CHAPTER 1 INRODUCTION

1. Introducing Primavera Project Management

The Project Management module is comprehensive, multiproject planning and control software, built on Oracle and Microsoft SQL Server relational databases for enterprise-wide project management scalability. The Project Management module can stand alone for project and resource management, or it can be used in conjunction with other products, including the Timesheets module, Methodology Management module, and Primavera's Web application.

The Project Management module enables your organization to store and manage its projects in a central location. The module supports work breakdown structures (WBS), organizational breakdown structures (OBS), user-defined fields and codes, critical-path-method (CPM) scheduling, and resource levelling.

The Project Management module provides:

An enterprise project structure (EPS), which enables project managers to manage multiple projects, from the highest levels of the organization to the individuals that perform specific project tasks. Multiple users can access the same projects concurrently. Centralized resource management, including resource timesheet approval and the ability to communicate with project resources who use Primavera Timesheets Integrated risk management Issue tracking Management by threshold A tracking feature that enables you to perform dynamic crossproject rollups of cost, schedule, and earned value Work products and documents that can be assigned to activities and managed centrally A Report wizard that helps you creates customized reports to extract any data from the Project Management database.

2. What are the Primavera project management products?

A suite of project management software that enables you to budget, prioritize, plan, administer, and manage multiple projects; optimize limited, shared resources; control changes; and consistently move projects to on-time and on-budget completion. It provides customizable interfaces, scalable and flexible tools, and easy integration with project management software, including Primaveras Contract Manager module (formerly known as Expedition), Primavera Project Planner (P3), Primavera Contractor, Microsoft Project, and Microsoft Excel. Click on any product name to view its description.

Primavera Products Project Management Methodology Management Timesheets Primavera's Web application Project Link

3. Primavera Documentation

The Primavera documentation consists of printed and online manuals. You can access online documentation by inserting the Primavera Documentation CD-ROM in your workstations CD-ROM drive, opening the \Documentation folder on the CD-ROM, then double-clicking the applicable .PDF file to view the information using Adobe Acrobat Reader, which is installed during Setup. The following list describes each manual and lists the recommended readers by role. Primavera roles are described in Part 1 of the Project Management Reference Manual.

Administrators Guide This guide explains how to set up the Primavera server and database, and the Primavera components; it also provides an overview of all the components in the Primavera product suite. The guide describes the workflow required to administer the Project Management module, including setting up security and configuring the module's global preferences. The Project Management network administrator/database administrator and project controls coordinator should read this guide.

Project Management Reference Manual This guide explains how to plan, set up, and manages projects in an enterprise system. If you are new to the Project Management module, start with this guide to learn how to use the software effectively to plan and manage projects. When you need more detail, refer to the Project Management Help. The project controls coordinator, program manager, project manager/planner, resource/cost manager, and team leader should read this guide.

Methodology Management Reference Manual This guide explains how to establish methodologies, or project templates, using the Methodology Management module. Methodologies enable your organization to gather its best practices and reuse them to create custom project plans in the Project Management module. If you are new to Methodology Management, start with this guide to learn how to use the software to create base, plug-in, and activity library methodologies. When you need more detail, refer to the Methodology Management Help. The project controls coordinator, program manager, project manager, resource/cost manager, and team leader should read this guide. Primavera's Web Application Help Primavera's Web application Help describes how to build new projects and analyze schedule and cost information for all projects. The operations executive, project controls coordinator, program manager, project manager, resource/cost manager, and team leader should read this help system.

Timesheets Web-based Help This Help describes how to use the Timesheets module to enter and update time spent on assignments. Team members should read this Help.

Software Development Kit (SDK) Web-Based Documentation This documentation describes how to use the SDK to connect to the project management database. The tables, fields, and stored procedures that you can access through the SDK are described. Examples are also provided to show how you can use the SDK to perform several basic tasks, such as creating a new project or assigning a resource to a project activity. The Project Management module network administrator/database administrator and project controls coordinator should read this documentation, which is available in your \Program Files\Common Files\Primavera Common\PMSK\Doc folder. Double-click the INDEX.HTML file to open the Table of Contents page.

Project Link Help This Help system describes how to use Project Link to manage projects in Microsoft Project while simultaneously utilizing Primavera's enterprise functionality

4. Where to Get Support

If you have a question about using Primavera products that you or your network administrator cannot resolve with information in the documentation or Help, contact Primavera Customer Support at the times and locations listed below. Please provide your Primavera product serial number when contacting Primavera. Each interaction is logged to help Primavera resolve your questions quickly. Location Time Hours Telephone Fax Email Address* Zone Bala Cynwyd, ET 8:00 +1-610-668- [email protected] Pennsylvania, 8:00 3030 667-0652 USA (Mon Fri) 9:00 2:00 (Sat) London, GMT 8:30 [email protected] England, UK 6:30 8563-5555 8563-5543 (Mon Thur) 8:30 5:30 Fri) Hong Kong GMT 8:00- +852-2111- [email protected] +8 5:00 8299 2111-9477 (MonFri) *Primavera's Web site at http:/www.primavera.com/customer/index.asp provides support and product information, such as knowledgebases, file downloads, user group and newsgroup information, and a product enhancement request form. To request product literature, contact your local dealer, call Primavera at 1-610-667-8600, or send your request via email to [email protected] in the United States. In the United Kingdom, call 44-20-8563-5500 or email your request to [email protected].

What's New in the Project Management module? Features that is new or improved in Project Management:

Manually plan future period resource allocation in the Resource Usage Spreadsheet of the Resource Assignments and Activities windows. When work on an activity is planned to be performed sporadically or at varying levels of effort, you can manually enter future period budgeted units or remaining units to reflect the plan more accurately than a defined resource curve. The new project privilege 'Edit Future Periods' controls that can manually enter or edit future period data. You can define role availability (limits) over time in the Roles dictionary. A new user preference enables you to specify how you want to calculate role limits: by using the limit of the role's primary resource or by using the role limits you define. When you choose to define role limits and calculate role availability using the defined limits, you can view the role limit and allocation limit in spreadsheets, charts, and histograms that display role data in both the Project Management module and the Primavera Web application. Assign user interface views to users on the Global Access tab of the Users dialog box. User interface views are customized views of the Primavera Web application that enable and disable access to Primavera Web application functionality. You can only create user interface views in the Primavera Web application. The new global privilege 'Edit User Interface Views' controls who can create, edit, delete, and assign views. Create a reflection of an active project. A reflection is a copy of an active project that contains a link to the original project. This allows you to make changes to the reflection and then merge selected changes back into to the original project, keeping active project data such as timesheet information intact. A new activity attribute called Owner enables organizations to specify one person responsible for an activity. The option to designate an Activity's Owner is of particular use for organizations who want to collect activity progress information from project team members who are not assigned resources or Timesheets users because it can be combined with the appropriate Primavera license to enable status reporting. Specifically, a user who has a Team Member license and the appropriate OBS project access and security privileges can use Primavera's Web application to update progress for activities they are associated with as Activity Owner. Additionally, to support oversight and approval processes, the Activity Owner designation can be combined with the use of the new Reflection project feature, which offers the capability to review all changes and specify which, if any, should be merged into the active source project associated with the Reflection. See Using Reflection

projects and Activity Owner features to collect and review activity status. The new Timesheets license provides access to the Timesheets application only. In previous versions, users required a Team Member license to access Timesheets. The existing Team Member license still provides access to Timesheets, but has been enhanced to provide additional functionality in the Primavera Web application, such as adding/editing activity relationships, activity expenses, and user-defined fields. For users who require access to the Primavera Web application to update data for their projects, as well as access to Timesheets, you can assign the Team Member license; for users who only require access to Timesheets to report their time, you can assign the Timesheets license. Import and export projects between Project Management modules in XML format. The new project privileges 'Edit Resource Assignments for Resource Planning' and 'Edit Role Assignments for Resource Planning' control who can assign, delete, and modify resource/role assignments on a project or WBS level in Primavera's web resource management application. The new project privilege 'Edit Committed Flag for Resource Planning' controls who can identify committed resource and role assignments on a project or WBS level in the Resource Planning view in Primavera's web resource management application. The new global privilege 'Edit Global Scenarios' controls who can create, edit, and delete global scenarios in Primavera's Web Portfolio Management module. The new global privilege 'Edit Global Dashboards' controls who can create, edit, and delete global dashboards in the Primavera Web application. Users with this privilege can create dashboards available to all Primavera Web application users, and specify the content and layout of all global dashboards; all Primavera Web application users can create personal dashboards available only to them, or to specific users. Two new project-level options let you specify if Timesheets users can: (1) view activities that belong to inactive projects (2) report that they have completed work for an assignment. These options appear on the Project Details Resources tab. Two new administrative preferences let you specify global-level options related to Timesheets. You can choose whether to allow resources to assign themselves to activities and whether to allow resources to report time against completed activities and assignments. The global option to allow resources to assign themselves to activities can be overridden for individual projects on the Project Details Resources tab. In the Resource Assignments window and on the Activity Details Resources tab, you can add columns that display the date an assignment was made and the Primavera login name of the person

who made the assignment. These columns are available under the General category in the Customize Columns dialog box. Curtains and spotlights in P6 are now associated with the layouts. In previous versions of the software, these items were associated with the project. When databases are upgraded to P6, all curtains and spotlights that are saved with the open layout will be displayed regardless of which project is open.

CHAPTER 2 GETTING STARTED

[1] THE BASICS

1. Display toolbars

Choose View, Toolbars, and then choose the toolbar you want to display. A checkmark in front of the toolbar name indicates that it is currently displayed.

Tip

To hide a toolbar, choose View, Toolbars, then choose the toolbar you want to hide.

2. Display toolbar text

Choose View, Toolbars, and then choose the toolbar text you want to display. A checkmark in front of the toolbar text name indicates that it is currently displayed.

Tip Hiding toolbar text provides a larger area in which to display project data.

3. Navigation bar

Use the Navigation bar to move between open windows, to display and hide the Directory bar, and to access Help for the current window. The Navigation bar is displayed or hidden when you choose View, Toolbars, and Navigation Bar.

Back:

Displays the last window you opened.

Forward: Displays the next window in a series of windows you opened. The Forward button is available only after you use the Back button to redisplay a previous window.

Home: Dir.: Help:

Returns to the Home window. Use the Home window menu to display windows quickly. Displays or hides the Directory bar. Opens Help for the current window.

Tip

To show or hide Navigation bar button text, choose View, Toolbars, and Navigation Bar Button Text.

Directory bar Use the Directory bar to display windows quickly. Choose View, Toolbars, and Directory, to display or hide the Directory bar. You can also click Dir. on the Navigation Bar. Projects: Resources: Reports: Tracking: WBS: Displays the Projects window. Use to create or edit your organizations projects. Displays the Resources window. Use to create or edit your organization's resources. Displays the Reports window. Use to run, add, edit, or delete reports for global data or the open projects. Displays the Tracking window. Use to display, add, edit, or delete tracking layouts for the open projects. Displays the Work Breakdown Structure window. Use to create or edit the open project's work breakdown structure (WBS). Displays the Activities window. Use to create, edit, or delete activities in the open projects. Displays the Resource Assignments window. Use to add, edit, or delete resource assignments for the open projects. Displays the Work Products and Documents window. Use to create, edit, assign, or delete work product and documents for the open projects. Displays the Project Expenses window. Use to add, edit, or delete expense items for the open projects.

Activities: Assignments:

WPs & Docs:

Expenses:

Thresholds: Issues: Risks:

Displays the Project Thresholds window. Use to add, edit, or delete thresholds for the open projects. Displays the Project Issues window. Use to add, edit, or delete issues for the open projects. Displays the Project Risks window. Use to add, edit, or delete risks for the open projects.

4. Toolbar buttons Use the toolbar buttons to access frequently used commands quickly.

5. General and admin symbols

These symbols represent general and administrative data.

6. EPS, project, and WBS symbols

These symbols represent EPS, project, and WBS data.

7. Activity symbols These symbols represent activity data.

8. Resource and role symbols These symbols represent resource and role data.

9. Report and layout symbols

These symbols represent report and layout data.

10.

Issue, risk, and threshold symbols

These symbols represent issue, risk, or threshold data.

Work product and document symbols

These symbols represent work product or document data.

11.

Using Hint Help

Field descriptions, called Hint Help, are provided for column values in various windows.

To access Hint Help

Click the Display/Layout Options bar, and then choose Hint Help. Move the mouse pointer over any column. Choose the Hint Help command again to turn off Hint Help.

12.

Windows and dialog boxes

Windows and dialog boxes contain a number of special and unique features. Status bar The Status bar is a message bar at the bottom of the window that displays a description of the selected menu command, the name of the current layout and filter, and other messages. Options bar Most windows and dialog boxes include an Options bar at the top of the screen that contains a number of commands that enable you to customize the current display. Click the Options bar to display a menu of the commands available for that window or dialog box. You can also view hierarchical information, such as the work breakdown structure, in table (list) or chart (hierarchy) format. Note

When you view data in Chart format, you can display up to 2,000 boxes.

13.

Display window details

You can display detail information for many elements, such as projects, resources, activities, risks, and funding sources.

To display details, click the Display Options bar, and then choose the Details option. For windows that include bottom and top layouts, for example, the Projects window, click the Display Options bar, choose Bottom Layout Options, and then choose the Details option.

Note

In the Activities window, click the Layout Options bar, and then choose Show on Bottom, Activity Details.

14.

Wizards

Wizards are a great way to speed up your work. They quickly guide you through repetitive tasks, doing most of the work for you. The wizards help you

Create projects Import methodologies from Methodology Management Set administrative preferences Add activities Add resources Create reports Import projects Export projects Check in projects Check out projects

You can choose to launch the New Activity and New Resource wizards automatically when you add a resource or activity. Other wizards are available when you select the applicable menu option, for example, project check in/check out, or when you select a dialog box option, for example, administrative preferences.

15.

Navigate wizards

To move between wizard windows, click Prev or Next. To save changes and close a wizard, click Finish. To exit a wizard without saving your changes, click Cancel.

16.

Select and assign information

Many of the fields provide a Select dialog box that lists the available entries.

1. Click

in the field or

in the open tab or dialog box. .

2. Select the item you want to use, and then click

- Or To replace a value, click To remove a value, click

. .

Note

In some tabs and dialog boxes, you can remove an item by selecting it and clicking .

17.

Search for items in Select and Assign dialog boxes

You can press Ctrl+F to search for specific items in most Select and Assign dialog boxes. This enables you to quickly find the value you want to select/assign, without having to click through the entire hierarchy to find the value. 1. Click Ctrl+F in the Select or Assign dialog box. 2. Type the value you need to find. 3. Click Find Next.

Note

This is especially helpful when assigning predecessors, successors, activity codes, project codes, and resource codes.

18.

Global data vs. project-specific data

You can store project data at an enterprise level and a project level. Whether the data you store are global or project-specific depends on the data type.

Global data are defined at the enterprise level and are available to all projects across the enterprise. Examples of global data include the EPS and OBS, and resource and role information. Project-specific data are defined at the project level and are available only to that project. Examples of project data include activities, WBS, and work products and documents.

Some data can be defined at either a global or project level. For example, you can create global calendars to define available work hours that apply to all projects, and project calendars to define available work hours unique to a specific project.

19. Display global data

1. Start the module and type your login name and password. 2. Click Open Global Data in the Welcome dialog

box.

You can also click any of the buttons in the Enterprise Data section of the Home window.

20.

Display project-specific data

1. Start the module and type your login name and password. 2. Click Open Existing and select a project, or click Open Last in the Welcome dialog box. You can also click any of the buttons in the Project Data section of the Home window.

21.

Use shortcut menus

Instead of using standard menus and buttons, you can also use the right mouse button to access frequently used commands.

To use shortcut menus, right-click an element or the white space in any window, then choose the appropriate command.

22.

Select multiple items

To select a group of items that are next to each other in the display, press the Shift key, click the first item in the group, then click the last item in the group. To select multiple items that are not next to each other in the display, press the Ctrl key, and then click each item you want to select.

23.

Set the language for displaying data

1. Choose Tools, Set Language. 2. Select the language in which to display data in menus, dialog boxes, and messages. 3. Click OK.

Note

This option does not affect the data you enter; this information appears exactly as typed.

24.

Quickly enter the same text in multiple table rows

In some table format display columns, you can use the Fill Down feature to quickly enter the same text in successive rows.

To copy text from one row to successive rows within a column, select the row containing the text you want to copy and the rows you want to copy the text to, and then choose Edit, Fill Down.

See an example

[2] SETTING USER PREFERENCE

1. Define user preferences

1. Choose Edit, User Preferences.

2. Click the Time Units tab and define how to display time information. 3. Click the Dates tab and specify a format for dates. 4. Click the Currency tab and select a view currency. Also, specify how to format currency data. 5. Click the E-Mail tab and enter your e-mail settings. 6. Click the Assistance tab and specify which wizards to use. 7. Click the Application tab and set your start-up options. You can also select how you want labels on grouping bands to display. 8. Click the Password tab and modify your password. If the Project Management module is running in LDAP authentication mode, password management is handled through the directory server. You cannot change your password through the module and the Password tab does not appear in the User Preferences dialog box. 9. Click the Resource Analysis tab. Define the parameters for viewing all project data in the Resource Usage profile and how to display and calculate time-distributed data. 10. Click the Calculations tab and choose how you want the units, duration, and units/time calculated when adding or removing multiple resource assignments on activities. You can also choose to always use a resource's or role's units/time, overtime factor, and price/unit when a resource and role share an assignment on the same activity. 11. For Oracle or SQL Server installations, click the Startup Filters tab and choose to display current project data or all data in the enterprise.

Tip: If you manually plan future period resource allocation in the Resource Usage Spreadsheet, refer to Future Period Bucket Planning FAQ for information on how user preference settings affect your planning.

2. Define how to display time information

You can specify how to display time information, such as time units, activity durations, resource rates, resource availability, and conversion factors for durations and units. 1. Choose Edit, User Preferences. 2. Click the Time Units tab. 3. In the Units Format section, select the unit of time you want to display for work efforts, and resource prices and availability. Mark the Sub-unit checkbox to display sub-units in the next smaller time increment. Select the number of decimal places to display for time unit values. Mark the Show Unit Label checkbox to display the time unit abbreviation with the time value. Type an example of the time unit.
4. In the Durations Format section, select the unit of time you want to

display

for

activity

duration

values.

Mark the Sub-unit checkbox to display sub-units in the next smaller time increment. Select the number of decimal places to display for activity duration values. Mark the Show Duration Label checkbox to display the time unit abbreviation with the duration value. Type an example of the duration value. 5. Choose how to display resource units per time, either as a percentage or as units per duration. 6. In the Hours per Time Period section, enter the number of hours per time period that will be used as conversion factors when you display or enter time in units other than hours (e.g., days, weeks, etc.). The hours you enter should correspond to the activity calendar used by your role in the organization (refer to Tip below).

Tips

If you choose to display time data in an increment other than hours, when you enters hours for an activity that uses different hours/time period calendar values than the Admin Preference Hours per Time Period settings, the display output may not be as expected. This

discrepancy occurs because the display reflects the conversion factor of the Admin Preference Hours per Time Period settings, not the hours/time period defined by the activitys calendar. To avoid discrepancies when displaying time data in units other than hours, you should set the User Preference Hours per Time Period values according to the activity calendar used by your role in the organization. For example, if you are an engineer and engineers use an 8-hour activity calendar, enter 8 as the Hours/Day value. If you do not enter a value that corresponds to your role's activity calendar, activity durations may be displayed incorrectly when you view your activities in spreadsheets, reports, etc. If you manually plan future period resource/role allocation in the Resource Usage Spreadsheet, you should set the Units Format and Durations Format according to the time periods in which you plan your work. For example, if you plan future work in daily time periods, you should set the Units Format to Hour and the Durations Format to Day. Similarly, if you plan future work in weekly time periods, you should set the Units Format to Hour or Day, and the Durations Format to Week. For more information on manually planning future period resource/role allocation, refer to Future Period Bucket Planning.

Note The Hours per Time Period section is disabled if the Admin Preference setting 'Allow users to specify the number of work hours for each time period' is not selected (Admin Preferences, Time Periods tab).

3. Specify a format for dates

1. Choose Edit, User Preferences. 2. Click the Dates tab. 3. In the Date Format section, select the order in which you want all dates to appear. 4. In the Time section, specify how or whether you want to display time. 5. In the Options section, select the date formatting options you want to apply. 4. Select a view currency

1. Choose Edit, User Preferences.

2. Click the Currency tab. 3. Select the currency in which to view cost data. 4. Indicate whether to show the currency symbol and decimal digits for the selected currency.

5. Specify a format for currency

1. Choose Edit, User Preferences. 2. Click the Currency tab. 3. Mark the Show Currency Symbol checkbox to display the currency symbol before currency values. 4. Mark the Show Decimal Digits checkbox to display decimals for currency values.

6. Enter e-mail settings

You can access your e-mail account to send e-mail messages. 1. 2. 3. 4. Choose Edit, User Preferences. Click the E-Mail tab. Select the mail protocol for your e-mail system. Type the profile name, login, or username you use to access your email server. 5. Click Password, and then type your password for the e-mail server. 6. Type the SMTP server name or address to use to send outgoing email. 7. Type the e-mail address to which you want your return e-mail sent. If you do not enter a return e-mail address, all e-mail is returned to the address you used to send the e-mail.

7. Set wizard options

You can specify whether you want wizards to help you add activities and resources. 1. Choose Edit, User Preferences.

2. Click the Assistance tab. 3. To use the New Resource wizard, mark the Use New Resource Wizard checkbox. 4. To use the New Activity wizard, mark the Use New Activity Wizard checkbox.

8. Change my password

1. 2. 3. 4.

Choose Edit, User Preferences. Click the Password tab. Click Password. Type a new password. Passwords must be between 0 and 20 characters long. 5. Type the password again to verify it. 6. Click OK.

Notes

If the Project Management module is running in LDAP authentication mode, password management is handled through the directory server. You cannot change your password through the module and the Password tab does not appear in the User Preferences dialog box. Passwords are case-sensitive.

9. Set start up options

You can specify the window you want to display each time you start the application. 1. Choose Edit, User Preferences. 2. Click the Application tab. 3. In the Start-up Window section, select the window to display each time you start the module. 4. Mark the Show the Issue Navigator Dialog at Start-up checkbox to view the Issue Navigator each time you open the module.

5. Mark the Show the Welcome Dialog at Start-up checkbox to view the

Welcome dialog box each time you open the module. 10. Set resource analysis options

1. Choose Edit, User Preferences. 2. Click the Resource Analysis tab. 3. In the All Projects section, specify the extent of information you want to gather from closed projects when calculating remaining units and costs for spreadsheet, profiles, and tracking layouts. (Closed projects are any projects in the enterprise project structure (EPS) that are not currently open.) To include live data from all open projects and stored summary data from all closed projects (excluding those with a what-if status), choose All Closed Projects (Except What-If Projects). To include live data from all open projects and stored summary data from all closed projects with a specific levelling priority, choose Closed All Projects with Levelling Priority Equal/Higher Than, then specify the levelling priority you want to use. (Specify the levelling priority per project in the General tab of the Projects window.) This value is used to consider applicable external projects (those not included in the current layout) when deducting from resource availability immediately during levelling. Choose Open Projects Only to exclude resource data from external (closed) projects in the remaining units and cost values for resource profiles/spreadsheets and tracking layouts. 4. In the Time-Distributed Data section, choose a starting point for calculating remaining units and costs for resource profiles and spreadsheet displays and in tracking layouts. To focus on the current remaining estimate, choose Remaining Early Dates. To focus on values calculated from a forecast date, choose Forecast Dates. Select the interval at which live resource and cost calculations are performed for resource profiles and spreadsheets and in tracking layoutshour, day, week, or month. Profiles, spreadsheets, and layouts are affected only if their timescale interval is set lower than the interval set in the Interval for Time-Distributed Resource Calculations field. Choose to display role limits based on custom role limits defined in

the Roles dictionary or the calculated limit of each role's primary resource. You can view role limits in spreadsheets, charts, and histograms that display role data in both the Project Management module and the Primavera Web application.

Tip

If you manually plan future period resource/role allocation in the Resource Usage Spreadsheet, your selections in the Time-Distributed Data section may affect your planning. How? If you choose to display time-distributed Remaining Early units and costs according to forecast dates rather than remaining early dates, you can not enter or edit values in the Remaining Units field in the Resource Usage Spreadsheet. Additionally, if the displayed timescale intervals in the Resource Usage Spreadsheet are smaller than the minimum timescale interval used for time-distributed resource calculations, you can not enter or edit future period values in the Resource Usage Spreadsheet. For example, if this option is set to Week, you can only enter or edit data in weekly, monthly, quarterly, yearly, or financial period future period buckets.

11.

Select calculation options for resource and role assignments

1. Choose Edit, User Preferences.

2. Click the Calculations tab. 3. In the Resource Assignments section, specify how to calculate remaining values when new resource assignments are added to or removed from activities. Choose Preserve the Units, Duration, and Units/Time for existing assignments if you want units, durations, and units/time to remain constant when additional resources are assigned to an activity. Choose Recalculate the Units, Duration, and Units/Time for existing assignments based on the activity Duration Type if you want to calculate a resource assignment's remaining values based on the activity's duration type specified in the Activity Details General tab.

4. In the Assignment Staffing section, specify how you want the

module to calculate costs for an assignment when you replace a resource on an existing activity assignment or when you assign both a resource and a role to the same activity assignment. When replacing a resource on an existing activity assignment, choose to always use the units/time and overtime factor of the current assignment or of the new resource replacing the existing assignment; or, choose to be prompted to select which units/time and overtime factor you want to use each time you replace a resource on an existing activity assignment. When assigning a resource to an existing role assignment or when assigning a role to an existing resource assignment, choose to always use the price/unit of the resource or role; or, choose to be prompted to select which price/unit you want to use each time you assign a resource and a role to an activity assignment. Tip

If you manually plan future period resource allocation in the Resource Usage Spreadsheet, your selections on the Calculations tab can affect the values you manually enter in future periods for an assignment. How?

Notes 1. For Fixed Duration and Units activities the Project Management module will not recalculate the actual units for existing resource assignments if they have negative units/time, units, or cost values. 2. If you choose to always use the role's price/unit, the Rate Source is set to Role in the Activity Details, Resources tab. If you choose to always use the resource's price/unit, the Rate Source is set to Resource. The price/unit value used to calculate costs for the assignment is determined by the rate type you select in the Rate Type field (rate types are resource- and role-specific)

12. Select Start-up Filters

1. Choose Edit, User Preferences. 2. Click the Start-up Filters tab. 3. Select the appropriate option for each data element listed. You can choose to view data for your current projects only or all data in the enterprise.

Note

Start-up filters are available for Oracle and SQL Server installations. Start-up filters are disabled for stand-alone Inter base installations.

[3] WORKING WITH PROJECTS

1. Projects

A project is a set of activities and associated information that constitutes a plan for creating a product or service. A project has a start and finish date, work breakdown structure (WBS), and any number of activities, relationships, baselines, expenses, risks, issues, thresholds, and work products and documents. A project may also have its own Web site. While resources typically extend across all projects, each project has its own resource assignments. Similarly, while calendars, reports, and activity codes may span projects, they can also be project-specific.

2. Project Architect

The Project Architect wizard helps you select, customize, and import methodologies as pre-built project plans from the Methodology Management module.

Use Project Architect to create a new project plan or to add activities and associated information to an existing project. Because Project Architect copies methodologies from the Methodology Management database, when you customize a methodology, the information you change does not affect the source methodology. When you choose a methodology and tailor it within Project Architect, you can record a rationale for your selections to create a decision history you can refer to later.

In addition to providing access to methodologies, Project Architect also contains a bottom-up estimation feature that enables you to estimate resource units and costs for your methodology selections. Project Architect bases this estimate on project size and complexity factors that you specify during the architect process. This allows you to estimate work effort and cost before creating or adding a project.

After you select and customize the methodologies you want to import, Project Architect displays detailed summaries of the project plan you developed, including a list of information you removed. You

can return to a previous window and make additional changes before importing the project.

3.

