basic training workbook

Basic overview
Length of course
3 days or 8hrs a day
Pre-requisite
Background in project management
knowledgeable in windows environment
Training level
Basic

1
Course Outline
1st day
• Introduction
• Primavera Interface
• Organizational Breakdown Structure (OBS)
• Enterprise Project Structure (EPS)
• Project creation
• Calendars
• Work Breakdown Structure (WBS)
• Activities and Activity code
2
Course Outline
2nd day
• Relationship
• Activity network view
• Constraints
• Resources
• Expenses

3
Course Outline
3rd day
• Baseline
• Resource leveling
• Schedule update
• Percent complete
• Primavera layout
• Printing
• Reports

4
Exercise 1
Primavera Workspace (Project)

5
Exercise 1
Primavera Workspace (Activity)

6
 OBS OBS
EPS • Responsible manager
Project • Hierarchal structure of people/Group of
wizard
people in the organization
Calendars
Project
WBS Manager

Activity
Engineer Engineer
1 2
Relationship

Resources Foreman Foreman Foreman

1 2 3

7
 OBS EPS
EPS • Sorting of projects
Project • Hierarchal structure of projects grouped
wizard
according to division, location, as needed in
Calendars
the project Company
WBS A

Activity
Engineering Finance
department department
Relationship

Resources Location A Location B Accounting

8
 OBS Project wizard
EPS

Project
wizard 3 ways to access the project wizard
Calendars
• Project command toolbar > New
WBS
• Menu bar > File > New
Activity • Ctrl + N
Relationship

Resources

9
 OBS Exercise 2
EPS EPS/OBS
You are the scheduler for the Xerneas Construction Inc. Management has assigned
Project you to create a schedule using primavera, currently you are assigned to Project Alpha
wizard which is on the set to start next year. before starting the project all contractors must
be identified before March 16, 2020.
Calendars 1. Close all project (ctrl+w, shortcut key for closing all projects)
2. The workspace that should be open is the Project workspace. Go to the Menu
WBS Bar > Enterprise > OBS
3. Create an OBS structure similar to the given below, write in the OBS description
Activity of their respective position

Xerneas President
Relationship
Support manager
HR manager
Resources Admin manager
Programs manager
PM for Project Alpha
PM for Project Beta
10
 OBS Exercise 2
EPS EPS/OBS
4. Create an EPS structure similar to the given below, go to Menu Bar > Enterprise
Project > EPS
wizard

Calendars

WBS

Activity
5. Click the ellipsis , then choose
select the respective OBS for each department.
Relationship
6. Create a new project by accessing the project wizard, use Ctrl + N
- Select EPS > PA / Project Alpha
Resources - Project ID > PAB
- Project Name > Project Alpha Building

11
 OBS Exercise 2
EPS EPS/OBS
- Planned start date > March 16, 2020 at 8:00
Project
- Must finish by leave it blank
wizard
- Responsible Manager > Gerald Arroyo
Calendars - Rate type, accept default
- click finish
WBS 7. The project name should now be shown on the title bar of the
primavera software.
Activity 8. Highlight the Project Alpha Building in the Project table so that we can
edit its details.
9. Go to the Project Details > Dates Tab, edit the following data
Relationship
- Set the Data date to March 16, 2020
- Set the Anticipated Start to March 16, 2020
Resources
- Set the Anticipated finish to May 26, 2020
10. The bar chart should be displayed on the gantt chart, select the project
in the project table then double click on the gantt chart.
12
 OBS Exercise 2
EPS EPS/OBS
11. Add a notebook topic in the notebook tab, Project details > Notebook.
Project
Copy the set-up shown below.
wizard

Calendars

WBS

Activity

Relationship

Resources
2020

13
 OBS Calendars
EPS
3 types of Calendars
Project - Global
wizard - Resource
- Personal
Calendars - Shared
- Project
WBS
Calendar Calculation
Activity 5 days per week: Mon – Fri
Project duration: 16 days
Holiday: 18th
Relationship
Start: 2nd
Finish?
Resources

