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Tutorial on Primavera Version 6.0

Topics

Introduction to Primavera The Project Management Life Cycle Data, Navigating, and Layouts Enterprise Project Structure Creating a Pro ect Creating a Work Breakdown Structure Adding Activities

continued

Topics (cont.)

Creating Relationships Scheduling Assigning Constraints Maintaining the Project Documents Library Formatting Schedule Data Roles and Resources Assigning Roles

continued

Topics (cont.)

Assigning Resources and Costs Analyzing Resources Optimizing the Project Plan Baselining the Project Plan Pro ect Execution and Control Reporting Performance Project Web Site

Introduction to Primavera

Lesson 1

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Lesson Objectives

Describe Primavera tools Explain the difference between enterprise and project- specific data

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Introduction to Primavera

Primavera provides multi-project, multi-user tools for enterprise-wide project management, providing comprehensive information on all projects in the enterprise, from executive-level summaries to detailed work assignments for each team member. Primavera is an integrated solution with Web-enabled, client/server, and desktop software that provides role- specific tools to satisfy each team member’s needs, responsibilities and skills. Primavera is an enterprise-wide solution.

Works identically in single- and multi-project modes. Scalable client/server architecture. Relational databases (Oracle, SQL Server and MSDE).

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Primavera Modules

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Primavera Tools (cont.)

Project Management

Use for planning, monitoring, and controlling projects. Store and manage projects in a central location.

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Primavera Tools (cont.)

Methodology Management

An integrated process improvement platform for delivering best practices, lessons learned, and organizational standards in the form of project templates, work product templates, and estimation metrics. Create, capture, organize, and improve reusable components for building future project plans.

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Primavera Tools (cont.)

Timesheets

Enables Web-based timekeeping and communication. Team members see all supporting information they need to coordinate and perform their work while communicating directly with the central database.

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Primavera Tools (cont.)

P6 Web / MyPrimavera

(Portfolio, Project, Resource Management and Collaboration)

Interface for project managers who require Web-enabled project management functionality. It also enables enterprise-wide, Web-based collaboration. Users can create, manage, status, and schedule projects using Web browser. Tool is divided into menus based on specific functionality and data access for the different roles that exist on a project team: project manager, resource manager, and portfolio manager.

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Enterprise and Project-Specific Data

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

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Enterprise and Project-Specific Data

(cont.)

Enterprise Data Enterprise data provides the global structure needed to manage multiple projects. It is available to all projects across the organization and provides the structure necessary for centralized project and resource management. Examples of centralized project management include:

Project structure Project codes Admin categories and preferences

Examples of centralized resource management include:

Resources Cost accounts Resource codes

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Enterprise Data Project Structure OBS Resource codes
Enterprise Data
Project
Structure
OBS
Resource
codes

Admin categories & preferences

Structure OBS Resource codes Admin categories & preferences Project co es d Roles C o s
Structure OBS Resource codes Admin categories & preferences Project co es d Roles C o s
Structure OBS Resource codes Admin categories & preferences Project co es d Roles C o s
Structure OBS Resource codes Admin categories & preferences Project co es d Roles C o s
Structure OBS Resource codes Admin categories & preferences Project co es d Roles C o s

Project

co es

d

Roles

Cost

accounts

Resources

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Enterprise and Project-Specific Data

(cont.)

Project-Specific Data Project-specific data is only available to the project in which it is defined.

Dates Work Breakdown Structure (WBS) Activities Activity relationships Baselines Expenses Risks Thresholds and Issues Work Products & Documents Project Web Site

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Thresholds & Issues PProrojjecectt--SSpecpecifiificc DataData Activities EF AS Baseline/Target AS EF ES EF
Thresholds & Issues
PProrojjecectt--SSpecpecifiificc
DataData
Activities
EF
AS
Baseline/Target
AS
EF
ES
EF
Dates

Work Products & Documents

$

Expenses

EF AS Baseline/Target AS EF ES EF Dates Work Products & Documents $ Expenses Risks WBS

Risks

WBS

EF AS Baseline/Target AS EF ES EF Dates Work Products & Documents $ Expenses Risks WBS

Project Web Site

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Enterprise and Project-Specific Data

(cont.)

Enterprise/Project-Specific Data The following types of data are enterprise, as well as project-specific:

Calendars Reports Activity codes

System administrators define enterprise data. Project managers define project-specific data to further control their projects.

