With Primavera P6

Step by step guide

Antony Selvaraj
BE MBA MIE
Version 8.2 and above
Project Planning and Scheduling
with Primavera P6

Step by step guide

(Version 8.2 and above)

Antony Selvaraj
BE, MBA, MIE

Pioneer InfraBiz Solutions

 Project Planning and Scheduling with Primavera P6: Step by step guide

Part-2

Basics of Planning and

Scheduling in Primavera P6
This part of the book contains three Primavera P6 Project Management
sections dealing with the concepts of software is one of the primary tools for
Planning and scheduling and CPM creating, reviewing and analysing project
techniques. schedules. This is a very effective tool for
project planning and scheduling; however,
Section-4: Primavera P6 Basics it is also very detailed and has many
Section-5: Develop and Format Schedules functions that a planner needs to
understand before such reviews are
Section-6: Resources performed. In addition, whether just
reviewing schedules or having found a
Section-7: Schedule Updates reason to create one, it is important to
learn how to build schedules.

Section-4 deals with the basics of P6 and

provides the basic knowledge necessary
for use of the P6 software.

Section-5 describes how to build baseline

schedules, including all the activity codes
and work breakdown structure (WBS)
codes.

Section-6 shows the procedure to create

and update schedules, and explains the
process to create accurate schedule
updates.

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-4

Section 4

Primavera P6 Basics

In this section:

Introduction Primavera P6 Project Management

P6: Primavera tools software is the latest version of a powerful
project control and scheduling suite. P6
P6: Enterprise suite products
provides in-depth analysis tools for
Primavera Enterprise data – planning, tracking, and controlling
Enterprise vs. Project specific projects, including project documentation,
project issues, analysing and resolving
Project Management Life cycle
time impact analyses.
Navigation and Operation
The P6 software provides tools to create
Opening an existing Project critical path method (CPM) schedules
Layout using the methodologies described in the
previous sections.
Enterprise Project Structure
Organization Breakdown Structure This section looks at the organizational
structure, the Enterprise Project Structure
Creating a Project
(EPS) of Primavera P6 and demonstrates
Work Breakdown Structure the navigation procedure inside the
Creating Calendars software and to perform basic tasks at
Creating Activity Codes each level.

Creating Resources

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-4

4.1 Introduction
Primavera Systems is the brand name Primavera Enterprise Suite Products include:
under which a range of software packages
that collectively form a comprehensive  Primavera P6 Enterprise Project
enterprise project portfolio management Portfolio Management
(EPPM) solution are marketed. Primavera
was launched in 1983 by Primavera  Primavera P6 Professional Project
Systems Inc. and was acquired by Oracle Management
Corporation in 2008. Primavera software
includes project management,  Primavera P6 Analytics
collaboration, control capabilities, and
integrates with other enterprise software  Primavera Portfolio Management
such as Oracle or SAP’s ERP systems
 Primavera Unifier
Primavera Enterprise is a suite of
products/tools used for enterprise wide  Primavera Contract Management,
project management. It provides Business Intelligence Publisher
comprehensive information on all the Edition
projects in the enterprise, from executive-
level summaries to detailed work  Primavera Risk Analysis
assignments for each team member. It is
an integrated solution with Web-enabled,  Primavera Inspire for SAP
client/server and desktop software that
provides role-specific tools to satisfy each  Primavera Earned Value Management
team member’s needs, responsibilities,
and skills. The tools within the Primavera  Primavera Contractor
Enterprise suite are multi-project and
multi-user.  Planning and scheduling management

Enterprise-Wide Solution  Resource management

 Works identically in single and
multiuser modes

 Scalable client/server architecture

 Relational database (Oracle)

Easy to Use

 Simple, intuitive interface

 Extensive wizards

 Customized to meet your needs

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-4

4.1.1 P6: Primavera Tools

Figure 4-1: Primavera architecture

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-4

Project Management Timesheets

 Used for planning, monitoring and  Enables Web-based time-keeping and

controlling projects communication

 Store and manage projects from a  Team members see all supporting
central location information they need to coordinate
and perform their while communicating
directly with the central database.
Methodology Management

 An integrated process improvement Portfolio, Project, Resource

platform for delivering best practices, Management and Collaboration
lessons learned and organizational
standards in the form of project  Interface for Project managers who
templates, work product templates and require Web-enabled project
estimation metrics. management functionality. It also
enables enterprise-wide, Web-based
collaboration.
Portfolio Analysis
 Users can create, manage, status and
 Project summary and tracking schedule projects using Web browser.
information for executives, senior
managers and program managers  Tools are divided into menus based on
through a rich set of graphics, specific functionality and data access
spreadsheets and reports for the different roles that exist on a
project team: program manager,
 Cost, schedule and performance roll- portfolio manager, resource manager.
ups in a single or multi-project
environment

4.1.2 P6: Enterprise Suite products

Project Management (PM)

 Project Management is a system for

planning, tracking and controlling the
projects.

 By using Project Management, an

organization can store and manage
projects from a central location.

 Project Management is the core

application for the Primavera
Enterprise Suite.

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-4

Figure 4-2: PM Structure

Project Web Site

 PM can be used to publish project

plans as a Web site on an intranet or
the Internet.

 The Project Web site allows project

staff and other interested parties to
view project information using a Web
browser.

P6

 Provides access to virtually any  Provides centralized management,

Windows application, across any type universal access, exceptional
of network connection to any type of performance and improved security for
client all business critical applications and
data
 A cost-effective, proven solution
 Thin-client/server architecture reduces
network traffic
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Project Planning and Scheduling with Primavera P6: Step by step guide Section-4

Figure 4-3: P6 Structure

4.1.3 Primavera Enterprise Data – Enterprise vs. Project-Specific

In Primavera Enterprise, a project consists

of a combination of enterprise data and
project-specific data. Some data may be
required by both the enterprise and the
project.

Enterprise Data

Enterprise data provides the enterprise structure necessary for centralized project
structure needed to manage multiple and resource management. The data for
projects. It is available to all projects each type is listed below and shown in the
across the enterprise and provides the figure below.
Centralized Project Management Centralized Resource Management

This structure consists of the following: This structure consists of the following:

 Enterprise project structure (EPS)  Resources

 Organizational breakdown structure  Cost accounts
(OBS)  Resource Curves
 Project codes
 Admin categories and preferences

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-4

Figure 3-4: Enterprise data

Project-Specific Data

Project-specific data is only available to

the Project in which it is defined. Some
features of the enterprise data can be  Dates
customized to be project specific if  Work Breakdown Structure (WBS)
required.  Activities
 Activity relationships
 Baselines
 Expenses
 Risks
 Thresholds and issues
 Work products & documents
 Project Web site

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-4

Figure 4-5: Project data

Enterprise/Project-Specific Data

The following types of data may be

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

 Calendars
 Reports
 Activity Codes

Figure 4-6: Enterprise/Project data

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-4

Enterprise/User-Specific Data

The following types of data may be

enterprise, as well as user-specific.
System administrators define enterprise
data. Project managers may define user-
specific data for their own use.

 Layouts
 Filters
 Global Changes

Figure 4-7: Enterprise/User data

User Rights

Rights are set at the Enterprise and Project levels. User rights may vary from project to
project. Enterprise rights are defined by Organization, and in general are set so only required
resources for the projects are available to the projects. Project level security can be
requested on a project by project basis if needed.

4.1.4 Project Management Life Cycle

The Primavera Enterprise suite is used for enterprise-wide project management.

Project Management Process Flow Diagram

Project Management is the process of achieving set goals within the constraints of time,
budget, and staffing restrictions. The project management life cycle is made up of these
process groups:

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-4

Figure 4-8: PM Process

Figure 4-9: PM Process Flow diagram

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-4

Each process can be broken into the

following steps.

Figure 4-10: Details of PM Lifecycle steps

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-4

Initiating process group

Steps in this group include:

 Define templates and workflow for

initiation request
 Initiate request
 Obtain organizational commitment

Figure 4-11: Initiation process group steps

Planning process group

Steps in this group include:

 Establish Project objectives and Scope

of work
 Define the work
 Determine the timing
 Establish resource requirements /
availability
 Establish a cost budget
 Evaluate, optimize and create baseline

Figure 4-12: Planning process group steps

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-4

Executing process group

Steps in this group include:

 Distribute information
 Track work in progress and actual
costs

Figure 4-13: Executing process group steps

Controlling process group

Steps in this group include:

 Analyze and evaluate the project

 Recommend necessary action
 Modify the current project with realistic
data
 Re-forecast the schedule
 Communicate project performance to
the project team

Figure 4-14: Controlling process group

steps

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-4

Closing process group

Steps in this group include

 Document lessons learned

 Determine if project can be used as a
methodology
 Deliver project to client or stakeholders
 Back-up or archive project files

Figure 4-15: Closing process group steps

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-4

4.2 Navigation and Operation

For using Primavera, you must enter a
valid login name and password. Contact
your system administrator to obtain your
login username and valid password.

Remember that the username and password

are case sensitive.

1. Click Start, Programs, Primavera

(Project Management for earlier
versions)
2. Type a Login Name <admin>
3. Type a Password <admin>
4. Click OK.

Figure 4-16: Primavera P6 Login Dialog

box

Wait for the application to load. While

loading the following screen appears.