Add methodologies to a project

1. Choose File, Project Architect. 2. Choose whether you want to use a base methodology or plug-in methodology . 3. To select a methodology, click Select Base or Select Plug-in. Select the methodology, click Select, then click Close. You can view methodology details, such as resources, expenses, or cost, and record a rationale for your selection. Select the methodology, and then click the Details or Rationale button. 4. In the Size and Complexity field, type a percentage or, to evaluate and revise the estimation factors defined for the selected methodology in the Methodology Management module and allow Project Architect to calculate the percentage, click Size & Complexity Wizard. The size and complexity percentage is used to calculate a value between the low and high estimation values defined for labour, non labour, and material units and expense costs for each activity in the project. More Detail 5. To tailor the WBS, work products, and documents for the selected methodology, click Tailor. You can tailor the WBS to the activity level. When you tailor a methodology, Project Architect displays an overview of your changes. To exclude an element, clear its checkbox.

To change an element's position in the hierarchy, select it, then click the arrow buttons. To specify activities for a WBS, on the Tailor Work Breakdown Structure dialog box, select the WBS, then click Activities. To exclude an activity, clear its checkbox. To view details for an element or record a rationale for your selection, select the element, then click the Details or Rationale button. Tip

Primavera recommends that you print the Tailoring Overview information for future reference. You need to select and print

each Tailoring Overview tab separately. In the Tailoring Overview dialog box, click the Display Options bar, then choose Print Preview. In the Print Preview window toolbar, click 6. To choose an import configuration layout, select Yes in the Use column. The layout options determine how the Project Management module handles imported data that match existing data. You can create and save several different configurations; however, only one configuration can be used to import the file. You can add, modify, and remove configurations. To specify a configuration's settings, click Modify. Then, for each data type, click in the Action field and select an update action for the data import. More Detail
7. To choose where within the WBS hierarchy you want to save the

imported methodology, click the Select button. 8. Click Finish.

.Select a WBS element, then click

Note

To move between different wizard windows, click Prev or Next.

4.

Create a project

You can create a new project from the ground up or, by using Project Architect; you can create a new project based on project plans from the Methodology Management module. Create a new project
1. Choose

File, New.

You can also click Create New on the Welcome dialog box. 2. Select the EPS to which you want to add the new project. 3. Type a project ID and a project name for the new project. 4. Specify a planned start date for the project and if necessary, a must finish by date.

When you add a must finish by date, the calendar defaults to the date and time of the project's finish date. When the Finish is blank, the calendar defaults to the current system date and time. 5. Select a responsible manager. The OBS element you select here appears at the top of the new projects OBS. 6. Select the rate type you want the project to use by default for new resource and role assignments. 7. Choose No; do not run the Project Architect. 8. Click Finish. To configure the project properties, choose Enterprise, Projects, then display Project Details. Refer to the appropriate help topics for step-by-step instructions.

Create a new project based on plans imported from the Methodology Management module
1. Choose

File, New.

You can also click Create New on the Welcome dialog box. 2. Select the EPS to which you want to add the new project. 3. Type a project ID and a project name for the new project. 4. Specify a planned start date for the project and if necessary, a must finish by date. When you add a must finish by date, the calendar defaults to the date and time of the project's finish date. When the Finish is blank, the calendar defaults to the current system date and time. 5. Select a responsible manager. The OBS element you select here appears at the top of the new projects OBS. Select the rate type you want the project to use by default for new resource and role assignments. Choose Yes, Run the Project Architect. Choose whether you want to use a base methodology or plug-in methodology . To select a methodology, click Select Base or Select Plug-in. Select the methodology, click Select, then click close. You can view methodology details, such as resources, expenses, or cost, and record a rationale for your selection. Select the methodology, and then click the Details or Rationale button.

6. 7.
8. 9.

10. If you selected a Base methodology in step 8, you can select plug-in methodologies to link to the base methodology. Click Add to select the plug-in methodologies or leave this screen blank. 11. In the Size and Complexity field, type a percentage or, to evaluate and revise the estimation factors defined for the selected methodology in the Methodology Management module and allow Project Architect to calculate the percentage, click Size & Complexity Wizard. The Project Management module uses the size and complexity percentage to calculate a value between the low and high estimation values defined for labour and non labour units and expense costs for each activity in the project. More Detail 12. To tailor the WBS, attributes, and work products and documents for the selected methodology, click Tailor. You can tailor the WBS to the activity level. When you tailor a methodology, Project Architect displays an overview of your changes. To exclude an element, clear its checkbox.

To change an element's position in the hierarchy, select it, then click the arrow buttons. To specify activities for a WBS, on the Tailor Work Breakdown Structure dialog box, select the WBS, then click Activities. To exclude an activity, clear its checkbox. To view details for an element or record a rationale for your selection, select the element, then click the Details or Rationale button. 13. Click Overview to review the activities and WPs and Docs you chose not to include. You can also review any broken relationships. Tip

Primavera recommends that you print the Tailoring Overview information for future reference. You need to select and print each Tailoring Overview tab separately. In the Tailoring Overview dialog box, click the Display Options bar, and then choose Print Preview. In the Print Preview window toolbar,

click . 14. Select whether to use the project rate type for your resource assignments or set the rate type to none and copy the price/unit from the methodology. 15. To choose an import configuration layout, select yes in the Use column. The layout options determine how imported data that match existing data is handled. You can create and save several different configurations; however, only one configuration can be used to

import the file. You can add, modify, and remove configurations. To specify a configuration's settings, click Modify. Then, for each data type, click in the Action field and select an update action for the data import. More Detail 16. Review the information you are importing from the Methodology Management module. Click View Details to see a breakdown of costs, units, and the elements to be saved. 17. Click Finish. To configure the project properties, choose Enterprise, Projects, then display Project Details. Refer to the appropriate help topics for step-by-step instructions. Notes

To move between different wizard windows, click Prev or Next. To save your changes and close the Create a New Project wizard at any time, click Finish. The project is created according to the information you provided. To close the Create a New Project wizard without saving your changes, click Cancel.
5.

Open a project

When starting the module 1. Type your login name and password. 2. To open an existing project, click Open Existing on the Welcome dialog box. To open the last project you worked with, click Open Last.
3. From the Open Project dialog box, click the project or EPS node

you want to open, and then click

Open.

You can also open multiple projects at one time. 4. From the Home window, click the window that you want to open, such as Projects, Resources, or Activities.

From within the module

Open.

You can also right-click and choose Open Project in the columns area of the Projects view. To view more information about each project, click the Display Options bar and choose Columns, Customize. Then, add the appropriate columns to the dialog box. 2. Select the project you want to open. 3. In the Access Mode section, choose Exclusive , Shared , or Read Only to specify how you want to open the project. Depending on your security profile or the way in which other users have opened the project, some of these options may not be available. 4. To view a list of users currently working in the selected project, click Users. 5. Click Open. Note

When you open a project from the Open Project dialog box, any projects currently open are closed. To open multiple projects at the same time, select each project you want to open in the Open Project dialog box. Only one user at a time can have Exclusive access to a project. When you open a project in Exclusive mode, other users can only open it in Read-Only mode.

6. Specify a default project

When you work with multiple projects, you can designate one project as the project that opens by default. You can also specify which projects settings to use when you schedule or level, and which project to use by default when you add new information to the database. 1. Choose Project, Set Default Project. 2. Mark the checkbox in the Default column next to the project you want to open by default. This projects scheduling and levelling settings are used for calculating the schedule (manually or via the Job Services feature) and it becomes the default destination for new items such as activities or issues unless you group data by WBS and select a different project before adding new items.

7.

Define a what-if project

The Project Management module enables you to create projects for examining "what-if" scenarios, known as what-if projects. You may want to copy a project before changing its status to "What-If" so that this change does not impact other projects in the EPS. 1. Open the project whose status you want to change to what-if. 2. Choose Enterprise, Projects and display Project Details. 3. Click the General tab. 4. Select What-If in the Status field. Notes

Changing a project's status requires the appropriate access rights. If a WBS elements status is what-if, Timesheets module users cannot view any activities included in the WBS element. This prevents Timesheets users from assigning themselves to and performing work on activities assigned to a WBS element that is not authorized for actual use. If a WBS element belongs to a parent WBS element, the element has the same status as its parent element.

8. Commit data to the database

To

commit

changes,

choose

File,

Commit

Changes.

Committing changes writes data to the database immediately. Closing also automatically commits data changes.

9. Refresh data

Use the Refresh Data command to display the most current version of project data, including changes made to the project by other users.

Choose File, Refresh Data, or press F5.

10.

Copy and paste a project

1. Open the project you want to copy. 2. Choose Enterprise, Projects, and then select the project you want to copy. 3. Choose Edit, Copy, or click Copy on the Command bar. 4. Select the position in the EPS where you want to copy the project. 5. Choose Edit, Paste, or click Paste in the Command bar. 6. In the Copy Project Options dialog box, mark the checkbox next to each type of information you want to copy. 7. Click OK.

11.

Close a project

Choose File, Close All.

12.

Delete a project

Choose Enterprise, Projects, select the project you want to delete, then choose Edit, Delete.

Note

When you delete an EPS node deleted.

, all projects beneath it are also

[4] USING PORTFOLIO

1. Portfolios

A portfolio consists of projects grouped together in some way that is meaningful to you. For example, one portfolio might contain projects that are the responsibility of a specific business unit, while another portfolio contains only projects budgeted for the next fiscal year.

Use portfolios to limit the amount of data you display in the Open Project dialog box and Projects window. Only project data for the projects in the selected portfolio is loaded.

2. Create a portfolio

1. Choose Enterprise, Project Portfolios. 2. Click Add. 3. Type a name to identify the portfolio. 4. Click the General tab and choose which users you want to have access to the portfolio. If you select Another User, click in the User field, then select a specific username. You can also type a description for the portfolio in the General tab.
5. Click the Projects tab and add projects to the portfolio.

6. Click Close.

Note

To display portfolio details in the lower portion of the Project Portfolios dialog box, click the Display Options bar, then choose Details.

Add projects to a portfolio 1. 2. 3. 4. Choose Enterprise, Project Portfolios. Select the portfolio to which you want to add projects. Click the Projects tab. Click Assign. 5. Select the projects you want to add. To add multiple projects, hold down the Ctrl key, and then click each project you want to add to the portfolio. All projects the user has access to are listed, not just those in the current portfolio. 6. Click Assign. 7. Click Close.

Note

To add a project, you must have edit rights to the selected portfolio.

5. Remove projects from a portfolio

1. Choose Enterprise, Project Portfolios. 2. Select the portfolio from which you want to remove projects. 3. Click the Projects tab. 4. Select the projects you want to remove. To remove multiple projects, hold down the Ctrl key, and then click each project you want to remove from the portfolio. 5. Click Remove. 6. Click Yes.

6. Change a portfolio name

1. Choose Enterprise, Project Portfolios. 2. Select the portfolio whose name you want to change, and then click the General tab. To display portfolio details in the lower half of the Project Portfolios dialog box, click the Display Options bar, and then choose Details. 3. In the Name field, type a new name for the portfolio.

7. Change the current portfolio

1. 2. 3. 4. Note

Choose File, Select Project Portfolio. Select the portfolio you want to open. Click OK. Click Yes.

All projects currently open will be closed.

8. Delete a portfolio

1. 2. 3. 4. Note

Choose Enterprise, Project Portfolios. Select the portfolio you want to delete. Click Delete. Click Yes.

If a user is working within a portfolio you delete, the user will not see an immediate impact. When the user chooses Refresh, a message will indicate that the portfolio has been deleted. If a new portfolio is not selected, all projects are loaded.

9. View portfolio details

1. Choose Enterprise, Project Portfolios. 2. Select the portfolio whose details

you

want

to

review.

To display portfolio details in the lower half of the Project Portfolios dialog box, click the Display Options bar, and then choose Details. 3. Click the General tab to view user access rights and a description of the portfolio. 4. Click the Projects tab to view the projects included in the portfolio.

CHAPTER 3 STRUCTURING PROJECTS

[1] SETTING UP THE EPS

1.

Enterprise project structure (EPS) overview

The Enterprise Project Structure (EPS) forms the hierarchical structure of your database of projects. Each EPS node (or folder) can be subdivided into multiple levels to represent the work that needs to be done in your

organization. The number of levels and their structure depend on the scope of your projects and how you want to summarize data. You can use the EPS to

Perform top-down budgeting and resource and cost analysis Organize work breakdown and organizational breakdown structures into one common structure Manage multiple projects from the highest levels of the organization to the individuals that perform specific project tasks Implement coding standards for flexible reporting Maintain appropriate security throughout the enterprise

Defining the EPS All projects in the enterprise exist within the EPS hierarchy, a graphical representation of your project structure. A root node is automatically created for the hierarchy during installation. The levels and structure of your companys EPS depends on the scope of your projects and how you want to summarize data. You can define one or multiple root nodes, up to 50 combined WBS/EPS levels and as many projects as necessary to complete the required work set forth by the operations executive and project managers in your organization. Before you begin defining your companys EPS, you should become familiar with the structures and procedures established for your enterprise, such as codes, calendars, and other company-wide standards. Once the EPS hierarchy is defined, you can begin to develop projects by adding information, activities, and resources.

Set up the EPS structure When you create the enterprise project structure, you must identify an OBS element, or person responsible for each node and project within the EPS. For steps on defining the OBS, click . 1. 2. 3. 4. Choose Enterprise, Enterprise Project Structure. Click the EPS Name column where you want to add a new element. Click Add. Type an ID and name for the EPS node. In the Responsible Manager field, select an OBS element for the new element. 5. If necessary, you can change the hierarchical position of the new element by clicking the arrow keys. 6. Click Close.

7. Choose Enterprise, Projects then specify project details such as dates, resource and budget information, and so on. Note

A default root node displays in the top left position in the hierarchy. All projects listed below it are part of the same structure. You can also define multiple root nodes to separate various components of your enterprise. For example, you might want to exclude inactive or what-if projects from the main enterprise. To define a root node, click the left arrow key to move an EPS element to the top left position in the hierarchy, and then add the hierarchy of projects below this node. Show or hide details in the EPS hierarchy

To expand or collapse individual elements of the EPS click the plus sign (+) or minus sign (-).

hierarchy,

To expand or collapse all elements of the EPS hierarchy, choose View, Expand All or Collapse All. You can also right-click in the EPS hierarchy and choose Expand All or Collapse All. Delete an EPS node or project

1. Choose Enterprise, Projects, then select the EPS node or project that you want to delete. Click Delete. 2. Click yes to confirm. Tip

When you delete an EPS node , all projects in that branch of the hierarchy are also removed. To save projects in a branch before deleting it, first copy and paste those projects to another area of the hierarchy. Copy an EPS node or project

1. Choose Enterprise, Projects, and then select the EPS node or project you want to copy. 2. Choose Edit, Copy. 3. Click the location in the EPS where you want to paste the new EPS node/project. Click Paste. 4. Mark the checkboxes beside any optional information you want to include in the copied EPS node or project in the Copy Project Options, Copy WBS Options, and Copy Activity Options dialog boxes.

[2] DEFINING THE WBS

1.

Work Breakdown Structure (WBS) Overview

A WBS is a hierarchy of work that must be accomplished to complete a project, which defines a product or service to be produced. The WBS is structured in levels of work detail, beginning with the deliverable itself, and is then separated into identifiable work elements. Each project has its own WBS hierarchy with the top level WBS element being equal to that of each EPS node or project. Each WBS element may contain more detailed WBS levels, activities, or both. When creating a project, the project manager typically develops the WBS first, assigns documents to each WBS element, and then defines activities for performing the element's work. In addition to document and activity assignments, each WBS element also has an assigned calendar, specific earned value calculation settings, and an assigned OBS element responsible for all work included in the WBS element. Using a WBS for top-down planning Using a WBS at the planning stages of a project is beneficial for topdown estimations and summary rollups of data not yet associated with projects. The WBS hierarchy can contain anticipated dates, planned budgets, and summary values. Financial information is used interchangeably between projects and their WBS elements, so you can use the re-established budget amounts and funding information you set for WBS elements immediately for their project and activity counterparts. The budget and spending plan can stand alone to represent financial data for the WBS level, or it can reflect the budget distribution data established for the project. Summary information can be rolled up to any WBS level you specify. Using weighted milestones in the WBS The module provides various ways to calculate performance percent complete. One method is to assign weighted milestones at the WBS level. For each WBS element, select the WBS Milestones Percent Complete option on the Earned Value tab, then define as many milestones as you need and assign a level of significance or weight to each of them. As progress occurs and you mark each milestone complete, the Project Management module calculates the WBS element's performance percent complete based on the weight of the milestone, independent of its lowerlevel activities.

In the example below, several weighted milestones have been defined for a WBS element relating to excavation work. When the first milestone is complete, the performance percent complete equals 20 percent. When you mark the second milestone complete, the performance percent complete increases to 40 percent.

Completing the third milestone increases the percent complete to 50 percent. When the fourth milestone is complete, performance percent complete equals 100 percent. WBS status types The Project Management module recognizes four status types for WBS elements: Planned, Active, Inactive, and What-If. Planned WBS elements If a WBS element's status is Planned, Timesheets users cannot view any activities included in the WBS element. This prevents Timesheets users from assigning themselves to and performing work on activities assigned to a WBS element that is not authorized for actual use. Active WBS Elements If a WBS element's status is Active, Timesheets users can view all activities included in the WBS element. Depending on their Timesheets privileges, users may also be able to assign themselves to and perform work on activities that are included in an Active WBS element. If a WBS element belongs to a parent the same status as its parent element. Inactive WBS Elements If a WBS element's status is Inactive, a project level option, which appears on the Project Details Resources tab, determines whether Timesheets users have read-only access to activities. If this option is turned on, Timesheets users can view, but cannot edit, activities included in the WBS element. WBS element, the element has

What-If WBS Elements If a WBS element's status is what -If, Timesheets users cannot view any activities included in the WBS element. This prevents Timesheets users from assigning themselves to and performing work on activities assigned to a WBS element that is not authorized for actual use. View the WBS

Choose Project,

WBS.

To view the WBS as a graphical chart, choose View, Show on Top, Chart View. To view the WBS as a table in column format, choose View, Show on Top, WBS Table. To view the WBS as a table in a column format with a corresponding Bar Chart, choose View, Show on Top, Gantt chart. Tip

You can also select the same View commands by clicking the Display Options bar.

Display WBS details

Choose Project, WBS, then choose View, Show on Bottom, WBS Details. Add a WBS element

1. Choose Project, WBS. 2. Select the WBS element immediately above and under which you want to add the new element, and then click Add. The new WBS element is indented one level under the selected WBS element. 3. Click the General tab, and then type the element's code and name. Use the remaining fields on this tab as follows: Status - select a type to determine accessibility by the timesheets users to activities within that WBS; a status other than Active disallows access. This also determines a project's inclusion during summarization; any activities within a WBS element that has a status other than Planned are included in the summary run. Responsible Manager select the name of the selected WBS element's root OBS (organizational breakdown structure) element.

Anticipated Dates enter expected start and finish dates for the WBS element. These dates are used during the project planning stage and are not affected by scheduling. 4. To calculate the performance percent complete based on WBS weighted milestones, click the WBS Milestones tab.

Edit a WBS element 1. Choose Project, WBS. 2. Select the WBS element you want to edit.

To change the element's position in the WBS, click the appropriate arrow buttons. Note that the maximum number of WBS levels is set in the Data Limits tab of the Admin Preferences dialog box. 3. Click the Display Options bar and choose Show on Bottom, WBS Details to view or modify information in the General and WBS Milestones tabs. Tip

You can also directly edit some WBS information in the WBS table by double-clicking the information you want to change. Assign WBS weighted milestones

1. Choose Project, WBS. 2. Select the WBS element to which you want to assign weighted milestones, and then click the Earned Value tab. 3. In the Technique for Computing Performance Percent Complete area, choose WBS Milestones Percent Complete. 4. Click the WBS Milestones tab. 5. Click Add, and then type a name of the task or portion of work signifying a milestone for the selected WBS element in the WBS Milestone column. 6. Click the corresponding field in the Weight column, then type a number indicating the significance of this milestone relative to the others listed. 7. Mark the checkbox in the Completed column when each milestone is complete. The WBS element's percent complete is calculated based on the weight of the completed milestone in relation to the remaining milestones. Determine a WBS element's status 1. Choose Project, WBS.

2. Select the WBS element whose status you want to view or change. 3. Click the General tab, and then view the Status field in the lower left section of the tab. Choose from four status types for WBS elements: Planned, Active, Inactive, and What-If. Note

If a WBS element belongs to a parent WBS element, the element has the same status as its parent element. Change the WBS chart display

1. 2. 3. 4.

Choose Project, WBS, then choose View, Show on Top, Chart View. Choose View, Chart Font and Colours. To change the appearance of text, click Font, then select a new font. To change the display's background colour, click Back Colour, then select a new colour. 5. To change the WBS box colour, click Box Colour, then select a new colour. Tip

To change the displayed information, choose View, Chart Box Template, then an information type. Change the WBS table display

1. 2. 3. 4.

Choose Project, WBS, then choose View, Show on Top, WBS Table. Choose View, Table Font and Row. To change the appearance of text, click Font, then select a new font. To change the display's background colour, click Colour, then select a new colour. 5. To change the amount of space between rows, increase or decrease the number in the Row Height field. 6. Click Apply to view the changes.

3. Move around the WBS chart

Copy and paste a WBS element 1. Choose Project, WBS.

If you are copying from one project to another, ensure that the View, Group and Sort By option is set to Default. 2. Select the WBS element you want to copy, and then click Copy. 3. Select the WBS element to which you want to copy the element, and then click Paste. In the Copy WBS Options dialog box, mark the items you want to include in the copied WBS. If you marked the Activities checkbox, a Copy Activity Options dialog box displays so you can specify the activity information to copy. Note

If you select Do Not Show This Window Again in the Copy WBS Options or Copy Activity Options dialog box, the dialog box settings are retained until you reopen the module. Cut and paste a WBS element

1. Choose Project, WBS. 2. Select the WBS element you want to cut and paste, then click Cut. 3. Select the WBS element to which you want to add the cut element, and then click Paste. Note 1. When you cut and paste a WBS element, the element's activity assignments are also pasted. Define earned value settings for a specific WBS element 1. Choose Project, WBS. 2. Select the WBS element whos earned value settings you want to define, and then click the Earned Value tab.

3. In the Technique for Computing Performance Percent Complete area, choose the completion percentage method you want to use when calculating an activity's earned value. 4. In the Technique for Computing ETC (Estimate-to-Complete) area, choose the method you want to use when calculating an activity's Estimate To Complete (ETC) value. 4. Remove work product and document assignments from the WBS window

1. Select the WBS element. 2. Display WBS Details, then click the WPs & Docs tab. 3. Select one or more work products or documents. To display the WPs & Docs tab, right-click in the Details area and choose Customize WBS Details. In the Available Tabs section, select WPs & Docs, click , then click OK. 4. Click Remove, and then click yes. Tip

To view detailed information about or open the document before you remove it, select the document, and then click Details.

Delete a WBS element 1. Choose Project, WBS. 2. Select the WBS element you want to delete, and then click Delete. If the WBS elements you want to delete is assigned to activities, you are prompted to delete the WBS element and all activities assigned to it or reassign all of its activity assignments to the element's parent WBS element. 3. Click OK, and then click yes. Note

If you delete a parent WBS element, all elements contained in the parent element are also deleted.

[3] USING TOP-DOWN ESTIMATION

1. Top-Down Estimation

Estimation is a convenient way to set up the initial planned effort for activities in a project plan and to calculate a ballpark figure for cost and time. The Top-Down Estimation feature enables you to apply labor, non labour, and material resource units to WBS elements and activities in a top-down manner using estimation weights. You can limit the scope of your estimate according to work breakdown structure (WBS) element and resource. After you develop a top-down estimate, save the estimate for later reference, or apply the estimate to the project. If you apply an estimate, the Project Management module updates budgeted labour/non labour units for all activities and activity resource assignments that fall within the estimation scope you specify. Top-down estimations do not affect project expenses.

To perform top-down estimation, you must first assign estimation weights to WBS elements and activities. These estimation weights are used to determine how units are apportioned among WBS elements. You can assign estimation weights directly in the module or import them from the Project Management module using Project Architect. When performing top-down estimation, you first determine the total number of labour or non labour resource units you want to apply. You can determine this number using either prior experience on similar projects, or you can use the Function Point option, if you are estimating an information technology project.

Note

Unlike labour and non labour resources, a top down estimate cannot be made against all material resources at once, because their units of measure differ. You must select the material resources individually. You cannot perform top-down estimation on Microsoft Project (MSP)managed projects. How to apply top-down estimations

The top-down estimation feature uses assigned estimation weights to calculate the number of units that each WBS element receives in relation to other elements in the WBS hierarchy. For example, if 1,000 days of labour are applied top down to three WBS elements with estimation weights of 30, 30, and 40, then the WBS elements receive 300 days, 300 days, and 400 days, respectively. Estimation weights are relative values

between elements in the WBS hierarchy; the absolute values of the estimation weights have no meaning. Top-down estimation uses the WBS Estimated Weight field to determine how to push down the units within each branch of the WBS. The algorithm is: WBS 1.1 Units = (WBS1.1 Weight Sum of All WBS Weights at WBS Level) X Est Units Where: WBS 1.1 Units = Number of units allocated to WBS Element 1.1 WBS 1.1 Weight = Est Weight of WBS 1.1 Sum of All WBS Weights at WBS Level = Sum of Est Weights of all WBS elements at the same level of the hierarchy as WBS 1.1 Est Units = Number of estimated units distributed among all WBS elements at WBS Level 1.1 For example, if you select a WBS with three, level-one WBS elements beneath it, and each of those elements has a weight of 1 with an estimate of 100 days, each WBS is calculated as having 33.3 days, as follows: Units = (1 1+ 1+ 1) X 100 d = 33.3d Alternatively, if each of the level-one WBS elements had a different estimated weight assigned, such as 6 for element one and 2 for each of the other two elements, the estimated units would be distributed as 60 days for the first element, and 20 days each for the other two elements: Units = (6 6 + 2 + 2) X 100d = 60d The algorithm continues to calculate any lower-level WBS elements in the WBS branch to distribute the units accordingly. This process continues until all WBS levels in the branch have been considered; it then continues with the next branch in the hierarchy. Any WBS element that does not have activity assignments is ignored when distributing units within a branch of the WBS. Within the lowest level of a WBS branch, units are distributed among activities using the same algorithm and the estimated weights assigned to each activity. For example, if WBS Level 1.1, which was allocated 60 units in the preceding example, had no lower level WBS elements, the algorithm would allocate those 60 units among the activities according to their estimated weights. If we assume that WBS Level 1.1 has 4 activities, each with an estimated weight of 1, 15 units are allocated to each activity.

Note

If an activity is completed, that activity is allocated zero remaining units. If all activities under a WBS are completed, zero units are distributed to that WBS.

Allocation of estimates among resources, if any are assigned to the activity, follows the same rules. Continuing with the preceding example, for each of the four activities, the 15 units would be allocated equally among an activity's assigned resources. If an activity has multiple resources assigned and those resources have remaining units before applying top-down estimation, estimated units are allocated to each resource in proportion to the number of remaining units each resource was previously assigned for that activity. For example, if before you apply top-down estimation, Resource 1 has six hours of remaining units, and Resource 2 has four hours of remaining units, when top-down estimation is applied, Resource 1 will be allocated 60 percent of the estimated units and Resource 2 will be allocated 40 percent. So, of the 15 units for an activity, top-down estimation would allocate 9 units to Resource 1 and 6 units to Resource 2. Assign estimation weights to WBS elements 1. Choose Project, WBS. 2. Click the Display Options bar, and then choose Columns, Size. 3. In the Est Weight column, type a weight for each element listed.

Assign estimation weights to activities 1. Choose Project, Activities. 2. Click the Layout Options bar, and then choose Columns. 3. In the Available Options list, select Est Weight from the General category, click , then click OK. 4. For each activity, type a weight in the Est Weight column.

Develop top-down estimates based on prior experience 1. Choose Tools, Top Down Estimation. 2. Choose to estimate labour or non labour units. 3. To select the WBS element whose activities you want to estimate, in the WBS field, click then click the Select button.