14
 OBS Exercise 3
EPS Calendars
In the Project Alpha, two calendars will be observed, the first calendar would be for
Project the administrative staff. The first calendar would be a 5 day work week 8 hours per
wizard day Mon to Fri. The second calendar would be used by the construction team who
would be observing a 7 day work week 8 hours per day Mon to Sun.
Calendars
Listed below are all the observed holidays by the company for 2020:
WBS 1. New Year (Jan 1)
2. Holy Week (April 16, 17 and 18)
Activity 3. All Saints and All Souls day (Nov 1 and 2)
4. Christmas break (Dec 24 to 25 and Dec 30 to 31)
Relationship

Resources

15
 OBS Exercise 3
EPS Calendars
Creating a 5 day per week 8 hrs per day calendar
Project
1. Go to Menu Bar > Enterprise > Calendars
wizard
2. Click on the Global radio button
Calendars 3. Create a new global calendar by clicking ADD, then select the most appropriate
calendar such as “Standard 5 days workweek” *note: Do not modify the existing
default calendars
WBS 4. Rename the newly created calendar to “PAB 5 days” then click MODIFY
5. Select the Detailed work hours/day radio button
Activity 6. Set the holidays
7. Click the Workweek button to open the Calendar week hours form.
Relationship 8. Select the days Monday to Friday then set the time to 8:00 to 17:00 with lunch
break from 12:00 to 13:00
9. Set the time periods to 8 for hrs/day, 40 for hrs/wk, 168 for hrs/m and 2016 for
Resources hrs/yr

16
 OBS Exercise 3
EPS Calendars
Project Creating a 7 day per week 8 hrs per day calendar
wizard 1. Create a new calendar named “PAB 7 days”
2. Work hours would be 8:00 to 17:00 with 12:00 to 13:00 lunch break
Calendars 3. Same holidays as the previous calendar
4. Compute for the new Time Periods
WBS

Activity

Relationship

Resources

17
 OBS WBS
EPS
A Work Breakdown Structure or WBS is used to categorize activities under a
Project
hierarchal structure
wizard

Calendars WBS workspace can only be accessed only after the creation of a new project

WBS

Activity

Relationship

Resources

18
 OBS Exercise 4
EPS WBS
Construction of the Project Alpha building was divided into three phases
Project
wizard
• Pre-construction phase
Calendars • Construction phase
• Close-out
WBS 1. To access the WBS workspace, go to Directory toolbar > look for the WBS icon
2. To add a WBS to the workspace you can do either of the following:
Activity right click the mouse on the WBS table > select add
click the add icon on the WBS command toolbar
Relationship press the Insert button on the keyboard
3. Add the three phases into the WBS table
Resources

19
 OBS Exercise 4
EPS WBS
4. The output should be similar to the one shown below
Project
wizard

Calendars

WBS 5. If not click on the WBS Code column header to show the hierarchy of
the WBS, the one encircled above
Activity 6. If the order of the WBS is not as shown above, use the shift keys found
on the WBS command toolbar to change the order of the WBS
Relationship 7. Go to the Activity workspace, the output should be similar to the one
shown below if not press F5 to refresh the workspace
Resources

20
 OBS Activity
EPS

Project Activity Definition is the process of “identifying the specific schedule

wizard activities that need to be performed to produce the various project
deliverables“ PMBOK3
Calendars
Activity scheduling involves planning and timetabling specific activities with
WBS clients. A principle of activity scheduling is to state what activity the client
agrees to engage in rather than how much they will accomplish.
Activity Web definition

Relationship

Resources

21
 OBS Exercise 5
EPS Activity
1. Before adding any activities, we need to set-up first the activity defaults
Project
2. Go to Project workspace > select your project > go to the bottom layout or the
wizard
project details > select the Defaults tab
Calendars 3. Set the auto numbering defaults and the calendars of your project as shown
below; Activity ID Prefix: PAB, Calendar: PAB 7 days
WBS

Activity
PAB 7 days

Relationship
PAB
Resources

22
 OBS Exercise 5
EPS Activity
4. We can now add activities to our Activity workspace, shown below are the
Project activities for the project;
wizard

Calendars

WBS

Activity

Relationship

Resources

23
 OBS Exercise 5
EPS Activity
5. Directly type the activity name and original duration to the activity table, and
Project
assign the appropriate activity type and calendar to each activity
wizard
6. Schedule the project by pressing F9, set the Data date to March 16, 2020 the
Calendars Gantt chart should look like the picture below