Figure 4-17: Primavera P6 loading box

Projects Main Window

Once the application is loaded the bars as listed in the Table-2 below. A brief
following screen opens up. This is the description of the functionality of each bar
main window for Projects. Here you will is given in the table.
find a complete list of all projects already
existing in P6. The Projects main window
is the starting point for navigation through
other windows. You can see the following
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Figure 4-18: Projects Main Window

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-4

S No Item Functionality

1 Title bar Displays current application and name of open Projects

Perform functions in Primavera and provides access to the variety

2 Menu bar
of tools and options.

3 Directory bar Quickly display Primavera windows

Move between open windows, toggle the Directory bar and open
4 Navigation bar
Help

5 Tool bar Use tools in Primavera

6 Command bar Use commands to perform functions in Primavera

Table 4-1: Projects Main Window tool bars

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4.2.1 Opening an Existing Project

Open Project Dialog Box

The Projects window, Figure 39, is used to  All projects under the node will be
globally review the entire EPS and all the opened.
projects contained within that structure.
This view accesses and edits the project-  Open multiple projects under the same
level data of individual schedules and the or different EPS nodes.
project default settings. Finally, it is  Press Ctrl + click to select more
through the Projects window that an than one project.
individual project is navigated to and
opened.

Here you will find a list of all the projects Steps:

you have access to open. By default, the
projects are grouped by EPS. 1. In the File menu, click Open.
(Alternatively press ctrl + O from
 Open a single project, indicated by the keyboard).

The following dialog box opens with a list

of all existing projects.
 Open a single Enterprise Project
Structure (EPS) node, indicated by

Figure 4-19: Open Project dialog box

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-4

Access Modes

You can see Access mode with three  Exclusive

options displayed at the bottom of the The current user is the only user who
Open Project dialog box. You have the can edit data on these projects. Other
option to select an access mode prior to users can access these projects in
opening a project. “Read Only” mode.
 Read Only Steps:
You can view data, but cannot input or
change data. 1. Select a project <Practice
project>.
 Shared
2. Click Open.
Multiple users can view, input and
change data. This is the Primavera
Enterprise default setting.

Activities Window

The Activities Window (Figure 40) is open project, including relationships,

where the majority of the work is codes and resources. The Activities
completed and evaluated; it’s where the window is used to create, view, and edit
action takes place. Activities can be activities for open projects. It can be
created, viewed, deleted or modified in the divided into a top and bottom layout.

Figure 4-20: Activities window screen

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S No Item Functionality
Icons that allow you to format the layout. Provides direct
1 Tool bar
access to several useful activity functions.
Options for editing data; contains icons (buttons) to
2 Command bar
add/delete activities, cut, copy, paste and move activities.
3 Gantt chart Graphical display of activities

4 Activity Details View/edit detailed information about the activity

5 Horizontal Split bar Extends information on top and bottom

6 Vertical Split bar Extends split view in top layout

7 Activity Table Activities in spreadsheet

8 Layout Options bar Menu of available formatting options

Table 4-2: Activities Window

4.2.2 Layout

A layout is a customizable view of project  Choose one of the following layout

information. The layout is a combination of types to show on bottom layout:
all the visual elements that appear
onscreen. Layouts are available in the  Activity Details
Projects, WBS, Activities, Resource
 Activity Table
Assignments and Tracking Windows.
 Gantt Chart
The Activities window provides the option
 Activity Usage Spreadsheet
of viewing data in top/bottom layouts.
 Resource Usage Spreadsheet
 Choose one of the following layout
 Activity Usage Profile
types to show on top layout:
 Resource Usage Profile
 Activity Table  Trace Logic
 Gantt Chart
 Activity Usage Spreadsheet
 Activity Network

Opening an Existing Activity Layout

You can choose from a number of layouts  You can create your own layouts or
to present your project from different use global layouts provided by your
perspectives. This allows you to spend company.
more time managing projects instead of
repeatedly preparing the displays.

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Steps:

1. From the Layout Options bar,

choose Layout, Open.

2. When prompted to save changes to

the layout, click No

Figure 4-22: Open layout dialog box

Figure 4-21: Prompt to save changes

3. Once you click No, the Open layout

dialog box (see figure - 42) opens.

Global and User-admin

P6 breaks data up into two categories; global Project level data is project-specific and not
level and project level (User-admin). Global shared across the entire P6 database. Project
level data is used across all project schedules, data includes:
while project level data is project specific. The
Directory Bar splits the global data from the  Thresholds and Issues
project data.  Risks
 Activities
Global level data is available to all projects  Dates
across the organization and provides the  Expenses
structure necessary for centralized project and  Work Products and Documents
resource management. Global level data  Baselines
includes:  Work Breakdown Structure (WBS)

 Project Structure Certain types of schedule data can be either

 Organizational Breakdown Structure global or project level. To minimize the
(OBS) potential for confusion or changed data, this
 Administration Categories and data should be used at the project level
Preferences whenever practical. Data that can be either
 Roles global or project level includes:
 Resources and Resource Codes
 Project Codes  Calendars
 Cost Accounts  Reports
 Activity Codes

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4. If you click the Global button, the 5. If you click the User – admin button
following dialog box (figure – 43) the following dialog box (figure – 44)
opens. opens.

Figure 4-23: Global layout dialog box Figure 4-24: User - admin layout dialog box

6. From the Global layout options, Select 7. You can see the dialog box as shown
a layout to apply to the project in figure-45.
<Classic WBS Layout>.
8. Click Open.

Figure 4-25: Global layout – Classic WBS layout

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4.2.2.1 Top Layout Options

Gantt chart

Gantt chart is the default view in the are on the critical path (though these
Activities window. It can be customized colours can be edited).
both on the timescale and the information
shown. The bars can be customized to The Classic WBS layout displays a Gantt
show different colours, shapes, and chart in the Top layout and Activity details
patterns. Labels can easily be added to in the Bottom layout. The Gantt chart is
the right or left. Relationships between divided into two sections: Activity table
activities can also be shown. and Bar Area.

Summary bars showing the duration of a  Activity Table: Displays activity

group of related activities can also be set data in columns.
up. In the standard layout, activities are
represented by green bars if they are not  Bar Area: Provides a graphical
on the critical path or by red bars if they display of activity progress over the
duration of the project.

Figure 4-26: Gantt chart layout

Activity usage spreadsheet

This spreadsheet displays unit, cost and The Activity usage spreadsheet covers
/or earned value data by activity over time. both the Top and Bottom layout.
Use this type of layout to review per period
and rolled up activity resource / cost data.

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Steps: 2. In the Layout options bar, click

Show on Bottom, No Bottom
1. In the Layout options bar, click Layout
Show on Top, Activity Usage 3. Expand the Timescale up to the
Spreadsheet. date limit required.

Figure 4-27: Activity Usage Spreadsheet

Activity Network

It shows the activity boxes and logic links. be known by reading the original duration
The activity network is a graphical field in the box itself.
representation of the logical network
behind the CPM schedule. Activity The Left pane displays the WBS hierarchy
information is contained in boxes, with and the right pane shows a graphical
logic links represented by arrows. display of activities and their relationships.

This view is often used for tracing the logic Steps:

of activities, since it provides a good visual 1. In the Layout options bar, click
method of identifying logic links. While the Show on Top, Activity Network
location of the activity boxes can be time- 2. In the tool bar, click several times
scaled, the duration of the activity can only for a closer look at the activities.

Figure 4-28: Activity network layout

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Activity Table

Activity table provides a listing of the This table enables to see the project data
activities in the schedule. These activities in spreadsheet format. One can modify the
can be grouped and sorted in a variety of columns display in the Table to meet your
ways, to suit the needs of the scheduler. needs. You can display the Activity Table
Additionally, the columns can be modified on the entire screen if you want to analyse
to provide detailed information about the data in a tabular format.
activity and its status. Specific information
about each activity can be seen and Steps:
modified from this page. 1. In the Layout options bar, click
Show on Top, Activity Table.

Figure 4-29: Activity Table layout

4.2.2.2 Customizing a Layout

By creating custom layouts, you can easily  Bars

view data in a manner specific to your  Bar Chart Options
needs. The Activities window can be
 Columns
customized and saved as a layout. Saving
the layouts for future use allows you to  Timescale
quickly retrieve information.  Table font and colours
 The Layout Options bar is a  Row height
centralized menu for layout  Filters
customization. You can perform key
 Grouping and Sorting
layout changes from this options bar.
 Top/bottom layouts
 The following list contains the layout
elements that are customizable.

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Selecting Columns

You can select the required columns to be displayed in the Activity Table, as well as the
order in which they appear from left to right.

 Use single arrows to move highlighted data items.

 Use double arrows to move all data items.
 Use up/down arrows to configure the order of the data items.

Click Edit Title to edit the selected column’s title and choose its alignment in the display.

Figure 4-30: Columns selection from Tool bar

Figure 4-31: Columns selection dialog box

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-4

Steps:
4. Click the single right arrow key
1. From the Layout Options bar, to move the item into the Selected
click Columns. Alternatively you Options column.
can select the View in the
Standard Tool bar, Columns, 5. Click the single left arrow key to
Customize. remove the item from Selected
Options column.
2. Click on the Plus sign to see all
the options available under each 6. Use the up/down arrows to
head. position the order.

3. Select a data item to display in 7. Click OK.

the Activity Table.

Displaying Activity Details

The display of information in the Activity  The tabs in the Activity details help
window may be customized. Activity you to access various details related to
Details display detailed information for an the selected activity. Also
activity highlighted in the Activity Table or modifications of the activity details can
Activity Network. The width of the columns be done using these tabs. Use the
may be adjusted to accommodate the data tabs to enter and edit activity
being displayed. information.

Figure 4-32: Activity Details

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Steps: changes to a double arrow, and then

double click.
1. Place your cursor between the two
column titles <Activity Name and 2. From the Layout Options bar, choose
Original Duration> until the cursor Show on Bottom, Activity Details

Selecting Detail Tabs

The tabs displayed in Activity Details are Steps:

customizable as per your requirements.
1. From the Layout Options bar, choose
Bottom Layout Options.

