab.
6.
In the Actual Regular Units fields for both resources, Excavator and Rose Danner, type and press Enter.
7.
Click the Status tab.
8.
In the Suspend field, click
9.
Click Select.
10. In the Resume field, click
, and then select a date, 29-Jan-18.
, and then select a date, 02-Feb-18.
11. Click Select. Figure 19-13:Add a Notebook topic description to document the activity suspension.
12. Click the Notebook tab. 13. In the Notebook Topic section, click Add. 14. Select a topic, Delay Impacts, and then click 15. Click
.
.
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16. In the Delay Impacts details section, click Modify. 17. Click in the editor window and type a topic description, . 18. Click OK.
Updating Completed Activities For the remainder of the practice, you will update one more activity that has been completed during the status updating period. The Assemble and Submit Flooring Samples activity has finished one day early. Resource Oliver Rock worked eight hours less than planned on the activity. You will update Actual Units to 56 hours. Figure 19-14:Update the Finished field to indicate that the activity finished one day early.
Update the Actual Finish date and the Actual Units of a completed activity. 1.
In the Activity Table, select an activity, BA6040 – Assemble and Submit Flooring Samples.
2.
In Activity Details, click the Status tab.
3.
Select the Started check box.
4.
Confirm the Actual Start date, 19-Jan-18.
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5.
Select the Finished check box, and then click
.
6.
Select the Actual Finish date, 29-Jan-18, and then click Select. Figure 19-15:Actual Regular Units have been updated to 56 – eight less than the 64 original Budgeted Units.
7.
In Activity Details, click the Resources tab.
8.
In the Actual Regular Units column for Oliver Rock, type .
9.
Press Enter on your keyboard.
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Rescheduling the Project Now that actuals have been entered for the activities in the status updating period, it is necessary to reschedule the project based on the new data date. Any activities that did not finish on time will delay their successor activities. Figure 19-16:Set a new Current Data Date before rescheduling.
Reschedule the project using a new data date. 1.
On the Tools menu, click Schedule (or press F9 on your keyboard).
2.
In the Current Data Date field, click
3.
Select a date, 05-Feb-18, and then click Select.
? 4.
.
Why did you select this date as the new data date?
Click Schedule.
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Viewing the Rescheduled Project After rescheduling, check to see if the project will still be completed by its Must Finish By date. Figure 19-17: After rescheduling, the project’s calculated Finish date is later than its Must Finish By date.
Compare a project’s calculated Finish date and its Must Finish By date. 1.
Click the Projects tab at the top of the screen.
2.
In the Project Table, select the open project, Bldg-19.
3.
In Project Details, click the Dates tab.
4.
Compare the project’s calculated Finish date with its Must Finish By date.
?
Is the project still on schedule?
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Lesson Review Key Concepts
When updating a project, actuals are recorded relative to the data date. The data date is the date up to which actual performance data is reported and from which future work is scheduled.
To update the status of completed activities, update Actual Start and Actual Finish dates, Actual Regular Units/Costs, and Actual Costs for expenses.
To update the status of activities in progress, update Actual Start date, Percent Complete and/or Remaining Duration, Actual Regular Units/Costs and Remaining Units/Costs, and Actual and Remaining Costs for expenses.
After actuals are entered, reschedule the project based on the new data date. Activities that did not finish on time will affect successor activities.
Review Questions 1.
Arrange the following in the recommended order for updating an activity in progress. a. Actual Regular Units and Remaining Units b. Actual Start date c.
Percent Complete/Remaining Duration
d. Actual/Remaining Costs for expenses Step 1: Step 2: Step 3: Step 4: 2.
True or False: The data date is scheduled at 5 pm, the end of the work day.
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Reflection Projects
Copyright © 2010, Oracle. All rights reserved.
Lesson 20 – Reflection Projects Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
10
10
20
5
45
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Lesson 20 – Reflection Projects
Objectives After completing this lesson, you should be able to: • Create a reflection project. • Merge changes from reflection project into source project.
Copyright © 2010, Oracle. All rights reserved.
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Reflection Projects A copy of a project used for updating or to conduct whatif analysis. • Team members or other P6 Professional users can update status of activities in which they are designated Activity Owner. • Review and decide which changes to merge into the source project. • What-If status. • Baselines in the source project are copied to the reflection project. – Enables you to convert reflection project into active project with baseline data in place.
Copyright © 2010, Oracle. All rights reserved.
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Lesson 20 – Reflection Projects
Overview: Creating and Updating a Reflection Project The Preview Changes dialog box is displayed before you merge the reflection into the source project. It enables you to view changes made in the reflection project. You can group values either by subject area or activity. For each grouping, values before merging and values after merging are displayed.
Display the list of changes in groups based on subject area or display the list of changes in groups for each activity. Field column lists the data item that was updated in the reflection project.
Value before merging column lists the original value any update. Value after merging column lists the new value based on the update. Select the check boxes to create a baseline to the source project or to create a backup of the source project before merging the changes. Choose how you would like P6 Professional to handle the reflection after merging the information into the source project.
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Practice: Creating and Updating a Reflection Project In this practice you will:
Create a reflection project.
Update the reflection project.
Merge changes into source project.
Assign Activity Owner to activities in reflection project.
Creating a Reflection Project A reflection project is created in the Projects window. To create a reflection project, select a project, rightclick in the Project Table, and then click Create Reflection. If the source project has a baseline, the Copy Baselines dialog box will display, asking you to specify which baselines to copy when creating the reflection project. The reflection project has the following characteristics:
Same name as the original source project, with reflection appended to it.
What-If status.
Contains an internal link to the source project that allows the application to merge changes to the reflection into the source project.
Contains baseline data.
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Lesson 20 – Reflection Projects
In the following exercises, a subcontractor needs to report progress on a project. You will create a reflection project to send to the primary resource, who will then update the reflection project. You will merge updates into the source project. Figure 20-1: Right-click in the Projects Table and select Create Reflection.
Create a reflection project. 1.
On the Enterprise menu, click Projects.
2.
On the Layout Options bar, click Layout, Open.
3.
Select a layout, Projects, and then click Open.
4.
In the Projects window, select a project, Bldg -20 Reflection Projects.
5.
Right-click in the Project Table, and then click Create Reflection.
6.
Click OK in the Copy Baselines dialog box.
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Add a column, Source Project, in the Projects window to view the reflection project’s source project. Figure 20-2: Source Project column is displayed.
Add the Source Project column to Projects window. 1.
On the Layout Options bar, click Columns, Customize.
2.
In the Available Options section, click + to expand the General grouping band.
3.
Select a data item, Source Project.
4.
Click
5.
Click OK.
to move it to the Selected Options section.
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Lesson 20 – Reflection Projects
Making Changes to the Reflection Project Use the reflection project to test different project scenarios and then merge selected changes back into the source project. Or, designate other individuals to update the project and then review their work before merging the changes into the source project:
Import/Export — Export a reflection project as an .XER file and then send it to third parties — subcontractors, for example — who import the file into their database. After making changes to the project, third party users can export the file and send the resulting .XER file back to you. By importing the .XER file back into your reflection, you can decide which changes to keep when you merge the reflection back to the source.
Activity Owner — An Activity Owner can update the status and other details of activities in which they are designated as owners. By offering an Activity Owner OBS access to a reflection project — rather than its associated active source project — you can collect the data you require and, through a review process, ensure data integrity for the active project. Figure 20-3: Reflection project is opened.
View reflection project in Activities window. 1.
On the File menu, click Open.
2.
Select the reflection project, BLDG-1 - Reflection Projects Reflection, and then click Open.
3.
Confirm you are in the Activities window. (Or, on the Project menu, click Activities.)
BS Grupo SฺAฺCฺ Lesson 20 – Reflection Projects
4.
On the Layout Options bar, click Layout, Open.
5.
Select a layout, Status the Project, and then click Open.
441
After opening the reflection project, you can make changes to it, including changing activity status and resource assignments. In the example below, a subcontractor is updating activities in the reflection project that you will later merge into the source project. In the reflection project, update status for two activities and one expense. Figure 20-4:Confirm the Actual Start and Finish dates for the activity
Update activity status. 1.
In the Activity Table, select an activity, BA5000 – Assemble Brick Samples.
2.
In Activity Details, click the Status tab.
3.
In the Status section, select the Started check box.
4.
Select the Actual Start date, 22-Jan-18.
5.
Select the Finished check box.
6.
Select the Actual Finish date, 24-Jan-18.
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Next, update the Assemble Technical Data for Heat Pump activity, which was also started and finished during the status period. Figure 20-5:The activity bar in the Gantt chart turns blue after the Started and Finished check boxes have both been selected.
Update a completed activity and add the Actual Cost for an expense. 1.
In the Activity Table, select an activity, BA1030 – Assemble Technical Data for Heat Pump.
2.
On the Status tab in Activity Details, select the Started check box.
3.
Select the Actual Start date, 25-Jan-18.
4.
Select the Finished check box.
5.
Confirm the Actual Finish date, 29-Jan-18.
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While the Actual Start and Actual Finish dates need no modification, the Assemble Technical Data for Heat Pump activity has an expense that has run over its budgeted amount. You will update the appropriate entries in the Expenses tab to reflect the additional spending. On the Expenses tab, the value in the At Completion Cost field is calculated by adding the Actual Cost ($600) + the Remaining Cost ($0). After updating the relevant fields, compare the At Completion Cost to the Budgeted Cost to determine how much the expense is over-budget. Figure 20-6:Enter the Actual Cost and the Remaining Cost for the expense.
6.
Click the Expenses tab.
7.
Confirm that an expense, Heat Pump Application, is selected.
8.
In the Actual Cost column, type , and then press Enter on your keyboard.
9.
In the Remaining Cost column, confirm $0.00.
?
How far over budget is the Heat Pump Application expense?
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Merging Reflection into Source Project When the changes are complete, close the project and return to the Projects window, where you can merge the reflection project into the source project. Figure 20-7: Select this option on the right-click menu.
Merge reflection data into source project. 1.
On the File menu, click Close All to close the project.
2.
Confirm you are in the Projects window. (Or, on the Enterprise menu, click Projects).
3.
In the Projects Table, select the reflection project, BLDG-1 – Reflection Projects Reflection.
4.
Right-click, and then click Merge Reflection into Source Project.
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Previewing Changes The Preview Changes dialog box enables you to view changes made in the reflection project prior to merging them into the source project. For each grouping, values before merging and values after merging are displayed. You can group the page by:
Subject Area — Show all changes made to the project by subject. In the sample below, subject areas for Activities and Activity Resource Assignments are listed.
Activity — Show all changes made to an activity under an activity band. When grouped by activity, a Merge column is displayed for each band. Select the Merge check box to merge all changes for the activity; clear the check box to not merge changes for the activity. Or, you can mark:
Select All — Select all Merge check boxes.
Clear All — Clear all Merge check boxes. Figure 20-8: The Preview Changes dialog box.
View grouping options in Preview Changes dialog box. 1.
In the Group Changes by field, select Subject Area.
2.
In the Group Changes by field, select Activity.
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You also have options that can be applied to the source project prior to merging, and to the reflection project after merging. Prior to merging:
Create a copy of source project as a baseline — Select this check box to create a baseline from the source project that you can use to roll back the changes you made after merging the projects.
Create a backup file (.xer) of source project — Select this check box to create a .XER file that you can use to rollback the changes you made after merging via an XER import.
After merging:
Keep reflection — Keep the reflection project in the database after merging it with source project.
Delete reflection — Delete the reflection after merging it with the source project.
Replace reflection — Replace the reflection with an updated reflection based on the current data in the source project after the merge. Figure 20-9: Select options before merging.
Select merging options. 1.
Select the Create a copy of source project BLDG – Reflection Projects as baseline check box.
2.
Select Delete “BLDG – Reflection Projects Reflection”.
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Merging Reflection into Source Project After reviewing changes, confirm that the Merge check boxes are selected and then click Merge Changes. Note that merging will not remove items from the source project that have been deleted from the reflection. If major elements of a project have been deleted from the reflection, you will have to manually delete them from the source project if you do not want to keep the elements in the source project. Elements that are not deleted during a merge include activities, resource assignments, WBS elements, work products and documents, expenses, issues, and risks. Figure 20-10: Click OK to complete the merge.
Merge reflection into source project. 1.
Click Merge Changes.
2.
Click OK when prompted.
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Lesson 20 – Reflection Projects
Viewing Updated Source Project After merging, open the source project and confirm changes. Activities updated in the reflection are updated in the source project. You will reschedule the source project. Figure 20-11: The activities in the Activity Table reflect the updates to activity BA5000 and BA1030.
Reschedule the source project. 1.
Open a project, BLDG-20 – BLDG - Reflection Projects.
2.
Confirm you are in the Activities window. (Or, on the Project menu, click Activities.)
3.
Confirm the opened layout, Status the Project.
4.
View activities that were updated in the reflection project: a. Select activity BA5000 – Assemble Brick Samples, and then view the updates. b. Select activity BA1030 – Assemble Technical Data for Heat Pump, and then view the updates.
5.
On the Tools menu, click Schedule.
6.
In the Current Data Date field, confirm 05-Feb-18.
7.
Click Schedule.
8.
On the File menu, click Close All.
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Lesson Review Key Concepts
A reflection is a copy of a project that enhances your ability to conduct what-if analysis and have team members or other users update status of activities.
Use the reflection project to test different project scenarios and then merge selected changes back into the source project. Or, you can designate other individuals to update the project and then review their work before merging the changes into the source project.
The Preview Changes dialog box enables you to view changes made in the reflection project prior to merging them into the source project. For each grouping, values before merging and values after merging are displayed.
Review Questions 1.
True or False: Baselines cannot be copied into the reflection project.
2.
Which of the following is not an option after merging the reflection project into the source project? a. Export reflection b. Keep reflection c. Delete reflection d. Replace reflection
3.
True or False: Merging will not remove items from the source project that have been deleted in the reflection.
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Notes
Lesson 20 – Reflection Projects
BS Grupo SฺAฺCฺ
Analyzing the Updated Project
Copyright © 2010, Oracle. All rights reserved.
Lesson 21 – Analyzing the Updated Project Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
10
10
20
5
45
BS Grupo SฺAฺCฺ 452
Lesson 21 – Analyzing the Updated Project
Objectives After completing this lesson, you should be able to: • Analyze schedule dates, resource availability/allocation, and project costs. • Identify areas where the project is falling behind schedule or exceeding planned costs. • Make changes necessary to address variances. • Understand the importance of analyzing a project after every status update.
Copyright © 2010, Oracle. All rights reserved.
BS Grupo SฺAฺCฺ Lesson 21 – Analyzing the Updated Project
Steps for Analyzing the Updated Project 1. Perform a baseline analysis. – Compare current plan to baseline plan to analyze variances. – Compare calculated Finish and Must Finish By dates.
2. Make changes to restore important schedule milestones. – Focus on critical activities.
3. Perform a resource usage analysis. – Identify availability or allocation issues. – Adjust resource assignments to resolve issues.
4. Perform cost analysis. – Compare Total Cost to the Original Budget.
Copyright © 2010, Oracle. All rights reserved.
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Lesson 21 – Analyzing the Updated Project
Questions to Determine How to Adjust a Schedule • • • • • •
Can the Finish date of the project slip? Can the scope of the activity/project decrease? Were the planned hours over- or under-estimated? Can any relationships be changed? Can additional resources be assigned? Can resources work overtime?
Copyright © 2010, Oracle. All rights reserved.
BS Grupo SฺAฺCฺ Lesson 21 – Analyzing the Updated Project
Shortening the Project • •
Focus on critical activities. Refine duration estimates. – Break down long activities. – Assign additional resources to reduce duration.
• • •
Use relationships to overlap activities. Apply/modify constraints. Change calendar assignments. – Put critical activities on a longer workweek. – Add exceptions to non-work time.
Copyright © 2010, Oracle. All rights reserved.
455
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Lesson 21 – Analyzing the Updated Project
Overview: Analyzing the Updated Project Analyzing the project plan for schedule dates, resource usage, and costs is part of the status updating process and should be done every time the project is updated. Once the updated project has been analyzed, take the necessary steps to ensure that it finishes before its Must Finish By date, that no resources are overallocated, and that its costs remain within budget.
Compare current project bars and initial project baseline bars in the Gantt chart for a visual indication of whether the project is on schedule. Use the Status, Resources, and Relationships tabs in Activity Details to make changes to the project schedule and ensure that it meets important project dates. On the Tools menu, click Schedule to reschedule the project after making changes. On the Layout Options bar, click Show on Bottom, Resource Usage Profile to check allocation of project resources. Use Activity Table columns displaying different cost categories to analyze project costs.
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Practice: Analyzing the Updated Project In this practice you will:
Analyze the schedule and make changes to enable the project to meet its Must Finish By date.
Analyze resource usage and cost in the updated project.
Analyzing the Updated Project The Building Addition project has been updated through 05-Feb-18 and rescheduled. A quick comparison of the calculated Finish and Must Finish By dates at the time of rescheduling disclosed that the project is behind schedule. In this practice, you will take a closer look at the project and devise corrective actions to put it back on schedule. Figure 21-1: Drag the vertical split bar to the right to expose the Total Float column and check the Total Float of critical activities.
Open a project and layout. 1.
Open a project, BLDG-21 BLDG – Analyzing the Updated Project.
2.
In the Activities window, open a layout, Status the Project.
3.
Click the Start column to sort by Start date.
?
How far behind schedule is the project?
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In the Gantt chart, compare the current project bars to the initial plan baseline bars to see which activity was first delayed and the impact of that delay on successor activities. Filter the Gantt chart to focus on critical activities. Figure 21-2: Compare current bars against the initial plan baseline bars in the Gantt chart.
Filter for critical activities and compare current and baseline activity bars. 1.
On the Layout Options bar, click Show on Bottom, No Bottom Layout.
2.
On the Layout Options bar, click Filters.
3.
Select the Critical check box, and then click OK.
4.
In the Gantt chart, review the critical activities. Note that by comparison to their baseline bars, all of the project’s critical activities are now behind schedule.
?
Which project activity was first delayed?
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Shortening the Schedule The project is six days behind schedule due to a snowstorm and extra repair work that caused activity BA2020 to be suspended. You will now work on putting the project back on track by increasing resources on critical activity BA2050 to shorten that activity’s duration. Figure 21-3: Type a new Remaining Duration for activity BA2050.
Increase resources on an activity and reschedule the project. 1.
In the Activity Table, select an activity, BA2050 – Form/Pour Concrete Footings.
2.
On the Layout Options bar, click Show on Bottom, Activity Details.
3.
Click the Resources tab and view Budgeted Units for each resource. Note that Budgeted Units are 40 hours for Go Concrete and 80 hours for each of the other resources.
4.
Click the Status tab.
5.
In the Remaining (duration) field, type and press Enter on your keyboard.
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Lesson 21 – Analyzing the Updated Project
Figure 21-4: Doubling the Remaining Units/Time for each resource restores its original Budgeted Units.
6.