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Enterprise/ProjectEnterprise/Project-- SpecificSpecific DataData 20002000
Enterprise/ProjectEnterprise/Project--
SpecificSpecific DataData
20002000

Calendars

o n 1 Enterprise/ProjectEnterprise/Project-- SpecificSpecific DataData 20002000 Calendars A ctivit y Codes Reports 7

Activity

Codes

Reports

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The Project Management Life Cycle

Lesson 2

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Lesson Objectives

Review the relationship between Primavera and the project management life cycle Identify the five process groups in the Project Management life cycle

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Project Management Life Cycle

Project Management is the process of achieving set goals within the constraints of time, budget, and staffing restrictions.

Initiating

process

group

Planning

process

group

Initiating process group Planning process group Exe cu tin g process group Controlling process group

Exe cu tin g process group

Controlling

process

group

Clos ing process group

Clos ing

process

group

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Project Management

Life Cycle (continued)

Initiating process
Initiating
process
Planning process
Planning
process
Executing process Controlling process Closing process
Executing
process
Controlling
process
Closing
process
Project information Organization commitment Te am development Scope definition Activity definition Schedule
Project
information
Organization
commitment
Te am
development
Scope definition
Activity
definition
Schedule
Resource and
development
cost planning
Project plan
development
Yes
Information
distribution
Project plan
execution
Performance
No
reporting
Are there
changes?
No
Project
complete?
Yes
Project
closeout
Administrative
closeout
11
Project
completion

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Initiating Process Group

Steps in the Initiating process group include:

Define templates and workflow for initiation request. Initiate request. Obtain organizational commitment.

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Planning Process Group

Steps in the Planning process group include:

Establish project objectives and scope of work. Define the work. Determine the timing. Establish resource requirements/availability. Establish a cost budget. Evaluate, optimize, and create baseline plan.

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Executing Process Group

Steps in the Executing process group include:

Distribute information. Track work in progress and actual costs.

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Controlling Process Group

Steps in the Controlling process group include:

Analyze and evaluate the project. Recommend necessary action. Modify the current project with realistic data. Re-forecast the schedule. Communicate project performance to the project team.

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Closing Process Group

Steps in the Closing process group include:

Document lessons learned. Determine if project can be used as a methodology. Deliver product to client or stakeholders. Back-up or archive project files.

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Data, Navigating, and Layouts

Lesson 3

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Lesson Objectives

Describe enterprise and project-specific data Log in Open an existing project Navigate in the Home window and Activities window Open an existing layout Customize a layout Save a layout

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Enterprise and Project-Specific Data

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

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Enterprise and Project-Specific Data

(cont.)

Enterprise Data Enterprise data provides the global structure needed to manage multiple projects. It is available to all projects across the organization and provides the structure necessary for centralized project and resource management. Enterprise data is usually defined and maintained by a system administrator.

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Enterprise and Project-Specific Data

(cont.)

Enterprise Data Examples of enterprise data:

Enterprise Project Structure (EPS) Project codes Resource codes Admin categories and preferences Resources Cost accounts

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Enterprise and Project-Specific Data

(cont.)

Project-Specific Data Project-specific data is only available to the project in which it is defined. Project managers define project- specific data to further control their projects.

Dates Work Breakdown Structure (WBS) Activities Activity relationships Baselines Expenses Risks Thresholds and issues Work products and documents Project Web site

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Enterprise and Project-Specific Data

(cont.)

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

Calendars Reports Activity codes

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Logging In

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

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Home Window

The Home window is the starting point for navigation. It provides quick access to enterprise data and project data. To the left of the Home window is the Directory bar, which lists the 12 windows within Primavera. Each window provides specific functionality to help you manage projects. Click an item in the Directory bar to access it. The table below lists key navigation items in the Home window. Numbers in the table correspond to those in the screenshot.

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Home Window

ItemItem

FunctionalityFunctionality

1. Title bar

Displays current application and name of open projects.

2. Menu bar

Click to perform functions in Primavera.

 

3. Directory bar

Click to display Primavera windows.

 

4. Navigation bar

Move between open windows toggle the Directory bar, and open Help.

,

 

5. Status bar

Displays user's Login Name, data date of open

projects access mode and current baseline

 

,

,

.

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Navigation Bar

Use the Navigation bar to move back and forward to previously accessed windows; return to the Home window; display and hide the Directory bar; and to access Help for the current window. The Navigation bar, which is turned on by default, can be toggled on/off in the View menu by clicking Toolbars, Navigation Bar.

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Opening an Existing Project

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

All projects under the node are opened.

Open multiple projects under different nodes.