2. From the Display Tabs column, from

the left column select a data item
<Feedback>.

3. Click the right arrow key to push it to

right column.

4. From the Display Tabs column, select

a data item <WPs & Docs>.

5. Click the left arrow key to remove it

Figure 4-33: Details tab
from the list.

6. Click OK.

Saving Layouts

Layouts can be saved and shared with a. Current User – only the user
other users to facilitate project creating the layout will have
communication. access to it in the future.

 Layout, Save: saves changes to the b. All Users – all licensed users will
existing layout. have access to the layout. This
requires an enterprise security
 Layout, Save As prompts you to save level.
the layout with a new name.
c. Another User – a specified user
 Layouts can be global or user-specific. will have access to the layout.
The options for Save as are:  The current user will not have
access to the layout.

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Steps:

1. From the Layout Options bar, choose

Layout, Save As.

2. Type the Layout Name <Casanova>.

3. Click in the Available to field.

4. Select Current User.

5. Click Save.

Figure 4-34: Save layout The layout name now shows as

“Casanova”.

Viewing the New layout

Use the Save layout dialog box to save a custom display format for the Activities, WBS,
Projects, Resource Assignments or Tracking windows.

Steps:

1. In the Layout options bar, click

Layout, Open

2. Review the Open Layout dialog

box to find a list of available
layouts.

3. Select the layout <Casanova>

under User-admin.

4. Click, Open.

5. The layout <Casanova> opens.

Figure 4-35: Open layout dialog box

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-4

Figure 4-36: New Layout

Closing a Project

You should close the project when you are finished working with it. You will be prompted to
verify that you want to close the project. Data is saved automatically or when changes are
committed. There is no project save button or any undo button.

Steps:

1. Choose File, Close All.

2. When prompted, click Yes

Note: Closing the project takes you back

to the Home window.

Figure 4-38: Close Project prompt

Figure 4-37: Close Project

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-4

4.2.2.3 Using Hint Help

Hint Help provides on the screen help for

various items. Click on any predefined
column to view a definition of that field.

Steps:

1. From the Layout Options bar, choose

Hint Help.

2. Place the mouse over a column

<Actual Total Cost>.

3. Click the tack to keep the onscreen help

in one location.

4. From the Layout Options bar, choose

Hint Help to disable the onscreen help
dialog box.
Figure 4-39: Using Hint help

Figure 4-40: Using Hint help in Columns

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Figure 4-41: Using Hint help in Activities window

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4.2.3 Enterprise Project Structure

Here we will try to understand the organize projects. The EPS represents the
hierarchical framework that P6 uses to management and organization of projects
organize projects. The program is broken in your company. In the EPS the root is
into its constituent elements. Those the top level and can be subdivided into
elements are represented by Enterprise nodes. Each node represents a level in
Project Structure (EPS) nodes. Each EPS the project structure that can hold another
node can contain multiple projects. Each node or a project.
project can be further described and
organized by the work breakdown Project represents the lowest level in the
structure (WBS), and then by schedule hierarchy. The EPS allows you to access
activities. and view project data quickly and
accurately
The EPS is an organizational tool
to create a hierarchy for grouping and
organizing projects in a manner which
parallels the organization’s needs. With
the ability to create up to 50 EPS levels,
project storage structures can be
developed to accommodate multiple
complicated organization structures. In the
figure above, the overall program is
represented by multiple EPS levels.

Level 1 nodes represent the

districts, Level 2 nodes represent an
individual Project engineer office, and
Level 3 nodes represent a specific project
expenditure authorization (EA). In this
way, there is a logical grouping of
schedules, which provide an intuitive
means of drilling down and summarizing.

Projects exist as separate files within an

EPS level, and each EPS level can
contain multiple projects. Each project has
a unique work breakdown structure that
describes contract scope and groups work
activities appropriately.

Contract scope is divided into individual

work activities, which describe the order in Figure 4-42: Organisational Structure
which work will occur, and how long each
activity will take, given assumed
resources.

The Enterprise Project Structure (EPS) is

a hierarchy developed in P6 to help

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Attributes Benefits

The EPS consists of the following The EPS has the following benefits.
attributes.
 View project priorities, scope, and
 The EPS is a structure made of roots budgets across the enterprise or a
and nodes. single node.

 Each root in the EPS can be

 Manage projects separately while
subdivided into many nodes. retaining the ability to roll up and
 Nodes represent different levels within summarize data across multiple
projects.
your EPS.
 For example, nodes can  Each node acts as a “master
represent divisions within your project”, rolling up all “child nodes”
company, departments or site and projects.
locations.  A node can be opened to view all
detailed activity information from
 All projects must be included in the the “member” projects.
EPS node.
 Each node can contain an  View cost distribution across projects.
unlimited number of projects.
 Assign security at any level of the
 Projects always represent the structure to provide users with
lowest level of the hierarchy. appropriate access to project
 Placement of a project in the information.

hierarchy determines the summary

level in which it is included.

The EPS window

The enterprise Project Structure is a EPS ID – Identifies the selected EPS node
global framework that should be
established by your system administrator. EPS Name - Describes the selected EPS
The EPS window is used to view and edit node
the EPS. One can use the EPS window to Responsible Manager – Use this field to
define the EPS. select an OBS (Organization Breakdown
The EPS has three fields, which are to be Structure) element to associate with the
entered while adding an EPS node. selected level of the EPS.

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Steps: c. A default, EPS node,

NEWEPS, is created under the
1. From the Menu toolbar, select
Enterprise, Enterprise Project existing node.
Structure, to open the EPS window. d. You can edit the EPS name
here.
4. To relocate, delete, and reorder an
EPS node:
a. Use the Command Bar toolbar
on the EPS window.
b. Select the node you wish to
modify.
Figure 4-43: EPS Window c. Click any of the appropriate
buttons to Copy, Cut, Paste or

2. From the EPS window, EPS nodes Delete.

can be added, deleted, or modified. 5. To reorder a EPS nodes within a

3. To create an EPS node: parent node:

a. Select an existing node and a. Select the node to be modified.

then place the new node under b. Click the arrow keys on

it. Command bar to move the

b. Click the Add button. node.

6. After viewing the EPS, click Close.

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4.2.4 Organizational Breakdown Structure/Responsible Manager

An organizational breakdown structure structures. The OBS is rolled up to the

(OBS) is a hierarchical arrangement of the CEO/President and in general is a list of
organization project management the responsible managers.

Figure 4-44: OBS Structure

The attributes of the OBS are:  Example: The OBS element

assigned to a project is the
 The OBS supports larger projects, project manager responsible
which involve several Project for all work included in the
Managers with different areas of project.
responsibility.
 The OBS controls user access to
 The OBS is assigned to EPS nodes, project information.
projects, WBS elements, risks, issues,
and thresholds to designate
responsibility.

Viewing the OBS

The Organizational Breakdown Structure Responsibility Tab

dialog box displays the responsible
managers in the organization. This data Use to quickly view where the selected
can be viewed in a tabular or chart view. responsible manager (OBS element) is
assigned throughout the enterprise.
General Tab

This tab displays the OBS Name and OBS

Description for the selected responsible
manager (OBS element).

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Figure 4-45: OBS Dialog box-General

Figure 4-46: OBS Dialog box-Responsibility

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4.2.5 Creating a Project

A project can be created using a variety of  Assign resources and costs

methods.

 Using the Create a New Project  Importing a File

Wizard
 Import projects using the following
 Create the project file formats:

 Set default project tabs  Project Enterprise Module

 Add project codes projects (XER)
 Microsoft Project (MPP,
 Create the work breakdown structure
MDB, MPD, MPT) projects
(WBS)  Third-party projects (MPX)
 Add activities and codes  Primavera Project Planner
 Assign resources and costs projects (P3)

 Review and adjust project codes

 Using Templates
 Review and adjust the work
 Copy a template breakdown structure (WBS)
 Review and adjust project codes  Review and adjust activities and
 Review and adjust the work codes
breakdown structure (WBS)  Assign resources and costs.
 Review and adjust activities and
codes

Create a New Project Wizard

The Create a New Project wizard will

assist you in creating a New Project. 4. Click the button to view the
project structure.
Steps:
5. If you have more than one EPS
1. In the File menu, click New to you will see a + sign for each EPS.
launch the Create a New Project Click the + sign to expand
wizard. groupings. In our example we have
only one EPS <PIBS>, <Pioneer
2. The wizard opens with the Select InfraBiz>.
EPS dialog box.
6. Select <Pioneer InfraBiz> and
3. The first step in the wizard is
selecting a location for the project click to assign to your
in the EPS. selection.

7. Click Next.

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Figure 4-48: EPS structure

Figure 4-47: Select EPS dialog box

Entering Project Name

The Project Name dialog box will prompt Project Name: Type a new name into this
for Project ID and Project Name. The field. We shall use <Casanova> as our
default ID is “NEWPROJ” and the default Project name.
Project Name is “(New Project)”.
Steps:
We will be using Primavera to plan and
schedule a building project named as 1. Type PIBS001 in the ID field.
“Casanova”. You have to edit both the 2. Type Casanova in the name field.
field to create your project. 3. Click Next.

Figure 4-49: Project Name dialog box

Figure 4-50: Enter Project ID and Name

Project ID: Type a unique ID in this field.

We shall use <PIBS001> as our Project
ID.

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Entering Project Start and End dates

Use the calendar to select the Start and Steps:

End dates for your project. Click in the
Start field to launch the calendar and
select the planned start date for the 1. Click in the Planned Start
project. We shall use 05-May-2014 as our Field. The Calendar is launched.
Start date. Click a month name to scroll
2. Use the calendar to specify a
through the calendar by year.
Planned Start Date <05-May-14>.
The Must Finish By field is not mandatory
and you can assign this date at any point 3. Click to select the
of the project lifecycle by clicking the
date.
Dates tab in the Projects Window. Also
note that if you define a Must Finish By 4. Click Next.
date there is possibility that all activities
will become critical.