Click the Resources tab. Note that Budgeted Units for each resource have been reduced by half due to the change in the activity’s remaining duration. You will double the Remaining Units/Time for each resource in order to restore each resource’s original Budgeted Units.
7.
Type new values into the Remaining Units/Time column as specified in the table below: Resource
Remaining Units/Time
Go Concrete
8 h/d
Ironworker
16 h/d
Operating Engineer
16 h/d
Rough Carpenter
16 h/d
8.
On the Tools menu, click Schedule.
9.
Leave the Current Data Date unchanged and click Schedule.
?
Is the project still behind schedule?
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You still need to reduce project duration by 1 day to meet the Must Finish By date. You will do that by reducing the lag on a relationship between two activities. Figure 21-5: After rescheduling the project, Total Float is zero days.
Adjust lag on a relationship and reschedule the project. 1.
In the Activity Table, select an activity, BA4180 – Connect Equipment.
2.
In Activity Details, click the Relationships tab.
3.
In the Successors pane, in the Lag field for activity BA4100, type , and then press Enter on your keyboard.
4.
On the Tools menu, click Schedule.
5.
In the Schedule dialog box, leave the Current Data Date unchanged and click Schedule.
?
Is the project still behind schedule?
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Lesson 21 – Analyzing the Updated Project
Analyzing Resources Now that the project is back on track to meet its Must Finish By date, use the Resource Usage Profile to ensure that schedule changes have not caused any resource allocation conflicts. Figure 21-6: The Resource Usage Profile indicates resource overallocation.
Use the Resource Usage Profile to check project resources for overallocation. 1.
On the Layout Options bar, click Filters.
2.
In the Filters dialog box, select the All Activities check box, and then click OK.
3.
On the Layout Options bar, click Show on Bottom, Resource Usage Profile.
4.
On the Resource Usage Profile’s left Display Options bar, click Filter By, Current Project’s Resources.
5.
On the right Display Options bar, click Show All Projects to remove the check mark and show Open Projects Only.
6.
In the left pane of the Resource Usage Profile, select each of the current project’s resources while checking the graph in the right pane for red overallocation bars.
? ?
Are any of the current project’s resources overallocated? Which activities are causing the overallocation?
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Resolving Overallocation The Resource Usage Profile indicates that Oliver Rock is overallocated during the week of February 18. To resolve the overallocation, you will replace Oliver Rock with Paul Kim on activity BA6070. Figure 21-7: Resource overallocation has been resolved.
Replace a resource on an activity. 1.
In the Activity Table, select an activity, BA6070.
2.
On the Layout Options bar, click Show on Bottom, Activity Details.
3.
On the Resources tab, click Add Resource.
4.
In the Assign Resources dialog box, select a resource, Oliver Rock, and click
5.
In the Replace selected resource(s) with dialog box, select a resource, Paul Kim.
6.
Click
7.
On the File menu, click Refresh Data (or press F5 on your keyboard).
8.
On the Layout Options bar, click Show on Bottom, Resource Usage Profile.
?
to assign Paul Kim, and then click
.
to close the Assign Resources dialog box.
Are any project resources still overallocated?
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Analyzing Costs Finally, check costs to ensure that changes to the project plan have not caused the project to exceed its original budget of $275,000. Figure 21-8: Activity Table columns displaying different cost categories are used to analyze project costs.
View project costs in columns in the Activity Table. 1.
On the Layout Options bar, click Layout, Open.
2.
Select a layout, Analyzing the Budget, and click Open.
3.
Scroll to the top of the layout and check the Budgeted Total Cost for the entire project.
?
Is the project still within its original budget?
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Lesson Review Key Concepts
Analyzing schedule dates, resources, and costs is part of the project status updating process and should be done every time the project is updated. Effective project management requires continual updating, analyzing, and making corrective changes to the project plan.
If a project’s calculated Finish date is later than its Must Finish By date (dates can be compared on the Dates tab in Project Details), the project can be shortened by refining duration estimates, changing relationships, adding resources, adjusting constraints, or changing calendars. Focus on critical activities.
Use the Resource Usage Profile to ensure that project resources are not over allocated.
View costs in Activity Table columns to ensure that the project can be completed within budget.
Review Questions 1.
True or False: Some projects may not require an analysis following a status update.
2.
When analyzing the project, on which activities should you focus? a. Activities with long durations. b. Activities with constraints. c.
Activities near the end of the project.
d. Activities on the critical path. 3.
Which of the following is a valid way to shorten a project? a. Refining duration estimates. b. Using relationships to overlap activities. c.
Adding a Must Finish By constraint.
d. a and b e. 4.
a and b and c
True or False: Unless new activities are added, changes to a project plan should not cause resource overallocation.
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Notes
Lesson 21 – Analyzing the Updated Project
BS Grupo SฺAฺCฺ
Reporting Performance
Copyright © 2010, Oracle. All rights reserved.
Lesson 22 – Reporting Performance Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
10
15
40
5
70
BS Grupo SฺAฺCฺ 468
Lesson 22 – Reporting Performance
Objectives After completing this lesson, you should be able to: • 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.
Copyright © 2010, Oracle. All rights reserved.
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Methods for Reporting Performance • • •
Reports from layouts Reports from Report wizard Reports from Report editor
Copyright © 2010, Oracle. All rights reserved.
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Notes
Lesson 22 – Reporting Performance
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Overview: Using the Report Wizard Most of the procedures relating to reports are performed in the Reports window. This is where you create, edit, run, and store reports. On the Tools menu, click Reports to access the Reports window.
The Reports window displays the reports available for an open project or for all projects. Use Report Details to name reports, assign them to report groups, and specify their scope (whether they are global or project-specific). Click
to launch the Report wizard. You can also select Report Wizard on the Tools menu.
The Report wizard provides tools for creating new reports from scratch or by using an existing layout as a template. It also enables you to modify existing reports. Click the Display Options bar to sort and filter reports and to define fonts/colors in the Reports list. Right-click and select Modify to run the Report editor. Use the Reports toolbar options to organize, edit, and run reports.
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Lesson 22 – Reporting Performance
Practice: Using the Report Wizard In this practice you will:
Run an existing report.
Create a report using the Report wizard.
Create a time distributed report.
Create a report using the current activity layout.
Running an Existing Report You can report schedule performance using a pre-defined schedule report. The report was created via the Report wizard.
icon indicates that a
Figure 22-1:Right-click on a report, and then click Run, Report.
Run an existing report. 1.
Open a project, BLDG-22 BLDG - Reporting.
2.
On the Tools menu, click Reports, Reports.
3.
In the Report Group:Schedule grouping band, select SR-18 Schedule Report-Sorted by Activity ID.
4.
Right-click the report and select Run, Report.
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Run Report Dialog Box Use the Run Report dialog box to compile and print the selected report.
Print Preview – Preview the report before printing it.
Directly to Printer – Compile and print the report.
E-mail Attachment – Compile and attach the report, as an HTML file, to a new e-mail message.
HTML File – Compile and save the report as an HTML file.
ASCII Text File – Compile and save the report as a delimited text file (.txt).
Field Delimiter – Select the character used to separate categories of information that you save in delimited text format (i.e., comma, tab, space).
Text Qualifier – Select the character used to separate categories of data that you save in delimited text format (.txt) if the data contains the field delimiter you specify, such as quote marks (").
Output file – If you choose HTML File or ASCII Text File, click to specify the file name and location where you want to save the report.
Store report in Work Products and Documents for this project – Create a work product and document record for the report. If the output file is saved in an accessible network location, users can launch the report in P6.
Notes – Use to add a comment to the report. Comment appears directly under the report title Figure 22-2:Select Print Preview to view the report before printing it.
View options in the Run Report dialog box. 1.
In the Run Report dialog box, confirm that Print Preview is selected, and then click OK.
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Lesson 22 – Reporting Performance
Print Preview Print Preview allows you to modify the report layout before printing. Figure 22-3:Icons in Print Preview are explained in table below.
Icon
Functionality Page Setup: Define report’s header/footer, margins, and orientation. Print Setup: Select default printer, print size. Print the selected report. Publish the report in HTML format. Navigate in report: Previous/next page, left, right, up, down. Zoom in and out. Open Help. Close Print Preview.
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Printing Reports Printing reports is an effective way to communicate project information with resources and other project managers. The report below displays the Original Duration, Remaining Duration, Percent Complete, Activity Name, Early Start, Early Finish, Late Start, Late Finish and Total Float of all the activities in the project. Figure 22-4:Click to zoom in/out when viewing reports.
Investigate the zoom feature and close Print Preview. 1.
Click
repeatedly to zoom in on the report.
2.
Click
to close Print Preview.
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Lesson 22 – Reporting Performance
Report Wizard The Report wizard enables you to easily create a wide variety of reports. Modify a report as you build it, or reopen and modify it later. If you want to modify a report but also might want to reuse the original report in the future, make a copy of it first. To create a report using the wizard:
Select a base table and pertinent data fields.
Organize the data via grouping, sorting, and filtering options.
Create or Modify Report You will now use the wizard to create a report that shows resource assignments on the project and their related notebook topics. Figure 22-5:Choose to create a new report, modify an existing wizard report, or use the current screen.
Create a report using the Report wizard. 1.
Click
to launch the Report wizard.
2.
In the Report wizard, confirm that New Report is selected.
3.
Click Next.
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Figure 22-6:Select Resources as the primary subject area.
4.
Select a subject area, Resources.
5.
Click Next. Figure 22-7: Select an additional subject area, Activity Notebook.
6.
In the Available Subject Areas section, select an additional subject area, Activity Notebook (in the Activities grouping).
7.
Click
8.
Click Next.
.
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Lesson 22 – Reporting Performance
Configure Selected Subject Areas Select the columns you would like to use in the report. Figure 22-8:Click Columns to access the columns available for use in the report.
Specify columns for selected subject area. 1.
In the Selected Subject Areas section, select Resources.
2.
Click Columns.
3.
Use to remove all data items from the Selected Options section except for Resource ID and Resource Name.
4.
Click OK.
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Adding a Filter to the Report Select the filter you would like to use in the report. Figure 22-9:Click Filter, and then specify additional filter criteria.
Specify a filter for the report. 1.
In the Report wizard, click Filter.
2.
Double-click on Any of the following and select All of the following.
3.
Click Add to add another line to the filter.
4.
In the bottom row, double-click in the Parameter field and select Assigned to Current Project.
5.
In the Is field, confirm equals.
6.
Double-click in the Value field and select Yes.
7.
Click OK.
8.
Click Next.
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Adding a Report Title Figure 22-10:Type a report title.
Type a report title. 1.
Type a descriptive report title .
2.
Click Next.
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Generating the Report Figure 22-11:Click Run Report, and then confirm that Print Preview is selected.
Run the report. 1.
Click Run Report.
2.
Confirm that Print Preview is selected.
3.
Click OK.
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Lesson 22 – Reporting Performance
Print Preview You can preview the report before printing. To print, click
. Figure 22-12:The report is displayed in Print Preview.
View the report. 1.
Click
to zoom in on the report.
2.
Click
to close the report.
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Saving a Report After reviewing your report, you can save it and assign it to a specific report group. Figure 22-13:Click to save the report.
Save the report. 1.
In the Report wizard, click Next.
2.
Click Save Report.
3.
When prompted, click OK.
4.
Click Finish.
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Lesson 22 – Reporting Performance
Assigning Report Group and Report Scope To make locating a report easier, assign it to a report group. A report can be assigned to only one report group. You can also assign a report scope of Global or Current Project. You can run Global reports for any project and you can run Current Project reports for the open project only. The new report you just created is a resource report, so you will assign it to the Resource-Loading report group. Figure 22-14:Assign the report to a group so it can be categorized and located more easily.
Assign a report to a report group. 1.
In the Reports List, select the new report, Resource Activity Assignments with Notebooks.
2.
In the Report Group field in Report Details (bottom of screen), click
3.
Select Resource, Loading, and then click
4.
In the Report Table, locate the newly created report in the report group, Resource, Loading, and confirm that it is still selected.
5.
In the Report Scope list in Report Details, select Current Project.
.
.
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Creating a Time-Distributed Report A time-distributed report enables you to create reports that display time-phased unit or cost data. In the following example, your organization requires that you report project-related expenses on a quarterly basis. Below you will create a report that lists expense costs – actual, budgeted, and remaining – in the BLDG-22 project for the first quarter of 2018. Figure 22-15:Select the Time Distributed Data check box, and then select a subject area.
Use the Report wizard to create a time-distributed report. 1.
Click
.
2.
Confirm that the option, New Report, is selected.
3.
Click Next.
4.
Select the Time Distributed Data check box.
5.
Select a subject area, Project Expenses.
6.
Click Next.
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Lesson 22 – Reporting Performance
Next, select the columns for the report. Figure 22-16:Expense Item and Activity ID are selected.
Select columns for a report. 1.
Click Columns.
2.
Click
3.
In the Available Options section, select Activity ID and click section.
4.
Click OK.
to remove all data items from the Selected Options section except for Expense Item. to move it to the Selected Options
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Next, select parameters for grouping and sorting in the report. Figure 22-17:Click Sort and use the Sort dialog box to specify sorting by Activity ID.
Set grouping and sorting parameters. 1.
In the Report wizard, click Group and Sort.
2.
Select the Show Grand Totals check box to include a grand total row in the report.
3.
In the Group By column, confirm Total.
4.
Click Sort.
5.
Click in the Field Name list, and then select Activity ID.
6.
Click OK twice to exit each of the dialog boxes.
7.
In the Report wizard, click Next.
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Lesson 22 – Reporting Performance
The Timescale dialog box enables you to specify the date range for your time distributed report. Select a Timescale Start, Date Interval, and Timescale Finish. You can customize the Timescale fields by adding a + or a -. For example, PS + 1M equals Project Start plus one month. The Duration option is used to specify a Finish date for the report. For example, if the Duration is 2 and the Date Interval is Weeks, the report will include information for a two-week period following the specified start date. Figure 22-18:Set the Timescale Start and Timescale Finish.
Set the timescale for a report. 1.
Click Timescale.
2.
In the Timescale Start field, click
3.
Click Custom Date and then select 01-Jan-18.
4.
In the Timescale Finish field, click
5.
Click Custom Date and then select 31-Mar-18.
6.
Click OK.
.
.
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Next, select time interval fields. Figure 22-19:Data items in the Selected Options section.
Select time interval fields. 1.
Click Time Interval Fields.
2.
In the Available Options section, click
3.
Click section.
4.
Click OK.
to expand Time Interval and General grouping bands.
to move Actual Cost, Budgeted Cost, and Remaining Cost to the Selected Options
Figure 22-20:Select the Show Total check box.
5.
Select the Show Total check box.
6.
Click Next.
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Lesson 22 – Reporting Performance
Finally, you will title the report and view it. Figure 22-21:The report, displayed in Print Preview, lists expense costs in the first quarter of 2018.
Type a title and view the report. 1.
Type a title .
2.
Click Next.
3.
Click Run Report.
4.
Confirm that Print Preview is selected, and then click OK.
5.
After viewing the report, click
6.
Click Next.
7.
Click Save Report.
8.
When prompted, click OK.
9.
Click Finish.
to close Print Preview.
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Creating a Report Using the Current Layout The Report wizard can also be used to create reports based on a currently displayed layout. Reports can be modified as they are built through the wizard. Figure 22-22:The layout name is indicated in the Layout Options bar.
Create a report using the current layout as a template. 1.
Click the Activities tab at the top of the screen.
2.
On the Layout Options bar, click Layout, Open.
3.
Select a layout, Budgeted and Actual Costs, and then click Open.
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Figure 22-23:Select Use Current Screen in the Report wizard.
Run the Report wizard from the Activities window. 1.
On the Tools menu, click Report Wizard.
2.
Select Use Current Screen.
3.
Click Next to advance through the next two screens, reviewing the data selected for each screen.
4.
In the Configure Selected Subject Areas screen, click Group & Sort.
5.
In the Group and Sort dialog box, click Default, and then click OK.
6.
Click Next.
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Figure 22-24:Type a title for the report.
Type a report title. 1.
Type a title .
2.
Click Next.
3.
Click Run Report.
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Lesson 22 – Reporting Performance
Figure 22-25:The report is based on the current layout.
View and save a report. 1.
Confirm that Print Preview is selected.
2.
Click OK.
3.
After viewing the report, click
4.
In the wizard, click Next.
5.
Click Save Report, and then click OK.
6.
Click Finish.
to close Print Preview.
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Creating Batch Reports Batch Reports enables you to run a series of global or project reports at one time. When creating a batch report, choose the type of batch report to create:
Global – Create a batch of global reports.
Project – Create a batch of project reports. This option is only available if projects are open.
After defining the batch report, assign global or project reports to the batch report. Figure 22-26: Click to assign individual reports to the batch report.
Create a report batch. 1.
On the Tools menu, click Reports, Batch Reports.
2.
Select the batch report type, Global.
3.
Select the batch report, Project Weekly Reports.
4.
In the Reports section, click Assign.
5.
Ctrl+Click and select the following reports, SR-02 – Schedule Report with RESP – Sort by ES, TF and SR-04 – Schedule Report with Logs.
6.
Click
7.
Click
. and then click Close.
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Lesson 22 – Reporting Performance
Running Batch Reports Run batch reports from the Reports window. Select the report batch you want to run, and then right-click and select Run, Batch. Figure 22-27: Send the batch report as an e-mail attachment.
Run a batch report. 1.
Right-click in the Reports window and select Run, Batch.
2.
In the Batch Report column, select Project Weekly Reports.
3.
Click OK.
4.
In the Run Report dialog box, select HTML Files.
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Viewing the Report You can view report from the batch report in an internet browser. Figure 22-28:Click the report link to view the report.
Viewing the HTML reports. 1.
Click OK.
2.
Click the report title, SR-02 Schedule Report with RESP – Sort by ES, TF.
3.
Close the browser window.
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Lesson Review Key Concepts
The Reports window displays reports for schedule, resource, and cost.
You can report schedule performance by choosing one of the pre-defined schedule reports listed in the Reports window.
The Report wizard enables you to easily create a wide variety of reports. The reports can be modified as they are built, or they can be reopened and modified later. To create a wizard report:
Select a base table and pertinent data fields.
Organize the data via grouping, sorting, and filtering options.
The Report wizard can also be used to create reports based on the layout that is currently displayed.
Review Questions 1.
True or False: Reports can be assigned to multiple report groups.
2.
Which of the following can be modified in the Report wizard? a. Data items b. Grouping c.
Filters
d. All of the above
BS Grupo SฺAฺCฺ
Case Study 4: Project Execution and Control
Copyright © 2010, Oracle. All rights reserved.
Case Study 4 – Execution and Control Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
75
BS Grupo SฺAฺCฺ 500
Case Study 4 – Execution and Control
Project Execution and Control Background The project started on 5-Mar-18 as planned and has been updated at weekly intervals to 23-Apr-18. So far, the project is progressing according to plan. In this case study, you will update the project through the next three status updating periods. Please note: Although Actual Units are automatically calculated based on the Percent Complete of an activity, you will manually update the Actual Units of some activities below to account for changes in the project plan.