WBS

Activity

Relationship

Resources

24
 OBS Adding of Relationship
EPS Predecessor – an activity that controls the start or finish of
another immediate subsequent activity
Project
wizard
Successor – an activity where the start or finish depends on the
Calendars start or finish of another immediately preceding activity

WBS

Activity Start Engine Drive

Relationship
PREDECESSOR SUCESSOR

Resources

25
 OBS Adding of Relationship
EPS
Relationship types
Project
wizard PREDECESSOR PREDECESSOR

Calendars
SUCCESOR SUCCESOR

WBS FS FF

Activity

Relationship PREDECESSOR PREDECESSOR

SUCCESOR SUCCESOR
Resources
SS SF
26
 OBS Adding of Relationship
EPS
A Lag is a duration that is applied to a dependency to make the
Project successor start or finish earlier or later.
wizard
• Start to Finish (SF) with positive lag
Calendars
PREDECESSOR
WBS
SUCCESOR
Activity • Start to Finish (SF) with negative lag
Relationship
PREDECESSOR

Resources SUCCESOR

27
 OBS Exercise 6
EPS Relationship
1. After being able to add all the activities, we can now add logical sequence in which these
Project activities are connected
wizard 2. Insert the logic linkages shown below using any of the techniques discussed earlier

Calendars

WBS

Activity

Relationship

Resources

28
 OBS Exercise 6
EPS Relationship
3. After having assigning all the relationship, you can now schedule your project by pressing
Project F9 set the data date to March 16, 2020
wizard 4. Click the relationship line icon on the Activity toolbar to show and hide the relationship
lines, the Gantt chart should look like the picture below
Calendars
This image cannot currently be displayed.

WBS

Activity

Relationship

Resources

29
 OBS Activity Network View
EPS

Project • Comes from the root words PERT (Project Evaluation and Review Technique)
wizard & CPM (Critical Path Method)

Calendars
• A tool used to schedule and organize tasks or activities in a project by putting
them together in an activity network form
WBS

Activity • One of the main features of PERT/CPM is the use of a network or precedence
diagram which clearly indicates which of the activities must be performed in the
Relationship sequence and which can be performed independently with each other.

Resources

30
 OBS Activity Network View
EPS Critical Path
Project
• The Critical Path is the shortest duration that a project may be completed in
wizard
• And a delay to any activity will delay the end date of the project
Calendars

WBS

Activity

Relationship

Resources

31
 OBS Activity Network View
EPS Free Float
Project The Free Float is the amount of time an activity may be delayed without delaying
wizard another activity
-Displayed only as a column
Calendars

WBS

Activity

Relationship

Resources

32
 OBS Activity Network View
EPS Free Float
Project The Total Float is the amount of time an activity may be
wizard delayed without delaying the end of a project.
• An activity with Total Float may delay another activity, may be displayed in
Calendars a column and in the Gantt Chart, as per the thin black bar below

WBS

Activity

Relationship

Resources

33
 OBS Activity Network View
EPS Understanding floats
Project
wizard • A positive float indicates that the activity may be delayed

Calendars without delaying the project

• A zero float indicates that the activity cannot be delayed
WBS
without delaying the project
Activity
• A negative float value indicates that the project is behind
Relationship schedule and the negative time value indicates the amount of that

Resources delay

34
 OBS Activity Network View
EPS Early dates, Late dates and float calculation
Project
wizard

Calendars • The forward pass calculates the early dates

• Start the calculation from the first activity and work forward in
WBS
time
Activity
• Early Start = Always Given
Relationship • Early Finish = ES + DUR – 1
Resources

35
 OBS Activity Network View
EPS Early dates, Late dates and float calculation
Project
wizard • The backward pass calculates the late dates
Calendars • Start the calculation at the last activity and work backwards in time

WBS • Late finish = Early Finish if no deadline

• = Given deadline
Activity
• Late Start = LF – DUR + 1
Relationship
• Total project duration = EF of last activity
Resources