Press Control-click to select more than one project.

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Opening an Existing Project (cont.)

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 - You 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.

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Opening an Existing Project (cont.)

Activities Window The Activities window is used to create, view, and edit activities for open projects. The table below lists key navigation items in the Activities window. Numbers in the table correspond to those in the screenshot.

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Activities Window

ItemItem

FunctionalityFunctionality

1. Toolbar

Displays icons that allow you to change look of layout.

2. Activity Table

Displays activity information in spreadsheet format.

3. Gantt Chart

Provides graphical display of activity progress over time.

4. Command bar

Displays options for adding or removing activity data.

5. Layout Options bar

Displays menu of available options for Activities window.

6. Vertical Split bar

Drag bar to hide/show more information in each pane.

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Activities Window (cont.)

ItemItem

FunctionalityFunctionality

7. Horizontal Split bar

Hide or show more information in top/bottom layouts.

8. Activity Details

View/edit detailed information for selected activity.

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Layouts

A layout is a customizable view of information, combining all the visual elements that appear on the screen. Layouts are available in the Projects, WBS, Activities, Resource Assignments, and Tracking windows.

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Layouts (cont.)

Activity Layouts The Activities window provides the option of viewing data in top/bottom layouts.

Choose one of the following to show on top:

Activity Table Gantt Chart Activity Usage Spreadsheet Activity Network

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Layouts (cont.)

Activity Layouts

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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Layouts (cont.)

Opening an Existing Activity Layout A variety of layouts are available to present activity data from different perspectives. 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 layout but keeps Open Layout dialog box open. Open - Displays layout and closes Open Layout dialog box.

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

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Layouts (cont.)

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

raphical display of activity pro ress

over the duration of the project.

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Layouts (cont.)

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:

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Layouts (cont.)

Activity Network Use the Activity Network to view the relationships between activities and the logical flow of the activities in the project:

Left pane - Displays the WBS hierarchy. Right pane - Shows a graphical display of activities and their relationships.

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Layouts (cont.)

Activity Table The Activity Table enables you to see project data in spreadsheet format. You also can modify the columns displayed in the Activity Table to meet your needs. You can display the Activity Table on the entire screen if you want to analyze data solely in a tabular format.

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Customizing a Layout

The Activities window can be customized and saved as a layout. Saving layouts for future use allows you to quickly retrieve information.

The Layout Options bar is the centralized menu for layout customization. The following is a list of layout elements that are customizable:

Bars Columns Timescale Table font and colors Row height Filters Activity grouping and sorting Top/bottom layouts

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Customizing a Layout (cont.)

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 list. Selected Options section - Lists items you have chosen to display. Single arrows - Move highlighted data items to the other section. Double arrows - Move all data items to the other section. Up/down arrows - Configure the order of the data items.

Cli k Edit C

c

l

o umn

t

o e

dit th

e se ec e

l

t d it

'

em s

titl

d

e an

choose its alignment in the display.

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Customizing a Layout (cont.)

Using Hint Help in Columns Dialog Box You can use Hint Help to view a definition for any data item in the column list.

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Displaying Activity Details

Activity Details displays detailed information for the activity highlighted in the Activity Table or Activity Network.

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Displaying Activity Details (cont.)

Selecting Details Tabs The tabs displayed in Activity Details can be customized.

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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 windows:

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.

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Saving Layouts (cont.)

Project - Apply the layout to any project that is currently open in Primavera. 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:

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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. Closing the project takes you back to the Home window.

You are prompted to verify that you want to close the project. Closing the project takes

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Closing a Project (cont.)

Key Concepts

The Home window is a starting point for navigating in Primavera. Use the Navigation bar for quick access to Help, to display the Directory bar, and to move forward and backward to previously accessed windows. Choose to open a project in Read Only, Shared, or Exclusive mode. A project consists of enterprise and project-specific data. View activity data in the Activities window and customize the top and bottom layouts. Use layouts to easily view data specific to your needs. You can customize layouts by selecting columns and by o

if i

t

/b

spec y ng op

tt

l

t

om ayou s.

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Less on 3

Closing a Project (cont.)

Key Concepts

Activity Details, arranged in tabs, displays detailed information for the activity highlighted in the Activity Table or Activity Network.

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Enterprise Project Structure

Lesson 4

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Lesson Objectives

Describe the components that comprise the Enterprise Project Structure View the EPS

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Enterprise Project Structure

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

The EPS is made of roots and nodes.

Each root in the EPS can be subdivided into many nodes. Nodes represent different levels within the structure.