Objectives 1.
Open a project, RENO-4 RENO – Project Execution and Control. In the Activities window, open a layout, Classic WBS.
2.
Update the project for the status period 23-Apr-18 to 30-Apr-18. a. Activate the Progress Spotlight, and confirm the status updating period, 23-Apr-18 to 30-Apr18. b. On the Status and Resources tabs in Activity Details, update or confirm activity data as specified in the following table:
Activity
Updating Actions
A1060
Finished on 26-Apr-18.
A1070
Started on 27-Apr-18. Remaining Duration = 2d.
A1110
Finished on 24-Apr-18.
A1120
Started on 25-Apr-18. Remaining Duration = 12d.
A1140
Work continued on activity. Remaining Duration = 4d.
c.
Actual Units Bryce Manthorne: 30h Laborer-Renovation: 60h Laborer/Supervisor-Renovation: 60h Inspector-Renovation: 5h Laborer-Renovation: 40h Laborer/Supervisor-Renovation: 40h
Reschedule the project with a new data date of 30-April-18.
d. Is the project still on schedule?
BS Grupo SฺAฺCฺ Case Study 4 – Execution and Control
3.
501
Next you will update the project for the status period from 30-Apr-18 to 7-May-18. During this period, it was discovered that vandals had gained access to the work site over the weekend and caused damage to several floor structures and to the hydraulic equipment being used to repair them. Work on activity A1120 was suspended to enable an inspection by insurance adjusters and an investigation by local police. Replacement parts for the damaged hydraulic equipment were ordered through suppliers. a. Activate the Progress Spotlight, and confirm the status updating period, 30-Apr-18 to 7-May18. b. On the Status and Resources tabs in Activity Details, update or confirm activity data as specified in the following table:
Activity
Updating Actions
Actual Units Backhoe: 12h Bryce Manthorne: 6h Earth Compactor: 12h
A1070
Finished on 1-May-18.
A1330
Started on 2-May-18. Remaining Duration = 1d.
A1120
Work suspended on 30-Apr-18. Remaining Duration = 12d. Bryce Manthorne: 34h Carpenter-Renovation: 65h LaborerRenovation: 135h Laborer/SupervisorRenovation: 135h
A1140
Finished on 3-May-18.
A1170 A1180 A1190
Started on 4-May-18. Remaining Duration = 14d.
c.
The vandalism to the work site must be documented. On the Notebook tab for activity A1120, add a Notebook topic, Problems Encountered, and type a description .
d. On the Expenses tab, enter a new expense for activity A1120 as specified in the table below: Data Field
Entry Value
Expense Item
Replacement parts for hydraulic jacks
Expense Category
Equipment
Accrual Type
Start of Activity
Budgeted Units
1.00
Price / Unit
$8,000.00
Budgeted Cost
$8,000.00
Actual Cost
$8,000.00
Remaining Cost
$0.00
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Case Study 4 – Execution and Control
4.
e.
Reschedule the project with a new data date of 7-May-18.
f.
Is the project still on schedule?
Next you will update the project for the status period 7-May-18 to 14-May-18. During this time, work resumed on activity A1120. a. Activate the Progress Spotlight and confirm the status updating period, 7-May-18 to 14-May18. b. On the Status and Resources tabs in Activity Details, update or confirm activity data as specified in the following table:
Activity
Updating Actions
A1100
Started on 8-May-18. Remaining Duration = 1d.
A1330
Finished on 7-May-18.
A1120
Work resumed on 10-May-18. Remaining Duration = 10d.
A1150
Started on 8-May-18. Remaining Duration = 1d.
A1170 A1180 A1190
Remaining Duration = 9d.
A1200
c.
Started on 8-May-18. Finished on 11-May-18.
Actual Units Inspector-Renovation: 4h Laborer-Renovation: 32h Laborer/Supervisor-Renovation: 32h
High Pressure Washer: 32h Inspector-Renovation: 4h LaborerRenovation: 32h Laborer/SupervisorRenovation: 32h
On the Notebook tab for activity A1120, update the Problems Encountered topic to reflect that work resumed on the activity on 10-May-18.
d. Reschedule the project with a new data date of 14-May-18. e. 5.
How far behind schedule is the project now?
Due to the vandalism and the suspension of activity A1120, the project has slipped significantly behind schedule. You will add a second laborer to the activity, enabling the activity to be completed in half the time: 5 days instead of 10 days. Show the addition of a second laborer by doubling the Remaining Units/Time from 8h/d to 16 h/d. This reflects two laborers, each working 8 h/d. a. Select activity A1120. On the Status tab in Activity Details, change Remaining Duration to 5d. When you changed the Remaining Duration to 5 days above, P6 Professional calculated that 10 days of work have already been done: Original Duration (15d) – Remaining Duration (5d) = 10d. However, in reality, only 5 days of work have been completed.
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You will manually change values on the Resources tab in Activity Details to reflect the revised Remaining Duration and the addition of a second laborer. b. On the Resources tab, customize columns and update resource data as indicated in the table below: Column
Value
Budgeted Units
120h
This reflects 40h/week for the original 15d duration of the activity
Actual Units
40h
This reflects the 40h already performed by the laborer before the activity was suspended.
Remaining Units
80h
This reflects the remaining work for two laborers each working 40h to complete the activity in the 5d Remaining Duration.
Remaining Units/Time
16h/d
This reflects the combined remaining units of two laborers each working 8h/d.
c.
Explanation
Press F5 on your keyboard to refresh the data.
d. Schedule the project with a data date of 14-May-18. e. 6.
Is the project on schedule now?
To put the project fully back on schedule, you will make a change to the relationship between two successors to activity A1120, which were all affected when A1120 was suspended. There is a Finish to Start relationship between activity A1130 – Install subflooring and its successor, A1370 – Build new interior non-bearing walls. Instead of waiting for the subflooring to be completed, however, there should be enough subflooring installed after a couple of days to begin building the interior walls a. Select activity A1130. Change the Finish to Start relationship with its successor, A1370, to a Start to Start relationship with 2 days of lag. b. Add a Finish to Start relationship between A1130 and its successor, A1280, to close the open end on A1130. c.
Schedule the project with a data date of 14-May-18.
d. Is the project on schedule now? 7.
Now that the project is back on track to meet its Must Finish By date, use the Resource Usage Profile to check the project’s resources for overallocation. (On the Resource Usage Profile leftpane Display Options bar, click Filter By, Current Project’s Resources and on the right-pane Display Options bar, click to remove the check mark in front of Show All Projects.) a. Are any resources overallocated?
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Case Study 4 – Execution and Control
8.
After analyzing the schedule and resources and re-optimizing the project plan, check for the impact of the changes on the project’s budget. a. Open a layout, Analyzing the Budget, and add an At Completion Total Cost column to the layout. b. Is the project still within its Original Budget of $190,000?
BS Grupo SฺAฺCฺ Case Study 4 – Execution and Control
Notes
505
BS Grupo SฺAฺCฺ
SECTION V
Advanced Project Analysis
Duration Types Calculating Percent Complete Earned Value Managing Multiple Projects Advanced Scheduling
Copyright © 2010, Oracle. All rights reserved.
BS Grupo SฺAฺCฺ
Duration Types
Copyright © 2010, Oracle. All rights reserved.
Lesson 23 – Duration Types Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
30
10
20
5
65
BS Grupo SฺAฺCฺ 508
Lesson 23 – Duration Types
Objectives After completing this lesson, you should be able to: • Determine which duration type works best in a given situation. • Assign a duration type to an activity.
Copyright © 2010, Oracle. All rights reserved.
BS Grupo SฺAฺCฺ Lesson 23 – Duration Types
509
Time and Work This equation expresses the relationship between the length of time a resource spends on an activity and the amount of work that the resource performs.
Duration X Units/Time = Units Examples: 2 days X 8 hrs/day = 16 hours 3 days X 4 hrs/day = 12 hours 5 days X 16 hrs/day = 80 hours
Copyright © 2010, Oracle. All rights reserved.
BS Grupo SฺAฺCฺ 510
Lesson 23 – Duration Types
Time and Work For a Non-Progressed Activity: Original Duration X Budgeted Units/Time = Budgeted Units
For a Progressed Activity: Remaining Duration X Remaining Units/Time = Remaining Units
Related equations: Actual Units + Remaining Units = At Completion Units Budgeted Units – At Completion Units = Variance (in Units)
Copyright © 2010, Oracle. All rights reserved.
BS Grupo SฺAฺCฺ Lesson 23 – Duration Types
511
Duration Type Duration Type controls how P6 Professional recalculates the time/work equation when one of the equation’s variables is changed. There are four Duration Types: • Fixed Duration & Units • Fixed Duration and Units/Time • Fixed Units • Fixed Units/Time
Copyright © 2010, Oracle. All rights reserved.
BS Grupo SฺAฺCฺ 512
Lesson 23 – Duration Types
Choosing a Duration Type Use the following table as a reference when selecting Duration Types: Duration X Units/Time = Units If you do not want P6 Professional to recalculate…
…then use:
Budget or work effort
Fixed Units
Daily resource allocation
Fixed Units/Time
If you do not want P6 to recalculate the schedule and…
…then use:
Budget or work effort
Fixed Duration & Units
Daily resource allocation
Fixed Duration and Units/Time
Copyright © 2010, Oracle. All rights reserved.
BS Grupo SฺAฺCฺ Lesson 23 – Duration Types
513
Recalculating the Time/Work Equation This table indicates which of the equation’s values recalculates when one of the variables is changed. Duration X Units/Time = Units
• •
Duration Type
When duration is changed, what is recalculated?
When units/time is changed, what is recalculated?
When units are changed, what is recalculated?
Fixed Units/Time
Units
Duration
Duration
Fixed Duration and Units/Time
Units
Units
Units/Time
Fixed Units
Units/Time
Duration
Duration
Fixed Duration & Units
Units/Time
Units
Units/Time
If the duration is fixed, P6 Professional will never recalculate the duration. If the duration is not fixed, P6 Professional will always recalculate the duration. Copyright © 2010, Oracle. All rights reserved.
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Lesson 23 – Duration Types
Duration Type: Fixed Units/Time • •
Indicates that resource availability is limited. Choose Fixed Units/Time if you are planning the activity according to the resources assigned to the activity and need to focus on: – Resource availability – Resource overallocation or underutilization
Duration Type
When duration is changed, what is recalculated?
When units/time is changed, what is recalculated?
When units are changed, what is recalculated?
Fixed Units/Time
Units
Duration
Duration
Copyright © 2010, Oracle. All rights reserved.
BS Grupo SฺAฺCฺ Lesson 23 – Duration Types
515
Duration Type: Fixed Units/Time Fill in the columns in the table below so that the equation remains true. Duration X (Fixed) Units/Time = Units
Change Duration Change Units/Time
Duration
Fixed Units/Time
Units
10 d
8 h/d
80 h
5d 4 h/d
Change Units
120 h
Copyright © 2010, Oracle. All rights reserved.
BS Grupo SฺAฺCฺ 516
Lesson 23 – Duration Types
Duration Type: Fixed Duration and Units/Time •
•
Indicates that duration and units/time are not subject to change regardlesss of the number of resources assigned to the activity. Choose Fixed Duration and Units/Time if: – You are planning the activity in terms of the calendar or schedule dates. – The activity has a “drop-dead date.” – You are entering an original duration value for the activity rather than budgeted labor units. Duration Type
Fixed Duration and Units/Time
When duration is changed, what is recalculated?
When units/time is changed, what is recalculated?
When units are changed, what is recalculated?
Units
Units
Units/Time
Copyright © 2010, Oracle. All rights reserved.
BS Grupo SฺAฺCฺ Lesson 23 – Duration Types
517
Duration Type: Fixed Duration and Units/Time Fill in the columns in the table below so that the equation remains true. (Fixed) Duration X (Fixed) Units/Time = Units
Change Duration Change Units/Time
Fixed Duration
Fixed Units/Time
Units
10 d
8 h/d
80 h
5d 4 h/d
Change Units
120 h
Copyright © 2010, Oracle. All rights reserved.
BS Grupo SฺAฺCฺ 518
Lesson 23 – Duration Types
Duration Type: Fixed Units •
•
Indicates that the work effort (labor units) assigned to the activity is not subject to change. Since cost is directly correlated with units, it is also not subject to change. Choose Fixed Units if: – You are planning the activity in terms of work effort or budget. – You are entering Budgeted Labor Units for the activity rather than Original Duration.
Duration Type
When duration is changed, what is recalculated?
When units/time is changed, what is recalculated?
When units are changed, what is recalculated?
Fixed Units
Units/Time
Duration
Duration
Copyright © 2010, Oracle. All rights reserved.
BS Grupo SฺAฺCฺ Lesson 23 – Duration Types
519
Duration Type: Fixed Units Fill in the columns in the table below so that the equation remains true. Duration X Units/Time = (Fixed) Units
Change Duration Change Units/Time
Duration
Units/Time
Fixed Units
10 d
8 h/d
80 h
5d 4 h/d
Change Units
120 h
Copyright © 2010, Oracle. All rights reserved.
BS Grupo SฺAฺCฺ 520
Lesson 23 – Duration Types
Duration Type: Fixed Duration & Units • •
Indicates that the Units/Time should be recalculated if either the duration or units are changed. Choose Fixed Duration & Units if: – You are planning the activity in terms of schedule dates and its work effort. – The activity has a “drop-dead date,” and you know the total effort required to complete the activity. Duration Type
When duration is changed, what is recalculated?
When units/time is changed, what is recalculated?
When units are changed, what is recalculated?
Fixed Duration & Units
Units/Time
Units
Units/Time
Copyright © 2010, Oracle. All rights reserved.
BS Grupo SฺAฺCฺ Lesson 23 – Duration Types
521
Duration Type: Fixed Duration & Units Fill in the columns in the table below so that the equation remains true. (Fixed) Duration X Units/Time = (Fixed) Units
Change Duration Change Units/Time
Fixed Duration
Units/Time
Fixed Units
10 d
8 h/d
80 h
5d 4 h/d
Change Units
120 h
Copyright © 2010, Oracle. All rights reserved.
BS Grupo SฺAฺCฺ 522
Lesson 23 – Duration Types
Overview: Using Duration Types Duration Type controls how P6 Professional handles the relationships between duration, units, and units/time for activity resource assignments. A default duration type can be specified for all new activities on the Defaults tab in Project Details. If necessary, an individual activity’s Duration Type can be modified on the General tab in Activity Details.
Click the General tab in Activity Details to access the Duration Type setting for individual activities. Use the Resources tab in Activity Details to enter changes to a resource assignment’s duration, units, or units/time.
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523
Practice: Using Duration Types In this practice you will:
Assign a default Duration Type at the project level.
Assign a Duration Type to an activity.
Make changes to a resource assignment’s duration, units, and units/time values and observe which elements of the time/work equation are recalculated in response to each change.
Assigning a Duration Type The default Duration Type assigned to all new activities is set at the project level. Figure 23-1: Use the Duration Type list on the Defaults tab in Project Details to select a default Duration Type for new activities in the project.
Assign a default Duration Type for a project. 1.
Open a project, BLDG-23 BLDG – Duration Types.
2.
Click the Projects view tab near the top of the screen to navigate to the Projects window.
3.
In the Project Table, select the open project, Bldg-23.
4.
In Project Details, click the Defaults tab.
5.
In the Duration Type list, select Fixed Duration and Units/Time.
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Lesson 23 – Duration Types
You can modify the Duration Type for each activity. Figure 23-2: Use the Duration Type list on the General tab in Activity Details to assign a duration type for a single activity.
Change the Duration Type for an activity. 1.
Click the Activities tab at the top of the screen.
2.
On the Layout Options bar, click Layout, Open.
3.
Select a layout, Duration Types, and then click Open.
4.
Select an activity, BA1100 –- Activity B.
5.
In Activity Details, click the General tab.
6.
In the Duration Type list, select Fixed Duration and Units/Time.
?
Why didn’t the activity’s Duration Type change when you changed the default Duration Type on the previous page?
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525
Modifying an Activity with Fixed Units/Time Duration Type In the following series of exercises, Paul Kim’s availability is fixed. He will work 8 hours per day unless you enter a new Units/Time value. In turn, you will enter new Budgeted Units, Original Duration, Budgeted Units/Time, and add a new resource on the activity in order to view how each change causes other elements of the equation to recalculate.
Changing Units You will enter new Budgeted Units for Paul Kim. Because Paul’s Units/Time is fixed (8 h/d), the duration of the activity will automatically recalculate. Duration (recalculated)
X
Resource Units/Time (fixed)
=
Units (changed) Figure 23-3: When Budgeted Units are doubled – from 80h to 160h – the Original Duration recalculates from 10d to 20d.
Enter new Budgeted Units for a resource. 1.
Select an activity, BA1000 – Activity A.
2.
View the Duration Type on the General tab.
3.
In Activity Details, click the Resources tab.
? 4.
What is the Original Duration of Paul Kim’s resource assignment?
In the Budgeted Units column, type and press Enter on your keyboard.
?
Now, what is the Original Duration of Paul Kim’s resource assignment?
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Lesson 23 – Duration Types
Changing Duration In the next exercise, you will increase the duration of Paul Kim’s resource assignment. Since Paul’s Units/Time remains fixed at 8 hours per day, the amount of work (units) will also increase. Duration (changed)
X
Resource Units/Time (fixed)
=
Units (recalculated) Figure 23-4: Changing duration causes the number of Budgeted Units to recalculate.
Increase the duration of the resource assignment. 1.
In the Activity Table, confirm that activity BA1000 – Activity A is selected.
2.
In the Original Duration column in Activity Details, type and press Enter on your keyboard.
? ?
What are Paul Kim’s Budgeted Units now? Have there been any other changes caused by the new duration?
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527
Changing Units/Time Next, you will assign Paul Kim to work 4 hours per day. The amount of work does not change so the duration is recalculated. After noting the recalculated duration, you will restore Paul’s Units/Time to 8 hours per day. Duration (recalculated)
X
Resource Units/Time (changed)
=
Units (unchanged) Figure 23-5: When Paul Kim’s Units/Time is cut in half, the duration of his resource assignment doubles in response.
Change the Units/Time assigned to a resource. 1.
In the Budgeted Units/Time column, type and press Enter on your keyboard.
? 2.
What is the duration of Paul Kim’s resource assignment now?
In the Budgeted Units/Time column, type and press Enter on your keyboard. Note that the Original Duration of Paul’s resource assignment has returned to 40 days.
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Lesson 23 – Duration Types
Adding a Resource You will adjust the length of the work day for Paul Kim and add another resource to the activity. By adding another resource, the duration of the resource assignment is cut in half. Before proceeding with the exercise, however, you will need to confirm a setting in User Preferences. Duration (recalculated)
X
Resource Units/Time (fixed)
=
Units (unchanged) Figure 23-6: Adding another resource causes the Original Duration of each resource assignment to change from 40 days to 20 days.
Add a second resource to an activity. 1.
On the Edit menu, click User Preferences.
2.
Click the Calculations tab.
3.