Figure 4-51: Enter Project Start Date

Entering Responsible Manager

The Responsible Manager is the individual Steps:

responsible for the work. The Responsible
Manager is selected from the OBS
dictionary. The OBS is a hierarchical 1. Click in the Responsible
arrangement of the organization’s project Manager Field. The Select
management structure, either as roles or
Responsible Manager dialog box is
individuals. The OBS can be configured to
represent a detailed organizational launched.
breakdown with employee names or a 2. Browse through the available OBS
more general framework of departments,
and select the Responsible person.
teams or types of responsibility are
modelled in the structure.

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He will be at the top of the OBS for

the project.

3. Click on VP of PIBS. Click to

assign the VP for this project.
4. Click Next.

Figure 4-52: Enter Responsible Manager

Selecting Resource Rate Type

Specify the Resource Rate Type for new 4. Click Next.

resource assignments. Price/unit is the
default Resource Rate type. The default
rate type determines which price/unit is set
on the resource assignment. The list
displays the rate types defined in the Rate
types tab in the Admin Preferences dialog
box.

Steps:

1. You can leave the Rate type

unchanged and proceed further.
2. If you intend to change the type,
Figure 4-53: Resource Rate Type selector
click in the Rate type field.
3. Select the appropriate Rate type
as required.

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New Project Created

You get a Congratulations message dialog

box and your new project is created.

Steps:

1. Click, Finish

Figure 4-54: New Project created

Projects Window

The Project has been created and you are

automatically taken to the Projects  Filter Projects based on necessity
window. This window displays the projects  Add or delete columns
within the project structure that you can  Edit or modify column data
access. You can also do the following in
this window. The symbol indicates that the Project
is open currently.
 Group Projects by the Project
structure, Project codes or other
project related items.

Figure 4-55: Projects Window

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Creating a Project and creating the Work breakdown structure will help you in defining the
scope of the project in the planning process group of the project lifecycle.

Figure 4-56: WBS in Project lifecycle

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4.2.6 Work Breakdown Structure (WBS)

The WBS is a hierarchy arrangement of divide a project into meaningful and logical
the products and services produced during pieces for the purpose of planning, control
and by a project. WBS enables you to and reporting.

Attributes

 Each project has a unique WBS

hierarchy.  WBS elements can be used to assign
 P6 sets the root level of the WBS responsibility, through the OBS, for
equal to the project ID and name. groups of activities to different
managers for planning / accountability
 Elements within the WBS have a purposes.
“child/parent” relationship, which
means that you can roll up and  By default, P6 groups the activities,
summarize information from the lower tracks costs, and monitors schedule
levels. data according to the WBS.

Creating a Work Breakdown Structure

To create a work breakdown structure level WBS element with the same ID and
(WBS) in an individual project, click WBS name as the project). Users cannot add
on the Directory Bar. This will open the additional parent level WBS values;
Work Breakdown Structure window as however, users can add values below this
shown in Figure 67. The top WBS level, parent. The WBS elements added after
the parent level, is automatically named the root level element are automatically
with the project name (When the project is indented to form the child levels of the
created, Primavera Enterprise adds a root hierarchy.

Figure 4-57: WBS Window

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Adding WBS Levels

1. In the Directory bar, click WBS. 4. A new level entitled “<New WBS>”
The parent level WBS appears as will appear.
shown above.
Likewise you can add any number of WBS
2. Select the parent level WBS. depending upon your requirement. For our
example we will add four number of WBS
3. Click the Add button on the as shown in figure-68.
Command Toolbar.

Figure 4-58: Adding New WBS

5. You can rename or keep the

default WBS code and the default 8. Click on (New WBS)-1 and it is
WBS name. highlighted. Type <Structural>

6. We will retain the WBS code 9. Click on (New WBS)-2 and it is

rename the WBS names as highlighted. Type <Finishing>
suitable for our project.
10. Click on (New WBS)-3 and it is
7. Click on (New WBS) and it is highlighted. Type <Utilities>
highlighted. Type <Foundation>

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Figure 4-59: Editing New WBS

Promoting and Demoting WBS levels

WBS levels can be easily reordered,

similar to the EPS node toolbar. 3. Now “Foundation” has been shifted
Reordering the WBS is called promoting as a subordinate WBS level to
and demoting. “Structural”, and will be re-coded.
The WBS name remains the same.
The left and right arrow keys (◄►) on the
Command Bar are used for this function. The cut, copy, and paste buttons on the
For instance, to move the “Foundation” Command Bar can be used to quickly
WBS level under “Structural”, then follow duplicate or move WBS nodes. If a level is
the following steps: cut or copy, all of that level’s subordinate
nodes are also copied, and will be likewise
1. Move the “Foundation” WBS level moved to the new location.
down ▼, so that it appears under
“Structural”. This is also true of the delete button on the
Command Bar. Deleting a WBS level will
2. Click on the right arrow ►, in order also delete all the subordinate nodes.
to demote the “Foundation” under
“Structural”.

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4.2.7 Creating Activity Codes

Activities

Activities are the fundamental work  Most detailed work unit that is tracked
elements of a project. They are the lowest in the project schedule.
level of the WBS and the smallest
functional area tracked in the project. It is  They contain all information about the
the smallest subdivision of work that work to be performed.
directly concerns the project management.
Following are the attributes of activities.  They are also known as a task (sub-
task in MSP), item, event, or work
package.

Activity Components

Figure 4-60: Activity components

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Activity Codes

Activity codes are like tags, assigned to database and each activity code (global or
each activity within a schedule, allowing project) may contain an unlimited number
customizing of data. They are ways to of activity code values.
classify and categorize activities according
to the organization and the project needs.  Activity codes can be Global, i.e., they
They represent broad categories of are available to all projects in the
information, such as phase, division of database.
work, or location.
 Create an unlimited number of
For each activity code, specific values global activity codes.
(activity code value) must be defined that  Organize activities within a project
further describe that category. For or across the project structure.
example, if the project is occurring at
multiple locations, a Location code with  Activity codes can be Project-specific,
values such as North, West, South, East i.e., they are available only in the
and so forth, should be created. Activities project in which they are created.
can then be associated with a specific
location, such as West, by assigning that  Create up to 500 activity codes per
specific code value to the activity. project.
 Filter and organize activities based
Use of activity codes provides a means to on unique project-specific
view, group, and summarize activities requirements.
within the schedule, create reports (in the
Report wizard or Report editor), select and  Each Activity code (global, EPS or
summarize activities, and organize a project) may contain an unlimited
layout by grouping and filtering. number of activity code values.
Activity codes can be organized in a
hierarchy. They can be used on both the  Activity codes values can be organized
global and project-specific level within the in a hierarchy.

Code Assigned to Numbers

Global All Projects Unlimited

EPS EPS in which code was created and EPS children Unlimited

Activity Project in which code was created 500

Table 4-3: Activity codes

Steps:

1. To create activity codes; on the Menu to open the Activity Codes popup
Bar, select Enterprise, Activity Codes window, Figure 71.

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Figure 4-62: Activity code definition

Figure 4-61: Open Activity codes

2. Figure 72 shows a new project without

any existing Codes. We shall create
the Activity codes here.

Figure 4-62: Activity codes dialog box

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3. To Create Activity Code 3.5 Click the Close button and return
3.1 Click the Modify button. The to the Activity Codes window.
Activity Code Definitions Project
window (figure 73) will open. 3.6 The new activity code will be listed
in the pull-down box.
3.2 Click the Add button to create a
new code.

3.3 Type the activity code name in the

space provided (top area of
window) or the Activity Code
Name box (bottom of window.) In
the example, the new code is
renamed “Phase.”

3.4 A new maximum length of

characters (Max. Length) can be Figure 4-64: New Activity code creation
set or the default value (7) can be
left unchanged. This is the
maximum length of the code
value, not the code description.

4. To Create Activity Code Values 4.5 Click on the Code Value field to
4.1 Click the Select Activity Code pull- rename the code value. The example
down box and select the new code to is renamed to “1.”
add values to.
4.6 Click on the Description field to
rename the description. The example
is renamed to “Phase 1.”

4.7 The user can create a series of code

values for each activity code.

Figure 4-63: Activity code value creation

4.2 Click the Add button to create a new

code value.

4.3 In the display area of the window, the

activity code values for the code Figure 4-65: Activity code value editing
selected are displayed.

4.4 Each activity code value has two

fields: Code Value and Description.
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5. To Set Activity Code Order 6. Delete Activity Code Values

The order of the codes can be managed The Cut, Copy, and Paste functions in the
by using the arrow keys (▲▼) in the Command Bar of the Activity Code popup
Command Bar. The order of the codes in window are used to quickly copy or move
this window determines the order of the sets of code values. Only the code values
grouping bands in a layout that uses will be deleted; and not the activity code
activity codes. Therefore, ordering the itself.
code values logically will lead to a logically
organized layout.

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4.2.8 Creating Resources

Primavera P6 defines resources as

anything used to complete a scheduled
activity. Resources are divided into three
categories as described below.

1. Labour (man-power): The attributes

of this resource type is:
 It is measured in units of time and can
be as specific as an individual, or
established as an entire crew.
 They are generally, reused between Figure 4-66: Labour resources
activities and projects.
 They are recorded in terms of
price/unit of time (INR 500/hour).

2. Non-labour (equipment and sub-

contractors): The attributes of this
resource type is:
 It is measured in units of time
 It is generally reused between
activities and projects.
 It is recorded in terms of price/unit of
time (INR 850/hour).

