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Primavera

Project
Management

Tutorial

Basic
Usage

Project management software usage 101

Part I Primavera Project Management

EPS Enterprise Project Structure The Enterprise Project Structure (EPS) is a hierarchical structure used to depict the organizations structure on the software. It consists of roots and nodes. EPS is used to organize and categorize the projects based on the organizational structure like departments, divisions or discrete organizational activities.

Root

Node

OBS Organizational Breakdown Structure OBS depicts the organizational structure in terms of hierarchy, roles and responsibilities, just like the organizational chart.

D. Fotopoulou for Train the Trainer IPMA LD, Athens, Greece 2009

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Project management software usage 101

Part I Primavera Project Management

1.1. Create the Project To create a new project ect select from the main menu: File > New > Create New Project Wizard Follow the wizards instructions to add all the initial information like Project ID and Name, Responsible Manager, Manager and the starting and ending project dates Start & Must Finish By. The must finish by date is not obligatory to add from the beginning

On Projects view, select the Dates Tab to modify the information of the project selected on the table above. You can the initial information from this tab as well like the Planned Start and Must Finish By dates. Planned Start the date agreed to start the project Must Finish By the date the project must be delivered Data Date the date you update the projects data (changes during the projects life cycle)

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Project management software usage 101

Part I Primavera Project Management

Finish for better understanding erstanding of the Finish cell you can come back later after the end of the planning phase. The cell is not editable and contains the projects earliest finish date calculated by the software. Actual Start and Actual Finish the cells are editable. They contain ntain the actual start and finish project dates once updated by the person that uses the software.

1.2. Creating the WBS Click on the WBS view to create the projects hierarchical structure decomposing the projects scope and objectives. objectives The first level on hierarchy erarchy is the project itself created automatically with the project. Select Add from the command bar, or right click or insert from the keyboard to add a new level on the WBS. Use the indentation keys on the right to make adjustments.

Type the WBS Code and Description by clicking in the cell or on the WBS tree. You may also add the Responsible manager for each WBS level.

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Project management software usage 101

Part I Primavera Project Management

1.3. Adding Activities Select the Activities view and before adding any activities, you can modify the current view to show the WBS S you just created. Click on Group & Sort icon and select Group by WBS by clicking inside the first columns cell. You will see a variety of selections to group the activities from drop down menu. Select the WBS.

To add an activity click Insert from the clipboard, or right click Add, Add from the command bar at the right.

Add

Activity type Calendar

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Project management software usage 101

Part I Primavera Project Management

From the bottom layout, select the General tab to assign the activity type and calendar for each activity. From Status tab assign the activitys original duration.

Original duration

1.4. Adding Relationships The Relationships enables to assign predecessors and successors to an activity. By clicking the Assign button a window with all the projects activities is available. Double click on the activity you want to assign. Use the Relationship type column to select the type of relationship the activities have. On Lag column type the delay or the offset the activity may has from its predecessor or successor.

Relationship type

Lag

Tips! Tips! *Lag expressed in days *Each activity may have many predecessors or successors

D. Fotopoulou for Train the Trainer IPMA LD, Athens, Greece 2009

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Project management software usage 101

Part I Primavera Project Management

Calculating the Critical Path Once you have all the activities linked you can calculate the critical path. From the main menu select Tools, Schedule or click F9 from the clipboard. The scheduling is automatic, what youll see, will be only the results.

1.5. Activity Network To view the schedule on another format, select the icon Activity Network, as shown below. Dont confuse the Activity Network with PERT Diagram. PERT is used to estimate risks and is not supported by the majority of project management software.

D. Fotopoulou for Train the Trainer IPMA LD, Athens, Greece 2009

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Project management software usage 101

Part I Primavera Project Management

1.6. Create and Assign Resources Select the Resources view to access the library (the pool) where you can create all the organizations resources available to work for the projects.

Add

Select Add from the command bar, or right click and Add, to create a new resource. Primavera P6 supports 3 different type of resources Resource Type Labor Human Resources Non Labor Equipment and Machinery Material Unit of Measure Units / Time hr/d, d/m e.t.c. Units / Time hr/d, d/m e.t.c. User Defined Units of Measure Price / Unit Price (,$) ,$) / Unit of Time e.g. 50 /hr Price (,$) ,$) / Unit of Time e.g. 180 /d Price (,$) ,$) / Unit of Measure e.g. 70 /m3

Once the resource is created click on Details tab to define the resource type. The Default Units / Time is used to define the standard resources availability (e.g. 8h/d) Marking on the checkbox Calculate costs from units then every time you assign the resource to an activity activity the budgeted cost will be automatically calculated based on the Units/Time. The Units & Prices tab is used to assign the standard resources cost per working unit ($25/h), the maximum limit of working time (10h/d) and to add raises or changes to the cost during time.