To estimate activities assigned to a specific resource, or a material

resource, within the selected WBS element, in the Resource field, click select the resource, then click the Select button. 4. Choose Prior Experience. Using the value displayed in the Current Units field as a guide, type the estimate in the Estimated Units field. To apply an adjustment percentage to the estimate, mark the Apply Adjustment checkbox, and then type the adjustment percentage you want to use. For example, if the estimated units are 400 and you apply an adjustment of 50%, 200 (50% of 400) is added to the estimated units and 600 is displayed in the Adjusted Units field. 5. To apply the estimate, click Apply. To save the estimate without applying it, click Save As. Type a name and any assumptions and notes about the estimate, then click Save.

Develop top-down estimates based on function points 1. Choose Tools, Top Down Estimation. 2. Choose to estimate labour or non labour resource units. 3. To select the WBS element whose activities you want to estimate, in the WBS field, click , then click the Select button.

To estimate activities assigned to a specific resource, or a material resource, within the selected WBS element, in the Resource field, click , select the resource, then click the Select button. 4. Choose Function Point, and then click Function Points. 5. Type the Unadjusted Function Point Count (UFP) value you want to use, or, to calculate the UFP based on the number and complexity of data function types and transactional function types you specify, click Calculate. If you choose to calculate the UFP, for each applicable data function type and transactional function type, record the number of low, average, and high complexity elements associated with the WBS, and resource if any, you are estimating. Click Close. 6. Type the Total Degree of Influence (TDI) value you want to use, or, to specify values for general system characteristics and calculate the TDI, click Characteristics. If you choose to calculate the TDI, in the Function Point EstimationSystem Characteristics dialog box, select a system characteristic, then choose the numeric value that represents the characteristics degree of influence on the WBS element you are estimating. Selecting a system characteristic or value displays its description. A 0 value represents no influence and 5 represents the strongest degree of influence. When you finish selecting values, click Close.

7. Type the average productivity value, then click Close. 8. To apply an adjustment percentage to the estimate, mark the Apply Adjustment checkbox, then type the adjustment percentage you want to use. For example, if the estimated units are 400 and you apply an adjustment of 50%, 200 (50% of 400) is added to the estimated units and 600 is displayed in the Adjusted Units field. 9. To apply the estimate, click Apply. To save the estimate without applying it, click Save As. Type a name and any assumptions and notes about the estimate, then click Save. Apply saved top-down estimates to a project You can apply a top-down estimate when you develop it, or you can save the estimate and apply it at a later time. The Project Management module maintains a history of saved top-down estimations. To develop, and then apply, a top-down estimate, refer to the appropriate procedures. Note

When you apply a top-down estimate, the Project Management module overwrites existing budgeted units for the WBS element, and resource if any, to which the estimate is applied.

1. Choose Tools, Top down Estimation, then click History. 2. Select the saved estimate you want to apply, and then click Apply. 3. Click yes, and then click OK. View saved top-down estimates for a project

Choose Tools, Top down Estimation, then click History.

[4] DEFINING THE OBS

Organizational Breakdown Structure (OBS) Overview The organizational breakdown structure (OBS) is a global hierarchy that represents the managers responsible for the projects in your enterprise. The OBS usually reflects the management structure of your organization, from top-level personnel down through the various levels constituting your business. You can associate the responsible managers with their areas of the EPS either nodes or individual projects. When you associate a responsible manager with an EPS node , any projects you add to that branch of the EPS are assigned that manager element by default.

The OBS hierarchy is also used to grant users specific access privileges to projects and the WBS levels within projects. Setting up the OBS Because the OBS is maintained as a separate, global hierarchy, you have flexibility in making your OBS assignments as responsibilities change throughout a project life cycle. You may want to create your OBS to match each EPS node and project set up in the EPS. You could initially match OBS names to the EPS node and project names. You could then assign users, by their login names, to the OBS elements to grant access to the corresponding EPS nodes or projects. The type of access granted to a user is determined by the project security profile assigned to the user. Security profiles are set up in the Security Profiles dialog box (choose Admin, Security Profiles) and then assigned to users in the Users dialog box (choose Admin, Users). View the OBS You can view an organizational breakdown structure (OBS) in two ways. You can use the OBS chart to view a graphical display of information, and you can use the OBS table to view information in a column format. 1. Choose Enterprise, OBS. 2. If the Organizational Breakdown Structure dialog box currently displays the Chart View, click the Display Options bar and choose Table View. To view the OBS hierarchy, click the OBS Name column label. To list and sort OBS elements, click the OBS Name column label again. OBS security Project profiles define a user's access to each project according to a specified OBS element. The specified OBS element determines which work breakdown structure (WBS) elements, activities, risks, issues, and thresholds the user can edit in a project. The OBS is a global hierarchy that represents the management responsible for the projects in your enterprise. The OBS hierarchy is used primarily to grant users specific access privileges to projects and to the WBS levels within projects. To access a project, a user must have access permissions for an OBS element within the project. This provides user access to WBS information for which the specified OBS element is responsible, as well as limits user access to WBS information that may lie beyond the user's scope.

Profiles and corresponding privileges are preset using the Security Profiles dialog box and are associated with the login name of the user. When you assign users to OBS elements using their login names, the security profile is automatically associated. Note

You can assign a user a security profile for any number of enterprise OBS nodes.

Add an OBS element 1. Choose Enterprise, OBS.

A root OBS element is automatically assigned to the root EPS node so that a default OBS element can be assigned to each project you add to the EPS root. 2. Click the OBS Name column label to display the OBS hierarchy. The outline symbol in the OBS Name column label indicates a hierarchy display. 3. Select the OBS element immediately above and at the same hierarchy level as the element you want to add, then click Add. 4. Click the General tab, type the OBS Name, then click the OBS Description area to type a description of the OBS element. You can use HTML editing features, which include formatting text, inserting pictures, copying and pasting information from other document files (while retaining formatting), and adding hyperlinks. 5. Click the Users tab to view the users and corresponding security profiles associated with an OBS element. You can also assign users from this tab, if you have appropriate access rights. 6. Click the Responsibility tab to quickly see where responsible managers (OBS elements) are assigned across the enterprise. Select the OBS name for which you want to see assignments. Tip

To change the element's position in the OBS hierarchy, click the appropriate arrow buttons. Assign an OBS element to a WBS element

1. Choose Project, WBS. 2. Select the WBS element to which you want to assign an OBS element.

3. Click the General tab, and then click in the Responsible Manager field. 4. Select the OBS element you want to assign, and then click the Select button. Edit an OBS element 1. Choose Enterprise, OBS. 2. Click the OBS Name column label to display the OBS hierarchy. The outline symbol in the OBS Name column label indicates a hierarchy display. 3. Select the OBS element you want to edit. 4. To change the element's information, click the General tab and enter new information. 5. To change the element's position in the OBS, click the appropriate arrow buttons. Copy and paste an OBS element 1. 2. 3. 4. Choose Enterprise, OBS. Click the OBS Name column label to display the OBS hierarchy. Select the OBS element you want to copy, and then click Copy. Select the OBS element to which you want to add the copied OBS element, and then click Paste. Delete an OBS element 1. Choose Enterprise, OBS. 2. Click the OBS Name column label to display the OBS hierarchy. 3. Select the OBS element you want to delete, and then click Del/Merge. If the OBS element you want to delete has work breakdown structure (WBS), issue, threshold, or risk assignments, you are prompted to merge the element with its parent OBS. 4. Click Yes. Note

If you delete a parent OBS element, all of the elements contained in the parent element are deleted. View the OBS chart display

Use the OBS chart to view a graphical display of OBS information.

Choose Enterprise, OBS, then click the Display Options bar and choose Chart View.

Tip

To view the OBS table display again, click the Display Options bar, and then choose Table View. Change the OBS chart display

1. Choose Enterprise, OBS, then click the Display Options bar and choose Chart Font and Colours. 2. To change the appearance of the display's text, click Font, then select a new font. 3. To change the display's background colour, click Back Colour, then select a new colour. 4. To change the display's OBS box colour, click Box Colour, then select a new colour. Tip

To change the displayed information, click the Display Options bar, choose Chart Box Template, then select Customize.

7. Move around the OBS chart

You can change the level of detail that appears onscreen.

Click the Display Options bar and choose Zoom. You can zoom in, zoom out, or zoom to best fit.

Tip

You can also use your mouse to control the level of detail that appears onscreen:

To Do This Zoom in Zoom out

Hold down the Alt key, click the background, and then drag the pointer down while holding down the mouse button. Hold down the Alt key, click the background, and then drag the pointer up while holding down the mouse button.

Change the OBS chart information 1. Choose Enterprise, OBS, then click the Display Options bar and choose Chart Box Template, Customize. 2. Click Add. 3. In the Field Name field, select a template element. 4. Specify a width and height for the template element. 5. Click the up and down arrows to place the element within the OBS box. Tips

To remove an element from the OBS box, select the element, and then click Delete. To revert to the default OBS box fields, click Default.

Assign responsibility for a risk 1. Choose Project, Risks, and then select the risk. 2. Display Risk Details, then click the General tab. 3. In the Responsible Manager Field, click . 4. Select the OBS element, and then click the Select button.

Assign responsibility for an issue 1. Choose Project, Issues, and then select the issue. 2. Display Issue Details, then click the General tab. 3. In the Responsible Manager Field, click . 4. Select the name of the responsible OBS member, and then click the Select button. Assign responsibility for threshold-generated issues 1. Choose Project, Thresholds. 2. Select the threshold, and then click the General tab. 3. In the Responsible Manager Field, click . 4. Select the name of the OBS element, and then click the Select button. [5] DEFINING PROJECT, RESOURCES AND ACTIVITY CODES

[5.1]PROJECT CODES

Project codes and values You can organize the projects in your EPS in groups according to specific categories, such as location and manager, using project codes. You can define unlimited hierarchical project codes to fulfil the filtering, sorting, and reporting requirements for your projects, and arrange them hierarchically for easier management and assignment. The Project Codes dictionary is global to the entire enterprise. Assign a project code value to projects for each project code you create. Use project codes to group projects; consolidate large amounts of information, and to distinguish one project from another. All projects assigned a value for a code is grouped by their corresponding values when you group and sort by project code. Any projects not assigned a value for the project codes are placed at the bottom of the view under a No Code grouping band. Tips

You can group by project code in the Open Project dialog box and in the Projects window by right-clicking anywhere in the dialog box or view, choosing Group and Sort By, and then selecting the project code name. All predefined project codes are available in the Group and Sort By menu. View Project Codes as columns in the Activities and WBS column views. The project code value associated with the currently open projects appears in the row for each activity. In Primavera's Web application, you can use project codes and values to route new project requests for review and approval. Create project codes

1. 2. 3. 4.

Choose Enterprise, Project Codes. Click Modify. Click Add, and then type the name of the project code. In the Max Length field, specify the maximum number of characters for the project code's values. 5. Click Close. Tip

To change the order in which project codes are listed, select the project code you want to move in the Project Code Definitions dialog box, then click Shift Up or Shift Down. Create project code values

1. 2. 3. 4. 5.

Choose Enterprise, Project Codes. Select the project code for which you want to create a value. Click Add. Type the value's name. Type the value's description. Add weight to project codes and project code values

Weighted project codes make it possible to rank or prioritize projects by using numerical values to calculate a project score. Primavera calculates project score based on the weights associated with project codes and project code values assigned to a project. To use project scoring features, you must create weighted project codes and code values and assign them to the projects you want to rank. To add weight to a project code 1. From the Enterprise menu, choose Project Codes. 2. Select the project code you want to add a weight to, then click Modify. 3. In the Project Code Definitions dialog box, click the Display Options bar. 4. Select Columns, and then choose Weight. 5. In the Weight column, specify a numerical value to represent the ranking of this project code when it is used to calculate project scores. To add weight to a project code value 1. In the Project Codes dialog box, click the Display Options bar. 2. Select Columns, and then choose Weight. 3. In the Weight column, specify a numerical value to represent the ranking of this project code value when it is used to calculate project scores. Tips

Primavera Web application users can view project scores in Project Statistics portlet of the Personal and Project Workspaces. 5. Assign project codes and values

1. Choose Enterprise, Projects, and then select the project to which you want to assign a code and value. 2. Click the Codes tab. 3. Click Assign. 4. Select the project code value you want to assign. You can only assign one value per code.

5. Click the Assign button, and then click the Close button. Tips

To change a code value assignment, double-click the code value you want to change and select a new code value. To remove a project code, select the code and value you want to remove in the Codes tab, and then click Remove. You can view the assigned project codes in a column in the Activities and WBS windows.

Edit project codes 1. Choose Enterprise, Project Codes. 2. Click Modify. 3. Select the project code you want to

edit. name.

To change the project code's name, type a new

To change the maximum number of characters the code's values may have, specify a new number. To change the placement of the code in the list, click Shift Up or Shift Down. 4. Click Close. Tip

If you change a project code, your changes apply to all project assignments. Edit project code values

1. Choose Enterprise, Project Codes. 2. Select the project code whose value you want to change. 3. To change a value or description, double-click the item you want to change, and then type the new text. Tip

If you change a project code value, your changes apply to all project assignments. Delete project codes

1. Choose Enterprise, Project Codes. 2. Click Modify.

3. Select the code you want to delete, and then click Delete. 4. Click Yes.

Delete project code values 1. 2. 3. 4. 5. Choose Enterprise, Project Codes. Select the code whose value you want to delete. Select the value you want to delete. Click Delete. Click Yes.

Setting up project code routing for Primavera's Web application The Primavera Web application's Initiate Project Request feature enables you to use project codes and values to determine how a new project request is routed for review. To support this Primavera Web application feature, in the Project Management module, users must be associated with the values of any project code that will be used for routing. As a simplified example, suppose new project requests should be first reviewed at a remote office, and then forwarded to a central office. In Primavera's Web application, for project request routing, a project code Location with values of remote and central could be used, provided each of these project code values has a user assigned who can review the request. To associate a user with a project code value 1. Choose Enterprise, Project Codes. 2. Click the Display Options bar, select Columns, and then choose Workflow Recipient. 3. Select the project code and project code value for which you want to assign a user. 4. In the Workflow Recipient column, click the browse button. Select the user, and then click Assign. Tips

Only licensed users of Primavera's Web application or Timesheets module are listed in the Select User dialog box. A project code value can be associated with one user. 6. Project Scoring overview

The Project Score feature helps users of Primavera's Web application evaluate projects by using project codes to identify and quantify characteristics that can be used to determine project rankings. Users of

Primavera's Web application can view project scores in the Project Statistics portlet and on the Analysis tab of the Web Portfolio Management module. Primavera's Web application uses the weighted project code and code values assigned to a project to calculate its score. To use project scoring features, you create weighted project codes that represent project criteria you want to evaluate, for example, projected sales and risk. You further express the possible attributes associated with these evaluation criteria as weighted project code values; for example, projected sales might be described as either high, medium, or low potential. Finally, you assign the appropriate weighted codes and code values to the projects you want to score.

Note

Project code and code value weights are set up in the Project Management module, typically by a project controls or system administrator. Project code and code values used to calculate score can be assigned either in the Project Management module or in Primavera's Web application.

For example, suppose you want to evaluate a portfolio of projects based on three criteria: projected sales in a target market, risk, and strength of competition. You would create three project codes to represent these evaluation criteria. Each of these criteria has a certain level of importance in your decision making, which you can represent using a numerical scale, or weight, as a way of ranking them. For example, on a 1 to 10 scale, if projected sales are more important than perceived risk, you might weight it at 10 and weight risk at 7. In turn, each of these criteria (project codes) can be represented by varying attributes and rankings. Projected sales might have three possible attributes, such as low, moderate, and high potential. You would create three project code values to represent these attributes and assign each code value a weight that represents its rank in evaluating a project. The table below shows an example of how project codes, code values, and weights can be mapped to project evaluation criteria. Project Code A project code is used to represent project evaluation Project weight Code Project Value Code Project code Value weight

The weight of the A project code The weight of the project code value is used to project code value reflects the represent an reflects the ranking importance of the attribute of the of the attribute

criteria Examples

criteria to decision corresponding making project code Low potential

with respect to the evaluation criteria (project code) 1 3 5

Projected Sales

10

Mod. potential High potential

If the Projected Sales project code is assigned to Project A with a project code value of High Potential, the non-normalized score for Project A = 50. If the Projected Sales project code is assigned to Project A with a project code value of Low Potential, the non-normalized score for Project A = 10.

Project score is calculated in three steps

1. Determine the maximum possible project score. Calculated as:

Sum(Project Code weight * maximum Project Code Value weight) For example, Project A has 3 project codes assigned, each code has a weight of 2. The maximum project code value weight for these project codes is 3, 5, and 6, respectively. Maximum project score = (2*3) + (2 *5) + (2*6) 2. Calculate the score for the 28 project.

Sum (Project Code weight * weight of the assigned Project Code value) The Project Code value weights assigned to Project A are 3, 5, and 3. Score for Project A = 22 (2*3) + (2*5) + (2*3) 3. Normalize the project score, based on the maximum possible project score. Calculated as (Project score before normalizing/maximum possible project score) * 100 Normalized Project A score = 79 (22/28) * 100

[5.2]RESOURCE CODES

1. Resources Codes You can categorize resources using codes. With potentially hundreds of resources being used across an enterprise of projects, codes provide another method for filtering the resources you need to access quickly, or for grouping resources for analysis and summarization in layouts. You can also use resource codes to group, sort, and filter resources in profiles and spreadsheets.

Create resource codes 1. 2. 3. 4. Choose Enterprise, Resource Codes. Click Modify. Click Add, and then type the name of the resource code. In the Max Length field, specify the maximum number of characters for the project code's values. 5. Click Close. Tip

To change the order in which resource codes are listed, select the resource code you want to move in the Resource Code Definitions dialog box, then click Shift Up or Shift Down. Create resource code values 1. Choose Enterprise, Resource Codes. 2. Select the resource code for which you want to create a value. 3. Click Add. 4. Type the value's name and description. 4. Assign resource codes and values

1. Choose Enterprise, Resources, then select the resource to which you want to assign a code and value. 2. Click the Codes tab. 3. Click Assign. 4. Select the resource code value you want to assign. You can only assign one value per code. 5. Click Assign, and then click Close.

Tips

To change a code value assignment, double-click the code value you want to change and select a new code value. To remove a resource code, select the code and value you want to remove in the Codes tab, and then click Remove. Edit resource codes

1. Choose Enterprise, Resource Codes. 2. Click Modify. 3. Select the resource code you want to

edit. name.

To change the resource code's name, type a new

To change the maximum number of characters the code's values may have, specify a new number. To change the placement of the code in the list, click Shift Up or Shift Down. 4. Click Close. Tip

If you change a resource code, your changes apply to all resource assignments.

Edit resource code values 1. Choose Enterprise, Resource Codes. 2. Select the resource code whose value you want to change. 3. To change a value or description, double-click the item you want to change, and then type the new text. Tip

If you change a resource code value, your changes apply to all resource assignments. Delete resource codes

1. 2. 3. 4.

Choose Enterprise, Resource Codes. Click Modify. Select the code you want to delete, and then click Delete. Click Yes.

Delete resource code values 1. 2. 3. 4. 5. [5.3] Choose Enterprise, Resource Codes. Select the code whose value you want to delete. Select the value you want to delete. Click Delete. Click Yes. ACTIVITY CODES

Activity codes and values Activity codes and values enable you to filter, group, sort, and report activity information according to your organization's unique requirements. For example, if your organization has more than one location, you can create a Location code with values such as New York, Los Angeles, and Chicago. You can then associate activities with a specific location, such as New York. You can define three types of activity codes, global activity codes, EPSlevel activity codes, and project-level activity codes. You can assign global activity codes and values to activities in all projects. You can assign EPSlevel activity codes and values to the EPS . EPS-level activity codes are useful when you don't want certain codes to be accessible to all users, or project-specific. You can assign project-level activity codes and values to activities only in the project for which the codes were created. Each activity code can have an unlimited number of values. Tip

If possible, you may want to create EPS-level activity codes at the highest level of the EPS so all projects that belong to a lower level EPS will have access to these codes. 2. Assign activity codes and values to activities

1. Choose Project, Activities, and then select the activity to which you want to assign a code and value. 2. Display Activity Details, then click the Codes tab. 3. Click Assign. 4. Select the activity code value you want to assign. You can only assign one value per code. 5. Click Assign, and then click Close. Note

You can assign global activity codes to any activity. You can only assign project level activity codes to activities in the project where the codes were created. You can only assign EPS-level activity codes that have been assigned to the selected activity's project. Any EPS-level activity code associated with an inaccessible EPS node will appear under the "No EPS ID" node in the Assign Activity Codes dialog box. 3. Change activity code value assignments

1. Choose Project, Activities, then select the activity whose assigned code value you want to change. 2. Display Activity Details, and then click the Codes tab. 3. Double-click the code value you want to change 4. Select a new code value, and then click Select. 4. Remove activity codes and values from activities 1. Choose Project, Activities, and then select the activity from which you want to remove a code and value. 2. Display Activity Details, and then click the Codes tab. 3. Select the activity code and value you want to remove, then click Remove. 4. Click Yes.

[5.3.1] DEFINING GLOBAL ACTIVITY CODES AND VALUES 1. Create global activity codes 1. 2. 3. 4. 5. Choose Enterprise, Activity Codes. Choose Global. In the Select Activity Code section, click Modify. Click Add, and then type the name of the global activity code. In the Max Length field, specify the maximum number of characters for the activity code's values. 6. Click Close. Tip

To change the order in which global activity codes are listed, select the activity code you want to move in the Activity Code Definitions dialog box, then click Shift Up or Shift Down. Create global activity code values

1. Choose Enterprise, Activity Codes.

2. Choose Global. 3. Select the activity code for which you want to create a value, then click Add. 4. Type the value's name. 5. Type the value's description. Tips

You can arrange activity code values hierarchically using the arrow buttons on the Activity Codes dialog box. You can define the maximum number of levels in an activity code hierarchy on the Data Limits tab of the Admin Preferences dialog box. Edit global activity codes

1. Choose Enterprise, Activity Codes. 2. Choose Global, and then click Modify. 3. Select the activity code you want to

edit. name.

To change the activity code's name, type a new

To change the maximum number of characters the code's values may have, specify a new number. To change the placement of the code in the list, click the appropriate arrow. 4. Click Close. Tip

If you change an activity code, your changes apply to all activity assignments. 4. Edit global activity code values

1. Choose Enterprise, Activity Codes. 2. Choose Global. 3. Select the activity code whose value you want to change. To change a value name or description, double-click the item you want to change, and then type the new text. To change the placement of the code in the list, click Shift Up or Shift Down. 4. Click Close. Tip

If you change an activity code value, your changes apply to all activity assignments.

Delete global activity codes 1. 2. 3. 4. Note

Choose Enterprise, Activity Codes. Choose Global, and then click Modify. Select the code you want to delete, and then click Delete. Click Yes.

When you delete a global activity code, all code values associated with the deleted activity code and all activity assignments to those activity code values are automatically deleted. Delete global activity code values

1. 2. 3. 4. 5. Note

Choose Enterprise, Activity Codes. Choose Global. Select the code whose value you want to delete. Select the value you want to delete, then click Delete. Click Yes.

When you delete a global activity code value, all activity assignments made to that activity code value are automatically deleted.

[5.3.2] DEFINING PROJECTS ACTIVITY CODES

1. Create project-level activity codes 1. Choose Enterprise, Activity Codes. 2. Choose Project, and then click Modify. 3. Select the project to which you want to add the activity code and click add. 4. Type the name of the project activity code. 5. In the Max Length field, specify the maximum number of characters for the activity code's values. 6. Click Close. Tip

To change the order in which project activity codes are listed, select the activity code you want to move in the Activity Code Definitions dialog box, then click Shift Up or Shift Down. 2. Create project-level activity code values

1. Choose Enterprise, Activity Codes. 2. Choose Project. 3. Select the activity code for which you want to create a value, then click Add. 4. Type the value's name. 5. Type the value's description. Tips

You can arrange activity code values hierarchically using the arrow buttons on the Activity Codes dialog box. You can define the maximum number of levels in an activity code hierarchy on the Data Limits tab of the Admin Preferences dialog box. 3. Edit project-level activity codes

1. Choose Enterprise, Activity Codes. 2. Choose Project, and then click Modify. 3. Select the activity code you want to

edit.

To change the code's name, type a new name. To change the maximum number of characters the code's values may have, specify a new number. To change the placement of the code in the list, click Shift Up or Shift Down. 4. Click Close. Tip

If you change an activity code, your changes apply to all activity assignments. 5. Edit project-level activity code values

1. 2. 3. 4.

Choose Enterprise, Activity Codes. Choose Project. Select the code whose value you want to change. To change a value or description, double-click the item you want to change, and then type the new text.

To change the placement of the code in the list, click the appropriate arrow. 5. Click Close. Tip

If you change an activity code value, your changes apply to all activity assignments. Delete project activity codes

1. 2. 3. 4. Note

Choose Enterprise, Activity Codes. Choose Project, and then click Modify. Select the code you want to delete, and then click Delete. Click Yes.

When you delete a project activity code, all code values associated with the deleted activity code and all activity assignments to those activity code values are automatically deleted. Delete project-level activity code values

1. 2. 3. 4. 5. Note

Choose Enterprise, Activity Codes. Choose Project. Select the code whose value you want to delete. Select the value you want to delete, and then click Delete. Click Yes.

When you delete a project-level activity code value, all activity assignments made to that activity code value are automatically deleted. Promote project activity codes and values

You can promote, or change, a project-level activity code and its values to a global or EPS-level activity code with global or EPS-level values. 1. Choose Enterprise, Activity Codes. 2. Choose Project, and then click Modify. 3. Select the code you want to promote, and then click Make Global or Make EPS. 4. Click yes, and then click Close. Tip

If you promote a project-level activity code and its values, your change applies to all activity assignments.

[5.3.3] DEFINING EPS-LEVEL ACTIVITY CODES AND VALUES

1. Create EPS-level activity codes 1. Choose Enterprise, Activity Codes. 2. Choose EPS, and then click Modify. 3. Click Add to select the EPS to which you want to add the activity code. 4. In the Activity Code Name field, type the name of the EPS-level activity code. 5. In the Max Length field, specify the maximum number of characters for the activity code's values. 6. Click Close. Tip

To change the order in which EPS-level activity codes are listed, select the activity code you want to move in the Activity Code Definitions dialog box, then click Shift Up or Shift Down. 2. Create EPS-level activity code values

1. Choose Enterprise, Activity Codes. 2. Choose EPS. 3. Select the activity code for which you want to create a value, then click Add. 4. Type the value's name. 5. Type the value's description. Tips

You can arrange activity code values hierarchically using the arrow buttons on the Activity Codes dialog box. You can define the maximum number of levels in an activity code hierarchy on the Data Limits tab of the Admin Preferences dialog box. 3. Edit EPS-level activity codes

1. Choose Enterprise, Activity Codes. 2. Choose EPS, and then click Modify.

3. Select the activity code you want to

edit.

To change the code's name, type a new name. To change the maximum number of characters the code's values may have, specify a new number. To change the placement of the code in the list, click Shift Up or Shift Down. 4. Click Close. Tip

If you change an activity code, your changes apply to all activity assignments. Any code associated with an EPS-level you do not have access to, will appear under "No EPS ID". You can not modify or delete EPSlevel activity codes listed under "No EPS ID". 4. Edit EPS-level activity code values

1. 2. 3. 4.

Choose Enterprise, Activity Codes. Choose EPS. Select the code whose value you want to change. To change a value or description, double-click the item you want to change, and then type the new text.

To change the placement of the code in the list, click the appropriate arrow. 5. Click Close. Tip

If you change an activity code value, your changes apply to all activity assignments. 5. Delete EPS-level activity codes

1. 2. 3. 4. Note

Choose Enterprise, Activity Codes. Choose EPS, and then click Modify. Select the code you want to delete, and then click Delete. Click Yes.

When you delete an EPS-level activity code, all code values associated with the deleted activity code and all activity assignments to those activity code values are automatically deleted.

6. Delete EPS-level activity code values 1. 2. 3. 4. 5. Note

Choose Enterprise, Activity Codes. Choose EPS. Select the code whose value you want to delete. Select the value you want to delete, and then click Delete. Click Yes.