Figure 4-67: Non-Labour resources

3. Material: The attributes of this

resource type is:
a. It is measured in units other than
time such as cubic metre, square
feet, etc.
b. They are recorded in terms of
price/unit of measure
($4.50/square foot).
c. Material resource established in
the resource dictionary can be
continuously reused, however on a
specific project schedule the Figure 4-68: Material resources
material can be only consumed by
the activities to which it is assigned
and therefore is not continuously
reused.

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Steps:

1. To add resources to project activities;

on the Menu Bar, select Enterprise,
Resources or click the Resources
button on the Directory Bar to open the
Resources window (Figure 78).

Figure 4-69: Open Resources

2. Details of the selected resource is

viewed and edited in the Bottom
Layout of the Resources window
(figure 79). Another method for
entering resource details is to use the
New Resource Wizard.
Figure 4-70: Bottom layout of Resources

3. To toggle the New Resource Wizard

on, select Edit, User Preferences, on
the Menu Bar to open the User
Preferences dialogue box.

Figure 4-71: Toggle Resources wizard

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4. Click the Assistance button and place

a check () in the box for Use New
Resource Wizard.

Figure 4-72: User preferences window

5. The following demonstrates the steps

to create project resources, using the
New Resource Wizard.

5.1 In the Resources window, select Edit,

Add from the Menu Bar or the page
icon from the Command Bar to
activate the New Resource Wizard.

Figure 4-73: New Resource wizard

5.2 Rename the Resource ID and

Resource Name to match the resource
to be added. In this example, the
Resource ID was renamed “A” and the
Resource Name was renamed “PM.”
Click Next.

5.3 The wizard will prompt the selection of

the Resource Type; whether the
resource is Labour, Non-labour or
Material.

Figure 4-74: Select Resource type

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-4

5.4 For a material, click on the radial

button for Material, and then click on
the Expand button to open the Select
Unit of Measure dialogue box.

5.5 The unit of measure for the resource is

assigned from the Select Unit of
Measure dialogue box. Highlight a unit

of measures and click to select it

and return to the New Resource
Wizard. In the example, ton is
highlighted.

Figure 4-75: Select Unit of Measure

5.6 Click Next for the Units / Time &

Prices screen to establish the price
per unit for a resource.

Figure 4-76: Select Units / Time & Prices

5.7 Click Next for the Phone & E-Mail

screen. Contact information can be
added for a specific labour resource
that is identified by name.

Figure 4-77: Enter contact information

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5.8 Click Next for the Resource Calendar.

A calendar can be specified to limit the
availability of a resource. For the
example, “Select an existing calendar”
is selected.

Figure 4-78: Specify Calendar

5.9 Click Next for the Select Existing

Calendar screen. Click on the Expand
button next to the calendar name.

Figure 4-79: Select Calendar

5.10 From the Select Resource

Calendar dialogue box, choose a
calendar for the resource. Scroll to
choose and highlight a calendar,

then click to select it and

return to the New Resource
Wizard.

Figure 4-80: Available Calendars

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-4

5.11 Click Next for the Auto-Complete

Actuals screen. Click on the radial
button for “Do not auto-complete
actuals.”

Figure 4-81: Auto-Complete Actuals

5.12 Click Next. Click Finish. The

resource can now be viewed in the
Resources window.

Figure 4-82: New Resource added

Units of Measure tab - Admin Categories dialog box (P6 Professional Only)

Use the Units of Measure tab to define the

units of measure for material resources.  Shift up: Moves the selected unit of
measure to a higher position in the
 Display Options bar: Click to search for a display. This changes the order in which
specific unit of measure abbreviation or the abbreviations display when you assign
description. a unit of measure to an activity.

 Units of Measure table: Lists units of  Shift down: Moves the selected unit of
measure abbreviations and descriptions. measure to a lower position in the display.
This changes the order in which the
 Add: Adds a unit of measure abbreviation abbreviations display when you assign a
and description. unit of measure to an activity.

 Delete: Deletes the selected unit of

measure abbreviation and description.

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4.2.9 Creating Calendars

All project activities, at creation, have an original duration. The original duration is the
number of working days an activity needs to complete. Calendars can be assigned to
individual activities in order to show which days are allowable for progress to occur.

Assume a simple network, with two

activities (A and B) linked by a finish-to-
start relationship. These two activities
together are predicted to require a total of
10 working days to complete the scope of
work. However, not every day is a working
day. If the project is operating on a 5-day
work week, then typically Saturdays and
Sundays are not available for work (see
dark grey areas in the calendars).

P6 uses calendars to account for the non-work periods, weekends, holidays and so forth, in
the CPM algorithm (forward and backward pass; see Section-3). P6 skips the non-work
periods to calculate the start and finish dates.

If Calendar in Scenario-1 is applied to the Wednesday, June 10th, and finishes on

network, Activity 1 starts on Monday, June Tuesday, June 16th. This activity breaks
8th, and finishes on Friday, June 12th. over the first weekend. The successor
The successor activity, Activity 2, begins activity immediately follows and breaks
on the following work week, skipping the over the second weekend. Since the
weekend, on Monday, June 15th and weekend is a non-work period, the P6
finishing on Friday, June 19th. Together, splits the duration of the activities to either
these activities have duration of 10 work side of the weekends. As a result, Activity
days, even though it is actually 12 2 is predicted to finish on June 23rd rather
calendar days to completion. than June 19th from Case 1. Together,
these activities have duration of 10 work
days, but it is actually 14 calendar days.

If Calendar in Scenario-2 is applied to the

network, Activity 1 is delayed and starts on
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Project Planning and Scheduling with Primavera P6: Step by step guide Section-4

This is a simplified explanation of the represent the planned days for working, so
function that calendars serve in P6. P6 that the software can predict, with
actually calculates time in hours, not days reasonable accuracy and realism, the start
as in previous software versions. and finish dates for activities.
Therefore, it is necessary to accurately

Global Settings

Setting up the date formats is of utmost importance, since P6 calculates time in hours,
therefore all project calendars must have the same time formats. To select the basic date
format settings:

Steps:

1. Select Admin, Admin Preferences

on the Menu Bar to open the
Admin Preferences box.

2. Click on the Time Periods tab

3. Be sure the box, “Use assigned

calendar to specify the number of
work hours for each time period,” is
checked.

4. Close box. Figure 4-83: Time periods

5. Select Edit, User Preferences on

the Menu Bar to open the User
Preferences box.

6. Click on the Dates tab

7. Check either 12 hour or 24 hour

and check Show minutes.

8. Close box.

Figure 4-84: Date format

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-4

Types of Calendars

Calendars can be created and assigned to

each activity and resource. Calendar b. Resource Calendar
assignments are used to schedule  This contains separate calendars
activities and level resources. An unlimited for each resource and available for
number of calendars can be created. resources.
 This calendar is used to determine
A calendar must be assigned to each when the resource can work, and
activity and it is used to identify when work the limits for that period are
can take place. The activity type determined from the shift definition
determines which calendar is used during on that resource.
schedule updating, the activity calendar or
the resource calendar. c. Project Calendar
P6 utilizes three types of calendars:  This calendar is created by the
project manager or scheduler for
global, resource and project-level.
specific job use.
 The project calendar defines when
activities can progress.
a. Global calendar  These calendars are similar to the
 This calendar is created by global calendars, but are available
individual users. only within a specified project.
 This calendar is accessible to all
projects in the EPS network Established calendars can be assigned to
 This calendar is available for all schedules or a copy can be modified to
resources and activities in the create a project-specific, project-level,
database. calendar.

Create a New Calendar

Steps:

1. Select Enterprise, Calendars, on the

Menu Bar to open the Calendar
window.

Figure 4-85: Open Calendars

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-4

2. At the top of the window, the type of

calendar, global, resource, or project,
can be selected. 4. For our example we will use a Project
calendar. Select Project.
3. Global has been selected, so all the
calendars in the global settings level
are displayed.

Figure 4-87: Select Project Calendar

Figure 4-86: Select Calendar

5. Click Add to create a new calendar.

The “Select Calendar To Copy
From” dialogue box appears.

6. A global calendar must be selected to

use as a base for creating a new
project calendar.

7. For the example, highlight Standard

and click (Select) to return to the
Calendar window.

8. The added calendar is listed as “(New

Calendar).” Rename the calendar and
click the Close button. Figure 4-88: Select Calendar to Copy

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-4

Modify A Calendar

Steps: 2. Click Modify to open a new dialogue

box that is the name of the calendar.
1. From the Calendars window as seen In the example, the Project Calendar:
in the previous section, select the Nova.
calendar to modify.
3. Working Days has been open to be
modified.

4. Select the Detailed work hours/day.

5. Make sure the “Inherit holidays and

exceptions from Global Calendar:” is
set to <none>.

6. The <none> setting will ensure the

project calendars will not be affected
by a global calendar.

Figure 4-89: Calendars dialog box

7. As shown in the legend at the bottom

of the window,

the work days are shaded light grey, while

the non-work days are shaded dark grey.
In the example, the only non-work days
are on the weekend, Saturday and
Sunday. Other non-work days can be
added to the calendar (such as for
holidays or anticipated weather days).

Figure 4-90: Work days dialog box

8. Click on the button to

open the Hours per Time Period box.
Verify and correct, if necessary.

Figure 4-91: Hours per Time period

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-4

10. On this calendar, all working hours are

9. Click on the button to established as 8 hours per day for
open the Calendar Weekly Hours box. each day.

11. Click on each day of the week and

establish the working hours.
12. To add non-work days to the calendar,
highlight the desired non-work day by
clicking on the exact date (for example
April 05).