36
 OBS Activity Network View
EPS • Total Float is the difference between either the Late Finish and the
Early Finish or the difference between the Late Start and the Early Start of
Project an activity
wizard ES = 9 EF = 14
• LF – EF or LS – ES
Activity B
Calendars
6 days
LS = 9 LF = 14
WBS
ES = 4 EF = 8 Float = 0 ES = 15 EF = 18
Activity A Activity D
Activity
5 days 4 days
LS = 4 LF = 8 LS = 15 LF = 18
Relationship ES = 9 EF = 10
Float = 0 Float = 0
Activity C
Resources 2 days
LS = 13 LF = 14
Float = 4
37
 OBS Constraints
EPS Activity Constraints

Project • Start On - no Total Float, but may develop Negative Float

wizard • Start On or After - Early Start constraint

Calendars • Finish On - no Total Float, but may develop Negative Float

• Finish On or Before - Late Finish constraint
WBS • Mandatory Start
NOTE: • Mandatory Finish
Activity
• Expected Finish calculates the Remaining Duration of an activity
Relationship • As Late as Possible consumes Free Float
• Before - Late
Resources
• After - Early

38
 OBS Exercise 7
EPS Constraints
1. Observe the calculated finish date and the critical path of the project before
Project
applying any constraints
wizard
2. Format the columns, Display the Activity ID, Activity Name, Original Duration,
Calendars Start, Finish, Total Float and Free Float columns.
3. Format the bars. Display the Float Bars (Total Float Bar) and Negative Float bar
(Negative Float Bar)
WBS 4. Top management requires that the project would be finish on October 1, 2020.
NOTE: Apply a finish on or before constraint in the Move-in activity in the status bar
Activity 5. Schedule the project, observe the changes
6. Remove the finish on or before constraint on the Move-in activity. Go to the
Relationship Project workspace > select your project > assign a must finish by date October
1, 2020
7. Go back to the Activity workspace then schedule your project observe the
Resources changes

39
 OBS Exercise 7
EPS Constraints
8. Remove the must finish by date on the Project workspace by highlighting the
Project
date the pressing the delete button on the keyboard
wizard
9. Again apply a must Finish on or before constraint on the Move-in activity,
Calendars 10. Due to the high demand of roofing materials on the month of June you are
required to delay the Roofing activity until August 1, 2020 to get a lower price
from suppliers. Assign a Start on or after constraint on the roofing activity
WBS 11. Reschedule your project then observe the changes
NOTE:
Activity

Relationship

Resources

40
 OBS Exercise 7
EPS Constraints
12. The Gantt chart should look similar to the one shown below
Project
wizard

Calendars

WBS

NOTE:
Activity

Relationship

Resources

41
 OBS Resources and Expenses
EPS
Labor
Project As the name indicates, this resource category will contain all
wizard the resources that come under time-based usage. Example are engineers,
carpenter, laborer
Calendars
Non-Labor
Like labor, we can place resources under this category which have time-
WBS
based usage. Generally Equipments and/or Machinery can be placed under
NOTE: this category.
Activity
Materials
Relationship Unlike the above two, those resources which are consumables in the project
can be placed under this category. As the name shows, we can assign
Resources our material resources under this category. For these type of resources, first
we have to define a unit via Admin > Admin Categories > Units of Measure

42
 OBS Exercise 8
EPS Resources
1. We can now add resources to our project. Make sure that the Project Alpha is open
Project 2. Go to the Resource workspace, add the resources shown below
wizard

Calendars

WBS

NOTE:
Activity

Relationship

Resources

43
 OBS Exercise 8
EPS Resources
3. After completely adding all the resources in the resource workspace we can now assign
Project these resources to our activities
wizard 4. Using any of the techniques in discussed, assign the following resource to each activities

Calendars

WBS

NOTE:
Activity

Relationship

Resources

44
 OBS Exercise 8
EPS Resources
5. Change the budgeted units of the tiles for the activity floor finishes to 1,000
Project
6. Add an expense cost to the activity Site work and name it hauling, see the
wizard
picture below; Expense item: Hauling, Budgeted cost: 100,000
Calendars

WBS

NOTE:
Activity

Relationship

Resources

45
 OBS Exercise 8
EPS Resources
7. Edit the Activity table to show the estimated cost for the project, as shown in the picture below
Project
wizard

Calendars

WBS

NOTE:
Activity

Relationship

Resources

46
 OBS Baseline
EPS
Prior to starting the update process a Baseline or Contract Schedule must be
Project
developed and established. “The primary outcome of the schedule development
wizard
process is an as-planned schedule model that becomes the schedule control
Calendars baseline for project control plan implementation.”