When you delete an EPS-level activity code value, all activity assignments made to that activity code value are automatically deleted. 7. Promote EPS-level activity codes and values

You can promote, or change, an EPS-level activity code and its values to a global activity code with global values. 1. 2. 3. 4. Tip

Choose Enterprise, Activity Codes. Choose Project, and then click Modify. Select the code you want to promote, and then click Make Global. Click yes, and then click Close.

If you promote an EPS-level activity code and its values, your change applies to all activity assignments.

[6]DEFINING CUSTOM FIELDS 1. User-defined fields User-defined fields enable you to add your own custom fields and values to the project database. For example, you can track additional activity data, such as delivery dates and purchase order numbers, or resource and cost-related data, such as profit, variances, and revised budgets. To create user-defined fields, choose Enterprise, User Defined Fields. In the drop-down list at the top of the dialog box, select the subject area of the product where you want to use the new field, such as Activities, Activity Steps, Activity Resource Assignments, Projects, Resources, WBS, Expenses, Issues, Risks, and Work Products & Documents. Click Add. Enter the user-defined title and data type for the new field. Tips Once you create user-defined fields, you can perform all of the following tasks:

Display user-defined fields in the columns of the Activity Table and then print the layout. You must add columns for user-defined fields in order to enter/select data for that field. Group, sort, filter, and view data summaries when grouped in a layout by user-defined field. Add user-defined fields to reports you create or modify existing reports to include user-defined fields. Use Global Change to assign values to Activity, Activity Resource Assignments, and Expenses user-defined fields. Create bars for user-defined date fields and view them in the Gantt chart. You cannot add user-defined fields to Microsoft Project (MSP)managed projects. Define custom user fields

1. Choose Enterprise, User Defined Fields. 2. Select the subject area of the product where you would like to add the new field, such as Activities, Activity Steps, Activity Resource Assignments, Projects, Resources, WBS, Expenses, Issues, Risks, and Work Products & Documents. 3. Click Add. 4. Enter a user-defined title for the new field and select a data type. For example, you could enter Purchase Order Number as the title and select Integer as the data type. To assign values to custom user fields 1. Add a column for the custom user field code. 2. In the custom field column you added, type a value. Notes

If the Data Type is an Indicator, in the custom field column you must select a value of red, yellow, green, or blue. You cannot enter any other value. Only users with global security privileges to edit user-defined fields (UDFs) can add, modify, or delete UDFs. Users that do not have access rights to edit UDFs can still view them in the User Defined Fields dialog box. Only users with project security privileges to view project cost data can view UDF values with a Data Type of Cost. You cannot define user-defined fields for Microsoft Project (MSP)managed projects. 2. Choosing data types for user-defined fields

A user-defined fields data type determines the kind of data you can enter in the field, such as text, numbers, or dates. The following table summarizes the data types available for user-defined fields. Data type Text Start Date Finish Date Cost Indicator Use for Text or combinations of text and numbers Start date Finish date Currency values An indicator field that you can use to enter colourcoded values in columns and display them in reports Numeric with two decimal places Numeric data, except money

Number Integer

Indicator user-defined fields Indicators are a special type of user-defined field (UDF) that enable you to select colour-coded icons as values for display in columns, group and sort, filters, and reports. Indicator UDFs can be used to highlight Activities, Activity Steps, Activity Resource Assignments, Projects, Resources, WBS, Expenses, Issues, Risks, and Work Products & Documents. For example, you could group activities based on priority or status using Indicator UDFs. Like all other UDFs, you can perform the following functions using Indicator UDFs:

Display in columns Group and sort data based on indicators Filter data based on indicators Perform global changes Display timescale bars View indicator data in reports using columns, group and sort, and filters.

To assign values to indicator fields: You must create a column for the UDF, click in the field, and select an icon from the drop-down list. An indicator UDF can have one of four values: red, yellow, green, or blue. You must select one of these values whenever you enter a value for an Indicator UDF, whether in columns, group and sort, filters, reports, global change or bars.

Note: In columns, filters, global change, and group and sort, indicator UDF values appear as icons. In reports, indicator UDF columns show the text value of the icon (i.e., rather than displaying the icon, the value is red, yellow, green, or blue). [7] CALENDARS

You can create and assign calendars to each resource and each activity. These calendars define the available work hours in each calendar day. You can also specify national holidays, your organization's holidays, projectspecific work/non workdays, and resource vacation days. Calendar assignments are used for activity scheduling, tracking, and resource levelling. Whether an activity uses its assigned calendar or the calendar of an assigned resource depends on the activity type you specify. Three calendar pools are defined: global, resource, and project. The global calendar pool contains calendars that apply to all projects. The project calendar pool is a separate pool of calendars for each project. The resource calendar pool can be a separate pool of calendars for each resource. You can assign either resource or global calendars to resources, and you can assign either global or project calendars to activities. You can link resource and project calendars to global calendars. Then, if you make changes to a global calendar, your changes apply to all resource and project calendars that are linked to the modified global calendar. [7.1] PROJECT CALENDARS 1. Create a project calendar 1. Choose Enterprise, Calendars, and then choose Project. 2. If more than one project is open, select the projects to which you want to add a calendar and then click add. 3. Select the calendar you want to copy for the new project calendar, and then click the Select button. 4. Type the new calendar's name. 5. Click Modify and edit the new calendar. Note

You cannot create or edit project calendars for Microsoft Project (MSP)-managed projects.

2.

Edit a project calendar

1. Choose Enterprise, Calendars, and then choose Project. 2. Select the calendar you want to edit and click Modify. 3. To base the calendar on another calendar, select a new global calendar in the Inherit Holidays and Exceptions from Global Calendar field. 4. Choose the month you want to modify by clicking the appropriate arrow button next to the month-year title. 5. To add a non workday, click the date you want to make a non workday, and then click Non work. 6. To change the number of hours in a specific workday, click the date you want to change. Choose Total work hours/day to define the total working hours in each day. In the Work hours/day section, set the amount of hours available to work for a specific day. Choose detailed work hours/day to define which hours of the day is work or nonwork hours. In the Work hours section, select the hours you want to change and click Work or Non work. If the date's display colour changes to white, the number of hours you entered does not equal the default number of working hours for that weekday. 7. To make an exception into a workday and apply the default number of working hours to that day, click the exception you want to change, and then click Standard. Tips

To apply the same change to all instances of a specific weekday in the displayed month, click the weekday's column label. To view a calendar's assignments, in the Calendars Dialog Box, select the calendar, and then click Used By. When an assignment to an activity has manual future period values , editing the project calendar for the associated activity may cause the manual values to change. For more information on other data that affects manual future period assignment values, refer to the Future period bucket planning FAQ.

Note

Working hours defined with decimal values other than .0 or .5 will round up or down to .0 or .5. 3. Delete a project calendar

1. Choose Enterprise, Calendars.

2. Choose Project. 3. Select the calendar you want to delete, and then click Delete. 4. If the calendar has assignments, the Calendars in Use dialog box is displayed. To delete the calendar and move its assignments to a calendar you select, choose Select Replacement Calendar, click OK, then select a replacement calendar. To delete the calendar and move its assignments to the default global calendar, choose Link to Default Global Calendar, then click OK. 4. View project calendar assignments 1. Choose Enterprise, Calendars. 2. Choose Project. 3. Select the calendar whose assignments you want to view, then click Used By. [7.2] GLOBAL CALENDERS 1. Create a global calendar 1. Choose Enterprise, Calendars. 2. Choose Global, and then click Add. 3. Select the calendar you want to copy for the new global calendar, and then click the Select button. 4. Type the new calendar's name. 5. Mark the Default checkbox to make the new calendar the default global calendar for activities and resources. 6. Click Modify and edit the new calendar. 2. Edit a global calendar

1. Choose Enterprise, Calendars, and then choose Global. 2. Select the calendar you want to edit and click Modify. 3. Choose the month you want to modify by clicking the appropriate arrow button next to the month-year title. 4. To add a non workday, click the date you want to make a non workday, and then click Non work. 5. To change the number of hours in a specific workday, click the date you want to change. Choose Total work hours/day to define the total working hours in each day. In the Work hours/day section, set the amount of hours available to work for a specific day. Choose detailed work hours/day to define which hours of the day is

work or non work hours. In the Work hours section, select the hours you want to change and click Work or Non work. If the date's display colour changes to white, the number of hours you entered does not equal the default number of working hours for that weekday. 6. To make an exception into a workday and apply the default number of working hours to that day, click the exception you want to change, and then click Standard. Tips

To apply the same change to all instances of a specific weekday in the displayed month, click the weekday's column label. To view a calendar's assignments, in the Calendars Dialog Box, select the calendar, and then click Used By. When an activity's resource assignment has manual future period values , editing the global calendar for the associated activity or resource may cause the manual values to change. For more information on other data that affects manual future period assignment values, refer to Future Period Bucket Planning FAQ.

Note

Working hours defined with decimal values other than .0 or .5 will round up or down to .0 or .5. 3. Delete a global calendar

1. 2. 3. 4.

Choose Enterprise, Calendars. Choose Global. Select the calendar you want to delete, and then click Delete. If the calendar has assignments, the Calendars in Use dialog box are displayed. To delete the calendar and move its assignments to a calendar you select, choose Select Replacement Calendar, click OK, and then select a replacement calendar. To delete the calendar and move its assignments to the default global calendar, choose Link to Default Global Calendar, then click OK. 4. Specify a default global calendar

1. Choose Enterprise, Calendars. 2. Choose Global. 3. Mark the Default checkbox next to the calendar you want to designate as the default global calendar.

5. View global calendar assignments 1. Choose Enterprise, Calendars. 2. Choose Global. 3. Select the calendar whose assignments you want to view, then click Used By. [7.3] RESOURCE CALENDERS

1. Create a resource calendar 1. Choose Enterprise, Calendars. 2. Choose Resource, and then click Add. 3. Select the calendar you want to copy for the new resource calendar, and then click the Select button. 4. Type the new calendar's name. 5. Click Modify and edit the new calendar. 2. Edit a resource calendar

1. Choose Enterprise, Calendars, and then choose Resource. 2. Select the calendar you want to edit and click Modify. 3. To base the calendar on another calendar, select a new global calendar in the Inherit Holidays and Exceptions from Global Calendar field. 4. Choose the month you want to modify by clicking the appropriate arrow button next to the month-year title. 5. To add a non workday, click the date you want to make a non workday, and then click Non work. 6. To change the number of hours in a specific workday, click the date you want to change. Choose Total work hours/day to define the total working hours in each day. In the Work hours/day section, set the amount of hours available to work for a specific day. Choose detailed work hours/day to define which hours of the day is work or non work hours. In the Work hours section, select the hours you want to change and click Work or Non work. If the date's display colour changes to white, the number of hours you entered does not equal the default number of working hours for that weekday. 7. To make an exception into a workday and apply the default number of working hours to that day, click the exception you want to change, and then click Standard.

Tips

To apply the same change to all instances of a specific weekday in the displayed month, click the weekday's column label. To view a calendar's assignments, in the Calendars dialog box, select the calendar, and then click Used By. When a resource assignment has manual future period values , editing the resource's associated resource calendar may cause the manual values to change. For more information on other data that affects manual future period assignment values, refer to the Future period bucket planning FAQ.

Note

Working hours defined with decimal values other than .0 or .5 will round up or down to .0 or .5. 3. Delete a resource calendar

1. 2. 3. 4.

Choose Define, Calendars. Choose Resource. Select the calendar you want to delete, and then click Delete. If the calendar has resource assignments, the Calendars in Use dialog box appear. To delete the calendar and move its assignments to a calendar you select, choose Select Replacement Calendar, click OK, and then select a replacement calendar. To delete the calendar and move its assignments to the default global calendar, choose Link to Default Global Calendar, then click OK. 4. View resource calendar assignments

1. Choose Enterprise, Calendars. 2. Choose Resource. 3. Select the calendar whose assignments you want to view, then click Used By. [8] DEFINING RESOURCE AND ROLES

[8.1] RESOURCES 1. Define units of measure for material resources

A unit of measure describes the quantity of a particular resource. Labour resources are often measured in units of time, such as hours or days; materials can be measured in cubic or linear feet, or perhaps in tons or kilos; items used one-by-one can be measured individually (EA) or as shipped: a box, a case, a pallet. Money is generally measured in monetary units, such as dollars, dinars, francs, marks, or yen. 1. Choose Admin, Admin Categories. 2. In the Units of Measure tab, click Add. 3. In the Unit Abbreviation column, type the abbreviation to use as the label for the new unit of measure. 4. In the Unit Name column, type the name of the new unit of measure. 2. Resources

Resources include the personnel and equipment that perform work on activities across all projects. Resources are generally reused between activities and/or projects. In the Project Management module, you can create a resource pool that reflects your organization's resource structure and supports the assignment of resources to activities. The Project Management module also enables you to distinguish between labour, material, and non labour resources. Labour and non labour resources are always time-based, and material resources, such as consumable items, use a unit of measure you can specify. You can create and assign resource calendars and define a resource's roles, contact information, and timevarying prices. If a resource uses Timesheets , you can also assign a login name and password to the resource. Define a master list of resources consisting of the resources necessary to complete the projects in your organization. Then, group resources to create an easily accessible pool from which you can draw when assigning resources to a project. For each resource, set availability limits, unit prices, and a calendar to define its standard work time and non work time, then allocate resources to the activities that require them. To enable grouping and rollups of your resources across the organization, set up resource codes and assign code values. Resources are different than expenses. While resources can be timebased and generally extend across multiple activities and/or projects, expenses are one-time expenditures for no reusable items required by activities. The Project Management module does not include expenses when levelling resources. Primary Resources The Project Management module allows you to assign primary resources to activities. An activity's primary resource is typically the resource who is responsible for coordinating an activity's work. Using Timesheets, the

primary resource also updates the activity's start date, finish date, and expected end date. In addition, if an activity has any material resources, the primary resource may also be responsible for reporting the material resource's units as well. With the exception of material resources, all other resources are responsible for reporting their own hours for assigned activities. Resource Security Resource security allows the administrator to restrict your resource access by assigning you to a node in the resource hierarchy. That node is your root node . Once assigned to a resource node, you have access only to your root node and all of its children. In the Resource Assignments window you still have access to current project resources even if they are outside your root node. 3. Add a resource 1. Choose Enterprise, Resources. 2. Choose View, Group and Sort By, Default, to display the resource hierarchy. If resource security is enabled, you can only view resources you have access to. Therefore, you can add a new resource only to the hierarchy you have access to. 3. Select the resource you want to add a new resource as a child. Depending on your user preferences, the New Resource wizard may start. Follow the prompts on each dialog box to create the resource. 4. Click each tab in Resource Details and enter the resource's information. Note

The e-mail address and office phone number you type in the Resources window General tab overwrites the e-mail address and office phone number recorded in the Users dialog box, if that information is different. Likewise, e-mail and phone information you enter for a resource in the Users dialog box overwrites the information in the Resources window. 4. Adding resources using a wizard

Resources include the personnel and equipment that perform work on activities across all projects. You can create a resource pool that reflects your organization's resource structure and supports the assignment of resources to activities.

If the Use New Resource Wizard checkbox is marked in the User Preferences dialog box, the New Resource Wizard displays each time you add a resource to guide you through the process. 5. View resources

Choose Enterprise, Resources.

Note

If you cannot see all resources, resource security may be enabled. In that case, you can only see resources you have access to. 6. Define resource shifts

You can globally define shifts that span specific work hours over a period of time. You can also apply one or more shifts directly to specific resources. 1. 2. 3. 4. Choose Enterprise, Resource Shifts. Click Add, and then type the new shifts name. Click Modify to define the work hours for the new shift. Click Add, and then enter the start hour for each shift segment. The total shift hours must add up to 24 hours and each shift segment must have duration of at least one hour. The start hour must begin and end on the hour, for example, 8:00, rather than 8:30 A.M. Note

Shift hours are considered when calculating units and prices during levelling. The resource calendar is used to determine when the resource can work; the limits for that period are determined from the shift definition for that resource. The minimum resource availability for every shift must satisfy the minimum demand for the resource so that the resource can be levelled properly. Limits defined outside the boundaries of the shift definition are ignored. Since shifts are defined at the resource level, all projects are levelled using that resource according to the shift definition. 7. Assign calendars to resources

1. Choose Enterprise, Resources. 2. Select the resource to which you want to assign a calendar. 3. Click the Details tab, and then click in the Calendar field. To change the calendars display, click the Display Options bar. 4. Select the calendar you want to assign, and then click the Select button.

8. Change the passwords for the Timesheets module 1. 2. 3. 4. 5. Choose Enterprise, Resources. Select the resource whose password you want to change. Click the Timesheets tab. Click Edit User, click the General tab, and then click Password. Type the resource's new password. Passwords must be between 0 and 20 characters long.

Retype the new password. 6. Click OK. 9. Configure resources to use the Timesheets module

To enable a project resource to use the Timesheets module, you must assign a user login account to the resource and set the resource to use timesheets. 1. Choose Enterprise, Resources, and select the resource you want to configure. 2. Click the Timesheets tab. 3. To add a new user login name and assign it to the resource, click Edit User. Click the General tab, then click Add. Type a login name for the resource. You can also record the resource's personal name and assign a login password. 4. To assign the new login name to the resource, in the Resource ID/Resource Name field, click the Select button. Tip

. Select the resource, and then click

Instead of adding a new user login name, you can assign a resource to an existing user login name. In the Users dialog box, select the login name, then double-click in the Resource column. In the Select Resource dialog box, select a resource, and then click the Select button.

5. Click the Licensing tab. Mark the Named User checkbox next to Team Member or Timesheets, then click Close. Named Users have a specific license associated with their login name and are guaranteed access to the specific application and database. Note 5. The Timesheets license provides access to the Timesheets application and enables the user to log into the Primavera Web application to import appointments only (provided that this

functionality is configured for the user). The Team Member license provides access to the Timesheets application and, in the Primavera Web application, enables the user to access some dashboard port lets, the project workspace (for projects they have rights to access), the activities to which they are assigned, and more. You can not assign both the Team Member and Timesheets licenses to a user; you must choose which one to assign. 6. To enable the resource to use timesheets to report progress, on the Resource Details Timesheets tab, mark the Uses Timesheets checkbox. 7. In the Timesheet Approval Manager Field, click approval manager. 10. Copy and paste a resource 1. Choose Enterprise, Resources. 2. Choose View, Group and Sort By, Default, to display the resource hierarchy. If resource security is enabled you can only view resources you have access to. Therefore, you can copy and paste a resource only to the hierarchy you have access to. 3. Select the resource you want to copy, and then click Copy. 4. Select the resource to which you want to add the copy, and then click Paste. Choose Sub-Resources to copy all resources contained in the resource you want to copy. Choose Role Assignments to copy the resources role assignments. Choose Prices to copy the resource's price information. Warning

to select an

If you mark the Do Not Show This Window Again checkbox in the Copy Resource Options dialog box, the dialog box settings are retained until you reopen the module. 11. Cut and paste a resource

1. Choose Enterprise, Resources. 2. Choose View, Group and Sort By, Default, to display the resource hierarchy. If resource security is enabled you can only view resources you have access to. Therefore, you can cut and paste a resource only to the hierarchy you have access to. 3. Select the resource you want to cut and paste, then click Cut.

4. Select the resource to which you want to add the cut resource, then click Paste. Note

When you cut and paste a resource, the resource's activity assignments are also cut and pasted. If resource security is enabled, cutting and pasting a resource may change some users' resource access since the hierarchy is changed. You cannot cut and paste your own root node. 12. Display resource details

Choose Enterprise, Resources, and then choose View, Details.

Note

If resource security is enabled you can only see resources you have access to. 13. Edit resource information

1. Choose Enterprise, Resources. 2. Choose View, Group and Sort By, Default. 3. Select the resource you want to edit. To change the resource's position in the hierarchy, click the appropriate arrow buttons. 4. Click each tab in Resource Details to enter new information. Note

The e-mail address and office phone number you type in the Resources window General tab overwrites the e-mail address and office phone number recorded in the Users dialog box, if that information is different. Likewise, e-mail and phone information you enter for a resource in the Users dialog box overwrites the information in the Resources window. If resource security is enabled you can only see resources you have access to. 14. Delete a resource

1. Choose Enterprise, Resources. 2. Select the resource you want to delete, then click Del./Merge. 3. If the resource you want to delete has activity assignments or other associated data, the Delete Resource dialog box appears. To delete the resource and reassign, or merge, the resource's

associated data Replacement

to

its

parent

resource Resource.

choose

Select

To delete the resource without reassigning its associated data, choose Delete Selected Resource. Tip If your organization manually plans future period resource and role distribution in the Resource Usage Spreadsheet, you should determine if the resource you are deleting has manual future period values . If so, you should choose to merge the resource's associated data with another resource; otherwise, the manual future period assignment values will be lost. To determine if the resource has manual future period assignment data, in the Resource Assignments window, display the Curve column and group the layout by resource. The module displays a 'Manual' value in the Curve column for all assignments that have been manually planned. Notes

If you delete a parent resource, all of the resources contained in the parent resource, and all of their assignments, are deleted. If resource security is enabled and users had been assigned to some of these deleted resources, those users automatically get 'No Resources' access. The administrator can re-assign them to existing resources. If you delete your own root node, you also get 'No Resources' access, which means you cannot view any resources next time you log in. If the resource you are deleting has high-level planning assignments, those assignments are always deleted. They are not reassigned if you select a replacement resource. Resource planning assignments can be designated only in Primavera's Web application. 15. Enter comments about resources

1. Choose Enterprise, Resources. 2. Select the resource about which you want to view or enter comments. 3. Click the Notes tab. 4. Type your comments. 16. Specify the resource type for resources 1. 2. 3. 4. Choose Enterprise, Resources. Select the resource whose resource type you want to enter. Click the Details tab. To indicate that the selected resource performs labour, which is measured in units of time, choose Labour.

5. To indicate that the selected resource does not perform labour, for example, if the resource is equipment, choose Non labour. The non labour resource is measured in units of time. 6. To indicate that the selected resource is measured in units other than time, choose Material. If you selected Material as the resource type, select a unit of measure for the resource. Note

You can define a unit of measure for material resources in the Units of Measure tab of Admin Categories, in the Admin menu. 17. Specify the unit of measure for material resources

A unit of measure describes the quantity of a particular resource. Labour resources are often measured in units of time, such as hours or days; materials can be measured in cubic or linear feet, or perhaps in tons or kilos; items used one-by-one can be measured individually (EA) or as shipped: a box, a case, a pallet. Money is generally measured in monetary units, such as dollars, dinars, francs, marks, or yen. 1. Choose Enterprise, Resources. 2. In the Details tab, choose Material as the resource type for the selected resource. For each resource, type a value in the Unit of Measure column in the Resource table. 3. Select a value in the Units of Measure field. Notes

You can define a unit of measure for material resources in the Units of Measure tab of Admin Categories, in the Admin menu. If a unit of measure is not assigned, the unit of measure for the material resource will be Unit. 18. Change Resources tab columns

1. Choose Project, Activities. 2. Display Activity Details, then click the Resources tab. 3. Right-click anywhere in the tab, then choose Customize Resource Columns. To add a column to the Resources tab, in the Available Options section, click the column you want to add, and then click .

To remove a column from the Resources tab, in the Selected Options section, click the column you want to remove, and then click .

To return to the default columns settings, click Default. To change the title, width, and alignment of a column, select column and click Edit Column. To apply your changes without closing this dialog box, click Apply. 4. Click OK. 19. Send notes to resources about activities 1. Choose Project, Activities, and then select the activity on which you want to comment. 2. Display Activity Details, then click the Feedback tab. 3. In the Notes to Resources field, type your notes about the selected activity. 20. View activity feedback from primary resources 1. Choose Project, Activities, then select the activity whose comments you want to view. 2. Click the Feedback tab. 3. Review the notes in the Feedback from Primary Resource field. 21. Specify how resources report hours 1. 2. 3. 4. Choose Enterprise, Resources. Select the resource whose reporting methods you want to specify. Click the Timesheets tab. To require that the selected resource use timesheets, mark the Uses Timesheet checkbox. 5. Click the Details tab. 6. To automatically calculate the selected resource's actual quantity of work according to project plan rather than reported hours, mark the Auto Compute Actual checkbox. Tip

To require that the selected resource report actual hours as remaining units for each assigned activity, clear the Uses Timesheet and the Auto Compute Actual checkboxes.

Note

If the selected resource uses timesheets that require approval, click the Timesheets tab, and then click in the Timesheet Approval Manager Field to select a timesheet approval manager. 22. Enter multiple resource prices over time

1. 2. 3. 4. 5.

Choose Enterprise, Resources. Select the resource whose prices you want to enter. Click the Units & Prices tab. Click Add. To change the price's effective date, double-click the Effective Date field, click , and then select a new date.

Type the maximum number of time units the resource can perform, followed by a forward slash (/) and the appropriate time duration. Example: Determining Resource Availability If the selected resource is one person, a reasonable value may be 8 hours (units) per day (duration). In this case, the Max Units/Time would be 8.00h/d, or 8 hours of work per day. Similarly, if the selected resource is a department with 5 people, then the Max Units/Time may be 40.00h/d. This means that 5 people can perform 40 hours of work per day, rather than 1 person performing 8 hours of work per day. 6. Double-click the Price/Unit field, and then type the resource's monetary price. For labour resources, indicate the time unit with a forward slash (/) and the appropriate time unit abbreviation, such as $50.00/h (for 50 dollars per hour). Right-click in the Units & Prices table and select Customize Resource Rate Columns to add or remove additional price/unit fields. These fields display the name defined for the rate types in the Rate Types tab in the Admin Preferences dialog box. To assign new dates with different price/units to the resource, repeat steps 4 through 7. Tips

You can display the Max Units/Time data as a numeric value (8h/d) or as a percentage of the resources limits (100 percent). For example, if Robert is assigned a limit of eight hours/day and you assign him to a task at a maximum limit of two hours/day, you can display this information one of two ways: as 2h/d or as 25 percent of his resource limit (since he is only assigned to this task for two of his allotted eight hours per day). Select either Show as a Percentage (50 percent) or Show as Units/Duration (4h/d) in the Time Units tab of the User Preferences dialog box. To allow the selected resource to log overtime hours, click the Details tab and mark the Allow Overtime checkbox, then, in the Overtime Factor field, type the number by which the resource's standard price should be multiplied to determine the resource's overtime price (standard price * overtime factor = overtime price).

Note

The available time units are minutes, hours, days, weeks, months, and years. Your system administrator sets the abbreviation for each time unit in the Admin Preferences dialog box. 23. Calculating cost when using multiple resource rates

The total cost for a resource assignment takes into consideration any changes in the price/unit over the course of the activity. Enter a price/unit for each rate type (defined in Admin Preferences, Rate Types) in the Units & Prices tab in the Resources window. Select the rate type you want this assignment to use in the Resources tab in the Activities window. The cost of the resource assignment is based on the Rate Type assigned to the resource assignment. For example, a 3-day activity has a resource that works 8 hours per day. The activity begins on Monday, 12-Aug-02 8:00 AM and ends on Wednesday, 14-Aug-02 5:00 PM. Price/unit for the resource is defined as:

The cost of the first 16 hours of the resource assignment is $160 (16 hours x $10.00/hr). The cost for the last 8 hours of the resource assignment is $240 (8 hours x $30.00/hr). The total cost for the resource is $400.00 ($160.00 + $240.00). Notes

If you have resources with shifts that use timesheets, costs calculate using the price of the first shift for the resource. When activity dates change, run Recalculate Assignment Costs to update resource costs based on the new dates. Multiple resource rates are not reflected in the Activity Usage Spreadsheet or Resource Usage Spreadsheet. [8.2] ROLES 1. Roles

Roles are project personnel job titles or skills, such as mechanical engineer, inspector, or carpenter. They represent a type of resource with a certain level of proficiency rather than a specific individual. Roles can also be assigned to specific resources to further identify that resource's skills. For example, a resource may have a role of a engineer and manager. You can create a set of roles to assign to resources and activities in all projects in the enterprise. You can establish an unlimited number of roles and organize them in a hierarchy for easier management and assignment. The set of roles you assign to an activity defines the activity's skill requirements. You can also define unique price per unit rates for each role for accurate cost planning. You can temporarily assign roles during the planning stages of the project to see how certain resources affect the schedule. Once you finalize your plans, you can replace the roles with resources that fulfill the role skill levels. Five proficiency levels can be assigned to roles: Master, Expert, Skilled, Proficient and Inexperienced. Roles can be assigned in the Resource Details window or from the Roles dialog box.