13. Click the button on the

right side. This will change the shading
to dark grey, and that day on the
calendar will no longer be used to
calculate the estimated finish dates on
activities.

14. Conversely, click the

Figure 4-92: Weekly hours dialog box
button to add work days to a calendar
(for instance, to show a contractor
working on a particular weekend).

15. Click OK.

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-5

Section 5

Develop and Format Schedules

In this section:

Creating Activities This section describes how to build

Adding an Activity projects using activities, relationships, and
layouts. After a schedule is built by
Assigning Activity Code Values
creating activities, linking them with
Relationships relationships, and applying work
Adding/Deleting Relationships breakdown structure (WBS) and activity
codes, calendars can be applied to
Lag and Lead
accurately represent the project’s
Constraints constraints.
Durations
When all these elements are in place, the
Original Duration next step is to calculate the schedule; that
Percentage Complete is, use the Primavera P6 to perform the
Assigning Percentage Complete forward and backward pass using the
critical path method (CPM) algorithm (See
Schedule Calculations Section-3).
Data Date
Layouts present the newly created
Critical Path
schedule in concise, attractive, and
Calculating the Schedule informative ways, and can be printed out
Schedule Organization for distribution.
Layouts
Organization
Filters
Printing Schedules
Print Preview
Select a Printer or Plotter
Page Setup

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-5

5.1 Creating Activities

An activity is any feature of work that is or event. An activity can contain more than
tracked within the schedule, the just a description and duration; it can also
fundamental work elements of a project. contain all the information about the work
An activity is also known as a task, item, to be performed.

Figure 5-1: Activity in Project lifecycle

There are five different types of activities: in a given period, regardless of the
assigned resources’ availability. The
1. Task Dependent: activity’s resources are scheduled to work
This is the default activity type and is used according to the activity calendar and the
when the work needs to be accomplished duration is determined by the assigned
calendar’s workweek.

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-5

2. Resource Dependent duration activity that only has a start date.

Constraints and expenses can be
This is used when the work is to be assigned to this activity type; however,
accomplished considers the assigned roles or resource assignments cannot be
resources’ availability. The key difference assigned.
between this activity type and task
dependent is that the activity’s duration 5. Finish Milestone
and resources are scheduled according to
the primary resource’s individual calendar. This is used to mark the completion of a
This is typically used when multiple phase or to communicate project
resources assigned to the same activity deliverables, final inspections, etc. This
can work independently. activity is a zero duration activity that only
has a finish date. Constraints and
3. Level of Effort expenses can be assigned to this activity
type; however, roles or resource
This is a summary activity which assignments cannot be assigned.
summarizes the latest start and earliest
finish dates of its predecessors and
successors. It is typically used for on-
going tasks dependent on other activities WBS Summary
as its duration is determined by its This is used to roll-up dates, duration, and
predecessor or successor activities. It percentage complete values for a group of
should be noted that constraints cannot be
activities that share a common WBS code
assigned to this activity type. level. This is similar to a level of effort
4. Start Milestone activity, but provides more summarization
functionality.
This is used to mark the beginning of a
phase or to communicate project
deliverables. This activity is a zero

5.1.1 Adding an Activity

Activities can be added to a schedule in  Right-click in the activity table and

several ways from the Activities window as choose Add.
listed below:
Activities can be added in the following
 Click Add from the Command Bar. ways:

 From the Menu Bar, choose Edit,  Activity Wizard

Add.
 Activity Detail tabs
 Press Insert on the keyboard.
 Activity Table
The added activity will automatically be order to view the details of the activity,
assigned a unique Activity ID and a default open the Bottom Layout of the Activities
name, ―New Activity.‖ Activity ID and window, Figure 104. The activity details
Activity Name can be edited by clicking on shows that the newly added activity as the
that field and entering the new data. In default Activity Type, Task Dependent.

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-5

Figure 5-2: Activity window, Bottom layout, General Tab

5.1.2 Assigning Activity Code Values

Steps:

1. In the Activities window, Top Layout, the activity code, its code values can
highlight an activity. be seen.
2. In the Activities window, Bottom 6. Assign a specific code value by either
Layout, select the Codes tab. See double clicking on the code value or by
Figure 105. highlighting the code value and
3. Click the Assign button to open the
Assign Activity Codes dialog box. clicking the (Assign) button. By
4. The activity codes are grouped, with following this method, activity code
the code values listed below them. values can be assigned to each newly
5. To expand the view, simply click the created activity.
―+” sign or double-click the activity
code bar. By expanding the view on

Figure 5-3: Activity window, Bottom layout, Codes Tab

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-5

5.2 Relationships
In order to add, edit, or delete either window is the Assign button.
relationships to activities within the project Clicking the Assign button under
schedule, click on the Relationships tab in Predecessors will allow the user to assign
the Bottom Layout, Figure 106. On the left predecessor activities, while clicking the
side of the Relationships layout is the Assign button under Successors will allow
Predecessors window, and on the right the user to assign successor activities.
side is the Successors window. Within

Figure 5-4: Activity window, Bottom layout, Resources Tab

5.2.1 Adding/Deleting Relationships

The process for adding successors or purposes of illustration, a successor

predecessors is the same. For the relationship will be added.

Steps:

1. In the Activities window, Top Layout,

highlight an activity.
2. In the Activities window, Bottom
Layout, select the Relationships tab.

3. Click the Assign button to open

the Assign Successors dialog box.

Figure 5-5: Assign successors window

4. Navigate through the Assign 5. Add the located successor activity to

Successors dialog box to find the the current activity by double-clicking
activity to be added or use the Search on the successor activity, or by
function to find an activity directly.

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-5

8. If the desired relationship type is other

selecting it and clicking the than finish-to-start, then the
(Assign) button. relationship type must be changed.
6. The newly assigned successor activity 9. Click on the pull-down button in the
will show in the Bottom Layout. Relationship Type column.

Figure 5-6: Assigned successors

Figure 5-7: Relationships types
7. The default relationship type of a
successor or predecessor is finish-to- 10. Select the desired relationship type by
start. clicking on it.

5.2.3 Lag and Lead

A lag, the delay between the start or finish 1. In the Activities window, Top Layout,
of one activity and the start or finish of highlight an activity.
another, can be specified between
2. In the Activities window, Bottom
activities. There are many uses for lags,
and some uses are not generally Layout, select the Relationships tab.
acceptable. Lags can be positive or 3. Click on the Lag field under the Lag
negative (lead).
column.
To add, delete or edit lags follow these 4. Click inside this field and type the
steps.
duration of the lag in work days.

Figure 5-8: Lag on Activity window, Bottom layout

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-5

5.3 Constraints

Constraints are defined as imposed date  Apply an overall deadline to a project.

restrictions used to reflect project  Apply a constraint to an individual
requirements that cannot be built into the
activity.
logic. Using Constraints one can
 Add notebook topics to constrained
activities.

Attributes

Following are the attributes of Constraints:

 Constraints are user-imposed.

 Two constraints can be assigned to an activity.
 After applying a constraint, the project must be rescheduled to calculate the new dates.

Benefits

Following are the benefits derived from Constraints:

 Build a schedule that more accurately reflects the real-world aspects of the project.
 Provide added control to the project.
 Use to impose a restriction on the entire project or an individual activity.

Types of Constraints

Constraints can be defined for the entire Primavera P6 provides one type of
project or for each and every activity. constraint for the entire project and nine
types of constraints for early start or early
finish dates when it becomes necessary to
impose restrictions on activities to meet
external requirements.

1. Constraint for the entire Project

This is one of the most commonly used  Used when an overall project deadline
Constraints in most of the projects. It is must be met.
used in the following circumstances and
its effects are:

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-5

Following are the effects of this type of  Forces all activities in the project to
constraint: finish by the date (and time) specified.
 Affects the total float of the entire
project.
 Must be applied in the Project window
on the Dates tab.

When you create a new project you will

have to specify the Project Start and End
dates (Figure-62). Here you can specify
the constraint for the entire project by
specifying the date for ―Must Finish By‖.
Alternately you can follow the following
steps to specify the constraint. The current
early finish of the example Project is 13-
May-15. You will apply a project deadline
of 28-Nov-14 for our example project.

Figure 5-9: Enter Project Start Date

Steps:

1. From the Directory bar, click Projects

2. From the Display Options bar, click Expand All.
3. Click the Dates tab.
4. Highlight the project
5. Click the ellipses in the Must Finish By field to select a date <28-Nov-14>.

6. Click Assign button.

Figure 5-10: Project window, Bottom layout, Dates Bar

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-5

The next step is to reschedule the project

to see the effect of the imposed deadline
on the late dates and total float in the
project plan.

7. In the Activities window, open a layout

<Constraints and Notes>.
8. Choose Tools, Schedule or press F9.
9. Click Schedule.

Notice the Must Finish By date (28-Nov-

14) is earlier than the calculated early
finish by of the project (13-May-15); Figure 5-11: Constraints and Notes Layout
therefore, some of the activities contain
negative total float.

1. Constraint for individual Activities

Following are the constraints that can be imposed on individual activities.

1. Start On or After This sets the earliest date an activity can

begin. It forces the earliest start date to
the constraint date; however, if the
calculated start date is after the constraint,
the later date will apply.
2. Start On or Before This places a deadline on the start of an
activity. It forces the activity to start no
later than the constraint date.

3. Start On This forces the activity to start on the

constraint date, regardless of calculations
of the schedule; overriding the schedule
logic entirely.
4. Mandatory Start This forces early and late dates to be
equal to the constraint date, regardless of
schedule calculations.
5. Finish On or After This sets the earliest date an activity can
complete.