In the Resource Assignments section, select Recalculate the Units, Duration, and Units/Time for existing assignments based on the activity Duration Type, and then close the User Preferences dialog box.
4.
In the Resources tab in Activity Details, click Add Resource.
5.
On the Assign Resources dialog Display Options bar, click Filter By, All Resources.
6.
Select a resource, WR – Wendy Resner, and then click
7.
Close the Assign Resources dialog box.
?
.
What are the total Budgeted Units for the activity?
8.
On the Edit menu, click User Preferences.
9.
Click the Calculations tab.
10. In the Resource Assignments section, select Preserve the Units, Duration, and Units/Time for existing assignments, and then close the User Preferences dialog box.
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Lesson Review Key Concepts
The Duration Type setting determines how duration, units, and units/time are synchronized for activity resource assignments so that the following equation is always true: Duration X Resource Units/Time = Units.
The default Duration Type setting for all new activities is set at the project level on the Defaults tab in Project Details.
You can modify the default Duration Type for activities as necessary at the activity level on the General tab in Activity Details.
Review Questions 1.
Which Duration Type would you choose for an activity if resource availability was fixed at 8h/d? a. Fixed Units/Time b. Fixed Units c.
Fixed Duration & Units
d. Fixed Duration and Units/Time 2.
True or False: If an activity has a "drop dead date," you should set the Duration Type to Fixed Units.
3.
True or False: If the Duration Type of an activity is Fixed Duration & Units, P6 Professional will not recalculate the duration when a change is made to either resource units or units/time.
4.
Which Duration Type would you choose for an activity with a fixed schedule and budget? a. Fixed Units/Time b. Fixed Units c.
Fixed Duration & Units
d. Fixed Duration and Units/Time
BS Grupo SฺAฺCฺ 530
Notes
Lesson 23 – Duration Types
BS Grupo SฺAฺCฺ
Calculating Percent Complete
Copyright © 2010, Oracle. All rights reserved.
Lesson 24 – Calculating Percent Complete Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
10
15
30
5
60
BS Grupo SฺAฺCฺ 532
Lesson 24 – Calculating Percent Complete
Objectives After completing this lesson, you should be able to: • Describe the three Percent Complete types. • Determine which Percent Complete type to use based on how your organization reports progress. • Explain how activity percentages are calculated based on the Percent Complete type chosen. • Use weighted steps to calculate Percent Complete.
Copyright © 2010, Oracle. All rights reserved.
BS Grupo SฺAฺCฺ Lesson 24 – Calculating Percent Complete
Percent Complete • • •
Used to identify the amount of work completed on an activity. Assigned at the project level but may be changed at the activity level. Three types: – Duration Percent Complete – Units Percent Complete – Physical Percent Complete
•
Selected type displays as field in Status tab in Activity Details. – Determines Activity % Complete, which can be displayed as column in Activity Table.
Copyright © 2010, Oracle. All rights reserved.
533
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Lesson 24 – Calculating Percent Complete
Duration Percent Complete • • • •
Use if you record progress based on the number of work days remaining (i.e., Remaining Duration). Activity is duration-driven. Default type in P6 Professional. Calculated as:
[(Original Duration – Remaining Duration)/Original Duration] X 100
Copyright © 2010, Oracle. All rights reserved.
BS Grupo SฺAฺCฺ Lesson 24 – Calculating Percent Complete
Units Percent Complete •
• •
Use if you record progress based on actual work effort accomplished and remaining work effort needed to complete (i.e., Remaining Units). Activity is work-effort driven. Calculated as: (Actual Units/At Completion Units) X 100
Copyright © 2010, Oracle. All rights reserved.
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Lesson 24 – Calculating Percent Complete
Physical Percent Complete • • •
Use if you record progress based on personal judgment. Activity is work-product driven. Manually entered – not calculated.
Copyright © 2010, Oracle. All rights reserved.
BS Grupo SฺAฺCฺ Lesson 24 – Calculating Percent Complete
Weighted Steps •
• •
Used to calculate Activity Percent Complete based on the relative weights of completed vs. non-completed steps. Weight of a step can be any number from 0 to 999,999. Weights are relative based on a total of 100%.
Copyright © 2010, Oracle. All rights reserved.
537
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Lesson 24 – Calculating Percent Complete
Overview: Calculating Percent Complete The default percent complete type is set at the project level in the Projects window but can be changed at the activity level in the Activities window. Tabs in Activity Details are used to status Physical Percent Complete and to create weighted steps.
On the Enterprise menu, click Projects to access the Projects Window where you can specify the default Percent Complete type on the Defaults tab in Project Details. Use the General tab in Activity Details to change the percent complete type for an individual activity. Use the Status tab in Activity Details to update the Remaining Duration and Physical Percent Complete values for progressed activities. Use the Resources tab in Activity Details to update Actual Units and Remaining Units for resources working on progressed activities. Use the Steps tab in Activity Details to create weighted steps for calculating Physical Percent Complete. View Percent Complete calculations in columns in the Activity Table.
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539
Practice: Calculating Percent Complete In this practice you will:
Set the default percent complete type for a project.
Change the percent complete type for an individual activity.
Update activities based on each of the percent complete types.
Use weighted steps to calculate an activity’s percent complete.
Assigning a Percent Complete Type When a project is created, the default percent complete type for new activities is Duration Percent Complete. This can be changed at the project level so that new activities will be assigned a new default Percent Complete type but existing activities will retain their originally assigned type. Figure 24-1: Assign a default percent complete type for the project.
Set the default percent complete type for a project. 1.
Open a project, BLDG-24 BLDG – Calculating Percent Complete.
2.
Click the Projects view tab near the top of the screen.
3.
On the Layout Options bar, click Layout, Open.
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Lesson 24 – Calculating Percent Complete
4.
Select a layout, Selected Tabs, and then click Open.
5.
In the Project Table, select the opened project, BLDG-24.
6.
In Project Details, click the Defaults tab.
7.
In the Percent Complete Type list, select Physical.
You can also modify the Percent Complete type at the activity level. Figure 24-2: Assign a Percent Complete type to an activity.
Change the Percent Complete type of an activity. 1.
Click the Activities view tab near the top of the screen.
2.
On the Layout Options bar, click Layout, Open.
3.
Select a layout, Percent Complete Types, and then click Open.
4.
Select an activity, BA1000 – Activity A.
5.
Click the General tab.
6.
In the % Complete Type list, select Physical.
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541
Updating Activities Based on Physical Percent Complete Physical Percent Complete reflects the actual progress on an activity. To update an activity, type the following:
A value into the Physical Percent field.
A Remaining Duration.
Each resource’s Actual Units. Figure 24-3: The Activity % Complete field is being driven by the Physical % Complete field.
Enter a Physical Percent Complete value for an activity. 1.
In the Activity Table, confirm that Activity A is selected.
2.
Click the Status tab.
3.
Select the Started check box.
4.
In the Physical % Complete field, type and then press Enter on your keyboard.
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Update the Remaining Duration and Actual Units. Figure 24-4: Duration Percent Complete and Units Percent Complete are calculated.
Enter the Remaining Duration and Actual Units for an activity. 1.
In the Remaining (duration) field, type and press Enter.
?
What is the Activity % Complete for Activity A?
2.
In Activity Details, click the Resources tab.
3.
Type the Actual Units expended by Oliver Rock, , and then press Enter on your keyboard.
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Updating Activities Based on Duration Percent Complete Select the Duration Percent Complete type when progress can most easily be reported in terms of actual days of work remaining. To record progress on an activity, update Remaining Duration and each resource’s Actual Units. Figure 24-5:Units Percent Complete is calculated.
Update the status of an activity. 1.
In the Activity Table, select an activity, BA1100 – Activity B. The activity’s percent complete is Duration Percent Complete.
2.
In the Status tab in Activity Details, select the Started check box.
3.
In the Remaining (duration) field, type and press Enter on your keyboard.
4.
Click the Resources tab.
5.
In the Actual Units field for Oliver Rock, type and press Enter on your keyboard. The resource’s Remaining Units equals the activity’s Remaining Duration multiplied by its Units/Time.
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Lesson 24 – Calculating Percent Complete
Updating Activities Based on Units Percent Complete Use Units Percent Complete to calculate an activity's percent complete from its resources’ Actual Units and At Completion units. To record progress for an activity, update each resource’s Actual Units and Remaining Units. Figure 24-6: Activity Percent Complete is equal to Units Percent Complete.
Modify the Percent Complete type and update an activity. 1.
In the Activity Table, select an activity, BA1200 – Activity C.
2.
In the General tab in Activity Details, select a % Complete Type, Units.
3.
In the Status tab, select the Started check box.
4.
Click the Resources tab.
5.
In the Actual Units field, type and press Enter.
6.
In the Remaining Units field, type and press Enter.
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Remaining Duration is updated based on the Remaining Units according to the equation: Remaining Duration = Remaining Units / Units per Time. Figure 24-7: The Remaining Duration has been recalculated.
View Remaining Duration on the Status tab. 1.
Click the Status tab.
?
What is the Remaining Duration for the activity?
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Weighted Steps Steps allow you to divide activities into smaller tasks and then to track the completion of those tasks. When you assign weights to the steps, the completion of each specific step drives the completion of the activity as a whole. The following two options must be set to use weighted steps:
In the Projects window, click the Calculations tab in Project Details. Select the Activity percent complete based on activity steps check box.
In the Activities window, click the General tab in Activity Details. Set the Percent Complete Type to Physical.
The use of weighted steps is best suited for large activities which contain several distinct steps and for calculating earned value.
Setting Up Weighted Steps The first option required for using weighted steps is set at the project level. This setting affects both existing and new activities. Figure 24-8: Mark the check box to base Activity Percent Complete on weighted steps.
Set the project-level option to use weighted steps. 1.
Click the Projects view tab to navigate to the Projects window.
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2.
In the Project Table, confirm that BLDG-24 is selected.
3.
In the Calculations tab in Project Details, select the Activity percent complete based on activity steps check box.
4.
When prompted, click Yes.
The second option required for weighted steps is set at the activity level. Figure 24-9: Specify the activity’s Percent Complete type.
Confirm the percent complete type for an activity. 1.
Click the Activities view tab to return to the Activities window.
2.
In the Activity Table, select an activity, BA1000 – Activity A.
3.
In Activity Details, click the General tab.
4.
In the % Complete Type list, confirm Physical.
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Adding Weighted Steps to Activities You must enter weights for each step. The weights are relative to each other with completion of all the steps equaling 100%. When weighted steps are used on an activity, the Physical % field on the Status tab in Activity Details becomes read-only. Figure 24-10: Step weights are added.
Add steps and weights to an activity. 1.
In Activity Details, click the Steps tab.
2.
In the left pane, click Add.
3.
Click Yes when prompted.
4.
Add the following steps and weights: a. Step , weight . b. Step , weight . c.
Step , weight .
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Updating Weighted Steps The Physical Percent Complete is based on the relative weights of the complete steps versus the incomplete steps.
Physical Percent Complete = Weight of completed step(s) / Sum of all Weights
The Activity % Complete and Physical % Complete columns are not editable. These columns are automatically calculated based upon the steps completed. Figure 24-11: Activity Percent Complete and Physical Percent Complete are both calculated to be 50% because the Write Materials step was marked completed.
View the Percent Complete calculations for completed steps. 1.
For the Write materials step, select the Completed check box.
2.
In the Activity Table, review the Activity % Complete and the Physical % Complete columns.
?
What are the Activity % Complete and the Physical % Complete values? Why?
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Lesson Review Key Concepts
Activity Percent Complete is used to identify the amount of work completed on an activity.
The Percent Complete type determines how an activity’s percent complete is updated.
Determine which Percent Complete type to use based on how your organization reports progress.
You can set the default Percent Complete type for all activities at the project level.
The Percent Complete type can be changed for individual activities at the activity level.
Review Questions 1.
Which of the following is not a Percent Complete type? a. Units b. Physical c.
Weight
d. Duration 2.
True or False: Units Percent Complete = (Actual Units/At Completion Units) * 100
3.
True or False: The Percent Complete type determines how Activity % Complete is calculated.
4.
True or False: The default percent complete type is Physical.
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Earned Value
Copyright © 2010, Oracle. All rights reserved.
Lesson 25 – Earned Value Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
30
15
30
5
80
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Lesson 25 – Earned Value
Objectives After completing this lesson, you should be able to: • Define earned value. • Define Performance Percent Complete. • Review the results of different earned value techniques. • Recognize the benefits of using earned value analysis.
Copyright © 2010, Oracle. All rights reserved.
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Earned Value Analysis •
A technique for measuring project performance. – Compares actual costs and schedule progress against planned costs and schedule progress.
•
Provides an objective evaluation of project performance at any point in the project schedule. – Valid performance measurements across all projects regardless of size, complexity, or budget range.
•
Provides an accurate forecast of a project’s final cost and finish date. – Results can be reliably predicted as early as within the first 15-20% of a project schedule.
Copyright © 2010, Oracle. All rights reserved.
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Lesson 25 – Earned Value
Essential Performance Variables Earned value calculations are based on three essential performance variables, measured at any point (data date) after the project has started: • Planned Value Cost – El valor monetario de la obra que debería haberse realizado antes de la fecha de datos si el proyecto hubiera procedido de acuerdo con el plan previsto. – ¿Cuánto se debería haber hecho en el trabajo?
•
Earned Value Cost – El valor monetario del trabajo realmente realizado por la fecha de los datos – ¿Cuánto se hizo realmente en el trabajo?
•
Actual Cost – El costo total real incurrido por la labor realizada en la fecha de los datos. – ¿Cuánto costó el trabajo terminado?
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Earned Value Analysis – A Simplified Example Project Plan: 10-day project to build 10 desks for $1,000 • $1,000 total value • 1 desk per day • $100 per desk
10 days
10 desks (1 desk/day)
Copyright © 2010, Oracle. All rights reserved.
$1,000 ($100/desk)
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Planned Value Cost (PV) At the end of day 5 of the project: • How many desks should have been built? 5 desks • What is the value of those desks that should have been built? 5 x $100 = $500
5 days
5 desks
Copyright © 2010, Oracle. All rights reserved.
$500
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Earned Value Cost (EV) At the end of day 5 of the project: • How many desks have actually been built? 3 desks • What is the value of those desks that have been built? 3 x $100 = $300
5 days
3 desks
Copyright © 2010, Oracle. All rights reserved.
$300
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Lesson 25 – Earned Value
Actual Cost (AC) At the end of day 5 of the project: • How much did it cost to build those three desks? $600
5 days
3 desks
Copyright © 2010, Oracle. All rights reserved.
$600
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Summary of Performance Variables At the end of day 5 of the project:
Planned Value Cost (PV) = $500
Earned Value Cost (EV) = $300
Actual Cost (AC) = $600
Copyright © 2010, Oracle. All rights reserved.
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Schedule Variance (SV) Schedule Variance is the difference between what was earned and what was planned: EV – PV = Schedule Variance In our example: $300 (EV) – $500 (PV) = – $200 (SV) A negative number indicates that the project is behind schedule.
Copyright © 2010, Oracle. All rights reserved.
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Cost Variance (CV) Cost Variance is the difference between what was earned and the actual cost: EV – AC = Cost Variance In our example: $300 (EV) – $600 (AC) = – $300 (CV) A negative number indicates that the project is over budget.
Copyright © 2010, Oracle. All rights reserved.
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Lesson 25 – Earned Value
Variance vs. Performance Index •
Schedule and Cost Variances merely indicate how much a project is ahead/behind schedule or over/under budget. – A variance of $300 is significant on a $1,000 project but considerably less significant on a $10 million project.
•
Schedule and Cost Performance indices each provide a ratio that relates variances to overall project dimensions and accurately gauges performance regardless of project size. – Performance indices can be used to forecast final schedule and cost outcomes.
Copyright © 2010, Oracle. All rights reserved.
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Schedule Performance Index (SPI) The Schedule Performance Index is the ratio of what was earned to what was planned: EV/PV = Schedule Performance Index In our example: 300/500 = .6 A number less than 1.0 indicates that the project is behind schedule. For every dollar of physical work this project had planned to accomplish, only $.60 was actually completed.
Copyright © 2010, Oracle. All rights reserved.
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Lesson 25 – Earned Value
Cost Performance Index (CPI) The Cost Performance Index is the ratio of what was earned to the actual cost: EV/AC = Cost Performance Index In our example: 300/600 = .5 A number less than 1.0 indicates that the project is over budget. For every project dollar spent, only $.50 in physical work was accomplished.
Copyright © 2010, Oracle. All rights reserved.
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Estimate to Complete (ETC) Estimate to Complete identifies how much money it will cost to complete a project from the point at which the earned value analysis is performed. The ETC is calculated using one of two formulas: • ETC = remaining cost for activity – Calculated as Remaining Units X Resource Price/Unit
•
ETC = Performance Factor X (Budget at Completion – Earned Value Cost) – Where the Performance Factor is calculated depending on the technique selected for the WBS.
Copyright © 2010, Oracle. All rights reserved.
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Lesson 25 – Earned Value
Performance Factor (PF) The Performance Factor is used to compute Estimate to Complete. The Performance Factor is calculated in one of four ways: • PF = 1 – Yields an overly optimistic result.
•
PF = 1/CPI – Yields an optimistic/realistic result.
•
PF = 1/(CPI X SPI) – Yields a pessimistic/realistic result.
•
PF = User Defined – Yields a variable result depending on the assumptions used to establish the PF.
Copyright © 2010, Oracle. All rights reserved.
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Earned Value Graph
Key SV Schedule Variance CV Cost Variance ETC Estimate to Complete BAC Budget at Completion EAC Estimate at Completion VAC Variance at Completion
Copyright © 2010, Oracle. All rights reserved.
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Notes
Lesson 25 – Earned Value
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Overview: Performing an Earned Value Analysis P6 Professional automates earned value analysis. Earned value settings are selected on tabs in WBS Details in the WBS window, and earned value calculations can be viewed in Activity Table columns in the Activities window.
In WBS Details, click the Earned Value tab to select settings for earned value calculations. On the Earned Value tab, choose a technique for computing performance percent complete for earned value calculations. Choose a technique for computing Estimate to Complete for earned value calculations. Click the WBS Milestones tab to create weighted milestones for computing performance percent complete. Use the view tabs to navigate back and forth between the WBS window and the Activities window.
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Practice: Performing an Earned Value Analysis In this practice you will:
Update activity progress on the Activity Details Status tab in the Activities window.
Reschedule the project and view earned value calculations in the columns of the Activity Table.
Earned Value Project Background The Building Addition project contains a single activity, BA1000, that spans from 08-Jan-18 to 19-Jan-18. A single resource is assigned to BA1000 for a total of 80 hours. The price/unit for the resource is $100 per hour; therefore, the Budgeted At Completion cost for BA1000 is $8,000. A baseline has been created. An active project baseline against which to measure actual performance is required for earned value analysis. Figure 25-1: The project has one activity, BA1000.
Open a project. 1.
Open a project, BLDG-25 BLDG – Earned Value.
2.