D. Fotopoulou for Train rain the Trainer IPMA LD, Athens, Greece 2009

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Project management software usage 101

Part I Primavera Project Management

The Resources view is the library where you create resources. The resources assigned to activities via the Activities view.

Assign Resources to Activities From the Activities view, click on the activity you want to assign a resource and from the bottom layout select on Resources tab. Clicking on Add Resource button from the bottom left, select the resource you want to assign by double clicking on its name.

D. Fotopoulou for Train the Trainer IPMA LD, Athens, Greece 2009

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Project management software usage 101

Part I Primavera Project Management

1.7. Create the Baseline If all project data have been assigned appropriate durations, resources and costs then you can create the projects baseline.

Step 1 From the main menu select Project > Maintain Baseline > Add The baseline created. the next step is to assign the baseline to the project

Step 2 From the main menu select Project > Assign Baselines Assign as the Primary Baseline the one already created.

To view the baseline bars on the Gantt Chart, select the icon Bars and click on the checkbox Display of the Primary Baseline.

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Project management software usage 101

Part I Primavera Project Management

Planned Bars

Baseline Bars

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Project management software usage 101

Part I Primavera Project Management

1.8. Updating the progress

To update quick and easy the projects progress select the icon Progress Spootlight to mark on the Gantt Chart the time period you want to update. For the completed activities mark the Started & Finished checkboxes FIRST and THEN select to replace the planned start and end date to the actual. Progress Spootlight

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Project management software usage 101

Part I Primavera Project Management

For activities that are on progress (actual started without having an actual end date yet), select the Started checkbox only, select the actual date and fill the duration percent complete or the remaining duration of the activity.

Fill the Remaining Duration or the Duration percent complete.

To update resources usage, select the Resources and fill Actual Units cell. The actual resources cost is automatically updated.

Fill in the actual resources usage

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Project management software usage 101

Part I Primavera Project Management

After all actual data have been updated then re-schedule the project to view the variances from the original plan.

re-schedule the project: Tools Schedule or F9 or Click on the icon

Dont forget to change the DATA DATE!

Variances from the Baseline!!!

D. Fotopoulou for Train the Trainer IPMA LD, Athens, Greece 2009

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Project management software usage 101

Part I Primavera Project Management

1.9. Earned Value Method Tables and Diagrams To view the Earned Value curve select the icon Activity Usage Profile.
Activity Usage Profile

Right click on the curve space (bottom layout) to display the Activity Usage Profile Options.

To display in detail all Earned Value related costs select the icon Activity Usage Spreadsheet.
Activity Usage Spreadsheet

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Project management software usage 101

Part I Primavera Project Management

1.10.

Reports and Printing Layouts

All data and views are printable on P6. You can print the layouts or create and print specific reports. To print views like the Activities view select from the main menu File> Print Preview and click on the Page Setup icon to modify the screen before printing.

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Project management software usage 101

Part I Primavera Project Management

Reports are available to use for the projects of the organization. Click on Reports view to display many reporting templates and create yours.

Add

Click Add to create a new report through the Report Wizard.


Use the wizard to select the data you want to include on the report.

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Project management software usage 101

Part I Primavera Project Management

After typing the reports title click on the Finish button and then click Run to view the report.

D. Fotopoulou for Train the Trainer IPMA LD, Athens, Greece 2009

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Project management software usage 101

Part I Primavera Project Management

A Few, last details

You probably noticed that the Save command never motioned so far. This is because P6 saves data automatically.

Whenever the button calendar is available

is there, click to view the options you got. Most of the times a to change the dates.

Right click to all white spaces in all views to explore the options you have.

In order to assign a relationship or a resource to an activity from a pop up window, you can either double click on the selection or click on the Assign or Select button.

In the begging when updating an activity, verify that you have selected the right one.

Take your time, to learn P6 needs patient. Make mistakes and write them down. Dont be afraid to test it, it will not crash down!

D. Fotopoulou for Train the Trainer IPMA LD, Athens, Greece 2009

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