6. Finish On or Before This places a deadline on the completion

of an activity, forcing the activity to
complete no later than the constraint date.
7. Expected Finish Date This is used as a means to predict a
completion date other than the one
calculated by the schedule.

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-5

8. Mandatory Finish This forces early and late dates to be

equal to the constraint date, regardless of
schedule calculations.
9. As Late As Possible This consumes the free float in an activity,
and pushes an activity as late as it can be
worked without impacting the start of the
next activity.

Adding a Constraint

To add a constraint, follow these steps:

4. To add a primary constraint click on
1. In the Activities window, Top Layout, the pull-down menu next to Primary.
highlight an activity.

2. In the Activities window, Bottom

Layout, select the Status tab.

3. Constraints are located in the lower Figure 5-12: Constraints Tab

centre portion of the Status tab, Figure
113.

Figure 5-13: Activity window, Bottom layout, Status Bar

5. Scroll down to review the constraint 6. Next, click on the expand button by
types. Date to open a calendar, within which
to select a constraint date.

7. Navigating within the calendar, select

the desired constraint date.

8. Highlight that date by clicking on it.

9. Click Select.

Figure 5-14: Constraints type

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-5

Adding Notebook Topics

When a constraint is assigned to an activity, it is recommended that you add a note to

document why the constraint was assigned. You can use the Notebook tab in the Activities
window to document these reasons.

Steps:

1. Click the Notebook tab.

2. Click Add.
3. Assign a Notebook Topic <Anticipated problems>.
4. Close the Assign Notebook Topic dialog box.
5. Type a note < Reinforcement steel may get delayed due to Truck strike>.

Figure 5-15: Assign Notebook Topic

Figure 5-16: Notebook window

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-5

5.4 Durations

Duration type determines how remaining  Fixed Duration and Units/Time

duration, units, and units per time will be activities are used when the
calculated when activities are updated that duration and the resources
has resources assigned. The activity’s (represented by units per time)
duration type should correspond to the remain fixed as units are changed,
factor that is least flexible in the project: indicating that the scope of work
schedule, costs, work effort, or resource will vary in order to allow a fixed
availability. crew size to perform work within a
fixed time frame.
 Fixed Units/Time

This is used when resource availability is a  Fixed Duration and Units are used
limiting factor. In other words, it is used when resources are variable. In
when the activity has fixed resources with other words, the duration remains
fixed along with the units, but the
fixed productivity output per time period.
When the activity duration or units are crew size increases or decreases
changed, resource units per time remain in order to complete the fixed
constant. This duration type is typically scope of work within a fixed time
used for resource dependent activities. frame.

 Fixed Units To view and edit the duration type

assigned to an activity, follow these steps:
This is used when the units (defined as
either costs or work effort) are a fixed and 1. In the Activities window, Top Layout,
limiting factor, and increasing resources
highlight an activity.
can decrease the duration. For these
activities, if the user updates the duration
or units per time, the units remain 2. In the Activities window, Bottom
constant.
Layout, select the General tab, Figure
 Fixed Duration and Units/Time or 115.
Fixed Duration and Units

This is used when the user intends on 3. Click on the pull-down menu for
holding the duration constant, because Duration Type.
time is the limiting factor. These duration
types are typically used for task
dependent activities, which are activities
whose duration remains constant
regardless of the number of resources
assigned. Figure 5-17: General tab, Duration type

4. Highlight and click on the desired

duration type to set it for that activity.

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-5

5. Each activity can have its own duration

type. Therefore, each activity will
calculate differently, depending on its
settings. Different settings could result
in different results when the schedule
is calculated.
Figure 5-18: Duration types

5.4.1 Original Duration

To assign the original duration to an

activity follow these steps:

1. In the Activities window, Top Layout,

highlight an activity.

2. In the Activities window, Bottom

Layout, select the Status tab, Figure
117.

3. Click on the assigned Original value.

Figure 5-19: Original duration

4. Highlight the value.

The values for Remaining duration and At

5. Type in the desired value. Complete duration updated automatically
to match the Original duration value, and
6. Press Enter to set the original duration they will update automatically as progress
is input into the schedule.
value.

5.4.2 Percentage Complete

Percentage complete is an estimate of the 1. Duration Percentage Complete

amount of work that has been completed
on an activity or group of activities. This This is used when progress for the activity
estimated completion status is used by P6 can best be reported based on original
to analyze the probability of meeting a planned work days and scheduled work
projected date. days remaining. For example, if an activity
had an original duration of 10 work days,
The type of percentage complete and it is estimated that there are four work
determines how an activity’s percentage days remaining, the activity is estimated at
complete is calculated. The different 60 percentage complete. This method is
methods of calculation are: only useful when the scheduler is

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-5

accurately estimating the number of work represent progress for the activity. For
days remaining based on current example, if an activity originally had 10
information. tons of hot mix asphalt, and the contractor
has installed three tons, the activity is
2. Physical Percentage Complete estimated at 30 percentage complete.
This is used for activities whose progress To change the percentage complete type,
can most accurately be assessed based follow these steps:
on the judgment of a construction
inspector. This is useful for complicated 1. In the Activities window, Top Layout,
scopes of work involving more than one highlight an activity.
unit quantity, where an estimate of the
total work in place is the best way to judge 2. In the Activities window, Bottom
progress. Layout, select the General tab, Figure
118.
3. Units Percentage Complete

This is used when actual work effort 3. Click on the pull-down menu for ―%
accomplished and actual work effort Complete Type.‖
remaining can be used to accurately

Figure 5-20: % complete tab

4. Select and click the desired calculated by P6, and the use of different
percentage complete type to set it for types can impact the estimated remaining
that activity. duration. Therefore, take care to ensure
that the selected type of percentage
As with the duration type, the type of complete is appropriate to the way the
percentage complete selected for an schedule is being used.
activity can affect how that activity is

5.4.3 Assigning Percentage Complete

Assigning a percentage complete to an other than zero. To assign a percentage

activity is a common method for updating complete:
the schedule. An activity that has not
started cannot be edit for percentage 1. In the Activities window, Top Layout,
complete. If the activity does not have an highlight an activity.
assigned actual start date, P6 will not
accept a value for percentage complete 2. In the Activities window, Bottom
Layout, select the Status tab.

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-5

Figure 5-21: Assign % complete

6. Or the remaining duration in days can

3. Since P6 calculates time based on be added by clicking and editing inside
hours, and not days, the Started time the ―Duration: Remaining field.‖ P6 will
must show the beginning of the calculate the percentage complete.
workday and the Finished time must
show the end of the work day. 7. These two methods of assigning
percentage complete do not
4. The percentage complete label is necessarily provided equal results.
consistent with the percentage Entry of remaining duration based on
complete type assigned to that activity. field conditions is the preferred
method.
5. The estimated percentage complete
can be added by clicking and editing 8. Press Enter.
inside the ―Duration % field.‖ P6 will
calculate the remaining duration;

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-5

5.5 Schedule Calculations

After the schedule is developed, all Within the Activities Toolbar, schedule
activities created and linked using calculation section there are three buttons;
appropriate logic links, it is necessary to however, the button needed for calculation
instruct P6 to calculate or run the is the Schedule button.
schedule. When the schedule is run, P6
applies the CPM algorithm, the forward To properly calculate the schedule;
and backward pass, in order to determine understanding of the concept of the data
a predicted completion date for the date and the P6 critical path options
schedule. (determines which activities are on the
critical path) is required.

5.5.1 Data Date

The data date is the date used as the

starting point for scheduling calculations.
For the baseline progress schedule
submittal, the data date must be the
contract award date. For monthly progress
schedule submittal, the data date should
be the next day after the last working day
of the monthly contract payment period.

In P6, the data date is represented in the

bar chart as a blue line.

Figure 5-22: Data date line

6. Click Select.
To set the data date, follow these steps:

1. Open the Schedule dialog box. The calendar closes and Current Data
Date is now set to the date selected.
2. Click on the Expand button.

3. A calendar opens, within which to

select a data date.

4. Navigate within the calendar to select

the desired data date.

5. Click on the desired date.

Figure 5-23: Choose Current date

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-5

5.5.2 Critical Path

Before scheduling the project, it is important to explain how P6 will calculate criticality. P6
has two methods of defining which activities are critical.

1. Total float method 2. Longest path method

In this method all activities with a total float This method sets the critical path equal to
value equal to or less than zero are on the the longest path, defined as the string of
critical path. This is a typical definition of directly related activities that comprise the
critical path and the default method for P6. longest path from the data date to the last
It is best applied to schedules using a activity in the schedule. This definition
limited number of calendars and does not use float value as the sole
constraints. When a schedule has multiple method of determining the longest logical
calendars or constraints, the total float chain of activities through the project, thus
values become complicated to interpret, avoiding the confusion of the presence of
and may become negative values. This activities with negative float.
creates a situation where negative float
could be called critical; however, a delay
to an activity with negative float does not
always result in a delay to the projected
completion date of the schedule.

To change the critical path method:

1. Click on the (Schedule) button to

open the Schedule dialog box.

2. Click on the Options button to open

the Schedule Options dialog box. On
the General tab, Define critical
activities as section, click the check
box for Longest Path.

3. Click Close to return to the Schedule

window.

4. The definition of critical path is now set Figure 5-24: Schedule options dialog box
and the schedule is ready for
calculation.

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-5

5.5.3 Calculating the Schedule

P6 calculates the earliest start and finish

dates for each activity from the beginning 1. Click on the (Schedule) button to
to the end of the project, and then open the Schedule dialog box.
calculates the latest start and finish dates
for each activity, working from the end of 2. Click Schedule.
the project back to the first activity. During
P6 will calculate the schedule. New start
the backward pass, P6 also calculates
and finish dates will appear, as will the
float values. P6 uses the project planning
adjusted float values.
unit and calendar definitions to calculate
these dates. Now that the schedule has been created
and calculated, layouts can be created
To calculate the schedule, follow these
that are organized in a logical format (such
steps:
as by WBS or activity codes).