On the Layout Options bar, click Layout, Open.
3.
Select a layout, Earned Value Analysis, and then click Open.
Planned Value Cost, Actual Cost, and Earned Value Cost are zero because the activity has not started.
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Calculating Planned Value Cost Planned Value Cost is the cost of the work that should have been accomplished as of the data date, if the project had proceeded according to the baseline plan. Planned Value Cost = Budget at Completion X Schedule % Complete An alternative way to define Planned Value Cost: One day of work should have been completed with a single resource at 8 h/d and $100/h; therefore, 8hr x $100/h = $800. Figure 25-2: Planned Value Cost equals $800.
Schedule the project and view Planned Value Cost. 1.
On the Tools menu, click Schedule.
2.
Select a new data date, 09-Jan-18, and then click Schedule.
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Calculating Actual Cost Actual Cost is the actual total cost incurred for the work accomplished as of the data date. Actual Cost = Actual Labor Cost + Actual Nonlabor Cost + Actual Expense Cost + Actual Material Costs (Although there are no expenses or nonlabor costs in the present example, Actual Total Cost can be viewed on the Summary tab in Activity Details.) Figure 25-3: View the Actual Cost for labor and nonlabor resources on the Resources tab.
View Actual Cost. 1.
In Activity Details, click the Resources tab, and view the Actual Cost for the resource assignment.
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Calculating Earned Value Cost Earned Value Cost is the monetary value of work performed by a resource as of the data date. Earned Value Cost = Budget at Completion X Performance % Complete Since 25% of the work has been completed, 25% of the cost should have been incurred: $2000 (25% of $8,000). Figure 25-4: Earned Value Cost equals $2,000.
Update an activity and view the effect on Earned Value Cost. 1.
In Activity Details, click the Status tab.
2.
Select the Started check box and confirm a Start date, 09-Jan-18.
3.
In the Physical % field, type and in the Remaining Duration field, type . Performance Percent Complete is set to 25% because the activity’s Percent Complete Type is set to Physical (in the General tab). Physical % has been entered as 25%. Earned Value Cost is calculated as 25% of $8,000 = $2,000.
4.
Click the Resources tab, and in the Actual Units field, type .
5.
On the Tools menu, click Schedule, select a new data date, 15-Jan-18, and then click Schedule.
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Performance % Complete Accurate and reliable determination of Performance Percent Complete is essential to a meaningful earned value analysis. Performance Percent Complete can be different from the Activity Percent Complete depending on the technique used to compute it. Techniques are set at the WBS level and calculated as:
Activity percent complete – Calculated based on the activity’s percent complete type.
WBS Milestones percent complete – Calculated based on the completion of the WBS element’s weighted milestones.
0/100 – Calculated as 0% after an actual start is assigned, then as 100% after an actual finish is assigned.
50/50 – Calculated as 50% after an actual start is assigned, then as 100% after an actual finish is assigned.
Custom percent complete – Calculated as a user-defined percentage after an actual start is assigned, then as 100% after an actual finish is assigned. Figure 25-5: Settings can be viewed on the Earned Value tab in WBS Details.
View Earned Value settings in the WBS window. 1.
On the Project menu, click WBS.
2.
Select the top level of the WBS, BLDG-25.
3.
In WBS Details, click the Earned Value tab.
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Weighted Milestones WBS milestones can be used when higher-level task increments comprise a body of activities and you want to control the activities at the WBS level. When you assign weights to the WBS milestones, the completion of each specific milestone is used to calculate the performance percent complete of the WBS.
Weight of the milestone can be any number between 0 and 999999.
Performance Percent Complete is calculated based on the relative weights of the completed milestones versus the incomplete milestones.
Performance Percent Complete is applied to all the activities under that WBS element, and then rolled back up to the WBS.
The following option must be set to use weighted milestones: In the WBS window, click the Earned Value tab in WBS Details. Select the WBS Milestone percent complete check box. Figure 25-6: Select WBS Milestone percent complete.
Set WBS Milestone percent complete for computing Performance Percent Complete. 1.
In the Earned Value tab, select WBS Milestones percent complete.
2.
Click Yes when prompted.
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Creating Weighted Milestones In the WBS window, you must enter weights for each milestone. The weights are relative to one another based on 100% completion of all the milestones. Figure 25-7: Create weighted milestones on the WBS Milestones tab.
Create three WBS weighted milestones. 1.
Click the WBS Milestones tab.
2.
At the bottom of the tab, click Add.
3.
Add the following milestones and weights: a. Milestone , weight . b. Milestone , weight . c.
Milestone , weight .
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Updating Weighted Milestones The Milestone Percent Complete is based on the relative weights of the completed milestones versus the incomplete milestones. The Milestone Percent Complete is calculated as: Bids solicited = 30%, Contract awarded = 10.0%, Code written= 60.0%. Figure 25-8: The Milestone % Complete is based on the weights of the completed milestones.
Mark WBS milestones complete. 1.
Select the Completed check box for the first milestone, Bids solicited.
2.
Select the Completed check box for the second milestone, Contract awarded.
?
What is the Performance Percent Complete for the activity at this point?
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Effect of Weighted Milestones on Activities The Performance Percent Complete is set equal to the WBS milestones’ Percent Complete. Earned Value = Budget At Completion X Performance Percent Complete ($3,200.00 = $8,000.00 X 40%) Figure 25-9: Earned Value Cost equals $3,200.
View the calculations on an activity using weighted milestones. 1.
Click the Activities view tab to return to the Activities window.
The Performance Percent Complete is now set to 40% because two of the WBS milestones were completed. The Earned Value Cost is now calculated as 40% of $8,000 = $3,200.
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50/50 This technique assigns a Performance Percent Complete of 50% to an activity once the activity has been marked started, and 100% complete when the activity is marked completed. Figure 25-10: A 50/50 cost calculation.
$4000 = $8000 X 50%
View a 50/50 cost calculation. 1.
Click the WBS view tab near the top of the screen to return to the WBS window.
2.
In WBS Details, click the Earned Value tab.
3.
In the Technique for computing performance percent complete section, select 50/50.
4.
When prompted, click Yes.
5.
Click the Activities view tab.
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Lesson 25 – Earned Value
Activity Percent Complete Activity Percent Complete calculates Performance Percent Complete from the activity’s Percent Complete type. Figure 25-11: An Activity Percent Complete calculation.
View an Activity Percent Complete calculation. 1.
Click the WBS view tab.
2.
In the Earned Value tab Technique for computing performance percent complete section, select Activity percent complete.
3.
When prompted, click Yes.
4.
Click the Activities view tab.
The Performance % Complete is now set to 25% because the activity has an actual start and we are using the Activity % Complete of 25%. Consequently, the Earned Value Cost is now calculated as 25% of $8,000 = $2,000.
?
True or False: Selection of the technique for computing performance percent complete can have a significant impact on earned value calculations.
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Conclusions Based on Earned Value Once you have completed an updating cycle, you can draw conclusions about schedule and cost performance by comparing Planned Value Cost, Earned Value Cost, and Actual Cost. Figure 25-12: View Planned Value Cost, Earned Value Cost, and Actual Cost in the Activity Table.
Schedule Performance As of the data date, 30 hours of work is finished (Actual Labor Units), but only 25% of the activity is complete (Performance Percent Complete). The baseline indicates that half of the work should be complete (Schedule Percent Complete). This shows that the project is behind schedule.
Cost Performance As of the data date, the project has cost $3,000 (Actual Cost) to achieve only $2,000 worth of work (Earned Value Cost). The baseline indicates that $4,000 worth of work should have been accomplished (Planned Value Cost). This shows that the resources on the project are not working as efficiently as they should be. The project is running over budget.
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Lesson 25 – Earned Value
Cost and Schedule Performance Indices P6 Professional automatically calculates the Cost Performance Index and Schedule Performance Index.
Cost Performance Index (CPI)
Relates the physical work accomplished to the dollars spent to accomplish the work.
CPI = Earned Value Cost / Actual Cost
A value of less than one (1) indicates that actual costs have exceeded the value of the work accomplished.
For every project dollar spent, $0.67 in physical work was accomplished. Figure 25-13: A CPI value of less than 1 indicates that costs have exceeded the value of the work performed.
$2000 / $3000 = 0.67
View performance indices. 1.
On the Layout Options bar, click Layout, Open.
2.
Select a layout, Cost and Schedule Performance, and then click Open.
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Schedule Performance Index (SPI)
Relates the physical work accomplished to the amount of work that was planned.
SPI = Earned Value Cost / Planned Value Cost
A value of less than one (1) indicates that less work was actually performed than was scheduled.
For every dollar of work planned, only $.50 was actually completed. Figure 25-14: SPI relates the physical earned value accomplished against the amount of work that was planned.
$2000 / $4000 = 0.50
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Calculating Estimate to Complete Estimate to Complete identifies how much money you are projecting to spend from now through the end of your project. P6 Professional offers several techniques for calculating ETC. The selected technique is set at the WBS level. Figure 25-15: Estimate to Complete (ETC) settings in the Earned Value tab.
View the Earned Value tab in WBS Details. 1.
Click the WBS view tab.
2.
In the Earned Value tab in WBS Details, confirm that ETC = remaining cost for activity is selected in the Technique for computing Estimate to Complete (ETC) section.
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Using Remaining Cost for Activity to Calculate ETC Remaining cost for activity is the system default. It calculates ETC based on Remaining Units. However, this calculation does not take into account schedule delays cost overruns. Historical evidence shows that such negative trends do not correct themselves but tend to worsen over time. Figure 25-16: Using remaining cost for the activity, the calculated ETC is $6400.
64h X $100/h = $6400
View an ETC computation. 1.
Click the Activities view tab.
2.
View the ETC computation in the Activity Table.
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Using CPI to Calculate ETC Using CPI to calculate ETC represents a reliable indicator of the "minimum" total required costs. It is viewed as the most optimistic the project will do based on its history. Figure 25-17: Select a new setting for calculating the ETC.
Select a different technique for computing ETC. 1.
Click the WBS view tab.
2.
In the Technique for computing Estimate to Complete (ETC) section in WBS Details, select PF = 1/Cost Performance Index.
3.
When prompted, click Yes.
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ETC = PF X (Budget at Completion - Earned Value Cost)
Where PF = 1/CPI
(1/CPI) X (Budget at Completion - Earned Value Cost)
Therefore, ETC = (1/CPI) X (Budget at Completion - Earned Value Cost)
The ETC is $9,000, meaning that if the project progresses as it has in the past, it will cost $9,000 to complete the project. The original budget was $8,000 and when we complete the project it will cost $12,000 (Actual + ETC). Figure 25-18: Estimate to Complete is $9,000.
(1/0.67) X ($8000-$2000) = $9000
View an ETC computation. 1.
Click the Activities view tab.
2.
View the ETC computation in the Activity Table.
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Lesson 25 – Earned Value
Using CPI and SPI to Calculate ETC Using CPI and SPI to calculate ETC represents a reliable indicator of the "maximum" total required costs because it incorporates the cost overrun to date with a behind-schedule condition to produce the statistical forecast.
Viewed as the very worst the project will do based on its history. Figure 25-19: Select a new setting on the Earned Value tab.
Select a different technique for computing ETC. 1.
Click the WBS view tab.
2.
In the Technique for computing Estimate to Complete (ETC) section in WBS Details, select PF = 1 / (Cost Performance Index * Schedule Performance Index).
3.
When prompted, click Yes.
BS Grupo SฺAฺCฺ Lesson 25 – Earned Value
ETC = PF X (Budget at Completion - Earned Value Cost)
589
Where PF = 1/(CPI * SPI)
[1/(CPI X SPI)] X (Budget at Completion - Earned Value Cost)
The ETC is $18,000. This means that if the project progresses as it has in the past, it will cost $18,000 to complete the project. The project has already incurred $3,000 worth of costs, therefore the Estimate at Completion Cost (EAC) is $21,000. The original budget was $8,000, creating a Variance at Completion (VAC) of -$13,000. Figure 25-20: Estimate to Complete is $18,000.
1/(0.67 X 0.50) X ($8000 - $2000) = $18,000
View an ETC calculation. 1.
Click the Activities view tab.
2.
View the ETC calculation in the Activity Table.
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Lesson Review Key Concepts
Perform an earned value analysis to compare the budgeted (planned) cost of work to the actual cost.
Calculate the Planned Value, Earned Value, and Actual Costs to determine how much work should have been completed, how much work was completed, and how much the completed work cost.
Assign weights to WBS milestones and use the completion of each specific milestone to calculate the performance percent complete of the WBS.
Review Questions 1.
What is the cost of the work that should have been accomplished as of the data date, if the project proceeded according to the baseline plan? a. Actual Cost b. Planned Value Cost c.
Earned Value Cost
d. SPI 2.
Which of the following is used to calculate Planned Value Cost? a. Schedule % Complete b. Performance % Complete c.
Physical % Complete
d. Activity % Complete 3.
True or False: A CPI value of less than 1 indicates that actual costs have exceeded the value of the work performed.
4.
Which of the following relates the physical work accomplished against the amount of work that was planned to be accomplished? a. Earned Value Cost b. CPI c.
Actual Cost
d. SPI
BS Grupo SฺAฺCฺ
Managing Multiple Projects
Copyright © 2010, Oracle. All rights reserved.
Lesson 26 – Managing Multiple Projects Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
10
10
20
5
45
BS Grupo SฺAฺCฺ 592
Lesson 26 – Managing Multiple Projects
Objectives After completing this lesson, you should be able to: • Filter and apply progress to multiple projects. • Set the default project for multiple projects. • Explain how project elements are handled in multiproject mode.
Copyright © 2010, Oracle. All rights reserved.
BS Grupo SฺAฺCฺ Lesson 26 – Managing Multiple Projects
Benefits of Breaking Large Project Into Smaller, Multiple Projects • • •
Break into phases or smaller projects while maintaining inter-project relationships. Keep sensitive financial information confidential when working with multiple organizations. Meet requirements of governments and other sponsors to maintain separate, smaller projects or phases of a larger project.
Copyright © 2010, Oracle. All rights reserved.
593
BS Grupo SฺAฺCฺ 594
Lesson 26 – Managing Multiple Projects
Overview: Managing Multiple Projects When multiple projects are open, you can group and filter; schedule all open projects simultaneously; open additional projects that have dependencies to open projects; and manage cross-project relationships. On the Project menu, click Set Default Project to display the Set Default Project dialog box.
Set Default Project dialog box displays a list of the open projects. Select the Default check box to specify the project to use by default when adding new information.
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595
Practice: Managing Multiple Projects In this practice you will:
Open multiple projects.
Filter and apply progress to activities in multiple projects.
Set the default project for multiple projects.
Monitor critical activities.
In this lesson, you will monitor the status of a large project. Due to the complexity of the project, each phase is maintained as a separate project with its own schedule. Figure 26-1:View the progress on the first phase of the project.
Open multiple projects. 1.
On the File menu, click Close All to close all open projects.
2.
On the File menu, click Open.
3.
In the RENO EPS element, Ctrl+Click and select the projects, HWS Phase 1 – Southbound and HWN Phase 2 – Northbound, and then click Open.
4.
Open a layout, Classic WBS.
BS Grupo SฺAฺCฺ 596
Lesson 26 – Managing Multiple Projects
Viewing Multiple Project Activities When an activity in one project has a relationship to an activity in another project, these projects are dependent on each other. Group by project in the Activities window to view activities associated with each project. Figure 26-2:The projects are grouped into two WBS bands.
Group the activity layout by project. 1.
On the Layout Options bar, click Group and Sort.
2.
In the Group By column, select Project.
3.
Click OK.
4.
On the Layout Options bar, click Show on Bottom, No Bottom Layout.
5.
On the Top Layout toolbar, click
6.
View dependencies between the open projects.
to view relationships.
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Viewing Activities Assigned to a Resource in Multiple Projects Filtering activities in open projects enables you to see activity assignment information for multiple projects in one layout. For example, run a filter to see to which projects a resource is assigned. Figure 26-3: A view of activities assigned to the resource, Equipment Operator, in the open projects.
Create and run a filter. 1.
On the Layout Options bar, click Filters.
2.
Click New.
3.
In the Filter Name field, type .
4.
In the Parameter list, select Resources.
5.
Double-click in the Is field, and then select contains from the list.
6.
Double-click in the Value field, and then type .
7.
Click OK.
8.
Click OK. View the activities to which the Equipment Operator is assigned in both projects.
BS Grupo SฺAฺCฺ 598
Lesson 26 – Managing Multiple Projects
Applying Progress Across Multiple Projects Apply progress to activities in multiple projects simultaneously. Use a filter to quickly see which activities should be updated during a specified period of time. Figure 26-4:Three activities are occurring within the next 10 days.
Filter for activities occurring within the next 2 weeks. 1.
On the Layout Options bar, click Filters.
2.
Confirm All selected filters is selected to show activities that match the filter criteria.
3.
In the Global grouping band, select the check box for 2 Week Lookahead.
4.
Click OK.
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Next, status activities that have made progress during the period from 1-Oct-18 to 8-Oct-18. Figure 26-5:The activity occurs during the progress period.
Apply progress to activities through October 8. 1.
On the View menu, select Progress Spotlight.
?
Based on the spotlight, which activities will get updated?
2.
On the Layout Options bar, click Show on Bottom, Activity Details.
3.
Select activity HWPS2050 – Place Porous Fill Behind Wall.
4.
Click the Status tab.
5.
Select the Started check box.
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Lesson 26 – Managing Multiple Projects
Activity HWPN3000– Place Temp. Const. Barrier is making expected progress and will be included in the progress update. Figure 26-6: The activities are updated.
Run Update Progress for the selected activities. 1.
On the Tools menu, click Update Progress.
2.
Click Apply.
3.
Click OK.
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601
Viewing the Project ID of Predecessors and Successors On the Relationships tab in Activity Details, you can display the Project ID column to see the ID of the project to which a predecessor or successor belongs. Figure 26-7:The Project ID column in the Relationships tab.
Display the Project ID column. 1.
Open a layout, Classic WBS.
2.
On the Top Layout toolbar, click
3.
Select an activity, HWPN1000 – PHASE 2 START.
4.
Click the Relationships tab.
5.
Right-click in the column area in the Predecessor pane and select Customize Predecessor Columns.
6.
In the General grouping band, select Project ID, and then click
7.
Click OK.
8.
In the Predecessors pane, confirm the predecessor’s Project ID, HWS.
to view relationships.
This activity has a relationship to an activity in another project.
.
BS Grupo SฺAฺCฺ 602
Lesson 26 – Managing Multiple Projects
Scheduling Multiple Projects When scheduling multiple projects, all open projects are scheduled using each project’s current data date. In the Schedule Options dialog box, you can choose how to handle relationships to activities in a different database. If the Ignore Relationships to and from other projects check box is clear, P6 Professional will schedule activity dates based on external relationships to projects that are not in the same database as the project being scheduled. If this check box is selected, these dependencies are not considered when activities are scheduled. Figure 26-8: Option enables relationships between projects in different databases.
Schedule multiple projects. 1.