All projects must be included in a node.

Each node can contain an unlimited number of projects. Projects always represent the lowest level of the hierarchy. Placement of a project in the hierarchy determines the summary level in which it is included.

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Enterprise Project Structure

EPS Root EPS Node Project EPS F
EPS
Root
EPS
Node
Project
EPS
F
Node Project Project D E
Node
Project
Project
D E

Level 1

EPS Node
EPS
Node
EPS Node Project Project B C
EPS
Node
Project
Project
B C

Level 2

EPS Node Project A
EPS
Node
Project
A

Level 3

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Less on 4

Opening the EPS

You can use the Enterprise Project Structure dialog box to define the EPS. The three fields to enter when adding an EPS node are:

EPS ID - Identifies the selected EPS node. EPS Name - Description of the selected EPS node. Responsible Manager - Use this field to select an OBS (Organizational Breakdown Structure) element to associate with the selected level of the EPS.

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Benefits of the EPS

The EPS offers many benefits, including the ability to:

View project priorities, scope, budgets, and resources across the entire project structure or within a specific node. Manage projects separately while retaining the ability to roll up and summarize data across multiple projects.

Each node acts as a master project, rolling up all "child" nodes and projects. A node can be opened to view all detailed activity information from the "member" projects.

View resource allocation across projects. Assign security at any level of the project structure to provide users with appropriate access to project information. For example, Tim Harris can view only the Construction node and its children.

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Key Concepts

The EPS is a hierarchy that represents the management and organization of projects in your company. In the EPS, the root is the top level and can be subdivided into nodes. Each node represents a level in the project structure that can hold another node or a project. Projects represent the lowest level of the hierarchy. The EPS enables you to view project data across the entire project structure or within a specific node.

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Creating a Project

Lesson 5

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Lesson Objectives

Create a project Navigate in the Projects window View and modify information in Project Details

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Less on 5

Creating a Project

A project can be created using a variety of methods:

Create a New Project wizard:

Create the project. Create the Work Breakdown Structure (WBS). Add activities. Assign resources and costs.

Project Architect:

Create the project from a methodology (template). Review and adjust the WBS. Review and adjust activities. Assign resources and costs.

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Creating a Project (cont.)

Import a file:

Import a project using the following file formats:

Review and adjust the WBS. Review and adjust activities. Assign resources and costs.

Copy/paste:

Select elements of an existing project you want to copy to a new project.

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Create a New Project Wizard

The Create a New Project wizard can assist you in creating a project.

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Create a New Project Wizard (cont.)

Entering 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.)

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Create a New Project Wizard (cont.)

Entering Project Start and End Dates Use the calendar to select Planned Start and Must Finish By dates for the project. The Must Finish By field is not mandatory. You can assign a project Must Finish By date at any point in the project life cycle in the Dates tab in Project Details. To navigate in the calendar:

When you launch the calendar, the current month/year is displayed. To navigate to a different year, click the Month/Year section in the calendar, and then use arrows to scroll to the desired year. Click the desired month and date, and then click Select.

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Create a New Project Wizard (cont.)

Entering Responsible Manager The Responsible Manager, selected from the Organization Breakdown Structure (OBS), is the individual responsible for the work. 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.

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Create a New Project Wizard (cont.)

Selecting 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. Values in the Rate Type drop-down list reflect rate types defined in the Rate Types tab in Admin Preferences.

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Create a New Project Wizard (cont.)

Running Project Architect Project Architect helps you to create a project from an existing methodology or project template. You will create the Office Building Addition project anew, without the use of a methodology.

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Projects Window

The project has been created and opened. To view high-level information about the project, navigate to the Projects window, which displays the projects within the EPS that you can access. You can also:

Open, create, and save project layouts. Group projects by the Enterprise Project Structure, project codes, or other project-related items. Filter projects. Modify column data.

The table below lists key navigation items in the Projects window. Numbers in the table correspond to those in the screenshot.

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Project Details

Project Details is located in the bottom layout of the Projects window. It can be used to define the project properties and defaults that are applied to the selected project.

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Project Details (cont.)

General Tab The General tab enables you to view or modify general information about the selected project. Project ID, Project Name, and Responsible Manager can be set when you create the project, or you can change them here. The remaining fields are set by default. Fields in the General tab:

Project ID - Short, unique identifier for the project. Project Name - Name of the project.

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Project Details (cont.)

General Tab

Status - Indicates project status based on the table below:

StatusStatus

IndicatesIndicates projectproject isis

Planned

Being analyzed before establishing permanent plan.