2. Add a role

1. Choose Enterprise, Roles. 2. Click Add. 3. Click the General tab, and then type a unique ID for the role. 4. Type the role's name. 5. Type a description of the role's responsibilities. You can use HTML editing features, which include formatting text, inserting pictures, copying and pasting information from other document files (while retaining formatting), and adding hyperlinks.

3. Change the proficiency of a role

Roles and the proficiency levels help to further identify each resource's skills. For example, one individual may be an expert in Web development tools, and proficient in Web design. Specifying proficiency levels for roles can help you decide which resource is the best fit for a particular task.

1. 2. 3. 4. Note

Choose Enterprise, Roles. Select the role you want to change. Click the Resources tab. Double click in the Proficiency field and select a skill level for that role, such as Master, Expert, Skilled, Proficient, or Inexperienced.

Proficiencies are pre-defined.

5. Define price/unit rates for roles

You can add up to five prices per unit rates for each role in the roles dictionary. When you assign a role to an activity during project planning, you can choose which rate you want to use to calculate cost. Defining rates for specific roles yields more accurate project cost planning results. 1. Choose Enterprise, Roles. 2. Select the role you want to assign rates to, and then click the Prices tab. If tabs are not displayed in the Roles dialog box, click the Display Options bar and choose Roles Details. 3. Enter up to five Price/Unit rates for the selected role. For example, if the price per unit is $25 per hour, enter 25h; if the price per unit is $50000 per year, enter 50000y. You can only enter unit values in minutes, hours, days, weeks, months, and years. Your system administrator defines the abbreviations for these units in the Admin Preferences, Time Periods tab. Notes

The Calculate Costs from Units checkbox is marked by default when you add a new role. When this option is selected, any new assignments for the role will have its costs recalculated whenever any quantity changes occur. The default unit value is hours. If you type a price but no unit, the module defaults the unit to hours.

6. Define role limits over time

Use the Limits tab to specify available quantities (limits) for a role. Setting limits helps you quickly identify areas of role overload in Resource/Role Usage Profiles, using different colours to represent limits and over allocated units in charts and histograms. You can define an unlimited number of role limits for each role; however, the effective date must be unique. To define role limits: 1. Choose Enterprise, Roles. 2. Select the role you want to define limits for, and then click the Limits tab. If tabs are not displayed in the Roles dialog box, click the Display Options bar and choose Roles Details. 3. Click Add at the bottom of the Roles dialog box. 4. Double-click in the Effective Date column, and then click the Browse button to select the date the limit takes effect. 5. In the Max Units/Time column, enter the allocation limit for the role as a unit value or as a percentage, depending on your user preference settings for resource units/time (User Preferences, Time Units tab). You can enter values in any time and duration unit; however, the module automatically converts the value to the default units/duration format specified in the User Preferences, Time Units tab. Tips

In the Primavera Web application, you can view role limits in all charts and histograms that display role data, such as the Capacity Planning chart (Portfolios section), Role Usage histogram (Resources section), and Team Usage histogram (Projects section). By default, role limits are calculated based on the limit defined for each roles primary resource, which may not accurately reflect a roles planned allocation. In the Project Management module, on the User Preferences, Resource Analysis tab, you can choose to display role limits based on the custom role limits you define. In the Primavera Web application, you can set this same option in the Global Preferences, Resource Staffing section.

7. Assign roles to activities

1. Choose Project, Activities. 2. Select the activity to which you want to assign a role. 3. Display Activity Details, then click the Resources tab. 4. Click Add Role.

5. Select the role you want to assign.

You can assign multiple roles to an activity. To select more than one item, hold down the Ctrl key, then click each role you want to assign. 6. Click Assign, and then click Close.

Tip If price/unit rates are defined for a role you assign to an activity, you can choose the price/unit rate you want the module to use to calculate cost. Choosing a defined price/unit rate yields more accurate cost planning results. If you do not specify a rate, the module uses the default rate defined in the Project Details, Calculations tab

8.

Assign roles to resources from the Resources window

Overview
1. Choose Enterprise, Resources, and then select the resource to which 2.

3.
4.

5. 6.

you want to assign a role. Click the Roles tab, and then click Assign. Select the role you want to assign. Click the Assign button, and then click the Close button. In the Roles tab, double-click the Proficiency column and select a skill level. If this is the resources primary role, mark the Primary Role checkbox.

9.

Assign roles to resources from the Roles dialog box

Overview
1. Choose Enterprise, Roles, and then select the role you want to

assign. 2. Click the Resources tab, and then click Assign. 3. Select the resource to which you want to assign the selected role. 4. Click the Assign button, and then click the Close button.

5. In the Resources tab, double-click the Proficiency column and select a skill level. 6. If this is the resources primary role, mark the Primary Role checkbox.

10.

Delete a role

1. Choose Enterprise, Roles. 2. Select the role you want to delete, and then click Del/Merge. If the role is currently assigned, select to replace the role or delete it. Tips

If the role you want to delete does not appear in the display, click the Display Options bar, and then choose Filter By, All Roles. If your organization manually plans future period resource and role distribution in the Resource Usage Spreadsheet, you should determine if the role you are deleting has manual future period values . If so, you should choose to merge the role's associated data with another role; otherwise, the manual future period assignment values will be deleted. To determine if the role has manual future period assignment data, in the Resource Assignments window, display the Curve column and group the layout by role. The module displays a 'Manual' value in the Curve column for all assignments that have been manually planned.

11. Remove roles from activities

1. Choose Project, Activities. 2. Select the activity from which you want to remove a role. 3. Display Activity Details, then click the Resources tab. 4. Select the role you want to remove, then click Remove. 5. Click Yes.

12.

Remove roles from resources in the Resources window

Overview 1. Choose Enterprise, Resources. 2. Select the resource from which you want to remove a role. 3. Click the Roles tab. Select the role you want to remove, then click Remove. 4. Click Yes.

13.

Remove roles from resources in the Roles dialog box

Overview 1. Choose Enterprise, Roles. 2. Select the role you want to remove, and then click the Resources tab. 3. Select the resource from which you want to remove the role, then click Remove. 4. Click Yes.

14.View roles

To view all roles 1. Choose Enterprise, Roles. 2. Click the Display Options bar. To view only those roles that have assignments in the open project, choose Filter By, Current Projects' Roles. To view all roles, choose Filter By, All Roles.

To view roles for a specific activity 1. Choose Project, Activities. 2. Select the activity whose roles you want to view. 3. Click the Resources tab.

[9] DEFINING RESOURCE CURVES

1.Resource curves

Resource/cost distribution curves enable you to specify how you want resource units or costs spread over the duration of an activity. Resource units and costs are distributed evenly during an activity unless you specify nonlinear distribution using curves. You can assign a resource distribution curve to any resource or role assignment on activities with a duration type of Fixed Duration and Units/Time or Fixed Duration & Units. Assign the appropriate curve to a resource or role assignment by selecting a curve in the Curve column in the Resource Assignments window. You can also assign a resource curve in the Resources tab in the Activity Details. If timesheet data exists for the actual, curves are ignored for the actuals and are spread using the timesheet data. Activities with timesheet data continue to spread the remaining units using the curve. In order to use curves to calculate the Actual Units/Cost and EV Units/Costs, the new project setting that uses duration percent complete to calculate actual should be marked. Tip

Using pre-defined or custom resource curves, you can define 21 points on the curve to spread units or costs over the duration of an activity. While this is suitable for most activities, some of your activities may require a more granular resource distribution. For example, for long duration activities with varying levels of effort, a resource curve may not fully reflect when work is planned to be performed on the activity. To accurately capture future period resource distribution for these activities, you can manually enter future period budgeted and remaining unit assignment values in the Resource Usage Spreadsheet of the Activities and Resource Assignments windows. For more information, refer to Future Period Bucket Planning.

Notes

Resource curves do not support expenses. The Accrual Type will continue to spread the expenses. Resource lag is taken into consideration. The curve should begin on the "lagged start date."

Resource curves are reflected in the Resource Usage Profile and Resource Usage Spreadsheet.

2. Add a resource curve

1. Choose Enterprise, Resource Curves. 2. Click Add. 3. Select an existing curve from which to copy the curve value percentages, and then click Select. 4. Type a name for the new resource curve. You can type up to 60 alphanumeric characters. You must enter a resource curve name. 5. Click Modify to define the curve's distribution. Edit the curve value percentages to create a curve that indicates how your costs/units should distribute over time. Curves are defined by 21 points (5% intervals from 0 to 100). 6. Click Prorate to make the total of the distribution values equal to 100% while maintaining the shape you specified. 7. Click OK, and then click Close. Note

You can define an unlimited number of global resource curves.

3.Delete a resource curve

1. Choose Enterprise, Resource Curves. 2. Select the global curve you want to delete. You cannot delete the default curves. 3. Click Delete. 4. Click Yes. Note

If you delete a resource curve assigned to a resource or role assignment, the curve is removed from the assignment and the actual values and earned value for those assignments are recalculated.

CHAPTER 4 WORKING WITH THE EPS

1. Managing projects using the EPS

The enterprise project structure (EPS) organizes and summarizes all projects within the enterprise hierarchically for top-down budgeting, resource and cost analysis, and global control of data. An enterprise structure enables you to manage multiple projects from the highest levels of the organization to the individuals that perform specific project tasks. You can also use the EPS to define project properties, including dates, budgets, codes, resources, and project defaults.

2. Defining project details

Use the Project Details tabs in the bottom portion of the Projects window to define project properties and defaults used throughout a project. You can also assign some general properties to the EPS nodes in your hierarchy. Display Details by clicking the Display Options bar and selecting Show on Bottom, Project Details, so that the checkmark appears. Open each tab to view and edit the selected projects information. The details include schedule information, project codes, summarization information, and default settings such as duration type for new activities, activity numbering increment, and timesheet permissions.

3. Enter project dates

1. Choose Enterprise, Projects and display Project Details.

2. Click the Dates tab. 3. Enter planned, anticipated, or actual dates for the project.

4. Specify a fiscal start month

1. Choose Enterprise, Projects and display Project Details.

2. Click the Settings tab. 3. Select the month on which the first day of the fiscal year begins.

5. Set project resource options

Choose Enterprise, Projects and display Project Details, then click the Resources tab.

6.Change a project name

1. Choose Enterprise, Projects and display Project Details. 2. Select the project whose ID you want to change. 3. Click the General tab, and then type a new project name.

7. Change a project ID

1. Choose Enterprise, Projects and display Project Details 2. Select the project whose ID you want to change. 3. Click the General tab, then type a new project ID.

8. Change the project levelling priority

1. Choose Enterprise, Projects and display Project Details. 2. Click the General tab, then select a levelling priority from 1 (highest

priority) to 100 (lowest priority). During levelling, this number determines which assignments from other projects to consider within the levelling run. For example, if you specify 5 in the Consider Assignments in Other Projects with Priority Equal/Higher Than field of the Level Resources dialog box, all projects with a project levelling priority of 1, 2, 3, 4, and 5 are considered. Note

If you are selecting a priority level for an EPS node or project, your selection may affect the order in which the project's activities are levelled. If you level a project according to project priority, all activities in the higher priority project are levelled, and then activities in the lower priority project are levelled.

9.

Change a project's status

1. Choose Enterprise, Projects and display Project Details. 2. Select the project whose ID you want to change, and then select the project status you want to use for the current project. This selection affects data access as follows: Status Planned Active Inactive Impact Timesheets module users cannot access activities. Sets all project WBSs to Planned. Timesheets module users can access activities. Sets all project WBSs to Active. Project Management module users cannot access activities. A project level option, which appears on the Project Details Resources tab, determines whether Timesheets users have read-only access to activities. Sets all project WBSs to Inactive.

What-If

Timesheets module users cannot access activities. Sets all project WBSs to What-If. Project is included when summarizing. Project is ignored by resource profile/spreadsheet and levelling.

Note

The Status field applies to projects only, not EPS nodes

10. Set activity ID options

Specify how you want to assign IDs to activities in the open project, including the increment by which activity IDs are added, a prefix, and a suffix for activity IDs.
1. Choose Enterprise, Projects and display Project Details.

2. Click the Defaults tab. 3. In the Auto-Numbering Defaults section, type the prefix for new activity IDs. 4. Type the suffix for new activity IDs. 5. Type the increment by which to add new activity IDs. 6. Mark Increment Activity ID Based on Selected Activity if you want new activities to increment the activity ID based off the currently selected activity. Note Your activity ID settings apply to new activities only.

11. Set the default price for activities

You can specify a project's default price of work for activities. This default price is used to calculate the cost of activities that do not have assigned resources, and activities whose resources do not have defined prices. When calculating an activity's total cost, this price is multiplied by the

activity's labour and non labour units and then any associated activity expenses are added.
1. Choose Enterprise, Projects and display Project Details.

2. Click the Calculations tab. 3. In the Activities section, type the default price for activities without resources, followed by a forward slash (/) and the appropriate time unit abbreviation, such as $50.00/h (for 50 dollars per hour). The available time units include minutes, hours, days, weeks, months, and years. (Your system administrator sets the abbreviation for each time unit in the Admin Preferences dialog box.)

12. Set the default rate type for resource and role assignments You can specify a project's default rate type for resource and assignments. The default rate type determines which price/unit is set on the resource/role assignment.
1. Choose Enterprise, Projects and display Project Details.

2. Click the Resources tab.

to select the default rate type for new resource/role assignments in the project. The list corresponds to the rate types defined in the Rate Types tab in the Admin Preferences dialog box.

Note This setting does not affect existing resource assignments.

13. Set the project default activity type

1. Choose Enterprise, Projects and display Project Details.

2. Click the Defaults tab. 3. In the Defaults for New Activities section, select the default activity type. Note

The default duration type is only used for new activities. Changing this setting does not affect existing activities.

14.Set the project default activity duration type

1. Choose Enterprise, Projects and display Project Details.

2. Click the Defaults tab. 3. In the Defaults for New Activities section, select the default duration type. Note

The default duration type is only used for new activities. Changing this setting does not affect existing activities.

15.Set the project default activity percent complete type

1. Choose Enterprise, Projects and display Project Details.

2. Click the Defaults tab. 3. In the Defaults for New Activities section, select the default percent complete type. Note

The default percent complete type is only used for new activities. Changing this setting does not affect existing activities.

16.Set the project default cost account

You can specify a project's default cost account. This cost account will be used for resource assignments to activities and project expenses in the open project.
1. Choose Enterprise, Projects and display Project Details.

2. Select the project to which you want to assign a default cost account. 3. Click the Defaults tab.
4. In the Defaults for New Activities section, click

in the Cost

Account field.

5. Select the cost account you want to assign as the default, then click the Select button. Note

The default cost account is only used for new resource assignments to activities and new project expenses. Changing this setting does not affect existing resource assignments to activities or existing project expenses.

17.Set the project default activity calendar

1. Choose Enterprise, Projects and display Project Details.

2. Click the Defaults tab. 3. In the Defaults for New Activities section, select a default calendar. Tip

Click the Options bar in the Select Default Project Calendar dialog box to display global or project calendars.

Note

The default calendar is only used for new activities. Changing this setting does not affect existing activities.

18.Set the float time for identifying critical activities

You can specify a maximum activity float time for identifying critical activities. If an activity's float time is less than or equal to the time period you specify, the activity is automatically marked as critical.
1. Choose Enterprise, Projects and display Project Details.

2. Click the Settings tab. 3. Choose Total Float less than or equal to in the Critical Activities section. Type the value for which critical activities should have float less than or equal to, followed by the corresponding time unit abbreviation. The available time units are minutes, hours, days, weeks, months,

and years. (Your system administrator sets the abbreviation for each time unit in the Admin Preferences dialog box.)

CHAPTER 5 DEVELOPING PROJECTS

[5.1] ACTIVITIES 1. Activities

Activities are the fundamental work elements of a project. They are the lowest level of a work breakdown structure (WBS) and, as such, are the smallest subdivision of a project that directly concerns the project manager. Although you can divide activities into steps, an activity's primary resource is typically responsible for managing and tracking the progress of an activity's steps, while the project manager is typically responsible for managing and tracking the progress of the overall activity. You can define the following information for an activity:

Activity ID and name, which enables you to uniquely identify and describe the activity Activity start and finish dates Activity calendar Activity type, duration type, and percent complete type, which are used to specify which calendar applies to an activity; whether an activity is a milestone; how to keep an activity's unit values, duration values, and resource units/time values synchronized; and how to calculate an activity's percent complete

Activity codes and values, which enable you to classify and categorize activities Constraints on the activity's scheduled start and finish dates Expenses Predecessor and successor relationships, which are used to define relationships with other activities Work products and documents and deliverables Resources Notes and feedback, which are used to communicate with the resources working on an activity Roles, which enable you to identify skill requirements for staffing the activity Steps, which divide the activity into smaller units Work breakdown structure element

2.

Activity types

Activity types control how an activitys duration and dates are calculated. Choose from six activity types:

Task dependent Resource dependent Level of effort Start Milestone Finish Milestone WBS summary

Each activity must be assigned an activity type.

3.Activity dates The following table defines the types of activity dates available in the module and how they are used to plan and schedule your project.

Date Field Start

Definition For an activity that has not started, the current start date of the activity. Set to the remaining start date until the activity is started, then set to the actual start date.

Finish

Actual Start Actual Finish Early Start

Early Finish

Late Start

Late Finish

For an activity that has not started, the current finish date of the activity. Set to the activity planned finish date when the activity is not started, the remaining finish date when the activity is in progress, and the actual finish date once the activity is completed. The date on which the activity is actually started. The date on which the activity is actually finished. The earliest possible date the remaining work for the activity can begin. This date is calculated by the project scheduler based on activity relationships, schedule constraints, and resource availability. The Early Start equals the Remaining Start unless you preserve the scheduled early dates during levelling. The earliest possible date the activity can finish. This date is calculated by the project scheduler based on activity relationships, schedule constraints, and resource availability. The Early Finish equals the Remaining Finish unless you preserve the scheduled early dates during levelling. The latest possible date the remaining work for the activity must begin without delaying the project finish date. This date is calculated by the project scheduler based on activity relationships, schedule constraints, and resource availability. The Late Start equals the Remaining Late Start unless you preserve the scheduled late dates during levelling. The latest possible date the activity must finish without delaying the project finish date. This date is calculated by the project scheduler based on activity relationships, schedule constraints, and resource availability. The Late Finish equals the Remaining Late Finish unless you preserve the scheduled late dates during levelling. For an activity that has not started, the date the activity is scheduled to begin. This date is set equal to the early start date by the project scheduler but can be updated manually by the project manager. This date is not changed by the project scheduler once you apply an Actual Start date. For an activity that has not started, the date the activity is scheduled to finish. This date is set equal to the early finish date by the project scheduler but can be updated manually by the user. This date is not changed by the project scheduler once you apply an Actual Finish date. The expected start date of the project, EPS node, or WBS level, used during the planning phase. This date is manually entered and is not affected by scheduling. An anticipated start date cannot be entered at the activity level.

Planned Start

Planned Finish

Anticipated Start

Anticipated Finish

Remaining Start

Remaining Finish

The expected finish date of the project, EPS node, or WBS level, used during the planning phase. This date is manually entered and is not affected by scheduling. An anticipated finish date cannot be entered at the activity level. The earliest possible date the remaining work for the activity is scheduled to begin. This date is calculated by the project scheduler but can be updated manually by the user. Before the activity is started, the Remaining Start is the same as the Planned Start. Once the activity has started, the Remaining Start is equal to the Data Date. When the activity is complete, the Remaining Start is blank. The earliest possible date the remaining work for the activity is scheduled to finish. This date is calculated by the project scheduler but can be updated manually by the user. Before the activity is started, the Remaining Finish is the same as the Planned Finish. When the activity is complete, the Remaining Finish is blank. The latest possible date the remaining work for the activity must begin without delaying the project finish date. This date is calculated by the project scheduler based on activity relationships, schedule constraints, and resource availability. When the activity is complete, the Remaining Late Start is blank. The latest possible date the activity must finish without delaying the project finish date. This date is calculated by the project scheduler based on activity relationships, schedule constraints, and resource availability. When the activity is complete, the Remaining Late Finish is blank. The date the activity is expected to finish, according to the primary resource. Typically, the primary resource enters this date in Timesheets. When scheduling your projects, you may choose to use the Expected Finish dates or not. The constraint date for the activity is the date for which the activity's constraint applies. You can enter a primary and secondary constraint. Depending on the constraint type, this date could be a start date or a finish date. For example, if the constraint is a Finish On constraint, the constraint date is the date on which the activity must finish. If the activity does not have a constraint, this field will be empty.

Remaining Late Start

Remaining Late Finish

Expected Finish

Constraint Date

Note

An A appearing after the Start or Finish value indicates that the value is the Actual Start or Actual Finish. An * appearing after the Start or Finish value indicates that there is a Start or Finish constraint on this activity.

4.Synchronizing activity duration, units, and resource units/time

The Project Management module automatically synchronizes the duration, labour/non labour units, and resource units/time for activities so that the following equation is always true for each activity: Duration = Units (Resource Units Time)

However, since three variables are involved (duration, units, and resource units/time), when you change the value of one variable, the Project Management module must alter the value of a second to balance the equation. The Duration Type setting for an activity allows you to control how the Project Management module synchronizes these variables when any one of the equation's variables is changed. The following table lists the value that is automatically changed by the Project Management module to synchronize the variables whenever the value of one of the duration type variables is changed.

Activity duration type Fixed

When you change units, this value changes... Duration

When you change duration, this value changes...

When you change value changes...

When you add a When you add resource and additional resources, this changes... Duration Units Duration Units/Time of each resource

units/time, this there are no this value changes... Units Units Units Units

budgeted units, value

Units Units Units/Time Units/Time

Duration Units Duration Units

units/time Fixed Duration Units/Time & units/time Fixed units Duration Fixed Duration Units/Time & units

5.Define general activity information

1. Choose Project, Activities, then select the activity whose general information you want to define. 2. Display Activity Details, then click each tab in Activity Details and enter the corresponding information. Tip To specify which Activity Details you want to display and their order, click the Layout Options bar, and then choose Bottom Layout Options.

6.Add activities in the Activity Table

Select an activity within the group to which you want to add a new activity. Click Add. The new activity is placed according to the sorting options selected for the layout. Depending on your user preferences, the New Activity wizard may start and help you add an activity.

7. Add activities in the Activity Network

In the Activity Network, select the group band or another activity box within the group band into which you want to add the new activity, then click Add. Depending on your user preferences, the New Activity wizard may start and help you add an activity.

Note

If activities are not grouped in the Activity Network, the activity is added to the bottom of the Activity Network.

7.Adding activities using a wizard

Activities are the fundamental work elements of a project. They are the lowest level of a work breakdown structure (WBS) and, as such, are the

smallest subdivision of a project that directly concerns the project manager. If the Use New Activity Wizard checkbox is marked in the User Preferences dialog box, the New Activity wizard displays each time you add an activity to guide you through the process.

8.Define activity types

1. Choose Project, Activities. 2. Select the activity whose activity type you want to define. 3. Display Activity Details, then click the General tab. 4. Select an activity type: To indicate that the activity's resources are scheduled according to the activity calendar, select Task Dependent. To indicate that each of the activity's resources are scheduled according to his/her own calendar, select Resource Dependent. To indicate that the activity's duration is dependent on its predecessor and/or successor activities, select Level of Effort. To indicate that the activity marks the beginning of a major stage in the project, select Start Milestone. To indicate that the activity marks the end of a major stage in the project, select Finish Milestone. To indicate that the activity's duration is dependent on the activities assigned to the same WBS level, select WBS Summary. Notes

You cannot apply constraints to Level of Effort and WBS Summary activities. Start and Finish Milestones do not have time-based costs, resource assignments, or durations. You cannot assign resources that drive activity dates to WBS summary activities.

9.Define activity duration types

1. Choose Project, Activities. 2. Select the activity whose duration type you want to define. 3. Display Activity Details, then click the General tab. 4. Select the duration type: Choose Fixed Units/Time if you want the resource units per time to remain constant when the activity duration or units change. This type is used when an activity has fixed resources with fixed productivity output per time period. You most often choose this duration type when you are using resource dependent activities. Choose Fixed Duration & Units/Time if you want the activity duration to remain constant and the remaining units to change. This type is used when the activity is to be completed within a fixed time period regardless of the resources assigned. You most often choose this duration type when you are using task dependent activities. Choose Fixed Units if you want the activity units to remain constant when the duration or resource units per time change. This type is used when the total amount of work is fixed, and increasing the resources can decrease the activity duration. You most often choose this duration type when you are using resource dependent activities. Choose Fixed Duration & Units if you want the activity duration to remain constant and the units/time to change. This type is used when the activity is to be completed within a fixed timeperiod and the total amount of work is fixed. You most often choose this duration type when you are using task dependent activities. Note

The Duration Type field is disabled if the Activity Type is Start Milestone or Finish Milestone.

10.

Define activity percent complete types

Overview 1. Choose Project, Activities. 2. Select the activity whose percent complete type you want to define. 3. Display Activity Details, then click the General tab.

4. Select the percent complete type:

To indicate that the activity's percent complete will be entered by the user for this activity, select Physical. In this case, Activity % Complete = Physical % Complete. To specify that the activity's percent complete be calculated from the original and remaining durations, select Duration. In this case, Activity % Complete = Duration % Complete = (Original Duration Remaining Duration) Original Duration. To specify that the activity's percent complete be calculated from the actual and remaining units, select Units. In this case, Activity % Complete = Units % Complete = (Actual Labour Units + Actual Non labour Units) (Actual Labour Units + Actual Non labour Units +Remaining Labour Units + Remaining Non labour Units).

11.Change an activity's work breakdown structure assignment

1. Choose Project, Activities. 2. Select the activity whose WBS assignment you want to define or change. 3. Display Activity Details, then click the General tab.
4. In the WBS field, click

, and then select the WBS element to which you want to assign the selected activity. 5. Click the Select button.

12.Assign a calendar to an activity

1. Choose Project, Activities. 2. Select the activity whose calendar you want to define. 3. Display Activity Details, then click the General tab.
4. In the Activity Calendar field, click . 5. Choose the calendar that you want to assign to the selected activity,

and then click the Select button. Tip

To choose whether to display global or project calendars in the Select Activity Calendar dialog box, click the Display Options bar.

13.Enter activity durations

1. Choose Project, Activities. 2. Select the activity whose duration you want to enter. 3. Display Activity Details, then click the Status tab. To enter the original duration for the activity, in the Original field, type the amount of time followed by the time period. To enter the actual duration for the activity, in the Actual field, type the amount of time followed by the time period. You can only enter actual duration for activities that are completed. To enter the remaining duration for the activity, in the Remaining field, type the amount of time followed by the time period. You can only enter remaining duration for activities that are in progress. To enter at completion duration for the activity, in the At Complete field, type the amount of time followed by the time period. You can only enter at completion duration for activities that are not started or in progress. Note

A time period does not display if the Show Duration Label checkbox is not marked in the User Preferences, Time Units tab.

Tips

The Project Management module automatically recalculates the time value and period you enter according to the project's calendar and the standard time period defined by your system administrator. To view the available time period abbreviations, choose Admin, Admin Preferences, then click the Time Periods tab.

14.Enter activity start and finish dates

1. Choose Project, Activities. 2. Select the activity whose start and finish dates you want to enter. 3. Display Activity Details, then click the Status tab.

To enter the activity's start date, in the Started field, click select a date.

, then

To enter the activity's actual start date, mark the Started checkbox, then type the actual start date in the Started field or click select a date. To enter the activity's finish date, in the Finished field, click select a date. to

, then

To enter the activity's actual finish date, mark the Finished checkbox, then type the actual finish date in the Finished field or click Note

to select a date.