On the Tools menu, click Schedule.
2.
Click Options.
3.
Confirm the Ignore External Relationships check box is clear.
4.
Click Close.
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603
Setting the Default Project When multiple projects are open, Set Default Project enables you to specify which project’s settings to use when you add activities, schedule, or level, and which project to use by default when adding new information to the database. For example, if you add a new activity, and the project into which the new activity is added is not provided within the context of the current grouping, the activity is added to the default project. Select Project, Set Default Project, to select the project from among open projects. Figure 26-9: Select the default project from a list of open projects.
Set the default project. 1.
On the Project menu, click Set Default Project.
2.
Select the Default check box for the HWN – Phase 2 – Northbound project, and then click OK.
BS Grupo SฺAฺCฺ 604
Lesson 26 – Managing Multiple Projects
How Project Elements are Handled in Multi-Project Mode In multi-project mode, all project-owned elements follow a simple rule: the project that owns the element is the only project that may use the element. The list below details how some elements are handled.
Project-level activity codes – All project-level activity codes are included with their respective projects when they are opened in multi-project mode. The activity code types are grouped by project and you can add, edit, or remove project-level activity codes as well as assign them to activities within their respective projects.
Project-level reports – All global reports and all project-specific reports for the open projects are available. Project-owned reports use the project as a filter.
Project-level calendars – All the project-level calendars are included with their corresponding projects when the projects are opened, either alone or in multi-project mode. In multi-project mode, the layout is grouped by project, so you can easily add, edit, or remove project-level calendars as well as assign them to activities within their respective projects.
Documents – Documents are always grouped by project to make it clear that documents from one project may not be moved into the document hierarchy of another project.
Activity layouts – All project-level elements, such as activity codes, are available for columns, grouping, filters, dialogs, etc. Project-level elements are similar to global elements, with the addition of the following guidelines for multi-project mode.
Baselines – No baseline information is saved at the EPS level. If a baseline does not exist for one or more of the open projects, each of those projects uses the current plan as its primary baseline. You can select all open projects in the Baseline dialog box and click Add to add a baseline for all open projects.
Publish project Web site – All the open, detailed (not summarized) projects are published to the same Web site in multi-project mode. When you select which reports to publish, all global reports and project-specific reports for the open projects are available.
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Lesson Review Key Concepts
P6 Professional allows relationships between activities in separate projects. When an activity in one project has a relationship to an activity in another project, these projects are dependent on each other.
Set the default project to determine which project new information will be added.
Review Questions 1.
True or False: Only milestones can have relationships between projects.
2.
True or False: You can schedule all open projects using different data dates.
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Lesson 26 – Managing Multiple Projects
Notes
BS Grupo SฺAฺCฺ
Advanced Scheduling
Copyright © 2010, Oracle. All rights reserved.
Lesson 27 – Advanced Scheduling Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
10
10
20
5
45
BS Grupo SฺAฺCฺ 608
Lesson 27 – Advanced Scheduling
Objectives After completing this lesson, you should be able to: • Calculate multiple float paths when scheduling. • Explain the difference between scheduling logic options. • Describe a calendar’s effect on lag.
Copyright © 2010, Oracle. All rights reserved.
BS Grupo SฺAฺCฺ Lesson 27 – Advanced Scheduling
609
Critical Path • • •
Series of activities that determines a project’s minimum total duration and completion date. Delay of critical activity will delay project finish. Defined either by Total Float or longest path in project network.
Copyright © 2010, Oracle. All rights reserved.
BS Grupo SฺAฺCฺ 610
Lesson 27 – Advanced Scheduling
Question Can activities that are not on the critical path affect project duration? 1. Yes 2. No
Copyright © 2010, Oracle. All rights reserved.
BS Grupo SฺAฺCฺ Lesson 27 – Advanced Scheduling
611
Multiple Float Paths
Copyright © 2010, Oracle. All rights reserved.
BS Grupo SฺAฺCฺ 612
Lesson 27 – Advanced Scheduling
Scheduling Out-of-Sequence Activities
Retained Logic Preserves original relationship between activities.
Progress Override Disregards original relationship between activities.
Copyright © 2010, Oracle. All rights reserved.
BS Grupo SฺAฺCฺ Lesson 27 – Advanced Scheduling
613
Calendar Effect on Lag
5 day workweek
7 day workweek
Copyright © 2010, Oracle. All rights reserved.
BS Grupo SฺAฺCฺ 614
Notes
Lesson 27 – Advanced Scheduling
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615
Overview: Using Advanced Scheduling Options Click Options in the Schedule Options dialog box to access controls for handling a wide range of scheduling concerns and circumstances. The dialog box is divided into two tabs: General and Advanced.
Click the Advanced tab to calculate multiple float paths.
On the General tab, select the appropriate option for scheduling progressed activities. Define critical activities by Total Float or by their inclusion on the longest path through the project’s activity network. Specify which calendar to use for scheduling relationship lag.
BS Grupo SฺAฺCฺ 616
Lesson 27 – Advanced Scheduling
Practice: Using Advanced Scheduling Options In this practice you will:
Calculate multiple float paths for a project and view them in the Gantt chart and Activity Network.
Use two methods to schedule activities that have been progressed out of sequence.
Investigate the effects of different calendars on relationship lag.
Multiple Float Paths Choose to calculate a specified number of float paths based on Total Float or Free Float. You can also choose the activity on which the float paths will end. You can calculate float paths that affect the entire project schedule or, by choosing an activity or a milestone, calculate float paths for a part of the schedule.
Total Float – Working backward from the activity on which you want the paths to end, the application looks for driving predecessor relationships and determines which predecessor activity has the most critical driving relationship based on the least Total Float. Continuing backward from that activity, P6 Professional repeats this process until an activity is reached that has no predecessor relationship. Then, P6 Professional begins the forward pass from this activity and determines which successor activity has the most critical driving relationship, again based on the least Total Float, and repeats the process until an activity is reached that has no successor relationship. These activities represent the most critical float path. The overall process is repeated to calculate the remaining sub-critical paths. Because Total Float relates to the project as a whole, the Total Float method should be used if you want the multiple float paths to take into account a project’s Must Finish By date.
Free Float – Free Float is the amount of time an activity can slip without impacting the early start of its immediate successor. Choose this option to define float paths based on the longest path through the project’s activity network. The most critical path will be identical to the critical path that is derived when you choose to define critical activities as Longest Path in the General tab in Project Details. The Free Float method should be used only if you are focusing on potential disruption impacts within the path itself and need not take into account a Must Finish By date.
BS Grupo SฺAฺCฺ Lesson 27 – Advanced Scheduling
617
Figure 27-1: Schedule Options enable you to calculate multiple float paths and to target them on a specific activity.
Set multiple float path scheduling options. 1.
Open a project, BLDG-27 BLDG – Advanced Scheduling.
2.
Confirm that you are in the Activities window (or click the Activities tab near the top of the screen).
3.
On the Layout Options bar, click Layout, Open.
4.
Select a layout, Advanced Scheduling, and then click Open.
5.
On the Tools menu, click Schedule (or press F9 on your keyboard).
6.
In the Schedule dialog box, click Options, and then in the Scheduling Options dialog box, click the Advanced tab.
7.
Select the Calculate multiple float paths check box.
8.
Confirm that Total Float is selected.
9.
In the Display multiple float paths ending with activity field, click Activity J.
and then select BA1090 -
10. Click If an activity is not specified, float paths are calculated using the last activity in the project. 11. Click Close.
BS Grupo SฺAฺCฺ 618
Lesson 27 – Advanced Scheduling
Each float path is ranked from most critical to least critical and stores the value for each activity in the Float Path field. For example, if you calculate five float paths, a value of 1 represents the most critical float path; a value of 5 represents the least critical float path. To view the float paths after you schedule the project, group activities in the Activity Table by Float Path. Figure 27-2: Activities grouped by float path. The Float Path and Float Path Order fields indicate which float path each activity belongs to and its order within the path.
View multiple float paths in the Gantt chart. 1.
Click Schedule.
2.
On the Layout Options bar, click Group and Sort.
3.
In the Group and Sort dialog box Group By list, select Float Path.
4.
Click OK.
You can also view the float paths in the Activity Network. Figure 27-3: The float paths are displayed in the Activity Network.
View multiple float paths in the Activity Network. 1.
On the Layout Options bar, click Show on Top, Activity Network.
2.
On the Layout Options bar, click Group and Sort.
3.
In the Group and Sort dialog box Group By list, select Float Path, and then click OK.
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619
Scheduling Out-of-Sequence Activities Work on activities may sometimes proceed out of sequence. For example, Task A might have a Finish to Start relationship with Task B, but work begins on Task B before Task A has been completed. Although usually not of serious concern, such instances nevertheless represent changes to the project plan that, unless accounted for, can disrupt activity relationships later in the project. To prevent potential problems, P6 Professional offers three scheduling options for handling progress on outof-sequence activities:
Retained Logic — The Remaining Duration of a progressed activity is not calculated until all predecessors are complete.
Progress Override — Network logic is ignored and the activity can progress without delay.
Actual Dates — Backward, forward passes are scheduled using actual dates. Figure 27-4: Retained Logic is selected for scheduling progressed activities.
Update activities and select Retained Logic for scheduling progressed activities. 1.
On the Layout Options bar, click Show on Top, Gantt Chart.
2.
On the Layout Options bar, click Group and Sort.
3.
In the Group By list, select , and then click OK.
BS Grupo SฺAฺCฺ 620
Lesson 27 – Advanced Scheduling
4.
In Activity Details, click the Status tab, and update activities as specified in the following table: Activity #
Update Actions
BA1000, BA1050, BA1060
Select the Started and Finished check boxes.
BA1010
Select the Started check box. In the Remaining Duration field, type .
BA1020
Select the Started check box. In the Remaining Duration field, type .
Using Retained Logic When scheduling using retained logic, an activity that starts out of sequence cannot complete until its predecessor has finished. The Remaining Duration of the successor activity is scheduled to begin after its predecessor activity is scheduled to finish. Figure 27-5: After scheduling, the remaining duration for Activity C is delayed until Activity B is completed.
Schedule the activities using the Retained Logic scheduling option. 1.
On the Tools menu, click Schedule.
2.
In the Schedule dialog box, click Options.
3.
In the When scheduling progressed activities use field, confirm Retained Logic.
4.
Click Close.
5.
In the Current Data Date field, click
6.
Click Schedule.
7.
View the activity bars in the Gantt chart.
, and select a date, 25-Jan-18.
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Using Progress Override When scheduling using progress override, P6 Professional ignores the relationship logic and schedules the Remaining Duration of the successor activity from the data date. Figure 27-6: Progress Override enables Activity C to finish before Activity B.
Schedule activities using the Progress Override option. 1.
On the Tools menu, click Schedule.
2.
Click Options.
3.
In the When scheduling progressed activities use field, select Progress Override.
4.
Click Close.
5.
Click Schedule.
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Lesson 27 – Advanced Scheduling
Calendar Effect on Lag Lag is defined as an offset or delay from an activity to a successor. In the General tab in Schedule Options, choose a calendar for P6 Professional to use when calculating lag between activities. The calendar used will affect activity dates and float. Lag is calculated based on one of the following calendars:
Predecessor Activity Calendar — Based on the predecessor’s assigned activity calendar. This is the default calendar.
Successor Activity Calendar — Based on the successor’s assigned activity calendar.
24 Hour Calendar — Based on continuous workperiods.
Project Default Calendar — Based on the calendar selected as Default for New Activities in the Defaults tab in Project Details. Figure 27-7: The Schedule Options dialog box enables you to specify which calendar to use to calculate lag.
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Using the Predecessor Calendar Assign lag to activities in the Relationships tab in Activity Details. Figure 27-8: Apply lag to a relationship in the Lag field.
Assign lag to an activity. 1.
Select an activity, BA1070 – Activity H.
2.
In Activity Details, click the Relationships tab.
3.
In the Successors pane, confirm that activity BA1080 – Activity I is displayed.
4.
In the Lag field, type and press Enter on your keyboard.
BS Grupo SฺAฺCฺ 624
Lesson 27 – Advanced Scheduling
The early dates and Total Float may change depending on the calendar used to calculate lag. Figure 27-9: View the new Total Float for activity BA1080.
Schedule the project using the Predecessor Activity Calendar to calculate lag. 1.
In the Activity Table, select BA1080 – Activity I.
2.
In Activity Details, click the Status tab.
3.
Confirm the early start date, 27-Jan-18, and the early finish date, 28-Jan-18.
4.
Confirm Total Float, 12d.
5.
On the Tools menu, click Schedule, and in the Schedule dialog box, click Options.
6.
In the When scheduling progressed activities use field, select Retained Logic.
7.
In the Calendar for Scheduling Relationship Lag field, confirm Predecessor Activity Calendar.
8.
Click Close, and then click Schedule.
? ? ?
Now, what is the Early Start date for activity BA1080? What is the Early Finish date? What is the Total Float?
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625
Using the Successor Calendar Now, change from the predecessor’s activity calendar to the successor’s activity calendar for calculating lag and view the impact on activity BA1080 - Activity I. Figure 27-10: Review the new dates and float for activity BA1080.
Use the Successor Activity Calendar to calculate lag and view the results. 1.
Confirm that BA1080 is still selected and in Activity Details, and then click the General tab.
2.
In the Activity Calendar field, confirm 7 – 8hr Days Workweek.
3.
Click the Status tab and confirm the early start date, 7-Feb-18, and the early finish date, 8-Feb-18.
4.
On the Tools menu, click Schedule, and in the Schedule dialog box, click Options.
5.
In the Calendar for Scheduling Relationship Lag field, select Successor Activity Calendar.
6.
Click Close, and then click Schedule.
? ? ?
Now, what is the early start date for activity BA1080? What is the early finish date? What is the Total Float?
BS Grupo SฺAฺCฺ 626
Lesson 27 – Advanced Scheduling
Lesson Review Key Concepts
The Advanced Scheduling Options dialog box enables you to track multiple float paths in a project.
Scheduling options enable you to choose how to schedule progressed out of sequence activities.
When scheduling progressed activities, you can choose to ignore out-of-sequence logic by using Progress Override.
In the Scheduling Options dialog box, you can choose the calendar to use for calculating relationship lag.
Review Questions 1.
Why are multiple float paths important? a. They help to define the major phases of a project. b. They indicate which activities will likely take the longest to complete. c.
They reveal activities off the critical path that can affect project dates.
d. All of the above 2.
True or False: Float paths that target a specific activity or project phase can be calculated.
3.
Which option for scheduling progressed activities most closely preserves the original relationships between project activities? a. Retained Logic b. Progress Override c.
Actual Dates
d. a or c 4.
True or False: Lag between two activities may be calculated differently depending on the calendar used.
BS Grupo SฺAฺCฺ Lesson 27 – Advanced Scheduling
Notes
627
BS Grupo SฺAฺCฺ
SECTION VI
Appendices Using P6 Professional with Spreadsheets Claim Digger Creating Output Timescaled Logic Diagrams Case Study Solutions
Copyright © 2010, Oracle. All rights reserved.
BS Grupo SฺAฺCฺ
Using P6 Professional with Spreadsheets
Copyright © 2010, Oracle. All rights reserved.
Appendix A – Using P6 Professional with Spreadsheets Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
5
15
20
5
45
BS Grupo SฺAฺCฺ 630
Appendix A – Using P6 Professional with Spreadsheets
Objectives After completing this lesson, you should be able to: • Export activity data to a spreadsheet application. • Modify project information in the spreadsheet application. • Import project information from the spreadsheet application. • Importing a new project from the spreadsheet application.
Copyright © 2010, Oracle. All rights reserved.
BS Grupo SฺAฺCฺ Appendix A – Using P6 Professional with Spreadsheets
Exporting to a Spreadsheet Application •
•
Import and export information to and from the P6 Professional database using external files and then share this information with other P6 Professional and non-P6 Professional users. Edit project information in a spreadsheet format: – – – – –
Activities Activity Relationships Expenses Resources Resource Assignments
Copyright © 2010, Oracle. All rights reserved.
631
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Appendix A – Using P6 Professional with Spreadsheets
Overview: Exporting Data to a Spreadsheet Application The Export wizard enables you to choose the format and data you want to export. Export information such as activities, activity relationships, resources, resource assignments, and expenses into a spreadsheet format.
Select from a list of available export format options. Based on the option selected, choose to export a complete project, specific project information, or resource information to a file that you can open in another application. Select the application version from the list for the selected export format.
The Spreadsheet (XLS) option enables you to export project data to spreadsheet applications. Click Next to advance through the wizard.
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Practice: Exporting Data to a Spreadsheet Application In this practice you will use the Export wizard to export project data into a spreadsheet format.
The Export Wizard A project must be open to export its data. In the wizard, you must first select the format in which you want to export data. Select the Spreadsheet (XLS) option to export project data to spreadsheet applications. Figure A-1: Select this option to export to a spreadsheet.
Export a project using the Export Project wizard. 1.
Open a project, BLDG-A1 BLDG – Using P6 Professional with Spreadsheets.
2.
On the File menu, click Export.
3.
Select Spreadsheet - (XLS), and then click Next.
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Appendix A – Using P6 Professional with Spreadsheets
Export Type Each data type selected is exported to a separate worksheet in the spreadsheet application. The export types available are based on the selected export format. Figure A-2: Select the data types to include in the export file.
Select the types of data to export. 1.
Select all export types listed, and then click Next.
Select Projects Select the projects you want to export from a list of currently open projects. Figure 27-11:Select the check box in the Export column to select the project(s) you want to export.
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635
Select the project to export. 1.
Select the Export check box for BLDG-A1 BLDG – Using P6 Professional with Spreadsheets.
2.
Click Next.
.
Select Template Create or modify an existing template that holds specifications for the export file. In the template, select the columns, filters, and sort criteria for each subject area. The column, filter, and sort criteria only apply to the subject area selected. You can define the criteria for each subject area. Figure A-3:Type a name for the XLS template.
Create a new template. 1.
In the Select Template dialog box, click Add.
2.
In the Template Name field, type .
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Appendix A – Using P6 Professional with Spreadsheets
Add Columns to the XLS file The data fields available to add as columns are based on the subject area selected. Each subject area has certain data items that must be included in the export file and cannot be removed from the Selected Options section. Click
to remove non-default data items. Figure A-4: Click to move the data item to the Selected Options section.
Select the columns to display in the spreadsheet. 1.
In the Subject Area list, confirm Activities is selected.
2.
Click the Available Options bar in the Columns tab, and then click Group and Sort By, List.
3.
In the Available Options section, select the Original Duration and Remaining Duration data items, and click
to move them into the Selected Options section below Finish.
4.
In the Subject Area list, select Activity Relationships.
5.
Click
6.
In the Available Options section, select Lag.
7.
Click
8.
In the Subject Area list, select Resource Assignments.
9.
Select a data item, Budgeted Units/Time, and then click section below Resource Type.
to remove non-default data items from the Selected Options section.
to move it to the Selected Options section below Successor.
to move it to the Selected Options
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637
Assign a Sort Order In the export template, add sort criteria to apply to the exported data. Figure A-5: Click to add a sort order.