The term, ‘Baseline’ typically refers to the accepted as-planned schedule submitted
WBS at project inception. Primavera defines a baseline as a “snapshot” of the project
NOTE: plan against which the project’s cost, schedule, and performance can be measured.
Activity A baseline can be the project’s as-planned schedule, a statused or periodic as-built
schedule, a ‘what-if’ scenario, a time impact analysis, etc.
Relationship

Resources

47
 OBS Exercise 9
EPS Baseline
1. In creating a baseline first make sure that the project you want to make a
Project
baseline is open
wizard
2. Edit the Gantt chart to show the baseline bar, right click on the Gantt chart >
Calendars select Bars > check the box for the Primary Baseline
3. To save a copy of your current project go to the menu bar > project > then
select Maintain Baseline
WBS 4. To maintain a baseline click add, then select save a copy of the current project
NOTE: as a new baseline
Activity 5. After maintaining a baseline we now need to assign it to our project, go to the
menu bar > project > assign baseline
Relationship 6. Set the project baseline to Project Alpha Building-B1
7. Also set the user baseline for the primary baseline to Project Alpha Building-B1
Resources

48
 OBS Exercise 9
EPS Baseline
10. Shown below is the output of the newly created baseline
Project
wizard

Calendars

WBS

NOTE:
Activity

Relationship

Resources

49
 OBS Resource Leveling
EPS
Resource leveling as defined by PMBOK is a "technique in which start and finish
Project
dates are adjusted based on resource constraints with the goal of balancing
wizard
demand for resources with the available supply".
Calendars
When performing project planning activities, the manager will attempt to schedule
certain tasks simultaneously. When more resources such as machines or people are
WBS needed than are available, or perhaps a specific person is needed in both tasks, the
NOTE: tasks will have to be rescheduled concurrently or even sequentially to manage the
Activity constraint. Project planning resource leveling is the process of resolving these
conflicts. It can also be used to balance the workload of primary resources over the
Relationship course of the project[s], usually at the expense of one of the traditional triple
constraints
Resources

50
 OBS Exercise 10
EPS Resource leveling
1. Display the Activity Usage Spreadsheet by clicking on the
Project
button, the following picture shows the number of hours per task, adjust the
wizard
timescale to weeks
Calendars

WBS

NOTE:
Activity

Relationship

Resources

51
 OBS Exercise 10
EPS Resource leveling
2. Display the Resource Usage Spreadsheet by clicking on the
Project
use the Display, Filter option in the bottom left window to display the Current
wizard
Project’s Resource only.
Calendars

WBS

NOTE:
Activity

Relationship

Resources

52
 OBS Exercise 10
EPS Resource leveling
3. Display the Resource Usage Profile by clicking on the
Project
wizard

Calendars

WBS

NOTE:
Activity

Relationship

Resources

53
 OBS Exercise 10
EPS Resource leveling
4. At this point in time the resources may be optimized by a number of methods
Project
including:
wizard
Assigning a different resource, or
Calendars Adding sequencing logic to level, or
Using Primavera leveling function

WBS 5. To level resources using Primavera go to Tools > Level Resources

NOTE:
Activity

Relationship

Resources

54
 OBS Exercise 10
EPS Resource leveling
4. There should be a window similar to what is shown below, un-check all option
Project
except preserve early and late dates, then click select resources then chose
wizard
Project Manager
Calendars 5. After selecting Project Manager observe the changes

WBS

NOTE:
Activity

Relationship

Resources

55
 OBS Percent complete
EPS
The physical progress of an activity is a manually-entered value determined by the
Project
user.
wizard

Calendars
Duration percent Complete in Primavera is calculated as ( [Original Duration] – [
remaining Duration] ) / [Original Duration]
WBS

NOTE:
Activity Schedule Percent Complete Program calculates this percent complete as you start
to schedule your program. it gives you the planned percent complete of each
Relationship activity as of schedule date.

Resources

56
 OBS

EPS

Project
wizard

Calendars

WBS
End of training
NOTE:
Activity

Relationship

Resources