When you enter a start or finish date, depending on your application settings, a dialog box may prompt you to enter a constraint. To accept the constraint, click yes in the Confirmation dialog box. If you specify start and/or finish dates without applying Must Start On or Must Finish On constraints, the dates you enter may be changed when the project is scheduled.

15.

Enter a physical percent complete for activities

Overview 1. Choose Project, Activities. 2. Select the activity whose physical percent complete you want to enter. 3. Display Activity Details, then click the General tab. 4. Select Physical as the percent complete type. 5. Click the Status tab. 6. In the Physical % field, type a physical percent complete. Note

You may enter a percent complete value for in progress activities only. If the activity has not started yet or has already finished, you will not be able to specify a percent complete value.

16. Enter unit information for resource assignments

1. Choose Project, Activities. 2. Select the activity whose unit values you want to record. 3. Display Activity Details, then click the Resources tab. 4. To enter the budgeted units for the activity, type the value in the Budgeted Units column. To enter the actual units for the activity, type the value in the Actual Units column. You can only enter actual units for activities that are in progress or completed. To enter the remaining units for the activity, type the value in the Remaining Units column. You can only enter remaining units for activities that are in progress. Note

A time period does not display if the Show Unit Label checkbox is not marked in the User Preferences, Time Units tab.

Tips

The Project Management module automatically recalculates the time value and period you enter according to the standard time period defined by your system administrator. To view the available time period abbreviations, choose Admin, Admin Preferences, then click the Time Periods tab.

17.Enter cost information for resource assignments

1. Choose Project, Activities. 2. Select the activity whose costs you want to enter. 3. Display Activity Details, then click the Resources tab. 4. To enter the budgeted cost for the activity, type the value in the Budgeted Cost column. To enter the actual cost for the activity, type the value in the Actual Cost column. To enter the remaining cost for the activity, type the value in the Remaining Cost column. You can only enter remaining cost for activities that are in progress. Note

When you enter an actual cost on an activity that is not in progress, and the Cost Units Linked checkbox is not marked on the assignment, the budgeted cost and remaining cost will not be linked. The budgeted cost will remain untouched and the remaining cost will change. To maintain the same value for the at completion cost, set the When Updating Actual Units or Cost option (found on the Calculations tab in the Project details) to Subtract Actual from At Completion. To view additional columns in the Resources tab, see Change Resources tab columns.

18.Designating an activity owner

You can designate users as activity owners. An Activity Owner who has the required Primavera Web application license and privileges can update the activity's status and other details. Follow this procedure to designate a user as an activity owner.

Display the Owner Column 1. In the Activities view, choose View, Columns. 2. In the Available Options list, expand the General category.
3. Locate the Owner field, highlight it and then click

to move it to the Selected Options field. 4. Click OK. The system responds by displaying the Owner column in the Activity Table.

Designate an Activity Owner 1. In the Activity Table of the Activities view, double click the appropriate activity under the Owner column. 2. Highlight the appropriate user and click Select. The system responds by displaying the user in the Owner column.

19.Delete an activity

1. Choose Project, Activities. 2. Select the activity you want to delete, and then click Delete. 3. Click yes to confirm that you want to delete the selected activity. Tip

To remove an activity, but maintain the relationship between its predecessor and successor activities, dissolve the activity instead of deleting it.

20.Dissolve an activity

Dissolving an activity maintains the project's network logic by removing the dissolved activity and joining its predecessor and successor activities with a finish to start relationship. You cannot dissolve an activity unless it has a predecessor and successor.

Select the activity, then choose Edit, Dissolve.

21.Define milestones

1. Choose Project, Activities. 2. Select the activity you want to define as a start or finish milestone. 3. Display Activity Details, then click the General tab. 4. In the Activity Type field, select Start Milestone or Finish Milestone. Note

Milestones cannot have durations, time-based costs, or resource assignments.

22.View activity float values

1. Choose Project, Activities. 2. Select the activity whose float values you want to view. 3. Display Activity Details, then click the Status tab.

The Free Float field displays the amount of time the selected activity can be delayed without delaying the activities that immediately follow (successor activities). The Total Float field displays the amount of time the selected activity can be delayed without delaying the project's finish date. Tip

You can also display Total Float and Free Float columns in the Activity Table.

Note

An activity's free and total float is automatically calculated each time you schedule the project. You cannot edit an activity's float values directly.

23.View activity summaries

1. Choose Project, Activities. 2. Select the activity whose summary information you want to view. 3. Display Activity Details, then click the Summary tab. To view summary information about the activity's units, choose Display Units. To view summary information about the activity's costs, choose Display Cost. To view all of the activity's start and finish dates, choose Display Dates.

24.Copy and paste activities in the Activity Table

1. Select the activities you want to copy. 2. Click Copy. 3. Select the WBS band where you want to insert the copied activities, and then click Paste. 4. Mark the checkboxes next to the information you want to copy, and then click OK.

25.Copy and paste activities in the Activity Network

1. Select the activities you want to copy. 2. Click Copy. 3. Select the group band or another activity within the group band where you want to insert the copied activities, and then click Paste. If activities are not grouped in the Activity Network, you do not need to select a group band. 4. Mark the checkboxes next to the information you want to copy, and then click OK.

26.Cut and paste activities in the Activity Table

1. Select the activities you want to cut and paste. 2. Click Cut. 3. Select the WBS band where you want to insert the cut activities, and then click Paste.

27.Cut and paste activities in the Activity Network 1. Select the activities you want to cut and paste. 2. Click Cut. 3. Select the group band (or another activity box within the group band) where you want to insert the cut activities, then click Paste.

[5.2] LINKING ACTIVITIES WITH RELATIONSHIPS

1.

Relationships

A relationship defines how an activity relates to the start or finish of another activity or assignment. Add relationships between activities to create a path through your schedule from the first activity to the last

activity. These relationships, which form the logic of the project network, are used together with activity durations to determine schedule dates. An activity can have as many relationships as necessary to model the work that must be done. You can also identify relationships between activities that are in different projects; this type of relationship is referred to as an external relationship. Choose from the following types of relationships: Finish to start Finish to start (FS) relationship A relationship in which the start of a successor activity depends on the completion of its predecessor activity. This is the default activity relationship.

Finish to finish Finish to finish (FF) relationship A relationship in which the finish of a successor activity depends on the finish of its predecessor activity.

Start to start Start to start (SS) relationship A relationship between activities in which the start of a successor activity depends on the start of its predecessor.

Start to finish Start to finish (SF) relationship A relationship between activities in which a successor activity cannot complete until its predecessor activity starts.

2.

Adding relationships between activities

Add relationships between activities to create a path through your schedule from the first activity (or activities) to the last. If you display relationship lines you can add relationships by drawing the relationship on the Gantt chart from predecessor to successor . You can also add relationships using the Predecessors, Successors, and Relationships tabs in Activity Details.

Relationship lines Relationship lines graphically illustrate the links between activities in the bars area. You can display relationships lines in both the Gantt chart and the Activity Network.

3.Add predecessor relationships

1. Choose Project, Activities. 2. Select the activity to which you want to add a predecessor relationship. 3. Display Activity Details, then click the Predecessors or Relationships tab. 4. Click Assign in the Predecessors tab or in the Predecessors area of the Relationships tab. 5. Assign relationships to activities within the same project and/or assign relationships to activities outside of the current project (external relationships): To assign relationships within the same project, in the Assign Predecessors dialog box select the predecessor activity you want to assign. Click the Assign button, and then click the Close button. To assign a relationship to an activity outside of the current project, in the Assign Predecessors dialog box click the Display Options bar and choose Select Project. Select the external project, then select the predecessor activity you want to assign. Click the Assign button then click the Close button. 6. To specify a predecessor activity's relationship type, double-click the Relationship Type field, then select a type. 7. To specify a predecessor activity's lag time, double-click the Lag field, then type the lag time value. Note

To display the Relationships tab in Activity Details, click the Layout Options bar, then choose Bottom Layout Options and add the Relationships tab to the Display Tabs column list.

4.Add successor relationships

1. Choose Project, Activities. 2. Select the activity to which you want to add a successor relationship. 3. Display Activity Details, then click the Successors or Relationships tab. 4. Click Assign in the Successors tab or in the Successors area of the Relationships tab. 5. Assign relationships to activities within the same project and/or assign relationships to activities outside of the current project (external relationships):

To assign relationships within the same project, in the Assign Successors dialog box select the successor activity you want to assign, click the Assign button, then click the Close button. To assign a relationship to an activity outside of the current project, in the Assign Successors dialog box click the Display Options bar and choose Select Project. Select the external project, and then select the successor activity you want to assign. Click the Assign button, and then click the Close button. 5. To specify a successor activity's relationship type, double-click the Relationship Type field, then select a type. 6. To specify a successor activity's lag time, double-click the Lag field, then type the lag time value. Note

To display the Relationships tab in Activity Details, click the Layout Options bar, then choose Bottom Layout Options and add the Relationships tab to the Display Tabs column list.

5.

Create relationships in the Gantt Chart

1. Move the mouse pointer to the edge of the predecessor activity bar until it turns into a relationship pointer (a vertical single-ended arrow). 2. Click and hold the mouse button while dragging to the successor activity. Release the mouse button. If you draw from the right edge of the predecessor to the left edge of the successor, you create a finish to start relationship. If you draw from the right edge of the predecessor to the right edge of the successor, you create a finish to finish relationship. If you draw from the left edge of the predecessor to the right edge of the successor, you create a start to finish relationship. If you draw from the left edge of the predecessor to the left edge of the successor, you create a start to start relationship. Tips

If no relationship lines are displayed for activity dependencies you have defined, change the Gantt chart bar options to show relationship lines or click the button in the activity toolbar. A hint window is displayed while you are dragging the relationship line between two activities to tell you what kind of relationship will be created when you release the mouse button.

6.

Create relationships in the Activity Network

1. Move the mouse pointer to the edge of the predecessor activity box until it turns into a relationship pointer (a vertical single-ended arrow). 2. Click and hold the mouse button while dragging to the successor activity box. Release the mouse button. If you draw from the right edge of the predecessor to the left edge of the successor, you create a finish to start relationship. If you draw from the right edge of the predecessor to the right edge of the successor, you create a finish to finish relationship. If you draw from the left edge of the predecessor to the right edge of the successor, you create a start to finish relationship. If you draw from the left edge of the predecessor to the left edge of the successor, you create a start to start relationship. Tip

A hint help window appears while you are dragging the relationship line between two activities to tell you what kind of relationship will be created when you release the mouse.

7.Change predecessor relationships

1. Choose Project, Activities. 2. Select the activity whose predecessor relationship you want to change. 3. Display Activity Details, then click the Predecessors or Relationships tab.

To add a predecessor, click Assign in the Predecessors tab or in the Predecessors area of the Relationships tab. select the predecessor activity you want to add. To change a relationship type, double-click the appropriate Relationship Type field, and then select a new relationship type. To change a lag time value, double-click the appropriate Lag field, then enter a new time value. To remove a predecessor, select the predecessor you want to remove, then click Remove.

8.Change successor relationships

1. Choose Project, Activities. 2. Select the activity whose successor relationship you want to change. 3. Display Activity Details, then click the Successors or Relationships tab. To add a successor, click Assign in the Successor tab or in the Successors area of the Relationships tab. select the successor activity you want to add. To change a relationship type, double-click the appropriate Relationship Type field, and then select a new relationship type. To change a lag time value, double-click the appropriate Lag field, then enter a new time value. To remove a successor, in the Successor Activity column select the successor you want to remove, then click Remove.

9.Edit Relationship In The Gaint Chart

1. 2. 3. 4.

Double-click the line representing the relationship you want to edit. Select a different relationship type. Specify a new number of lag days. Click OK 10.Edit relationships in the Activity Network

1. 2. 3. 4.

Double-click the line representing the relationship you want to edit. Select a new relationship type. Specify a new number of lag days. Click OK.

11.Change Predecessors tab columns

1. Display Activity Details, then click the Predecessors or Relationships

tab. 2. Right-click anywhere in the Predecessors tab or the Predecessor area of the Relationships tab, then choose Customize Predecessor Columns. 3. To add a column to the Predecessors tab, in the Available Options area, click the column you want to add, and then click .

To remove a column from the Predecessors tab, in the Selected Options area, click the column you want to remove, and then click . Tips

To move all available columns to the Available Options or Selected Options area, click . To reset the Predecessors tab so that it contains only the default columns, click Default. To edit a column's title, width, and alignment, clicks Edit Column.

12.Change Successors tab columns

1. Display Activity Details, then click the Successors or Relationships

tab. 2. Right-click anywhere in the Successors tab or the Successor area of the Relationships tab, then choose Customize Successor Columns. 3. To add a column to the Successors tab, in the Available Options column, click the column you want to add, then click . 4. To remove a column from the Successors tab, in the Selected Options column, click the column you want to remove, then click .

Tips

To move all available columns to the Available Options or Selected Options area, click . To reset the Successors tab so that it contains only the default columns, click Default. To edit a column's title, width, and alignment, select column and click Edit Column.

13.Delete relationships in the Gantt Chart

1. Double-click the line representing the relationship you want to delete. 2. Click Delete. 3. Click Yes.

14. Delete relationships in the Activity Network 1. Double-click the line representing the relationship you want to delete. 2. Click Delete. 3. Click Yes.

15.Remove predecessor relationships

1. Choose Project, Activities. 2. Select the activity from which you want to remove a predecessor relationship. 3. Display Activity Details, then click the Predecessors or Relationships tab. 4. Select the predecessor you want to remove. To view the predecessors activity information before removing the relationship, click Go To. 5. Click Remove, then click Yes.

16.Remove successor relationships

1. Choose Project, Activities. 2. Select the activity from which you want to remove a successor relationship. 3. Display Activity Details, then click the Successors or Relationships tab. 4. Select the successor you want to remove. To view the successors activity information before removing the relationship, click Go To. 5. Click Remove, and then click yes.

Assign resources to activities

1. Choose Project, Activities. 2. Select the activity to which you want to assign a resource. 3. Display Activity Details, then click the Resources tab. 4. Click Add Resource. 5. Select the resource you want to assign. If resource security is enabled you can only select resources you have access to. 6. Click the Assign button, then click the Close button.

.Assign resources to activities by role Assigning resources to activities by role facilitates resource staffing for activities because you can use roles with specific skill sets as resource assignments until specific resources can be assigned. 1. Choose Project, Activities. 2. Select the activity for which you want to assign a resource. 3. Display Activity Details, then click the Resources tab. 4. Click Assign by

Role.

The Assign Resources by Role dialog box lists the roles assigned to

the selected activities. Under each role is a list of resources who can fulfill the role. 5. Select the resource you want to assign. To assign multiple resources, hold down the Ctrl key, then click each resource you want to assign. 6. Click the Assign button, then click the Close button. Tip When a resource and role share an activity assignment (e.g., when assigning a resource to an activity by role), you can choose to use the rate of the resource or role to calculate costs on the activity (See: Choose the rate source for an assignment).

Associate a primary resource with an activity 1. Choose Project, Activities. 2. Select the activity to which you want to associate a primary resource. 3. Display Activity Details, then click the General tab.
4. In the Primary Resource field, click

5. Choose a resource, then click Select. Tip

You can associate a primary resource with a milestone activity and view the milestone in the Timesheets module. Remove resources from activities

1. Choose Project, Activities. 2. Select the activity from which you want to remove a resource. 3. Display Activity Details, then click the Resources tab. 4. Select the resource you want to remove, then click Remove. 5. Click Yes. Notes

When you remove all resources from the activity, you are prompted to choose whether or not to reset the labor/nonlabor units to zero on the activity. Click Yes to set the Budgeted and Remaining Labor/Nonlabor Units to zero.

If you manually plan future period resource allocation, when you remove a resource assignment that has manual future period values from an activity, all manual future period values are deleted. If you want to preserve the manual values, you should replace the resource assigned to the activity.

See Also: Assign resources to activities Replace resources assigned to activities 1. Choose Project, Activities. 2. Select the activity for which you want to replace a resource. 3. Display Activity Details, then click the Resources

tab.

4. 5. 6. 7. 8. Notes

If resource security is enabled you can only view resources you have access to. Select the resource you want to replace. Click Add Resource. Click the Replace button in the Assign Resources dialog box. Select the new resource with which you want to replace the existing resource, then click the Assign button. Click the Close button.

You cannot replace a resource that has actual dates assigned to it. In the User Preferences, Calculations tab, you can choose to always use the units/time and overtime factor of the current assignment or of the new resource replacing the existing assignment; or, you can choose to be prompted to select which units/time and overtime factor you want to use each time you replace a resource on an existing activity assignment. When you replace a resource on an assignment that has manual future period values , the manual values are preserved with the new assignment.

See also: Assign resources to activities Assign roles to activities 1. Choose Project, Activities. 2. Select the activity to which you want to assign a role. 3. Display Activity Details, then click the Resources tab. 4. Click Add Role. 5. Select the role you want to

assign.

You can assign multiple roles to an activity. To select more than one item, hold down the Ctrl key, then click each role you want to assign.

6. Click Assign, then click Close. Tip If price/unit rates are defined for a role you assign to an activity, you can choose the price/unit rate you want the module to use to calculate cost. Choosing a defined price/unit rate yields more accurate cost planning results. If you do not specify a rate, the module uses the default rate defined in the Project Details, Calculations tab (See: Choose a rate type for an assignment).

Choose a rate type for an assignment You can choose the price/unit rate you want to use to calculate costs for a resource or role assignment on an activity. 1. Choose Project, Activities. 2. Select the activity that contains the assignment to which you want to assign a rate type. 3. Display Activity Details, then click the Resources tab. 4. Click in the Rate Type column and select the rate type you want to use for the assignment. The rate type determines the price/unit used to calculate costs for the assignment. The names for each rate type are defined by your system administrator in the Rate Types tab of Admin Preferences. When you select a rate type, the monetary value is updated automatically in the Price/Unit column (if displayed). Tip A ^ value in the Price/Unit column indicates that the module is using the default value defined in the 'Default Price/Unit for activities without resource/role Price/Units' on the Project Details, Calculations tab. An asterisk symbol (*) beside the value indicates that multiple, time-varying, resource rates or shift calendars will be applied during the duration of the activity. An asterisk and caret symbol (*^) beside the price/unit value indicate that the project default price/unit is in effect at the start of the activity and a time-varying rate is also in effect within the activity assignment duration. Notes

If there is no defined rate for the selected price/unit in the Rate Type column, the module calculates cost using the default rate specified in the Default Price/Unit for activities without resource or role Price/Units field in the Project Details, Calculations tab. When the rate type is changed, the new price/unit is used to recalculate the costs for the assignment (assuming the units and costs are linked). The Recalculate Assignment Costs utility ignores any assignment with a Rate Source set to Override. The customized, manually entered price is not overwritten when you recalculate assignment prices. If the activity's duration type is Fixed Units or Fixed Units/Time, and a rate type is selected for the assignment, units are not updated when costs change. In the General tab of the Schedule Options dialog box (Tools, Schedule, Options), mark the Recalculate assignment costs after scheduling option to recalculate assignment costs whenever the rate type is changed. In the Level Resources dialog box (Tools, Level Resources), mark the Recalculate assignment costs after leveling option to recalculate assignment costs after leveling.

See Also: Choose the rate source for an assignment Choose the rate source for an assignment When a resource and role share an assignment on the same activity (e.g., when you assign a resource that has an assigned role to an activity), you can choose to use the rate of the resource or role to calculate costs, or enter a custom rate. 1. Choose Project, Activities. 2. Select the activity that contains the assignment. 3. Display Activity Details, then click the Resources tab. 4. In the Resources tab, double-click the Rate Source column and choose Resource, Role, or Override. Choose Resource to calculate cost based on price/unit value selected in the Rate Type column. calculate cost based on the role's price/unit value Rate Type column. Choose Override if you want to rate in the Price/Unit column. Tip If you seldom combine different rate sources in the same project (e.g., you almost always use Resource as the Rate Source), you can choose to always use the rate of the resource or role when a resource and role share an assignment on the same activity. Choose Edit, User Preferences. In the the resource's Choose Role to selected in the enter a custom

Calculations tab, Assignment Staffing section, choose to always use the resource's price/unit or the role's price/unit; or, choose to be asked which price/unit you want to use each time a resource is assigned to an activity that already has a role assignment (and vice versa). Note If only a resource is assigned to an activity, the rate source must be Resource or Override. If only a role is assigned to an activity, the rate source must be Role or Override. See Also: Choose a rate type for an assignment Change the resource's role assignments for an activity 1. Choose Project, Activities. 2. Select the activity for which you want to change a resource's role. 3. Display Activity Details, then click the Resources tab. 4. For the appropriate resource listing, double-click in the Role column. 5. Select the role you want to assign, then click the Select button. Tip

If the Role column is not displayed in the Resources tab, right-click anywhere in the tab, then choose Customize Resource Columns. In the Available Options area, click Role, click the right arrow button, then click OK.

Remove roles from activities 1. Choose Project, Activities. 2. Select the activity from which you want to remove a role. 3. Display Activity Details, then click the Resources tab. 4. Select the role you want to remove, then click Remove. 5. Click Yes. See Also: Remove a role from a resource in the Resources window Recalculate resource and role assignment costs 1. Choose Tools, Recalculate Assignment Costs to recalculate prices for all resources and roles on the project.

2. Mark the Synchronize Overtime Factor while recalculating cost checkbox to synchronize the overtime factor defined for each resource when recalculating costs. 3. Click Recalculate. Notes

Choosing this command recalculates activity costs in all open projects. Recalculate Assignment Costs is disabled if you do not have the View Resource and Role Costs global privilege. The recalculate utility ignores any assignment with a Rate Source set to Override. The customized, manually entered price is not overwritten when you synchronize resource prices. To view the Rate Source for an assignment, display the Rate Source column in the Activity Details, Resources tab (See: Choose the rate source for an assignment). You must mark the setting to Link Actual and Actual This Period Units and Cost in the Project Details, Calculations tab to recalculate assignment costs.

Assign a curve to a resource or role assignment You can assign a resource distribution curve to any resource or role assignment on activities with a duration type of Fixed Duration and Units/Time or Fixed Duration & Units. Resource usage and costs are distributed evenly during an activity unless you specify nonlinear distribution using curves. 1. Choose Project, Resource Assignments. 2. Select the resource/role assignment to which you want to assign a resource curve. 3. Double-click in the Curve column and select the curve you want to assign to the resource/role assignment, then click Select. To display the Curve column, click the Display Options bar, then choose Columns, Customize. Select Curve from the General group and click Tip

to add the column to the Selected Options.

Using pre-defined or custom resource curves, you can define 21 points on the curve to spread units or costs over the duration of an

activity. While this is suitable for most activities, some of your activities may require a more granular resource distribution. For example, for long duration activities with varying levels of effort, a resource curve may not fully reflect when work is planned to be performed on the activity. To accurately capture future period resource distribution for these activities, you can manually enter future period budgeted and remaining unit assignment values in the Resource Usage Spreadsheet of the Activities and Resource Assignments windows. For more information, refer to Future Period Bucket Planning. For activities whose assignments you want to manually plan, you can assign a resource curve to a resource or role assignment, then manually modify the future period values to more accurately capture the planned resource or role distribution. When you assign a resource curve and manually modify future period values, the assigned resource curve is removed from the resource or role assignment.

Notes

Curves are defined by 21 points (5% intervals from 0 to 100). You can also assign resource curves in the Resources tab of Activity Details. Curves cannot be assigned to an activity with a duration type of Fixed Units or Fixed Units/Time.

Remove a curve from a resource or role assignment 1. Choose Project, Resource Assignments. 2. Select the resource/role assignment from which you want to remove the resource curve. 3. Click in the Curve column, then click Clear in the Select Curve dialog box. To display the Curve column, click the Display Options bar, then choose Columns, Customize. Select Curve from the General group and click Note

to add the column to the Selected Options.

You can also remove curves from the Resources tab in the Activity Details.

Future period bucket planning When you specify an activity's total budgeted units, the budgeted units for an assignment to that activity are spread evenly across the duration of the activity, in the timescale increment you choose. For example, a four-

week activity with 80 budgeted units is spread as follows, assuming a weekly timescale: Week 1 20h Week 2 Week 3 Week 4 20h 20h 20h

However, your projects may contain activities for which you know work will be performed sporadically and at varying levels of effort. For these activities, you can do either of the following to more accurately capture when you plan for work to be performed on an activity:

assign a resource curve to the resource/role assignment manually enter the assignment's budgeted units or remaining units in future period buckets (timeperiods)

While assigning a resource curve to the resource/role assignment will yield more accurate results than spreading units evenly across the duration of an activity, the work you plan to perform per period on an activity may not be fully reflected by the curve. As a result, performance against the project plan cannot be accurately measured. To achieve the most precise resource/role distribution plan, you can manually enter the budgeted resource/role allocation per assignment in the timescale unit you choose (days, weeks, months, quarters, years, or financial periods). For example, assume an activity has an original duration of 28 days and budgeted units of 80 hours. For this activity, you know that the actual work will not be spread evenly across the duration of the activity; rather, the budgeted units will be spread as follows: Week 1 10h Week 2 Week 3 Week 4 30h 15h 25h

By manually entering the planned resource/role distribution in future period assignment buckets, you can create an accurate baseline plan to measure against current project progress. As the current project schedule progresses and you apply actuals, you can track how the project is performing against plan by comparing the projects budgeted future periods to the current projects actuals. If work on an activity is not proceeding according to plan, you can manually update the remaining units for an assignment's future periods, enabling you to measure the remaining work for an assignment without changing the original plan. Alternatively, if you choose to re-estimate future work based on changes to the project schedule, you can edit an assignment's future period budgeted units while the activity is in progress; if many assignment's require reestimation, you can establish a new baseline plan based on your changes.

Tips

You can compare the planned future period resource distribution to actual units and costs in the Resource Usage Profile, Resource Usage Spreadsheet, Activity Usage Profile, Activity Usage Spreadsheet, time-distributed reports, and the Tracking window. If you plan your project work in defined financial periods, after you store period performance, you can compare the resource distribution you planned to the project's past period actuals. Activity costs, including earned value and planned value, are calculated using the planned future period resource distribution you define for activity assignments.

Note You must have the 'Edit Future Periods' project privilege to manually enter future period data.

Future period bucket planning FAQ Refer to the following questions and answers for important information to consider when manually planning future period resource allocation. Questions and answers are divided into the following categories: General questions Troubleshooting Getting started Application settings Entering and editing data in future period buckets Deleting, copying, and pasting future period bucket data Updating projects Adding, deleting, or replacing assignments Importing and exporting data Miscellaneous

General questions What is a bucket? The term "bucket" refers to the timeperiod (or timescale interval) in which you enter data in a spreadsheet. For example, if the Resource Usage Spreadsheet is configured to display a Week/Day timescale, the daily timescale intervals in which you can enter data are referred to as "daily buckets." In the Help related to future period bucket planning, buckets are also referred to as timeperiods or timescale intervals, where appropriate. What is the difference between a future period bucket and a manual future period value? A "future period bucket" refers to the future timeperiod (or timescale interval) displayed in a spreadsheet. For example, "Enter values in the assignment's future period buckets." The phrase "manual future period values" refers to the values that exist within future period buckets. For example, "Changing an activity's start or finish dates may change an assignment's manual future period values." How do I know that an assignment has manual future period values? When an assignment has manual future period values, the module automatically identifies the future period values as a Manual resource curve. To determine the assignments that have a manual resource curve, display the Curve column in the Resource Assignments window. The Curve column displays a value of 'Manual' for manually-planned resource/role assignments. Are manual future period values stored in the baseline? Yes, manual future period values are always stored in the baseline when you save a copy of the current project as a new baseline. When you restore a baseline, manual future period values are also restored. However, you can not update a baseline if the baseline contains any assignment with manual future period buckets. Can all users manually enter future period values? No. You must have the 'Edit Future Periods' project privilege to manually enter or edit data in future period buckets. Troubleshooting

Why are some future period buckets gray/uneditable? When a future period bucket is not eligible for editing, the spreadsheet cell is gray. Spreadsheet cells are gray/uneditable when any of the following are true:

The activity associated with the assignment has a duration type of Fixed Units or Fixed Units/Time. You can only manually enter future period values for activities with a duration type of Fixed Duration & Units and Fixed Duration & Units/Time. The resource or role assigned to the activity does not have any valid worktime for the timeperiod. For resource assignments to taskdependent activities, and for all role assignments to activities, the module determines if there is valid worktime based on the activity calendar. For resource assignments to resource-dependent activities, the module determines if there is valid worktime based on the resource calendar. The displayed timescale intervals in the spreadsheet are smaller than the minimum timescale interval used for time-distributed resource calculations. You can change this setting in the 'Interval for time-distributed resource calculations' field (User Preferences, Resource Analysis tab). For example, if this option is set to Week, you can only enter or edit data in weekly, monthly, quarterly, or yearly future period buckets. For not started activities, the date of the timescale interval is prior to the Planned Start date (for the Budgeted Units field) or the Remaining Early Start date (for the Remaining Units field) of the activity. he activity associated with the assignment has an Actual Finish date (for Remaining Early Unit buckets only). For activities that are in progress, the date of the timescale interval is prior to the Data Date (for Remaining Early Unit buckets only). The activity associated with the assignment is a milestone activity. The timescale is set to Day/Shift or Day/Hour. The timescale is set to display only ordinal dates. You must display primary dates (with or without ordinal dates) to edit data in future period buckets. When the timescale is set to display financial period intervals, no financial period is defined for the timeperiod or the first timeperiod is not within the range of defined financial period dates. You choose to display time-distributed Remaining Early units and costs according to forecast dates rather than remaining early dates in the User Preferences, Resource Analysis tab. This only applies to the Remaining Units field. You choose to calculate average values for the spreadsheet in the Spreadsheet Options dialog box. You have not been assigned the Edit Future Periods project privilege.