Specify the sort criteria. 1.
Click the Sort tab.
2.
Click Add.
3.
In the Field Name list, select Activity ID.
4.
Click OK.
5.
Click Next.
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Appendix A – Using P6 Professional with Spreadsheets
Select the XLS File Location Select a location to which to save the XLS file. The Export wizard will assign the Project ID as the file name, which you can change. If exporting multiple projects, separate spreadsheet application files are created for each project. Figure A-6: Double-click to select the location in which to save the XLS file.
Select the location to save the XLS file. 1.
In the Select Excel File field, double-click and browse to the location to save the XLS file, C:\Training Docs.
2.
In the File Name field, verify BLDG-A1.xls.
3.
Click Open.
4.
Click Next.
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Summary The summary information includes the directory in which the export file was saved and the subject areas that were exported in the file. Figure A-7: Summary information is listed for the export file.
Export the project. 1.
Review the summary information for the export file.
2.
Click Finish.
3.
Click OK to confirm that the export was successful.
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Overview: Modifying and Importing Project Data After you export an XLS file from P6 Professional, you can modify the data in a spreadsheet application. In the exported XLS file, each subject area is exported to a separate worksheet within the XLS file.
In the spreadsheet, the first row column headers identify the database field name that was exported. To import data successfully, do not change the values in these cells. The second row consists of P6 Professional field names that correspond to each database field name. These cells are editable. Each tab consists of related information based on the exported subject area.
Type a ’D’ or ’d’ in the Delete This Row column to delete an activity.
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Practice: Modifying and Importing Project Data In this practice you will:
Open and update an exported project file in a spreadsheet application.
Import the updated spreadsheet into the P6 Professional project.
Updating Data in a Spreadsheet Application Each subject area has the following worksheet name:
Activities — TASK
Activity Relationships — TASKPRED
Expenses — PROJCOST
Resources — RSRC
Resource Assignment — TASKRSRC Figure A-8: The exported file opened in the spreadsheet application.
Open the exported spreadsheet file in OpenOffice Calc and view data. 1.
To launch the OpenOffice Calc spreadsheet application, click Start, Programs, OpenOffice.org 3.2, OpenOffice.org Calc. (Do not launch MS Excel to view the spreadsheet.)
2.
Browse to C:\Training Docs and open the BLDG-A1.xls file.
3.
Confirm the TASK worksheet tab is selected. Expand the columns as necessary to view data.
4.
Click each worksheet tab to view its data.
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The following guidelines can assist you in importing project data successfully:
When updating project data in a spreadsheet application, such as units, costs, durations, and percent complete fields, import one updated field at a time. Data integrity may be compromised if you attempt to update multiple fields simultaneously via import into P6 Professional.
In the spreadsheet application, to delete a row of data, type a ’D’ or ’d’ in the Delete This Row column.
Add dictionary items to P6 Professional before assigning these items to activities in the spreadsheet application. If you assign a new value to an activity or resource that does not exist in P6 Professional, then Import will not add it to the dictionary. This applies to resources, roles, activity codes and values, calendars, cost accounts, WBS, and resource codes and values.
An activity row in the spreadsheet application must include an Activity ID to import successfully.
Update each subject area in its own sheet.
Do not change the language set in P6 Professional (Tools, Set Language). For example, if the text in the export file is in English, the updates you import should be in English.
Export the Activity Type column in P6 Professional to assign to new activities. P6 Professional will assign the default activity type (Project Details, Defaults tab) to a new activity if a type is not specified.
Right-click in the Activities window and select Export to Excel to quickly export the columns displayed in the current layout.
Use the USERDATA tab in the Spreadsheet application spreadsheet as a reference for the user preference settings (Edit, User Preferences) in P6 Professional. Do not edit this information. This information is used to redirect the information back into the proper project in P6 Professional when the import is processed.
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You will use the spreadsheet to update Original Duration for an activity. Figure A-9: Change the Original Duration for activity BA1020.
Use the spreadsheet to edit Original Duration. 1.
On the TASK tab, expand the column, Original Duration.
2.
Select an activity, BA1020.
3.
Type a new value for Original Duration .
4.
On the File menu, click Save.
5.
Exit the spreadsheet application.
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Appendix A – Using P6 Professional with Spreadsheets
Importing from a Spreadsheet Application into P6 Professional After updating project data in the spreadsheet application, import the data into P6 Professional. Figure A-10:Select the format of the file you want to import.
Import the XLS file into P6 Professional. 1.
On the File menu in P6 Professional, click Import.
2.
Select the import format, Spreadsheet –XLS, and then click Next.
Next, select the file you want to import into P6 Professional. Figure A-11:Click to select the location of the import file.
Select the spreadsheet application file to import into P6 Professional. 1.
In the Select file to import field, click
2.
Click Open, and then click Next.
and browse to C:\Training Docs\BLDG-A1.xls.
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Select the import types for the subject areas you want to update in P6 Professional. The import types available to select are based on the types that exist in the XLS file you are going to import. Figure A-12: Select the import types that contain updated data.
Select the data to import into the project. 1.
Select two import types, Activities and Resource Assignments, and then click Next.
Next, select the project into which you want to import updated project data. Figure A-13: Double-click to select the project into which you want to import data.
Choose how to import updated data. 1.
Double-click in the Import To field.
2.
Select a project, BLDG-A1.
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3.
Click
4.
Click Next, and then click Finish.
5.
Click OK.
Reviewing Import Updates in P6 Professional After you import the project data, view the updated information in P6 Professional. Figure A-14: The new Original Duration for the activity.
Review the Original Duration. 1.
Confirm you are in the Activities window. (Or on the Project menu, click Activities.)
2.
On the Layout Options bar, click Layout, Open.
3.
Select a layout, Classic WBS, and then click Open.
4.
Select an activity, BA1020- Review and Approve Designs.
5.
In Activity Details, click the Status tab.
6.
Review the new Original Duration for the activity.
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Adding New Schedule Data via a Spreadsheet Application Add a new project schedule in P6 Professional using a spreadsheet application. To ensure that the data imports into P6 Professional correctly, export a blank XLS file from P6 Professional and populate it with your spreadsheet data in the spreadsheet application. Figure A-15: Select the template for the new project.
Export a blank project. 1.
Open a project, BLDG-NEW BLDG-Importing a New Project (located in the EXTRA-Con EPS node).
2.
On the File menu, click Export.
3.
Select the export format, Spreadsheet - (XLS).
4.
Click Next.
5.
Select the data types, Activities and Activity Relationships.
6.
Click Next.
7.
Select the Export check box for Bldg-NEW.
8.
Click Next.
9.
Click Add.
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Appendix A – Using P6 Professional with Spreadsheets
10. In the Template Name field, type , and then click OK. 11. Click Next. 12. Click Next. 13. Click Finish, and then click OK. 14. Close the project, Bldg-NEW. If you export a project with no activities, the worksheets in the XLS file will only contain the column headers and database field names. Figure A-16: The file created using the Export Wizard.
View the blank XLS file created from the new project. 1.
Using the OpenOffice spreadsheet application, open the file, Bldg-NEW.xls, in C:/Training Docs.
2.
Adjust the column widths in the spreadsheet application file.
3.
Save and close the file, Bldg-NEW.xls.
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You will import data from the spreadsheet for the new project. To minimize data entry, a spreadsheet has been created for you. Figure A-17: Transferred activity data in the TASK worksheet.
View a new spreadsheet that contains data for the new project. 1.
Using the OpenOffice spreadsheet application, open the file, New Project.xls, in C:/Training Docs.
2.
Click the TASK tab.
3.
Review the project data in the worksheet.
4.
Click the TASKPRED tab and review the data.
5.
Exit the spreadsheet application.
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Appendix A – Using P6 Professional with Spreadsheets
Importing New Project Data into P6 Professional Import the XLS file into the P6 Professional project. Figure A-18: The new schedule is imported into the project.
View the new activities in P6 Professional. 1.
In P6 Professional, open a project, Bldg-NEW.
2.
On the File menu, click Import.
3.
Select an import format, Spreadsheet - (XLS).
4.
Click Next.
5.
Browse to C:\Training Docs\New Project.xls, and then click Open.
6.
Click Next.
7.
Select the import types, Activities and Activity Relationships.
8.
Click Next.
9.
Double-click in the Import To field and select a project, Bldg-NEW, and then click
10. Click Next. 11. Click Finish, and then click OK. 12. On the Tools menu, click Schedule, and then click Schedule.
to assign.
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651
Lesson Review Key Concepts
The import option Spreadsheet-(XLS) enables you to transfer project information into other spreadsheet applications, such as Oracle Open Office.
Each data type or subject area is exported to a separate worksheet within the export file.
Review Questions 1.
True or False: The USERDATA worksheet contains the settings from the User Preferences in P6 Professional.
2.
Type a
3.
True or False: An activity row in the spreadsheet application must include an Activity ID to import successfully.
to delete a row of data from the spreadsheet.
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Notes
Appendix A – Using P6 Professional with Spreadsheets
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Claim Digger
Copyright © 2010, Oracle. All rights reserved.
Appendix B – Claim Digger Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
5
5
15
5
30
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Appendix B – Claim Digger
Objectives After completing this lesson, you should be able to: • Describe how Claim Digger compares project plans. • Create a comparison report in Claim Digger.
Copyright © 2010, Oracle. All rights reserved.
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Claim Digger Claim Digger is a utility that compares two project plans – a revised plan and a base plan – and creates a report on the differences between the plans: • Items added • Items deleted • Changed values Depending on the industry selected during installation, the application may be called Schedule Comparison.
Copyright © 2010, Oracle. All rights reserved.
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Notes
Appendix B – Claim Digger
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Overview: Using Claim Digger Claim Digger is valuable for project managers, general contractors, and construction managers who need to track changes on large, complex, fast-moving projects. Key Claim Digger functionality:
Reports can be created in HTML, CSV, or text format.
Select the revised project and base project to be used for comparison.
Comparison options can be turned on/off based on your needs
Access Claim Digger through the Tools menu in P6 Professional.
Use the Claim Digger dialog box to specify a revised project plan and its corresponding base project plan to compare. Click Advanced to select comparison options before comparing the two project plans.
Click Compare to run Claim Digger.
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Appendix B – Claim Digger
Practice: Using Claim Digger In this practice you will:
Launch Claim Digger.
Select a revised project plan and a base project plan to compare.
Review comparison options.
Generate and review a Claim Digger report.
Configuring Projects and Output Options After Claim Digger is launched, the main application window appears. Several configuration and output decisions are required:
Specify the projects to be used as the revised project and the base project.
Select a report format:
HTML file
CSV file
ASCII text file
Specify the output file destination.
Specify report launch setting (automatic launch after creation). Figure B-1:Specify a revised project and an original project or baseline.
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Launch Claim Digger and select the revised and original projects. 1.
On the File menu, click Close All.
2.
When prompted, click Yes.
3.
On the Tools menu, click Claim Digger.
4.
Click on the first row of the Select revised project column
5.
Click
6.
Expand Construction Projects, Eastern Division, and Building East.
7.
Select BLDG-B1-BLDG – Claim Digger-Before Update, and then click OK.
8.
Click in the first row of the Select original project or baseline column.
9.
Click
to select the revised project.
to select the original project or baseline.
10. Expand Construction Projects, Eastern Division, and Building East. 11. Select BLDG-B2-BLDG – Claim Digger-After Update, and then click OK. 12. In the Send Report To field, confirm that HTML File is selected. 13. In the Output File field, click
and browse to C:\Training Docs.
14. Type a file name, , and then click Save. 15. Select the View file when done check box.
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Appendix B – Claim Digger
Choosing Comparison Options Click Advanced in the main application window to select comparison options. Figure B-2:Claim Digger offers numerous comparison options.
View the comparison options. 1.
Click Advanced.
2.
After viewing the advanced options, click Cancel. You will now run the report.
3.
Click Compare, and then click OK.
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Reviewing the Report If the View file when done check box is selected, the report is displayed after it is created. Each section of the report details:
Added/deleted values.
Old values/new values for values that have been changed. Figure B-3:A sample Claim Digger report.
Review the HTML output report. 1.
Review the output report.
2.
Close the report.
3.
Click Close on the Primavera Claim Digger dialog box.
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Appendix B – Claim Digger
Lesson Review Key Concepts
Claim Digger is a utility that compares two versions of a project and creates a report on the differences.
Customize Claim Digger to compare the data items you select in the Advanced Project Comparison Options.
Review Questions 1.
Which menu is used to launch Claim Digger? a. File b. View c.
Project
d. Tools 2.
True or False: Claim Digger creates a report on the differences between project plans, but does not include data that has been deleted.
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Creating Output
Copyright © 2010, Oracle. All rights reserved.
Appendix C – Creating Output Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
5
10
20
5
40
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Appendix C – Creating Output
Objectives After completing this lesson, you should be able to: • Customize the appearance of headers and footers. • Insert and format the curtain and text attachment tools. • Format the appearance of the data date.
Copyright © 2010, Oracle. All rights reserved.
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Output Controls P6 Professional offers functionality to enhance onscreen display and printed material: •
Formatting layouts for print – Headers, footers – Graphics
•
Gantt chart – Curtain tool – Text tool – Customized data date line
Copyright © 2010, Oracle. All rights reserved.
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Appendix C – Creating Output
Overview: Creating Output P6 Professional provides a range of capabilities and controls for creating and customizing printed output based on project layouts.
On the File menu, click Print Preview to access printing format controls and to preview results of formatting options.
On the View menu, click Attachments to format curtain and text attachments and insert them into layouts. Click Bar Chart Options to access controls for formatting the Gantt chart.
The Page Setup dialog box enables you to specify the format settings for the displayed layout or report.
Use the Page tab to specify the page orientation, scaling, and paper size. The Margins tab enables you to set page margins. The Header tab enables you to create a header with multiple sections that you can customize with project information. The Footer tab enables you to create a footer with multiple sections that you can customize with project information. The Options tab enables you to specify date range, content, and pagination options. The available options on this tab vary according to the current view displayed when you select Page Setup.
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Practice: Creating Output In this practice you will:
Format a header and footer for printing a layout and view them using Print Preview.
View Print Setup controls.
Format and apply a curtain attachment to the Gantt chart in a layout.
Format and insert a text attachment to the Gantt chart.
Format the data date in the Gantt chart.
Printing Layouts and Page Setup Page Setup is used to determine how information is organized when printing a layout. Access Page Setup by clicking Page Setup on the File menu or click the Page Setup icon select in the Page Setup dialog is saved as part of that layout.
in Print Preview. The options you
The Apply button allows you to see the results of your selections without closing the Page Setup dialog box. This button is active only when Page Setup is accessed from Print Preview.
Page Tab The Page tab specifies the page orientation, scaling, and paper size for the layout or report displayed. Figure C-1:Select Fit to and then adjust settings for wide and tall.
Format a layout to print on one page. 1.
Open a project, BLDG-C BLDG – Creating Output. Confirm that you are in the Activities window. (Or on the Project menu, click Activities.)
2.
On the Layout Options bar, click Layout, Open.
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3.
Select a layout, Creating Output, and then click Open.
4.
On the File menu, click Print Preview.
5.
Click
6.
Select an orientation, Portrait.
7.
In the Scaling section, select Fit to and change the scaling to 1 page wide by 1 tall.
8.
Click Apply.
to launch Page Setup.
Margins Tab On the Margins tab, you can set page margins for the displayed layout or report. The Top, Left, Bottom and Right sections set the distance between the edge of the paper and the edge of the printed layout or report text. Figure C-2:The sample window shows how margins will appear.
Adjust page margins. 1.
In the Page Setup dialog box, click the Margins tab.
2.
Set the Left and Right margins both to 0.25.
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Header Tab Headers and footers can be customized. Place headers and footers on the first page, last page, all pages, or no pages. Break headers and footers into as many as five sections. Manually change the width of each section. Display the following information in headers and footers:
Gantt chart legend
Text
Logos
Revision box
Select None to show a blank section. Figure C-3:Select Gantt Chart Legend in the Section 1 drop-down list.
Add three sections to the header and then view the changes. 1.
Click the Header tab.
2.
In the Divide Into Sections field, confirm 3.
3.
In the Include on list, confirm All Pages.
4.
In the Height field, select 0.5 inches.
5.
Click in the Section 1 field, and then select Gantt Chart Legend in the list.
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Appendix C – Creating Output
Figure C-4:Specify text fields in the Add Text section.
6.
In the Section 2 list, select Text/Logo.
7.
In the list at the bottom of the Add Text section, select Date, and then click Add.
8.
Click
9.
In the Section 3 list, select Text/Logo.
to center the Date field in Section 2.
10. In the list at the bottom of the Add Text section, select Layout Name, and then click Add. 11. Click
to right-align the Layout Name field in Section 3.
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Figure C-5:Three sections have been inserted into the header.
12. Click Apply.
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Appendix C – Creating Output
Footer Tab Use the Footer tab to create a custom footer for the displayed layout or report. To save the information added to a header or footer, the layout must be saved. Figure C-6:Divide the footer into two sections.
Insert a Revision Box and a logo into the footer and then view the changes. 1.
In the Page Setup dialog box, click the Footer tab.
2.
In the Divide Into Sections field, select 2.
3.
In the Include on list, select First Page.
4.
In the Height field, select 1 inch.
5.
In the Section 1 list, select Revision Box.
6.
In Revision Box Title field, type .
7.
In the Revisions window, click in the Date field, and then click
8.
Double-click in the Revision field and type .
and select a date, 15-Jan-18.
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Figure C-7:The logo is displayed in the footer.
9.
In the Section 2 list, select Picture.
10. In the Select Filename field, click
.
11. Browse to C:\Training Docs\Corporate Logo.bmp, and then click Open. 12. Click OK, and then view the footer at the bottom of the page.
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Options Tab Use the Options tab to specify date range, content, and pagination options when you print window data or layouts. The available options on this tab vary according to the view displayed when you select the Page Setup option. Figure C-8:Clear the All Columns checkbox.
Set output timescale dates. 1.
In Print Preview, click
.
2.
Click the Options tab.
3.
In the Timescale Start field, click
4.
In the Timescale Finish field, select Custom Date.
5.
Select a date, 31-May-18, and then click Select.
6.
In the Print section, clear the All Columns check box.
7.
Click OK.
and select PS-Earliest Project Start.
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Figure C-9:Print Preview shows the Activity Table, Gantt chart, and grid lines as specified in the Page Setup dialog box.
8.
Close Print Preview after viewing the output.
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Print Setup Print Setup allows you to select the default printer, print size, and page orientation utilizing the printer drivers installed in your computer’s Control Panel. Once changes are made in Print Setup, you can view the changes immediately in Print Preview. Figure C-10: Select the printer from a list of available printers.
View available printers. 1.
On the File menu, click Print Setup.
2.
Click the Name list to view available printers. You will not print at this time.
3.
Click Cancel.
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Attachment Tools Attachment tools enable you to insert text and add a shaded curtain to the bar area of the Gantt chart.