Active

Currently being worked on.

Inactive

Completed or on hold.

What-if

Used as test scenario.

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Project Details (cont.)

General Tab

Responsible Manager - Individual, selected from the OBS, who is responsible for the project. Risk Level - Indicates the overall risk in performing the project. You can use the risk level to organize, filter, and report on projects within the project structure. You can enter a value between Very High and Very Low; the default is Medium. Leveling Priority - User-defined rank of the project against all other projects, based on its importance to the organization. You can enter a value between 1 and 100. The highest rank is 1; the default is 10. Check-out Status - Indicates whether the project is checked in or checked out.

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Project Details (cont.)

General Tab

Checked Out By - Displays the user that 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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Project Details (cont.)

Dates Tab The Dates tab enables you to edit date information for the selected project. The Planned Start and Must Finish By dates can be set when you create the project, or you can change them here. Fields in the Dates tab:

Planned Start - Planned start date of the project. Data Date - Date used as the starting point for 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.

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Project Details (cont.)

Dates Tab

Anticipated Start and Anticipated Finish - Expected dates that can be entered while planning the project at a high level.

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Project Details (cont.)

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. Fields in the Notebook tab:

Notebook Topic - List of topics assigned to the selected node/project. Detail - User-defined description of the selected topic. You can use HTML editing features, including formatting text, inserting pictures, copying, pasting, and adding hyperlinks.

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Project Details (cont.)

Codes Tab The Codes tab enables you to assign project code values to the selected project. Project codes allow you to group the projects in the EPS to specific categories, such as location or division.

Unlimited hierarchical project codes are supported. Allows for summarization of lar e amounts of information across projects.

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Project Details (cont.)

Type Ahead and Search in Dialog Boxes The Search field in dialog boxes throughout Primavera offers a faster alternative to scrolling through a long list 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 begin with the letters you have typed are displayed in the dialog box.

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

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Project Details (cont.)

Defaults Tab The Defaults tab is divided into two sections:

Defaults for New Activities - Indicates the settings that will be 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 will be numbered in your project.

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

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Project Details (cont.)

Defaults Tab For the activities in the Office Building Addition project, you will set the prefix to BA, and verify 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, which is especially helpful when viewing activities from different projects.

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Project Details (cont.)

Settings Tab The Settings tab consists of three sections:

Summarized Data - Identifies the date and the level to which the project was last summarized. Project Settings - Sets the character used to separate WBS levels; identifies the month in which the fiscal year begins; and specifies the baseline used in earned value calculations. Define Critical Activities - Identifies which activities are displayed as critical, either longest path or a value of Total Float.

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Project Details (cont.)

Calculations Tab Use this tab to specify how to calculate cost and resource use when you update activities. Two fields of note:

Recalculate Actual Units and Cost when Duration % Complete Changes - Mark to calculate actual units and costs as Actual (units or costs) = Budgeted (units or costs) * Duration % Complete

Primavera performs these calculations whenever you update the Duration % complete. Values you specify override the application's calculated values. If you clear the checkbox, the application does not estimate actuals and the actual fields remain blank unless you specify values.

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Project Details (cont.)

Calculations Tab

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

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Project Details (cont.)

Key Concepts

You can create a project with the New Project wizard, import a file, copy an existing file, or use Project Architect to create a project from an existing template. Once the project is created, 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 the anticipated start and finish dates.

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Creating a Work Breakdown Structure

Lesson 6

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Less on 6

Lesson Objectives

Define a Work Breakdown Structure Create multiple levels of a WBS hierarchy

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Less on 6

Work Breakdown Structure

The Work Breakdown Structure (WBS) is a hierarchical arrangement of the products and services produced during, and by, a project. It enables you to divide a project into meaningful and logical pieces for the purpose of planning and control.

Each project has a unique WBS hierarchy.

The root level of the WBS is equal to the Project ID and Project Name.