In the Resource Usage Spreadsheet of the Activities window, you are displaying assignment data for all projects rather than for open projects only. If you are displaying data for all projects, the title of the Display Options bar in the Resource Usage Spreadsheet is "Display: All Projects." To display data for open projects only, click the Display Options bar, then choose Show All Projects to remove the checkmark; the title of the Display Options bar changes to "Display: Open Projects Only."

Why can't I enter different values for the Budgeted and Remaining Units fields? For not started activities, if the project-level setting 'Link Budget and At Completion for not started activities' is marked (Project Details, Calculations tab), the total planned values of the Budgeted Units and Remaining (Early) Units for the assignment will always be equal. For example, when you enter a value for a future period in the Budgeted Units field, the Remaining (Early) Units field is automatically populated with the same value; the reverse is also true. If this setting is not marked, you can enter different values for the same future period in the Budgeted Units and Remaining (Early) Units fields; in this case, the total values for each field are calculated independently for the assignment. For activities that are in progress, you can always enter different future period values in the Budgeted Units and Remaining (Early) Units fields. Why did the manual future period values I entered change? There are many reasons why the future period values you entered for an assignment might change to different values or be placed in a different timeperiod. For example, remaining unit data for an assignment might change when you apply actuals, or if you entered values in daily increments and changed the timescale to a larger increment (for example, days to weeks), the data you see is a roll-up of the daily values you entered. More specifically, changes to some activity or assignment data can cause the manual future period values to be respread and, in some cases, recalculated. When you manually enter data in future period buckets, the bucket values are stored in the database. When you modify activity or assignment information that causes the values to respread across future period buckets, the values stored in the database do not change; only the spread of those values across future period buckets changes. When you modify activity or assignment data that causes the values to be recalculated, the values you originally entered are recalculated according to the manual distribution and stored in the database; the original values are lost.

The sections below detail the activity and assignment fields that may cause manual future period values to be respread or recalculated. Changing values in the following ASSIGNMENT-related RESPREAD manual future period values across buckets:

fields

may

Planned Start or Finish (Fixed Duration & Units activities only) Remaining Early Start or Finish (Fixed Duration & Units activities only) Original or Remaining Duration (Fixed Duration & Units activities only) Actual, Budgeted, or Remaining Units Budgeted Units/Time Planned or Remaining Lag Budgeted or Remaining Cost (see note below) Drive Activity Dates - You change the driving resource on the assignment. Rate Source (see note below) Rate Type (see note below) Price/Unit (see note below) Curve - You assign a resource curve to an assignment with manual future period values.

Note: When you modify the Budgeted and Remaining Cost, Rate Source, Rate Type, and Price/Unit fields, costs will be recalculated. Manual future period unit values may be respread only if the 'Calculate costs from units' resource/role option (or the equivalent 'Cost Units Linked' assignment option) and the project setting 'Update units when costs change on resource assignments' (Project Details, Calculations tab) are both selected. For more information, see Do application settings for linking costs and units affect manual future period values? . Yes. At the project level, the 'Update units when costs change on resource assignments' setting (Project Details, Calculations tab) determines if the application updates units when costs change on assignments to activities throughout the project. At the assignment level, the Costs Units Linked field (Activity Details, Resources tab) determines if costs are updated when you change units for that particular assignment. The 'Update units when costs change on resource assignments' project-level setting only applies when the Costs Units Linked assignment-level option is selected. Note

When you add a resource or add a role, you can choose the option to 'Calculate costs from units' for that resource's (Resource Details, Details tab) or role's (Roles dictionary, Prices tab) assignments. The Cost Units Linked assignment-level option is automatically turned on

or off based on this resource/role setting when you assign a resource/role to an activity. You can change this setting per assignment by displaying the Cost Units Linked column on the Resources tab of Activity Details, then marking or clearing the checkbox. When you edit manual future period units and costs for an assignment (for example, you change the Remaining Cost of the assignment), the following will occur depending on the values of these settings:

When Costs Units Linked is selected for an assignment, costs are recalculated when you change the budgeted or remaining units, regardless of the 'Update units when costs change on resource assignments' project-level setting. If the project-level setting is also selected, the budgeted or remaining units are respread when the budgeted or remaining costs change for the assignment. When the Cost Units Linked setting is not selected for an assignment, costs and units are handled independently, regardless of the 'Update units when costs change on resource assignments' project-level setting.

Changing values in the following ACTIVITY-related fields may RESPREAD manual future period values across buckets:

Actual, Budgeted, or Remaining Units Start Date Planned or Remaining Lag Suspend and Resume Date Activity Type - Manual future period values will only be respread if the activity Finish Date changes when you change the activity type from Task Dependent to Resource Dependent, or from Resource Dependent to Task Dependent. Activity Calendar (editing or changing) Duration % (Fixed Duration & Units activities only. For more information on the impact of modifying the Duration % field, refer to How are actuals applied when I manually update progress for assignments with manual future period values? ) Actuals are applied to manually-planned assignments according to the following rules, depending on the way you manually update activity progress: If you use Progress Spotlight to update activity progress, actuals are applied using the specified manual budgeted unit distribution; the manual remaining unit distribution is not considered, even if no manual budgeted unit data exists for an assignment. When the budgeted and remaining unit values are different for an assignment, the budgeted unit values overwrite the existing remaining unit values when you apply actuals.

If you update activity progress by modifying Duration % Complete or Remaining Duration on the activity, the activity's actual units are updated when you apply actuals using the manual remaining unit distribution, as long as the project option 'Recalculate Actual Units and Cost when duration percent complete changes' (Project Details, Calculations tab) is marked. If you update activity progress by modifying the Remaining Units or Remaining Early Finish on the assignment, the activity's actual units are updated when you apply actuals using the manual budgeted unit distribution as long as the project option 'Recalculate Actual Units and Cost when duration percent complete changes' (Project Details, Calculations tab) is marked. If you update activity progress by modifying the Actual Units on the activity or assignment, manual future period budgeted and remaining unit values are not updated when you apply actuals.

'Update units when costs change on resource assignments' setting (Project Details, Calculations tab. For more information on the impact of modifying this setting, refer to Do application settings for linking costs and units affect manual future period values? ) Yes. At the project level, the 'Update units when costs change on resource assignments' setting (Project Details, Calculations tab) determines if the application updates units when costs change on assignments to activities throughout the project. At the assignment level, the Costs Units Linked field (Activity Details, Resources tab) determines if costs are updated when you change units for that particular assignment. The 'Update units when costs change on resource assignments' project-level setting only applies when the Costs Units Linked assignment-level option is selected. Note
o

When you add a resource or add a role, you can choose the option to 'Calculate costs from units' for that resource's (Resource Details, Details tab) or role's (Roles dictionary, Prices tab) assignments. The Cost Units Linked assignmentlevel option is automatically turned on or off based on this resource/role setting when you assign a resource/role to an activity. You can change this setting per assignment by displaying the Cost Units Linked column on the Resources tab of Activity Details, then marking or clearing the checkbox.

When you edit manual future period units and costs for an assignment (for example, you change the Remaining Cost of the assignment), the following will occur depending on the values of these settings:

When Costs Units Linked is selected for an assignment, costs are recalculated when you change the budgeted or remaining units, regardless of the 'Update units when costs change on resource assignments' project-level setting. If the project-level setting is also selected, the budgeted or remaining units are respread when the budgeted or remaining costs change for the assignment. o When the Cost Units Linked setting is not selected for an assignment, costs and units are handled independently, regardless of the 'Update units when costs change on resource assignments' project-level setting. Adding a new assignment - When you add a new assignment to an activity that already has a resource assignment with manual future period values, the module may change values for the existing assignment based on your user preference setting for assignment staffing (User Preferences, Calculations tab). For more information, refer to Can I assign a new resource to an activity that already has a resource assignment with manual future period values? .
o

Yes. Changing values in the following ASSIGNMENT-related RECALCULATE manual future period values:

fields

may

Budgeted or Remaining Finish (Fixed Duration & Units/Time activities only) Original or Remaining Duration (Fixed Duration & Units/Time activities only) fields may

Changing values in the following ACTIVITY-related RECALCULATE manual future period values:

Budgeted or Remaining Finish (Fixed Duration & Units/Time activities only) Original or Remaining Duration (Fixed Duration & Units/Time activities only) Activity Status Duration Type Duration % (Fixed Duration & Units/Time activities only. For more information on the impact of modifying the Duration % field, refer to How are actuals applied when I manually update progress for assignments with manual future period values? ) Actuals are applied to manually-planned assignments according to the following rules, depending on the way you manually update activity progress: If you use Progress Spotlight to update activity progress, actuals are applied using the specified manual budgeted unit

distribution; the manual remaining unit distribution is not considered, even if no manual budgeted unit data exists for an assignment. When the budgeted and remaining unit values are different for an assignment, the budgeted unit values overwrite the existing remaining unit values when you apply actuals. If you update activity progress by modifying Duration % Complete or Remaining Duration on the activity, the activity's actual units are updated when you apply actuals using the manual remaining unit distribution, as long as the project option 'Recalculate Actual Units and Cost when duration percent complete changes' (Project Details, Calculations tab) is marked. If you update activity progress by modifying the Remaining Units or Remaining Early Finish on the assignment, the activity's actual units are updated when you apply actuals using the manual budgeted unit distribution as long as the project option 'Recalculate Actual Units and Cost when duration percent complete changes' (Project Details, Calculations tab) is marked. If you update activity progress by modifying the Actual Units on the activity or assignment, manual future period budgeted and remaining unit values are not updated when you apply actuals.

Removing an assignment (For more information, refer to Can I remove or replace a resource assignment with manual future period values? ) Yes.

Getting started Where can I manually enter future period values? You can manually enter future period values for an assignment in the Budgeted Units and Remaining (Early) Units fields in the Resource Usage Spreadsheet in the Resource Assignments and Activities windows. Note

To manually enter future period values in the Resource Usage Spreadsheet in the Activities window, you must choose to display resource assignment data for open projects only. If you are displaying data for all projects, the title of the Display Options bar in the Resource Usage Spreadsheet is "Display: All Projects." To display data for open projects only, click the Display Options bar, then choose Show All Projects to remove the checkmark; the title of the Display Options bar changes to "Display: Open Projects Only."

Can I enter future period values for all assignments to activities? No. You can manually enter future period values for assignments when:

The activity associated with the assignment has a duration type of Fixed Duration & Units or Fixed Duration and Units/Time. You cannot enter future period values for assignments to activities with a duration type of Fixed Units or Fixed Units/Time. The activity associated with the assignment is not a milestone activity.

For more information on these and other future period bucket planning restrictions, see Why are some future period buckets gray/uneditable? for more information. Can I enter values in any time unit? The values you enter in the Budgeted Units and Remaining (Early) Units fields are converted to the Unit/Time specified in the User Preferences, Time Units tab. For example, if the Unit/Time user preference is set to Hour and you enter 1d, the value is converted to 8h. To avoid planning mistakes, you should set the Unit/Time user preference to the same time unit you use to plan your work. For example, if you plan your work in hours, set the Unit/Time to Hours. Can I manually enter or edit values for Remaining Late Units? No, you can only enter or edit values for Budgeted Units and Remaining (Early) Units. Application settings Can I enter future period values in any timescale interval? No. You can enter values in future period buckets of all timescale intervals EXCEPT Day/Hour and Day/Shift. Your user preference setting for 'Interval for time-distributed resource calculations' (User Preferences, Resource Analysis tab) determines the minimum timescale interval in which you can enter or edit data. For example, if this option is set to Week, you can only enter or edit data in weekly, monthly, quarterly, yearly, or financial period buckets. When you display timescale intervals smaller than the interval specified as your user preference, the buckets are not editable. Using this case as an example, if you display daily timescale intervals, the buckets are not editable. Does it matter which date format I choose, primary dates or ordinal dates?

Yes. You can enter future period values if you choose to display primary dates or a combination of primary and ordinal dates. You cannot enter future period values when you choose to display only ordinal dates. To select timescale settings, click the Display Options bar in the Resource Usage Spreadsheet, then choose Timescale. For more information on selecting timescale settings, refer to Change a layout's timescale format. Can I change timescale settings after I enter values in future period buckets? Yes. When you select a smaller timescale interval, the values you originally entered in the larger buckets are spread linearly over the smaller buckets. When you enlarge the timescale interval, the values you originally entered in the smaller buckets are rolled up into the larger buckets. If you subsequently change the timescale back to the setting you used when you manually entered values in future period buckets, the values appear as you originally entered them. Do application settings for linking costs and units affect manual future period values? Yes. At the project level, the 'Update units when costs change on resource assignments' setting (Project Details, Calculations tab) determines if the application updates units when costs change on assignments to activities throughout the project. At the assignment level, the 'Cost Units Linked' field (Activity Details, Resources tab) determines if costs are updated when you change units for that particular assignment. The 'Update units when costs change on resource assignments' project-level setting only applies when the 'Cost Units Linked' assignment-level option is selected. Note

When you add a resource or add a role, you can choose the option to 'Calculate costs from units' for that resource's (Resource Details, Details tab) or role's (Roles dictionary, Prices tab) assignments. The 'Cost Units Linked' assignment-level option is automatically turned on or off based on this resource/role setting when you assign a resource/role to an activity. You can change this setting per assignment by displaying the Cost Units Linked column on the Resources tab of Activity Details, then marking or clearing the checkbox.

When you manually edit future period units and costs for an assignment (for example, you change the Remaining Cost of the assignment), the following will occur depending on the values of these settings:

When 'Cost Units Linked' is selected for an assignment, costs are recalculated when you change the budgeted or remaining units, regardless of the 'Update units when costs change on resource assignments' project-level setting. If the project-level setting is also selected, the budgeted or remaining units are respread when the budgeted or remaining costs change for the assignment. When the 'Cost Units Linked' setting is not selected for an assignment, costs and units are handled independently, regardless of the 'Update units when costs change on resource assignments' project-level setting.

Entering and editing data in future period buckets Can I enter different values for Budgeted Units and Remaining (Early) Units? Yes. For not started activities, if the project-level setting 'Link Budget and At Completion for not started activities' is marked (Project Details, Calculations tab), the total planned values of the Budgeted Units and Remaining (Early) Units for the assignment will always be equal. For example, when you enter a value for a future period in the Budgeted Units field, the Remaining (Early) Units field is automatically populated with the same value; the reverse is also true. If this setting is not marked, you can enter different values for the same future period in the Budgeted Units and Remaining (Early) Units fields; in this case, the total values for each field are calculated independently for the assignment. For activities that are in progress, you can always enter different future period values in the Budgeted Units and Remaining (Early) Units fields Can I enter data in financial period buckets? Yes, you can enter data in financial period buckets for the range of financial period dates defined in the Financial Periods dictionary. For example, if you have defined weekly financial periods from January 1st, 2007, through December 31st, 2007, you can enter data in weekly financial period buckets beginning on or after January 1st, 2007, and ending on or before December 31st, 2007. Note:

The setting for 'Interval for time-distributed resource calculations' (User Preferences, Resource Analysis tab) should not be larger than your defined financial periods. For example, if you have defined weekly financial periods, the setting for 'Interval for time-distributed resource calculations' should be Hour, Day, or Week, but not Month. If this setting is larger than your defined financial periods, you will not be able to edit most financial period buckets. For example, if the

user preference is set to Month but you have defined weekly financial periods, you will only be able to edit data for financial period buckets that contain the first day of the month. Can I overallocate a resource or role when I manually enter future period values? Yes. If the resource or role on the assignment has valid worktime for a timeperiod, you can enter an unlimited number of units for the timeperiod, even if the value you enter overallocates the resource or role. If no work is planned to be performed on an activity for a timeperiod, do I have to enter a value? No. Assume, for example, that you plan your work in weekly planning periods. You have a four-week task in which work is planned to be performed during weeks 1, 2, and 4, but no work will be performed during week 3. Given this example, when you enter future period values, simply do not enter a value for the period in which work will not be performed, such as: Week 1 20 Week 2 15 Week 3 Week 4 30

The module treats a blank value the same as a zero value; therefore, you could also enter a 0 (zero) as the Week 3 value. Can I manually enter future period values for an assignment that already has an assigned resource curve? Yes. In fact, to simplify the process of manually planning future period assignments, you can apply a resource curve to the assignment that has a similar resource distribution to the distribution you intend to manually plan, then manually make any necessary modifications to the future period values. Note

When you apply a resource curve to an assignment and then manually modify future period values for that assignment, the resource curve is removed from the assignment and the assignment is designated as a 'Manual' curve.

Can I enter a zero in a future period bucket? Yes; however, the module considers the zero value differently depending on where the value lies in the planned resource distribution.

When you replace an assignment's first future period bucket value with a zero: When an assignment's first future period bucket contains a non-zero value and you replace it with a zero (or you delete the value), the duration of the assignment is shortened and the zero value is converted to start date lag. For example, assume you've manually planned a five-day assignment with the following daily bucket values: 8|4|2|6|2. If you change the 8 to a zero (or delete the value), the planned duration of the assignment is changed to four days with a start date lag of one day. Notes

When you enter a leading zero for an assignment and then refresh the window, the leading zero disappears. For assignments to not started activities, if the 'Link Budget and At Completion for not started activities' project option (Project Details, Calculations tab) is NOT selected and you enter a leading zero for an assignment, one day of lag is added to both the Planned Start and Remaining Start dates. This occurs regardless of the field in which you enter the leading zero (Budgeted Units or Remaining Units) because the Planned Start and Remaining Start dates must be the same for not started activities.

When you enter a zero value in between non-zero values: If you enter a zero value in between non-zero values for an assignment, the module considers the zero bucket part of the planned resource distribution. In the following examples of five-day tasks, the zeros are included in the resource distribution: 2|8|0|4|4 2|0|8|0|4 8|0|0|8|4 When you enter a zero as the last future period bucket value for an assignment: When you enter a zero after an assignment's last future period bucket value (i.e., there are no subsequent non-zero values), the module ignores the zero. In the following example, the zero is ignored: 2|8|4|8|0 Note

When you enter a trailing zero for an assignment and then refresh the window, the trailing zero disappears.

Can I enter a negative value in a future period bucket? Yes, if the total units (budgeted or remaining, exclusive) value for the assignment is negative. For example, if the total Budgeted Units for an assignment is negative, you can enter a negative value in a Budgeted Units future period bucket for that assignment. If the total units (budgeted or remaining) value for an assignment is negative and you enter a positive value, the value is automatically converted to a negative value. Likewise, if the total units (budgeted or remaining) value for an assignment is positive and you enter a negative value, the value is automatically converted to a positive value. If an activity's progress is planned to be suspended, can I enter or edit values for the activity's assignments in future periods during which progress on the activity will be suspended? Yes, you can enter or edit values in future period buckets that are planned to be suspended, as long as the suspend time has not been scheduled (in other words, the project has not been scheduled since the suspend and resume dates were added to the activity). When the project is scheduled, the suspend and resume dates for the activity are scheduled accordingly and you can no longer enter or edit data in buckets which are scheduled to be suspended. If you enter future period data in a bucket that is planned to be suspended, when you schedule the project, any work that is planned to occur during the suspend time is pushed out to the resume date. Deleting, copying, and pasting future period bucket data When I copy/paste a project, WBS, or activity, are manual future period values included? Yes, manual future period values are copied when you copy a project, WBS, or activity, provided that, when prompted, you choose to copy Resource and Role Assignments in the Copy Activity Options dialog box. What happens when I delete a manual future period value? When you delete a manual future period value, the module considers the value to be a zero. Depending on where the zero lies during the duration of the assignment (first bucket, middle bucket, last bucket), the zero may or may not be considered part of the future period resource distribution.

Refer to Can I enter a zero in a future period bucket? to learn more about how the module considers zero values. Are manual future period values deleted when I delete a project, WBS, activity, or assignment? Yes, manual future period values are automatically deleted when you delete a project, WBS, activity, or assignment. If I delete a resource or role with manual future period values, can I merge the assignment data with another existing resource or role? Yes. When you delete a resource or role, you can choose to preserve the associated assignment data by merging the data with another resource. Refer to Delete a resource and Delete a role for more detailed information. Updating projects If work on an activity is in progress or complete, can I edit the previously defined manual assignment values? For Budgeted units, you can edit manual values for an assignment at any time (before or after the data date), even if the activity associated with the assignment is in progress or has an Actual Finish date. For Remaining (Early) Units, you can edit manual values for an assignment's future period buckets only (buckets after the data date); you can not edit an assignment's past period buckets (buckets before the data date) when an activity is in progress, even if you manually entered the values before work began on the activity. Once an activity has an Actual Finish date, you can not edit remaining unit values. Tip

When work on an activity is not proceeding according to plan, you can re-estimate the remaining work on the assignment and update the assignment's remaining without changing the original plan, enabling you to compare the original baseline plan to when the work actually occurred. If the project schedule has deviated significantly from the original plan and several activities require re-estimation, you may want to update the budgeted units for those assignments and re-baseline the project.

Can I automatically apply actuals for assignments with manual future period values?

Yes. The Auto Compute Actuals option MUST BE SELECTED on the activity or the resource assigned to the activity for the module to consider manual future period values when applying actuals. To set Auto Compute Actuals at the activity level, display the Auto Compute Actuals column in the Activity Table (Activities window), then mark the checkbox for the appropriate activities. You can set Auto Compute Actuals per resource on the Details tab of Resource Details. Choose Enterprise, Resources, then display Resource Details. Can I apply Timesheets actuals for assignments with manual future period values? Yes. Resources can use Timesheets to status their activities, even if the activity assignment has manual future period values. When manual future period assignment values exist for an activity that also has Timesheets actuals, the manual future period budgeted units are ignored when you apply actuals; however, the manual future period remaining units are updated to reflect the applied Timesheets actuals. When you apply actuals, the remaining duration of manually-planned activities with timesheet data is calculated according to the following setting in the Apply Actuals dialog box: 'When actuals are applied from timesheets, calculate activity remaining durations: Based on activity durations or Always recalculate.' How are actuals applied when I manually update progress for assignments with manual future period values? Actuals are applied to manually-planned assignments according to the following rules, depending on the way you manually update activity progress: If you use Progress Spotlight to update activity progress, actuals are applied using the specified manual budgeted unit distribution; the manual remaining unit distribution is not considered, even if no manual budgeted unit data exists for an assignment. When the budgeted and remaining unit values are different for an assignment, the budgeted unit values overwrite the existing remaining unit values when you apply actuals. If you update activity progress by modifying Duration % Complete or Remaining Duration on the activity, the activity's actual units are updated using the manual remaining unit distribution when you apply actuals, as long as the project option 'Recalculate Actual Units and Cost when duration percent complete changes' (Project Details, Calculations tab) is marked.

If you update activity progress by modifying the Remaining Units or Remaining Early Finish on the assignment, the activity's actual units are updated using the manual budgeted unit distribution when you apply actuals, as long as the project option 'Recalculate Actual Units and Cost when duration percent complete changes' (Project Details, Calculations tab) is marked. If you update activity progress by modifying the Actual Units on the activity or assignment, manual future period budgeted and remaining unit values are not updated when you apply actuals. How does removing progress from an activity affect manual future period values? When you remove progress from an activity that has manual future period values on its associated assignment, the module adheres to the setting for removing progress from activities on the Project Details, Calculations tab. If you choose to 'Reset Original Duration and Units to Remaining,' the assignment's manual future period budgeted unit values are respread to match the manual remaining unit values. If you choose to 'Reset Remaining Duration and Units to Original,' the assignment's manual future period remaining unit values are respread to match the manual budgeted unit values. For more information on these settings, refer to Project Details, then click the Calculations tab link. Does the module use manual future period values when calculating earned value? Yes. For more information on calculating earned value using manual future period buckets, refer to Calculating earned value using resource curves or manual future period buckets. Can I update a baseline with revised manual future period values? No, you can not update a baseline for a project when that project contains assignments with manual future period values. However, you can restore a baseline, update the manual values, then re-baseline the project. Adding, deleting, or replacing assignments Can I assign a new resource to an activity that already has a resource assignment with manual future period values? Yes. When you add an assignment to an activity that already has an existing assignment, the module adheres to your User Preference settings

for assignment staffing, as described below. For information on setting these preferences, refer to Select calculation options for resource and role assignments. Adding a resource assignment to an activity that has an existing resource assignment When you add a resource assignment to an activity that already has an existing resource assignment with manual future period values, the module adheres to your setting in the 'When assigning a resource to an existing activity assignment' field (User Preferences, Calculations tab, Assignment Staffing section). If you choose to 'Always use the new resource's Units/Time and Overtime factor,' the manual future period values of the existing resource assignment may be respread across future period buckets based on the new resource's values. If you choose to 'Always use current assignment's Units/Time and Overtime factor,' unit values for the new resource are spread evenly over future period buckets and the manual future period values for the existing resource assignment are not changed. Adding a resource assignment to an activity that has an existing role assignment, or vice versa When you add a resource assignment to an activity that already has an existing role assignment with manual future period values (or vice versa), the module adheres to your setting in the 'When a resource and role share an activity assignment' field (User Preferences, Calculations tab, Assignment Staffing section). If you choose to 'Always use resource's Price per Unit,' the manual future period values for the existing role assignment may be respread across future period buckets based on the new resource's values. Likewise, if you choose to 'Always use role's Price per Unit,' the manual future period values for the existing resource assignment may be respread across future period buckets based on the new role's values. Can I remove or replace a resource assignment with manual future period values? Yes. When you replace the resource or role assigned to an activity, any manual future period values entered for that assignment are preserved with the new assignment. When you remove a resource or role assignment that has manual future period values, the manual future period values are deleted. If other assignments with manual future period values exist on the same activity, those assignments' manual future period values may change based on the activity type and your user preference settings for assignment staffing (User Preferences, Calculations tab). For more information on setting

assignment staffing preferences, refer to Select calculation options for resource and role assignments. Importing and exporting data Can I exchange manual bucket data with other Project Management module users using Primavera XER files? Yes, you can import and export manual future period buckets using Primavera XER files. Import considerations You will lose manual future period buckets in a project you are updating with imported data when all of the following are true:

The XER file you are importing was created using Primavera 6.0. The XER file you are importing DOES NOT contain manual future period buckets. You choose the Update Existing import action. You choose to update activity resource assignments. The project you are updating DOES contain manual future period buckets. In all other cases, manual future period buckets remain intact when you import an XER file.