Curtain Tool Use the Curtain Attachment dialog box to highlight a specific time period in the Gantt chart. Multiple curtains can be displayed. Figure C-11:A curtain is displayed in the layout.
Display a curtain in the layout. 1.
On the Layout Options bar, click Show on Bottom, No Bottom Layout.
2.
On the View menu, click Attachments, Curtain, Add Curtain.
3.
Confirm the Display curtain attachment check box is selected.
4.
In the Start Date field, select 18-Feb-18.
5.
In the Finish Date field, select 20-Mar-18.
6.
Click OK to view the curtain.
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Text Tool Use the Text Tool to create formatted text and insert it in a layout. Inserted text can be associated with an individual activity and can be customized by adjusting the font and style. Figure C-12:Text associated with activity BA4020 has been inserted in the Gantt chart.
Insert a text attachment and view the activity associated with the text. 1.
Right click in the Gantt chart area next to an activity, BA4020 (in the Oliver Rock grouping band), and select Attachments, Text.
2.
Type .
3.
Click
4.
In the Color list, select Green.
5.
Click OK to exit the Font dialog box and again to exit the Text Attachment dialog box.
6.
Click on the text, Task should be completed in the next month, to view the Activity ID associated with the inserted text.
and in the Font dialog box, select the Underline checkbox.
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Customizing Data Date Style The data date style, size, and color can be changed from the Bar Chart Options dialog box. Figure C-13:The data date is now displayed as an orange dashed line.
Change the color and style of the data date line. 1.
On the View menu, click Attachments, Curtain, Hide All.
2.
On the Layout Options bar, click Bar Chart Options.
3.
Click the Data Date tab.
4.
In the Style list, select the Dashed style (second option down on the list).
5.
Click the color button, and then select a shade of orange.
6.
Click OK to exit the Color dialog box and again to exit the Bar Chart Options dialog box.
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Appendix C – Creating Output
Lesson Review Key Concepts
Page Setup is used to specify how information is organized when printing a layout.
Tabs within Page Setup – Page, Margins, Header, Footer, Options – help you customize the appearance of the printed document.
Several options are available to enhance the display within the application:
Use the Curtain Attachment dialog box to highlight a specific time period in a Gantt chart.
Use the Text Tool to create formatted text and insert it in a layout.
Review Questions 1.
True or False: You can insert a maximum of five sections in the header.
2.
True or False: You must be in Print Preview to apply the changes made to a layout in Print Setup.
3.
What is a vertical shaded area in the bar chart called? a. Text box b. Curtain c.
Symbol
d. Thumbtack 4.
True or False: The data date is always represented by the color blue.
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Timescaled Logic Diagrams
Copyright © 2010, Oracle. All rights reserved.
Appendix D – Timescaled Logic Diagrams Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
5
5
15
5
30
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Appendix D – Timescaled Logic Diagrams
Objectives After completing this lesson, you should be able to: • Describe what a timescaled logic diagram is. • Explain the value of timescaled logic diagrams. • Create a timescaled logic diagram.
Copyright © 2010, Oracle. All rights reserved.
BS Grupo SฺAฺCฺ Appendix D – Timescaled Logic Diagrams
Timescaled Logic Diagrams A timescaled logic diagram is a bar chart (similar to a Gantt chart) that shows the logical relationships among project activities during a particular time period. • Capabilities enable you to: – Specify the time period. – Group and sort activities in the diagram. – Control appearance of activity bars, bar labels, relationship lines, and other diagram elements in the final printout.
•
Useful for: – Isolating small sections of a project in order to better understand the chains of activities that drive the project’s schedule. – Compressing and printing an entire project on a single page for reports and other communications. Copyright © 2010, Oracle. All rights reserved.
683
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Notes
Appendix D – Timescaled Logic Diagrams
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Overview: Creating a Timescaled Logic Diagram Click Timescaled Logic Diagram on the Tools menu to access timescaled logic diagram templates and associated options for specifying the timescale and for controlling the appearance of activity bars, bar labels, relationship lines, and other elements in a timescaled logic diagram.
Use options in the Timescale Format section of the Timescale tab to specify the time period displayed in a timescaled logic diagram. Use options in the Date Format section of the Timescale tab to specify how the timescale will appear in a timescaled logic diagram. Use other tabs in the Timescaled Logic Diagram Options dialog box to control how activity bars, bar labels, relationship lines, and other elements appear in a timescaled logic diagram.
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Appendix D – Timescaled Logic Diagrams
Practice: Creating a Timescaled Logic Diagram In this practice you will create a timescaled logic diagram.
Timescaled Logic Diagrams A timescaled logic diagram is a bar chart (similar to a Gantt chart) that shows the logical relationships among project activities during a particular time period. Capabilities enable you to specify the start and finish dates of the time period, to group and sort activities in the diagram, and to closely control the appearance of activity bars, bar labels, and relationship lines in the final printout. Timescaled logic diagrams are useful for isolating small sections of the project in order to better understand the chains of activities that drive a project schedule. They are also useful for compressing and printing an entire project on a single page for reporting and other project communication purposes. Figure D-1: The Timescaled Logic Diagram Templates dialog box is launched.
Launch the Timescaled Logic Diagram Templates dialog box. 1.
Open a project, BLDG-D BLDG – Timescaled Logic Diagrams, and confirm that you are in the Activities window.
2.
On the Tools menu, click Timescaled Logic Diagram to launch the Timescaled Logic Diagram Templates dialog box.
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Choosing a Template Timescaled logic diagrams use templates to record, maintain, and apply the numerous option settings that control a diagram’s final appearance. Templates reduce errors and make configuring timescaled logic diagrams faster, more convenient, and easier to reproduce. The Timescaled Logic Diagram Templates dialog box includes several templates from which to choose. It also provides icons for making changes to the templates available: Add a new template. Delete the selected template. Duplicate the selected template. Edit the selected template. Figure D-2: Option selections for the Default Template are displayed and can be edited in the Timescaled Logic Diagram Options dialog box.
Select and edit a timescaled logic diagram template. 1.
In the Timescaled Logic Diagram Templates dialog box, select a template, Default Template.
2.
Click
(Edit Template).
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Specifying the Timescale The default template uses a project’s Start and Finish dates to specify the timescale. However, you can specify a shorter time period within the project’s overall schedule and then zoom in on that period for a close look at the activities and relationships occurring therein. Figure D-3: New Timescale Start and Finish dates (top section) and a new Date Format (bottom section) are specified in the options dialog box.
Specify a timescale. 1.
In the Timescaled Logic Diagram Options dialog box, confirm that the Timescale tab is selected.
2.
In the Timescale Start field, click
3.
In the date field to the right, click
4.
In the Timescale Finish field, click
5.
In the date field to the right, click
6.
In the Timescale Line 1 Date Interval field, select Month.
7.
In the Timescale Line 2 Date Interval field, select Week.
8.
Clear the Timescale Line 3 check box.
and select Custom from the list. and select a date, 01-Jun-18. and select Custom from the list. and select a date, 01-Sep-18.
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Other Timescale Logic Diagram Options In addition to specifying the timescale, you can customize activity bar positions, colors, and labels; choose the color and style of data date and relationship lines; and group and sort the activity bars displayed in a timescaled logic diagram. Changes to option settings can then be saved as a new template for use with future diagrams. Figure D-4: The timescaled logic diagram is displayed, and a new Custom Template is being saved.
Select additional customization options and draw a timescaled logic diagram. 1.
Click the Bar Format tab.
2.
In the Show schedule for field, confirm Early Dates, and in the Method field, confirm Standard.
3.
Click the Bar Content tab.
4.
In the Bar Labels section, select the TopRight check box, and then click from the list.
5.
Select the BottomRight check box, and then click
6.
Click the Lines tab.
7.
In the Relationship Lines section, confirm that Draw Relationships and All Relationships are both selected.
and select Early Start
and select Original Duration from the list.
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8.
Click the Group and Sort tab.
9.
In the Group By section, select the first check box and confirm WBS Path.
10. Click Draw and Close. 11. Click Close. 12. After viewing the timescaled logic diagram, on the File menu, click Save Template. 13. In the Save Template dialog box, type a name for the template, , and click OK. 14. On the File menu, click Exit. 15. When asked if you want to save changes, click No.
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Lesson Review Key Concepts
A timescaled logic diagram is a bar chart (similar to a Gantt chart) that shows the logical relationships among project activities during a particular time period.
Timescaled logic diagram capabilities enable you to specify the start and finish dates of the time period, to group and sort activities in the diagram, and to closely control the appearance of activity bars, bar labels, and relationship lines in the final printout.
Timescaled logic diagrams are useful for isolating small sections of the project in order to better understand the chains of activities that drive a project schedule.
Timescaled logic diagrams are also useful for compressing and printing an entire project on a single page for reports and other project communications.
Review Questions 1.
True or False: Timescaled logic diagrams enable users to isolate and closely examine sections of the Gantt chart for a better understanding of the activities and relationships that drive a project schedule.
2.
True or False: The command for creating a timescaled logic diagram is located on the Project menu.
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Notes
Appendix D –
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Case Study Solutions
Copyright © 2010, Oracle. All rights reserved.
Appendix E – Case Study Solutions
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Case Study 1: Solutions The following is presented as a guide to completing Case Study 1. Due to the flexibility of P6 Professional, there is often more than one way to accomplish any particular task, and you are encouraged to experiment and adopt methods that are comfortable for you. Compare your approach – and your results – to the text and screenshots below. Figure E-1: The Project ID and Project Name are entered into the Create a New Project wizard.
1.
To create a new project, first close any open projects and then use the Create a New Project wizard as follows: a. On the File menu, click Close All to close all open projects. b. On the File menu, click New to launch the wizard. c.
Enter the information from Objective 1 into the appropriate wizard screens.
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Figure E-2: The Notebook tab in Project Details shows an entry for the Project Status Notebook topic.
2.
After creating the project, enter a Notebook topic in Project Details: a. Confirm that you are in the Projects window. b. In the Project Table, select the newly created project, RENO 1 – Creating a Project. c.
In Project Details, click the Notebook tab and add a Notebook topic, Project Status. Then, type an entry, such as .
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Figure E-3: Click Add on the Edit menu (top of screen) to add WBS elements. Use the arrows on the Move toolbar (right of screen) to arrange the elements in the WBS hierarchy.
3.
To create a WBS structure, use the WBS window. a. On the Project menu, click WBS. The project (and highest level of the WBS), RENO-1, is already displayed. b. On the Edit menu, click Add to add new WBS elements, and use the arrows on the Move toolbar to arrange the WBS elements as in the screenshot above.
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Figure E-4: New activities have been added to the WBS structure in the Activities window. Use the General tab in Activity Details to confirm or specify selection of the Activity Type.
4.
To add activities, use the Activities window. a. On the Project menu, click Activities. b. Open a layout, Classic WBS, if it is not already open. You should see the WBS hierarchy bands ready for activities to be added. If the WBS bands are not displayed, it is because they do not yet contain any activities. If that is the case, on the Layout Options bar, click Group and Sort and in the Group By Options section of the Group and Sort dialog box, clear the Hide if empty check box. c.
On the Edit menu, click Add to add new activities. Remember that activities are entered below the item selected in the Activity Table. Confirm the Activity ID as each new activity is added (and make any necessary changes) in the Activity Table Activity ID column. Enter the name of each new activity and its Original Duration directly into the appropriate Activity Table columns. Task Dependent is the default Activity Type for new activities. Use the Activity Type field on the General tab in Activity Details to confirm Task Dependent for each new activity (and to select Start Milestone for activity A1000).
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Case Study 2: Solutions Compare your approach and answers to the text and screenshots below for the solutions to Case Study 2. Figure E-5: Use the Assign buttons on the Relationships tab in Activity Details to create relationships with the activity selected in the Activity Table.
1.
To create relationships, use the Relationships tab in Activity Details. In the Activities window after opening the project and layout, click the Relationships tab in Activity Details. Then, select activities in the Activity Table and use the Assign buttons in the Predecessors and Successors windows on the Relationships tab to create relationships as specified in Case Study 2, Objective 1. a. To schedule the project: On the Tools menu, click Schedule, confirm the data date, 05-Mar-18, and click Schedule. To check the scheduled Finish date, click the Projects tab near the top of the screen and then click the Dates tab in Project Details. The scheduled Finish date is 30-Jul18.
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Figure E-6: A Must Finish By constraint has been assigned to the project.
2.
To assign a Must Finish By constraint to the project, in the Projects window with the RENO-2 project selected in the Project Table, click the Dates tab in Project Details, and then click in the Must Finish By field to select the date.
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Figure E-7: A primary constraint, Start On or After, has been assigned to activity A1220.
3.
To assign a Start On or After constraint to activity A1220, click the Activities tab to navigate back to the Activities window, and select activity A1220 in the Activity Table. In Activity Details, click the Status tab. In the Constraints section, select Start On or After in the Primary field, and then in the Date field, click
4.
to select the date.
After rescheduling the project, click the Projects tab near the top of the screen to navigate to the Projects window. On the Dates tab in Project Details, confirm that the Finish date remains 30Jul-18. Although the constraint delayed the start of activity A1220, it did not affect the project’s Finish date because A1220 had sufficient float. The constraint reduced the float on activity A1220 from 15 days to 8 days.
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Case Study 3: Solutions Compare your answers for Case Study 3 to the text and screenshots below. The numbering below reflects the numbering of the objectives in the case study. Figure E-8: After adding resource Bryce Manthorne to activity A1160, it is necessary to change his Budgeted Units/Time.
2.
To assign resources to project activities, use the Resources tab in Activity Details. a. After making the specified Resource assignments, change the Units/Time for Bryce Manthorne and for the Inspector-Renovation directly in the Budgeted Units/Time column on the Resources tab.
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Figure E-9: Scheduled Finish date and Must Finish By date are both displayed on the Dates tab in Project Details.
4.
The scheduled Finish date and the Must Finish By date can both be viewed on the Dates tab in Project Details. a. Scheduled Finish date = 30-Jul-18 b. Must Finish By date = 25-Jul-18 c.
The project is behind schedule. Adding a Total Float column to the project layout indicates that the project is four days behind schedule. (Total Float = -4d).
5.
When trying to shorten a project, focus on critical activities. Option 2 is the only choice involving critical activities and is therefore the only choice capable of reducing overall project duration. In the Activities window, select activity A1090 in the Activity Table and then click the Relationships tab in Activity Details. In the Successors window, for activity A1110, change the lag from 7 to 3 days.
6.
After rescheduling, the project will finish on time (scheduled Finish = 24-Jul-18, Total Float = 0d).
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Figure E-10: Red bars indicate that Bryce Manthorne is overallocated.
7.
To use the Resource Usage Profile, on the Layout Options bar in the Activities window, click Show on Bottom, Resource Usage Profile. Click the Resource Usage Profile left pane Display Options bar and filter by the current project’s resources. Click the right pane Display Options bar and click Show All Projects to remove the check mark and show resource allocations for the currently open project only. a. Go down the list of resources in the profile’s left pane while viewing the graph in the right pane. Bryce Manthorne is overallocated. b. To see which activities are affected, select the Time Period check box at the bottom of the Resource Usage Profile left pane. Click each of the histogram bars that shows overallocated units (red) and view the activities causing overallocation during that week in the Activity Table in the top left quadrant of the screen. The graph shows overallocation during three weeks: Week of April 22: Week of April 29: Week of May 6:
A1060, A1070, A1120, A1140 A1070, A1120, A1140 A1100, A1120
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Figure E-11: Activities A1100 and A1120 are causing overallocation during the week of 06May-18. Activity A1120 is involved during every period of overallocation.
c.
One activity, A1120, is involved during every week of overallocation. Replacing Bryce Manthorne with Joe Couto on that activity resolves all overallocation: - In the Activity Table, select A1120. - In the Resource Usage Profile left pane, clear the Time Period check mark. - On the Edit menu, click Assign, Resources by Role. - In the Assign Resources by Role dialog box, filter by All Resources, select and remove Bryce Manthorne, and select and assign Joe Couto.
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Figure E-12: Budgeted Total Cost on the Analyzing the Budget layout shows that the project is within budget.
8.
To check project costs, open the Analyzing the Budget layout or add a Budgeted Total Cost column to the existing layout. Budgeted Total Cost is $184,626, which is within the original budget.
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Figure E-13: Baseline bars are displayed in the Gantt chart.
9.
On the Project menu, click Maintain Baselines to create a baseline. a. Click Add, confirm Save a copy of the current project as a new baseline, type a baseline name, and select Initial Plan as the baseline type. On the Project menu, click Assign Baselines to assign the new baseline to the project schedule. In the Assign Baselines dialog box, select the newly created baseline in the Project Baseline and the User Baselines Primary field and then click OK. b. To display the primary baseline in the Gantt chart, reopen the Classic WBS layout. On the Layout Options bar, click Bars, select the Primary Baseline and Baseline Milestone check boxes, and then click OK. c.
To export the project plan, on the File menu, click Export and follow the prompts in the Export wizard to export it to C:\Training Docs in XML format (the export will be a Zip file).
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Case Study 4: Solutions Compare your answers for Case Study 4 to the screenshots and text below. Numbering reflects numbering of the objectives in Case Study 4. 2. After updating activities in the April 23 to April 30 period and rescheduling, the project is still on schedule (Total Float = 0d). Figure E-14: Activity A1120 has been suspended on the Status tab, and an expense for the activity has been added on the Expenses tab. After rescheduling, Total Float for the activity (as well as all other critical activities) is -5d indicating that the project is now behind schedule.
3. After updating activities in the April 30 to May 7 period and rescheduling, the project has fallen behind schedule by 5 days (Total Float = -5d). You determine can whether the project is on schedule by checking the Total Float of any critical activity on the Status tab. If Total Float is less than zero, the project is behind schedule. Also, notice in the Gantt chart that the baseline bars are no longer aligned with the red critical activity bars.
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Figure E-15: Work has resumed on activity A1120. After rescheduling, the activity (as well as other critical activities and the project itself) is 8 days behind schedule (Total Float = -8d).
4. After updating activities in the May 7 to May 14 period and rescheduling, the project has fallen behind schedule by 8 days (Total Float = -8d).
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Figure E-16: Resources tab for A1120 with Actual and Remaining Units updated to reflect the new Remaining Duration. Note the Remaining Units/Time for the resource.
5. After doubling resources on activity A1120 and rescheduling, the project is now 3 days behind schedule (Total Float = -3d). Figure E-17: The relationship between activity A1130 and its successor, A1370, has been changed, and a new relationship with a new successor, A1280, has been added.
6. After changing the relationships between activity A1130 and its successors and then rescheduling the project, the project is fully back on schedule (Total Float = 0d). 7. The project is back on schedule, and the Resource Usage Profile indicates that there are no overallocated resources.
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Figure E-18: At Completion Total Cost shows that the project is over its Original Budget of $190,000.
8. After updating and re-optimizing the project plan, the project is no longer within its Original Budget of $190,000. Due to project expenses and changes to resource assignments, the At Completion Total Cost for the project is now $192,111.
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