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

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Work Breakdown Structure

Project A/ Root / Level 1 WBS Level 2 WBS.1 WBS.2 WBS.3 Level 3 WBS.1.1
Project A/
Root / Level 1
WBS
Level 2
WBS.1
WBS.2
WBS.3
Level 3
WBS.1.1
WBS.1.2
WBS.1.3

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Cour se Sc enario

Course Scenario

Office Building Addition
Office
Building
Addition
Foundation
Foundation
Structure Mechanicals
Structure
Mechanicals
Elevator
Elevator
HVAC
HVAC
Addition Foundation Structure Mechanicals Elevator HVAC Design and Engineering Exterior Interior Finishes
Addition Foundation Structure Mechanicals Elevator HVAC Design and Engineering Exterior Interior Finishes
Addition Foundation Structure Mechanicals Elevator HVAC Design and Engineering Exterior Interior Finishes
Design and Engineering
Design and
Engineering
Exterior Interior Finishes Finishes Plumbing and Plumbing and Floor and Lighting Carpentry Electrical Carpet
Exterior
Interior
Finishes
Finishes
Plumbing and
Plumbing and
Floor and
Lighting
Carpentry
Electrical
Carpet
Fixtures
Roof
Roof
Doors and Windows
Doors and
Windows
Paint
Paint
Brick
Brick

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Less on 6

Viewing WBS Elements

When a project is created, a root level WBS element is added with the same ID and name as the project.

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Less on 6

Creating the WBS Hierarchy

WBS elements added to the root level element are automatically indented to form the second level of the hierarchy. 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, you can use the indentation keys located on the Command bar to adjust the structure of the WBS hierarchy. The "child" WBS inherits attributes from the "parent" WBS. This is illustrated below, when the WBS element you create, Elevator, inherits the responsible manager of its parent, Mechanicals.

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Less on 6

Creating the WBS Hierarchy (cont.)

You can determine the level that WBS elements group to by right-clicking in the WBS window and choosing Collapse To. Right-click in the WBS window and click Expand All or Collapse All to expand or collapse elements of the WBS.

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Less on 6

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

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Adding Activities

Lesson 7

81

Less on 7

Lesson Objectives

Describe an activity and its components Describe activity types Add activities Add a Notebook topic to an activity Add steps to an activity Assign activity codes to activities

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Less on 7

Activities

Activities are the fundamental work elements of a project. They are the lowest level of a WBS and the smallest subdivision of work that directly concerns the project manager.

Most detailed work unit tracked in a project schedule. Contains all information about the work to be performed. Also known as a task, item, event, or work package.

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Less on 7

Activity Components

Less o n 7 Activity C omponents 82

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Less on 7

Adding Activities

Use the Activities window to create, view, and modify activities for the selected project. To add an activity to a project, perform one of the following actions:

In the Command bar, click Add. In the Edit menu, click Add. Press Insert on the keyboard. Right-click and click Add.

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Less on 7

The New Activity 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.

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Less on 7

Adding Activities via Activity Wizard

While in the Activities window, you can click Add in the Command bar to add new activities. The New Activity wizard appears only when you click Add in the Command bar. Type a unique Activity ID and Activity Name, for each activity that you add. You will assign the activity to the Design and Engineering WBS element.

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Less on 7

Adding Activities via Activity Wizard

(cont.)

Assigning Activity Type Activity Type controls how an activity's duration 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.

Start Milestone Finish Milestone Task Dependent Resource Dependent Level of Effort WBS Summary

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Less on 7

Adding Activities via Activity Wizard

(cont.)

Activity Type:

Start Milestone - This type is typically used to mark the beginning of a phase or to communicate project deliverables.

Zero-duration activity. Only has a start date. You can assign constraints, steps, expenses, work products, and documents. You can assign a primary resource. You cannot assign roles.

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Less on 7

Adding Activities via Activity Wizard

(cont.)

Activity Type:

Finish Milestone - This type is typically used to mark the end of a phase or to communicate project deliverables.

Zero-duration activity. Only has a finish date. You can assign constraints, steps, expenses, work products, and documents. You can assign a primary resource. You cannot assign roles.

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Less on 7

Adding Activities via Activity Wizard

(cont.)

Activity Type:

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

The activity's resources are scheduled to work according to the activity calendar. Duration is determined by the assigned calendar's workweek.

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on 7Less

Example of how Primavera calculates the duration when activity type is task dependent.

Activity Calendar Monday Tuesday Wednesday Thursday Friday Resource Calendar 1 Resource Calendar 2 Resource
Activity Calendar
Monday
Tuesday
Wednesday Thursday
Friday
Resource Calendar 1
Resource Calendar 2
Resource Calendar 3
Task Dependent
X
X

2 Day (X) Activity

Less on 7

Adding Activities via Activity Wizard

(cont.)

Activity Type:

Resource Dependent - This type is typically used when multiple resources assigned to the same activity can work independently.

The activity's resources are scheduled according to the individual resource's calendar. Duration is determined by the availability of the resources assigned to work on the activity.

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