Can I exchange manual bucket data with other Project Management module users using Primavera XML files? No. Manual future period buckets are not exported when you export a project to a Primavera XML file. When you import a Primavera XML file to a project, all manual future period buckets that exist in the project are retained. Can I exchange manual bucket data with Primavera Contractor? No. Primavera Contractor 5.0 and earlier releases do not support manual future period buckets. When you export a project with manual bucket data to a Contractor XER, manual future period buckets are included in the XER file but not imported to Contractor (version 5.0 or earlier). When you import a Contractor XER to a Project Management module project containing manual future period buckets, the manual future period buckets remain intact. Note:

Primavera Contractor 6.0 (future release) import/export of manual future period buckets.

may

support

the

Can I exchange manual bucket data with Primavera Contract Manager (Expedition)? No. However, the following task information you can import from Contract Manager (formerly known as Expedition) may affect the spread of manual future period buckets:

Remaining Early Finish Remaining Finish Original Duration Duration % Complete

If the duration of an activity with manual future period assignment buckets changes after importing data from Contract Manager, one of the following will occur:

For activities with a duration type of Fixed Duration & Units, the manual future period units are logically spread over the new duration of the activity. For activities with a duration type of Fixed Duration & Units/Time, the difference in units will be removed from, or added to, the last bucket.

Can I exchange manual bucket data with Microsoft Project? Yes. You can import and export manual future period buckets using Microsoft Project (MSP) 2000 and later using the MPP, MPT, MPD, MDB, and XML formats. You can not import and export manual future period buckets using the MPX file format because it does not support timephased data. Primavera does not support import and export using MSP 98 due to the manner in which time-phased data is stored in that version. You will achieve the most accurate import/export results using MSP 2003. Export considerations When you export a project to MSP:

Manual future period buckets are imported to MSP as a Contoured curve. If the Timescale Units setting in MSP is smaller than the setting in the Primavera export file (as specified in the 'Interval for timedistributed resource calculations' field in User Preferences), the manual future period buckets are spread linearly across the smaller timescale in MSP. If you change the MSP timescale setting to match the Primavera timescale setting, the buckets will display the proper values.

Since MSP does not use forecast dates, if the Primavera export file displays time-distributed data using forecast dates (as specified in User Preferences, Resource Analysis tab), assignments with manual future period buckets are spread linearly in MSP. For manually-planned assignments to activities with suspend and resume dates, MSP honors the suspend and resume dates and spreads the budgeted unit values accordingly in the Baseline Work field; however, because Primavera's Actual Units and Remaining (Early) Units are combined into MSP's Actual Work field, MSP only honors actual and remaining values up to the Suspend Date or the Data Date, depending on when the activity's suspend and resume dates fall. If the suspend and resume dates are both before the Data Date, MSP spreads the Actual Work up to the Data Date; if only the Suspend Date is before the Data Date, MSP spreads the Actual Work up to the Suspend Date. When an assignment has manual future period buckets as well as Timesheets actuals, MSP's Actual Work field displays the Timesheets actuals rather than the manual future period Remaining (Early) Units values. WBS Summary activities with manual future period assignment values are exported to MSP; however, the manual future period values are not exported. In MSP, the total budgeted and remaining unit values for assignments to WBS Summary activities are spread linearly across the duration of the assignment.

Import considerations When you import a project from MSP:

Suspend and resume dates in MSP are not honored when imported to Primavera. When you import an MSP project that has an activity with suspend and resume dates, the suspend time is imported as a 0 (zero) bucket value for the assignment. The MPX file format does not support time-phased data and therefore does not support manual future period buckets. When you import an MPX file, if you choose the Replace Existing import action and the project you are replacing contains manual future period buckets, all manual buckets will be deleted.

Can I exchange manual bucket data with P3? No. When you export a Project Management module project that contains manual future period assignment buckets, the total units for assignments with manual future period buckets are spread evenly over the planned duration of the assignment in P3; the values you manually entered are not saved. When you import a P3 project to a Project Management module project that contains manual future period assignment buckets, the manual

values are deleted if you choose the Update Existing or Replace Existing import option. Miscellaneous Can I update data globally for projects that have assignments with manual future period values? Yes; however, changing some values globally may cause manual future period values to change or, in some cases, be deleted. For activity resource assignments, globally changing the Planned Finish, Remaining Finish, and Actual Start may cause manual future period values to change. Manual future period values are deleted when you globally change the assigned Curve, specify an Actual Finish date, or set the Budgeted and Remaining Units or Units/Time (Labor, Non-Labor, or Material) to zero. For activities, globally changing the Actual Start, Planned Finish, Original Duration, Remaining Finish, or Remaining Duration may cause manual future period values to change. Manual future period values are deleted when you globally change the Duration Type to Fixed Units or Fixed Units/Time, specify an Actual Finish date, or set the Budgeted Units/Time to zero. Are manual future period values considered when I level resources? Yes. When a project with manual future period buckets is leveled, assignments with manual future period values are leveled in the same manner as assignments without manual future period values. Are manual future period values considered when I use top-down estimation? Yes. When you increase or decrease units using top-down estimation, units are always spread according to the manual curve you defined when you manually entered future period assignment values. Create a future period bucket planning layout You can budget future period resource/role assignments in any type of layout in the Resource Assignments and Activities windows. This topic contains some steps you may want to follow when you create a layout to use for future period bucket planning. When you create a future period bucket planning layout, you should save the layout for future use. 1. Display editable future period bucket planning fields

You can enter future period budgeted and remaining values in the Budgeted Units and Remaining (Early) Units fields in the Resource Usage Spreadsheet. To display these fields, click the Display Options bar and choose Spreadsheet Fields, Customize. Move the Budgeted Units and Remaining Early Units fields to the Selected Options list and, if desired, remove all other fields from the Selected Options list. Click Apply, OK. Tips

You can display the Actual Units field as well to compare the work that was planned to be performed (Budgeted Units) for an assignment versus the work that has actually occurred (Actual Units). Once an assignment is in progress, if work is not being performed according to plan, you can adjust the Remaining (Early) Units as necessary; or, if you choose to re-estimate an assignment's remaining work, you can adjust the assignment's Budgeted Units instead. To see costs related to the assignments you are manually planning, display the Budgeted Cost and Actual Cost fields.

2. Display the Curve, Budgeted Units, and Remaining (Early) Units columns When you manually enter a value in a future period bucket for an assignment, the module automatically enters a value of Manual in the assignments associated Curve column. By displaying the Curve column, you can determine which assignments already have an assigned resource curve, or a defined manual curve. For assignments that do not have a defined total Budgeted Units or Remaining (Early) Units value, it is useful to display the Budgeted Units and Remaining (Early) Units columns. When you display these columns, you can enter or edit an assignment's total budgeted or remaining units to spread the units evenly over the original duration of the assignment, then manually modify the future period distribution as necessary. To display these columns, click the Layout Options bar and choose Columns, Customize. Move the Curve, Budgeted Units, and Remaining (Early) Units columns to the Selected Options list, then modify the remaining columns as desired. Click Apply, OK. 3. Adjust the timescale to reflect your planning periods Adjust the timescale in the Resource Usage Spreadsheet to reflect the planning periods in which you typically plan future resource distribution. For example, if you plan your work in daily buckets, adjust the timescale to Week/Day and enter hourly planning unit values. Refer to Change a layout's timescale format for details on adjusting the timescale.

Note

If you track past period actuals per financial period and plan to report performance against manual budgeted future period values, you should enter future period planning values in financial period timescale units. You can adjust the timescale to reflect your predefined financial periods. For example, if your organization has defined weekly financial periods, set the timescale to Week/Financial Period.

4. Logically group and sort data Group and sort data in a way that enables you to easily identify resources/roles, the activities to which they are assigned, and the activities associated projects (because the same activity name may appear in different projects). For example, you can group and sort the Resource Usage Spreadsheet by project and by resource. For detailed instructions about grouping and sorting data, refer to Group and sort resource assignments. 5. Filter out activities you don't want to manually plan If you are planning future period resource distribution for a project that has already started, you may want to apply a filter to display only the activities you want to plan, such as activities that don't have an actual duration or that have a planned start after the current date or data date. Alternatively, if a project has already started and you want to update the remaining units for activities that are in progress, you could apply a filter to display only activities that have an Actual Start date and do not have an Actual Finish date. Refer to Filter a layout for detailed instructions. Manually enter or edit future period assignment values You can manually enter or edit future period assignment values per bucket for labor, non-labor, and material resource assignments, as well as for role assignments. Before you complete the steps below, refer to future period bucket planning FAQ for important information to consider when you manually plan future period assignments. 1. In the Resource Assignments or Activities window, display the Resource Usage Spreadsheet. 2. Create a future period bucket planning layout. If using the Activities window, you must choose to display resource assignment data for open projects only. If you are displaying data for all projects, the title of the Display Options bar in the Resource

Usage Spreadsheet is "Display: All Projects." To display data for open projects only, click the Display Options bar, then choose Show All Projects to remove the checkmark; the title of the Display Options bar changes to "Display: Open Projects Only." 3. For each resource assignment you want to manually plan, enter or edit the Budgeted Units and/or the Remaining (Early) Units for each assignment bucket for the original duration of the activity. Tips

If the total budgeted units or remaining units have not been defined for an assignment, you can display the Budgeted Units and Remaining (Early) Units columns, then enter the total budgeted or remaining units for the assignment. When you enter the total budgeted or remaining units for an assignment, the values are spread evenly over the original duration of the activity. Then, you can manually modify the values to define the planned resource distribution. If the total budgeted or remaining units have already been defined for an assignment, you can edit the future period distribution as necessary. You can apply a resource curve to an assignment before you manually enter/edit future period values for the assignment. For example, if the assignment you want to manually plan has a planned resource distribution that is similar to a defined resource curve's distribution, you can apply the resource curve to the assignment. When you apply the resource curve, future period values are spread across the planned duration of the activity according to the resource curve distribution; you can then manually modify the future period values as necessary. Once you manually modify a resource curve's distribution, the curve is removed from the assignment. Assignment buckets that are available for editing display with a white background; buckets you can not edit display with a gray background. Why are some spreadsheet cells gray? The values you should enter in the future period buckets are dependent on the duration of your planning periods (buckets), the timescale you choose, and user preference settings. How do user preference settings affect manual future period planning?

See below for examples of manually-planned future period assignments. Notes

If the project option 'Link Budget and At Completion for not started activities' is selected (Project Details, Calculations tab) and you enter a value in the Budgeted Units field for a not started activity, the module automatically populates the Remaining Units field with the same value; the reverse is also true. If this setting is not

marked, you can enter different values for the same future period in the Budgeted Units and Remaining Units fields; in this case, the total values for each field are calculated independently for the assignment. The examples below assume that this project option is selected and the activities have not started. You must have the 'Edit Future Periods' project privilege to manually enter or edit future period data.

Example 1: Daily planning periods, Week/Day timescale, and Unit/Time set to Hour Week 1 Su Mon Tue Wed Thu Fri Sat n 0h 8h 4h 0h 2h 6h 0h 8h 4h 0h 2h 6h 0h

John Doe's Budgeted assignment Units Remaining 0h Units

Example 2: Weekly planning periods, Month/Week timescale, and Unit/Time set to Hour January 2007 Wee Week Week Week k1 2 3 4 10h 30h 15h 25h 30h 15h 25h

John Doe's Budgeted assignment Units Remaining 10h Units

Example 3: Weekly planning periods, Month/Week timescale, and Unit/Time set to Day January 2007 Wee Week Week Week k1 2 3 4 2d 3d 1d 4d 3d 1d 4d

John Doe's Budgeted assignment Units Remaining 2d Units

Example 4: Monthly planning periods, Quarter/Month timescale, and Unit/Time set to Day Q1 2007 Jan Feb Mar 15d 20d 10d

John

Doe's Budgeted

assignment Units Remaining 15d Units

20d

10d

Example 5: Monthly planning periods, Quarter/Month timescale, and Unit/Time set to Week Q1 2007 Jan Feb Mar 2w 3w 1w 3w 1w

John Doe's Budgeted assignment Units Remaining 2w Units Expenses

Expenses are nonresource costs associated with a project and assigned to a project's activities. They are typically one-time expenditures for nonreusable items. Examples of expenses include materials, facilities, travel, overhead, and training. You can categorize expenses, indicate a unit of measure for expenses, and specify whether an expense accrues at the start or end of an activity or uniformly over its duration. Each expense has a budgeted cost, actual cost, and estimated remaining cost. Expenses are not the same as resources. Resources generally extend across multiple activities and/or multiple projects. Examples of resources are personnel and equipment. Unlike resources, expenses are projectspecific. The Project Management module does not include expenses when leveling resources. Resource curves are not supported for expenses.

Add expenses 1. Choose Project, Expenses. 2. Click Add. 3. Select the activity to which you want to assign the expense, then click the Select button. 4. Click the General, Activity, Costs, and Description tabs, and enter details for the expense. Add expenses from the Activities window

1. Choose Project, Activities. 2. Select the activity that incurs the expense. 3. Display Activity Details, then click

the

Expenses

tab.

To display the Expenses tab, click the Layout Options bar and choose Bottom Layout Options. In the Available Tabs section, select 4.
5. 6.

7. 8. 9.

Expenses, click , then click OK. Click Add, then type a name for the expense item. Double-click in the Cost Account column, then click . Select the cost account you want to assign, then click the Select button. Double-click in the Expense Category column, then click . Select the category you want to assign, then click the Select button. Double-click the Accrual Type column, then select the expenses accrual type. Type the number of budgeted units you expect the selected activity to use. Type the price of each unit.

The module calculates and displays the expense's budgeted cost (budgeted units * price/unit) in the Budgeted Cost field. 10. To enter actual expense costs already incurred by the activity, type the cost in the Actual Cost field. To automatically calculate an expense's actual cost based on the activity's planned completion percentage, mark the Auto Compute Actuals checkbox. 11. Type the name of the vendor business or organization to which the expense is payable. Tip

To change the columns displayed on the Expenses tab, right-click anywhere in the Expenses tab, then choose Customize Expense Columns.

Change Expenses tab columns 1. Click the Expenses tab. 2. Right-click anywhere in the Expenses tab, then choose Customize Expense Columns. To add a specific column to the Expenses tab, select it in the Available Options area, then click .

To remove a specific column from the Expenses tab, select it in the Selected Options list, then click . To apply your changes without closing this dialog box, click Apply.

3. Click OK. Tips

To move all available columns to either Available Options or Selected Options, click or . To reset the Expenses tab so that it contains only the default columns, click Default. Double-click an item in the Available Options or Selected Options area to move it to the opposite column. To edit a column's title, width, and alignment, click Edit Column.

Assign an expense category 1. Choose Project, Expenses. 2. Select the Expense Item, then click the General tab.
3. In the Expense Category field, click

. 4. Select the category to which you want to assign the expense, then click the Select button. Assign expense categories from the Activities window 1. Choose Project, Activities. 2. Select the activity associated with the expense. 3. Display Activity Details, then click the

Expenses

tab.

To display the Expenses tab, click the Layout Options bar and choose Bottom Layout Options. In the Available Tabs section, select Expenses, click , then click OK. 4. Select the expense to which you want to assign a category. Doubleclick in the Expense Category column, then click . 5. Select the category you want to assign, then click the Select button. Specify an accrual type for an expense 1. Choose Project, Expenses. 2. Select the expense, then click the Activity tab. 3. In the Accrual Type field, select one

of

the

following:

Start of Activity, to accrue the entire expense on the date the activity begins End of Activity, to accrue the entire expense on the date the activity ends Uniform Over Activity, to evenly distribute the expense over the course of the activity's duration

Enter cost information for an expense 1. Choose Project, Expenses. 2. Select the expense, then click the Costs tab. 3. In the Budgeted Units field, type the number of units you expect the expense's assigned activity to use. 4. In the Price/Unit field, type the price for each unit. The module calculates and displays the budgeted cost of the selected expense (budgeted units * price unit) in the Budgeted Cost field. 5. To enter actual expense costs already incurred by the activity, type the cost in the Actual Cost field. To automatically calculate an expense's actual cost based on the activity's planned completion percentage, mark the Auto Compute Actuals checkbox. Change an expenses activity assignment 1. Choose Project, Expenses. 2. Select the expense item you want to reassign, then click the Activity tab.
3. In the Activity Name field, click

. 4. Select the activity to which you want to reassign the expense, then click the Select button. Copy and paste expenses 1. Choose Project, Expenses. 2. Select the expense you want to copy, then click Copy. 3. To add the copied expense to a specific project expense category, WBS, vendor, or cost account, click the Display Options bar, choose Group and Sort By, then choose the grouping option. Select the grouping band to which you want to add the copied expense, then click Paste. Cut and paste expenses 1. Choose Project, Expenses. 2. Select the expense you want to cut, then click Cut. 3. To add the cut expense to a specific project expense category, WBS, vendor, or cost account, click the Display Options bar, choose Group and Sort By, then choose the grouping option. Select the grouping band to which you want to paste the cut expense, then click Paste. Delete expenses 1. Choose Project, Expenses.

2. Select the expense you want to delete, then click Delete. 3. Click Yes. Delete expenses from the Activities window 1. Choose Project, Activities. 2. Select the activity from which you want to delete an expense. 3. Display Activity Details, then click the Expenses tab. 4. Select the expense, then click Delete. 5. Click Yes. Change the expense categories display You can control the order in which your expense categories are listed in the Select Expense Category dialog box. This dialog box is displayed when you assign expense categories in the General tab of the Project Expenses window or the Activity Details Expenses tab. 1. Choose Admin, Admin Categories. 2. Click the Expense Categories tab. 3. Select an expense category, then click Shift Up or Shift Down to change the category's position in the display. 4. Cost accounts 5. You can create cost accounts and associate them with activity resource assignments or expenses in a project. Cost accounts are hierarchical, and they enable you to track activity costs and earned value according to your organization's specific cost account codes. 6. You can specify a project's default cost account. This cost account is used for resource assignments to activities and project expenses in the open project. Create a cost account hierarchy 1. Choose Enterprise, Cost Accounts.

2. 3. 4. 5.

Click the Cost Account ID column label to display the cost accounts hierarchy. An outline symbol in the Cost Account ID column label indicates a hierarchy display. In the Cost Accounts list, select a cost account immediately above and of the same hierarchy level as the cost account you want to add, then click Add. Type the cost account's ID. Type the cost account's name. Type a brief description of the cost account. You can use HTML editing features, which include formatting text, inserting pictures, copying and pasting information from other document files (while retaining formatting), and adding hyperlinks.

Delete a cost account 1. Choose Enterprise, Cost Accounts. 2. Select the cost account you want to delete, then click Del./Merge. If activities or projects are assigned to the cost account, the Cost Account in Use dialog box is displayed. To delete the cost account and specify a replacement cost account, choose Select Replacement Account, click OK, then select a replacement account. To delete the cost account without specifying a replacement cost account, choose Delete Account(s), then click OK. Copy and paste cost accounts 1. Choose Enterprise, Cost Accounts.

Click the Cost Account ID column label to display the cost accounts hierarchy. An outline symbol in the Cost Account ID column label indicates a hierarchy display. 2. Select the cost account you want to copy, then click Copy. 3. Select the cost account to which you want to add the copy, then click Paste. Note

When you copy and paste a cost account, the cost account's activity and project assignments are not copied.

Cut and paste cost accounts 1. Choose Enterprise, Cost Accounts. Click the Cost Account ID column label to display the cost accounts hierarchy. An outline symbol in the Cost Account ID column label indicates a hierarchy display. 2. Select the cost account you want to cut and paste, then click Cut. 3. Select the cost account to which you want to add the cut account, then click Paste. Note

When you cut and paste a cost account, the account's activity and project assignments are also pasted.

Set the project default cost account You can specify a project's default cost account. This cost account will be used for resource assignments to activities and project expenses in the open project.

1. Choose Enterprise, Projects and display Project Details.

2. Select the project to which you want to assign a default cost account. 3. Click the Defaults tab.
4. In the Defaults for New Activities section, click

in the Cost

Account field. 5. Select the cost account you want to assign as the default, then click the Select button. Note

The default cost account is only used for new resource assignments to activities and new project expenses. Changing this setting does not affect existing resource assignments to activities or existing project expenses. Activity steps Activity steps provide a way to break activities down into smaller units and track the completion of those units. For example, the activity Prepare for System Integration and Testing might contain the following steps: Establish test cases and test procedures Create test data Update SDFs You can add as many steps to an activity as you need: some activities will require more steps to complete than others and some activities may require no additional steps at all. If progress occurs on the step, enter a percent complete in the Step % Complete column, or mark the Completed checkbox to indicate the step is 100% complete. You can assign additional information to steps, such as cost, start and finish dates, and text. Define user-defined fields for activity steps in the User Defined Fields dialog box (choose Enterprise, User Defined Fields), then add fields as columns in the Steps tab of Activity Details. You can also create activity step templates that capture a group of steps common to multiple activities, then assign the step group to activities. Weighted steps Weighted steps enable you to track the progress of an activity based on the number of steps completed. When you mark the Activity Percent Complete Based on Activity Steps checkbox in the Calculations tab in the Projects window, and choose Physical as the activity's percent complete type in the General tab in the Activities window, activity percent complete is updated based on the weight you assign to each activity step. For example, in the activity Prepare for System Integration and Testing mentioned above, the steps are assigned weights of 3.0, 2.0, and 1.0 respectively. When you mark the Completed checkbox or enter 100% in the Step % Complete column for the step Establish

Test Cases and Test Procedures, the activitys physical percent complete is updated to 50 percent (because the total weight for the steps in this activity is 6.0 and the weight for this step is 3.0; therefore, half the work on this activity, according to the weight of the steps, has been completed).

Add steps to activities For unique, activity-specific steps, you can add steps to activities as described below. For general, repeatable groups of steps, you can create activity step templates and assign templates (including steps, weights, and descriptions) to activities. 1. Choose Project, Activities. 2. Select the activity to which you want to add a step. 3. Display Activity Details, then click the Steps tab. To display the Steps tab, click the Layout Options bar and choose Bottom Layout Options. In the Available Tabs section, select Steps, click , then click OK. 4. Click Add. 5. Type the name of the new step. 6. Type a brief description of the selected step for the selected activity. You can use HTML editing features, which include formatting text, inserting pictures, copying and pasting information from other document files (while retaining formatting), and adding hyperlinks. 7. Position the step within the listed steps for the activity. To move the step to an earlier stage of the activity, click . To move the step to a later stage of the activity, click Tip

Use activity step user-defined fields (Enterprise, User Defined Fields) to enter start and finish dates, cost, or text you would like to display for the step.

Update activity steps Overview

Mark the Completed checkbox beside the steps you want to update. Or Display the Step % Complete column, and enter a percent complete value for the steps you want to update.

Note

When the Step % Complete is set to 100%, the checkbox is marked as Completed. If you mark the Completed checkbox, the Step % Complete becomes 100%.

Tips

To display additional step columns for updating, right-click in the Steps tab and click Customize Steps Columns. Select the columns to display in the Steps tab. Add user-defined columns to the Steps tab to update additional information, such as the finish date, start date, cost, and the number of hours worked for a step.

Add weights to steps Overview 1. Choose Project, Activities. 2. Select the activity to which you want to add a step weight. 3. Display Activity Details, then click the Steps tab. 4. Double-click the Step Weight column of the step you want to modify. 5. Type a value for the weight of the step. The higher the value you enter, the greater the importance of the step in the activity. Based on the total weight for all steps in the activity, the percent for each step is calculated and displayed in the Step Weight Percent column. Note

To change the weight of a step, double-click the Step Weight column and type the new weight for the step. Select Physical as the percent complete type on the General tab of Activity Details to calculate the percent for each weighted step.

Remove steps from activities 1. Choose Project, Activities. 2. Select the activity from which you want to remove a step. 3. Display Activity Details, then click the Steps tab. 4. Select the step you want to remove, then click Delete.

Activity step templates Activity step templates enable you to define a group of steps common to multiple activities, then assign the template to activities. Your organization may have several activities that repeat within a project or across projects. For example, every time you start a project, several specifications must be written and approved. Developing a specification is a multi-step process that never changes. As an example, the Write Specifications activity could have the following steps: Submit initial spec Review initial spec Revise initial spec Final review Final revision These steps may apply to many or all Write Specifications activities in a project or across all projects. Rather than manually inputting these steps

into each Write Specifications activity, you can create an activity step template containing these steps and assign the template to each applicable activity at once. If a commonly used step or set of steps have already been defined for an activity, you can convert the step(s) to a template.

Create activity step templates manually 1. Choose Enterprise, Activity Step Templates. 2. In the upper grid, click Add. 3. In the Step Template Name field, enter a descriptive name for the template. 4. In the lower grid, click Add. The Step Count field in the upper grid automatically updates the number of steps in the template. 5. In the Step Name field, enter the name of the step. 6. In the Step Weight field, enter a step weight (at least 1.0). Notes

You can add an unlimited number of templates. There is no limit on the number of steps per template. You can customize the bottom grid to display user-defined field columns in which you can add step data such as dates and costs. Any user-defined field data you enter in an activity step template is saved as part of the template.

Convert steps into an activity step template You can convert existing step(s) into an activity step template rather than creating the template manually. 1. In the Activity Table, select the activity that contains the step(s) you want to convert to a template. 2. Display Activity Details.

3. In the Steps tab of Activity Details, ctrl-click to select the desired steps. 4. Right-click on the selected steps and choose Create Template. 5. In the Create Template dialog, enter a unique name for the template. If desired, choose to add UDFs assigned to the selected steps to the activity step template. The steps and their associated name, description, weight, and UDFs (if selected) are added to the new template. Notes

The Activity Step Templates dialog box does not open after you convert the steps to a template. To view the template choose Enterprise, Activity Step Templates. The module automatically updates step UDF information in activity step templates when a step UDF is added, deleted, or modified in the User Defined Fields dialog box.

Assign step templates to activities There are two methods you can use to assign an activity step template to an activity. Choose the method based on the number of activities (one vs. multiple) to which you want to assign a template. To assign a template to a single activity: 1. In the Activities window, select the activity to which you want to assign a template. 2. Display Activity Details, then select the Steps tab. 3. In the Steps tab, click Add From Template. 4. In the Assign Activity Step Templates dialog box, select the template you want to assign to the selected activity. You can Ctrl-Click to assign more than one template.
5. Click

Assign

The steps, weights, descriptions, and UDFs contained in the template are loaded into the Steps tab. To assign a template to multiple activities:

1. In the Activities window, Ctrl-Click or Shift-Click to select the activities to which you want to assign a template.
2. On the Command Bar, click

. 3. In the Assign Activity Step Templates dialog box, select the template you want to assign to the selected activities. You can Ctrl-Click to assign more than one template.
4. Click Assign

Assign notebooks to activities 1. Choose Project, Activities. 2. Select the activity to which you want to assign a note. 3. Display Activity Details, then click the Notebook

tab.

To display the Notebook tab, click the Layout Options bar and choose Bottom Layout Options. In the Available Tabs section, select 4. 5. 6. 7. Notebook, click , then click OK. Click Add. Select the notebook you want to assign. To assign multiple notebooks, hold down the Ctrl key, then click each notebook you want to assign. Click the Assign button, then click the Close button. Type a brief description of the activity's notebook. You can use HTML editing features, which include formatting text, inserting pictures, copying and pasting information from other document files (while retaining formatting), adding hyperlinks, and adding tables. See Also: Create notebooks

Remove notebooks from activities 1. Choose Project, Activities. 2. Select the activity from which you want to remove a note. 3. Display Activity Details, then click the Notebook tab. 4. Select the notebook you want to remove, then click Delete. 5. Click Yes. Note

Deleting a notebook topic also deletes the topic description associated with the notebook for the selected activity.

Establishing budgets You can create budget estimates for each EPS node level, and then refine them as needed. , project, or WBS

Use the Budget Log tab on the Projects window to enter the original budgetthe total amount you require for the EPS node or project. The Budget Change Log helps you keep track of budget changes as they occur. The Current Budget (original budget plus approved budget changes) and Proposed Budget fields (original budget plus approved and pending budget amounts) incorporate these changes so you have up-todate and accurate budget information for each project or EPS node. You can record monthly spending of budgeted funds, track the current and undistributed variance amounts, and roll up the monthly spending plan of each project to any level of the EPS . If your projects use funding to support budgets, you can also set up a dictionary containing any nonprofit, government-allocated, or other funding sources for easy assignment to projects or EPS nodes.