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5.6 Schedule Organization

Nearly any part of the Gantt chart and available to not only that project but
Activity Network views can be customized across all the projects.
to present the project from different
perspectives. For example, in the Gantt Layouts are created based on the needs
chart, the list of activities can be set in of the project. Using filters will limit the
columns that show specific data, change view to only those activities which are
the size, colour, shape, and endpoints for relevant to that particular layout. For
activity bars, and group activities by example, the scheduler might want a
relevant activity codes. layout just for updating and another for
analysing resources and costs.
In order to customize a view, a layout is Alternately, senior managers may prefer to
created. An unlimited number of layouts have a layout that only provides higher-
can be constructed. Each project contains level summary information. Therefore, the
one set of layouts; however, within the creation, editing, and printing of layouts
global environment of the P6 database, are a valuable set of P6 skills.
layouts can be created and made

5.6.1 Layouts

To create a layout, follow these steps: activities, providing an excellent tool to

show additional detailed information to
1. From the Menu Bar (Activities window describe an activity beyond the activity
is opened), select View, Layout, Save name.
As..., to open the Save Layout As
dialog box. (Figure-122).

2. The Classic Schedule Layout is the

default layout name. (Figure-123).

3. Type a new Layout Name (Casanova)

and click Save. (Figure-124).

4. From the Menu Bar, select View,

Layout, Open to open the Open
Layout window. (Figure-125).

5. Select the new name (Casanova) of

the layout and click Open.

6. The opened layout can be changed to Figure 5-25: Open Save layout
show a wide array of data for the

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-5

Figure 5-26: Save layout dialog box Figure 5-27: Save New layout

Figure 5-28: Save layout dialog box

Columns

To change the columns displayed on

screen within the Activity Table, follow
these steps:

1. On the Menu bar, go to the Bars,

Columns, and Timescale section.

2. Click on the (Columns) button to

open the Columns window.

Selected Options: a list of the active

Figure 5-29: Columns dialog box
columns, those columns already shown in
the current layout.

Available Options: a grouped listing of

the columns that can be added.

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-5

To reorder Selected Options columns:

3. Click the (add) button to move
1. Highlight the column to be moved. the column from the Available Options
list to the Selected Options list.

2. Using the (up) and (down)

buttons, move the selected column to
To remove columns from the layout:
the desired location.
1. Highlight the column in the Selected
Options list.
To add columns to the layout:

1. Expand the groupings under the 2. Click the (remove) button to

Available Options listing. move the column from the Selected
Options list to the Available Options
2. Highlight the column to be added. list.

Gantt Chart Timescale

If the schedule is too long to show on the

screen, the timescale can be altered to 5. Highlight the desired date interval.
one which better shows the schedule. The
timescale can be condensed to fit the 6. Click Apply to view the change.
entire schedule on one screen; alternately,
the timescale can be expanded to zoom in 7. Click OK to close the Timescale dialog
on a particular set of activities. box.

To change the timescale date interval,

follow these steps:

1. On the Activities Toolbar, go to the

Bars, Columns, and Timescale
section.

2. Click on the (Timescale) button to

open the Timescale dialog box.

3. The Timescale dialog box provides a

number of options; however, the most
commonly accessed option is the Date
Interval.
Figure 5-30: Timescale dialog box
4. Click on the pull-down tab by Date
Interval.

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-5

To change the size of the timescale, follow

these steps: 4. To expand the timescale, drag the
magnifying glass to the right.
1. In the Activities window, hover the
mouse over the bottom half of the
timescale. A small magnifying glass
will appear in place of the mouse
arrow.

2. When the magnifying glass appears,

click and hold the left mouse button.

3. To condense the timescale, drag the Figure 5-31: Changing Timescale size
magnifying glass to the left.

To save the layout, follow these steps:

5. Once a number of layouts have been
1. On the Menu Bar, select View, Layout, created, it is useful to switch between
Save Layout As..., to open the Save layouts.
Layout dialog box.

2. In the Save Layout dialog box, type in

a name for the layout.

3. It is useful to use unique and

descriptive names in the layouts, to
differentiate this newly created layout
from others.

4. Click on the pull-down arrow and

select the user this layout is available
to. Figure 5-32: Save New layout As

To open a previously created layout, To this point, however, the layouts that
follow these steps: have been created do not have any
organization, grouping and sorting, and
1. In the Menu Bar, click Layout, Open. contain all the activities in the schedule,
since there are no filters applied.
2. When prompted to save changes to
the layout, click No. Organizing and filtering the schedule can
provide useful views of a project which
3. Highlight the name of the layout to be can help successfully evaluate the quality
opened. of the schedule and the status of progress
to date.
4. Click Open.

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5.6.2 Organization

Grouping Activities

Grouping activities pulls together activities the layout, P6 displays a coloured title
that share some common aspect, in an band to distinguish each group.
effort to present activities in format that is
more useful to the audience. P6 allows the On the Activities Toolbar, click on the
activities to be organized in a variety of (Group and Sort) button to open the Group
ways, but the most common groupings are and Sort window
made by WBS code or by activity code. In

Figure 5-34: Group and Sort window

Figure 5-33: Open Group and Sort

window

The Group and Sort window contains: b. Group By (middle section, primary
options)
a. Display Options (top section) i. Group By—creates grouping
i. Show Grand Totals—check to
bands by providing a list of activity
display a grand total row at the top
data used to group the current
of the layout.
display.
ii. Show Summaries Only—check to
ii. Indent—check to layer the levels of
hide the activities within each
grouping bands within a single
group title band.
code. Typically unchecked for
iii. Shrink vertical grouping bands—
activity codes, but useful for WBS
check to make the width of the
organization.
grouped summary bands smaller in
iii. To Level—indicates the number of
the Activities window.
levels to display when grouping by

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-5

hierarchical data item (which is

usually an activity code or a WBS c. Group By Options (bottom section,
primary options)
level). Again, this is useful for WBS
i. Hide if Empty—check to hide the
organization.
group title bands that do not
iv. Group Interval—indicates the
contain activities.
interval by which to group the
ii. Show, Title—check to display the
selected data item.
name of the field that the layout is
v. Font & Colour—allows editing of
grouped by; the value will also be
the font / colour for each group title
displayed.
band.

To add grouping bands follow these steps:

5. To add another grouping level (For
1. Click on the pull-down tab in top data example, Stage), click on the pull-
field in the Group By column. down tab in the second data field in
the Group By column.
2. Scroll through the list of data items to
find the desired data item for grouping. 6. Repeat this process until all desired
grouping bands have been added.
3. Select the desired data item (For
example, Phase) by clicking on it. 7. Click OK.
4. Once clicked, the item will appear in
the first data field in the Group By
column.

For example, the Activity Table is grouped

by Phase and by Stage. All activities with
the same code values for these are pulled
together under one grouping band, and
the bands are named and coloured to
indicate the group.

In addition to the added grouping bands,

the Gantt Chart now has additional
summary-level bars which represent the
duration of all the activities within a given
band.

Figure 5-35: Phase and Stage grouping

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For example, the Phase 1 bar shows the

overall duration of all the Phase 1
activities in the schedule. This bar does
not represent work by itself; it merely
summarizes the duration of activities with
this code.

Additionally, when a new activity is added

to a specific band of activities, P6
automatically applies the value of that
group to the new activity. This is a useful
feature which can speed the coding of
new activities. Also, activities can be cut,
Figure 5-36: Grouping Summary bars
copied, pasted, and dragged from one
group to another. In a similar way, P6
automatically modifies the values for the
moved or pasted activities.

To group by WBS, in the Activity window, 4. Click OK.

follow these steps:
In addition to grouping by WBS and
1. Click on the pull-down tab in top data activity codes, some other useful data
field in the Group By column. items to group by include total float and
early finish date. The total float grouping
2. Scroll through the list of data items to pulls together activities with the same
find WBS. Select WBS by clicking on value of total float, and often reveals near-
it. critical paths. Grouping by early finish date
can show field personnel activities which
3. WBS will appear in the first data field are all scheduled to finish in an upcoming
in the Group By column. period. This can help focus an inspector’s
attention on upcoming activities.

Sorting Activities

Sorting determines the sequence that P6 2. Click Sort to open the Sort dialog box.
lists activities in the Activity Table and
Gantt Chart. Almost any data item can be 3. The current data item which is being
sorted on; however, sorting by start and used to sort this schedule is the
finish dates, or by total float, are some of Activity ID field. This can also be seen
the more common sorts. in the Activity Table.

1. On the Activities Toolbar, click on the When a single field is being used to sort a
layout, and that field’s column is displayed
(Group and Sort) button to open
in the layout, there is an arrow which
the Group and Sort window.
designates that as the sorted field.

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-5

Figure 5-37: Sort dialog box

Figure 5-38: Sorted field arrow

Conversely, if the column is not displayed,

or if multiple levels of sorting are in effect, 5. Scroll down the list and click on Finish.
then no arrow will appear. Therefore, the Click Add to add a third field.
most reliable means of determining the
sorting order is to open the Sort dialog 6. Click on the pull down tab on the third
box. field.

The most common and useful sorting 7. Scroll down the list and click on total
order for a typical schedule layout is to Float.
sort activities first by Start, then Finish,
and then by Total Float. Sorting the 8. Click OK to close the Sort dialog box.
schedule in this way (in ascending order) Click OK to close the Group and Sort
will give the layout the typical left-to-right window.
look for the bars in the Gantt Chart.

To set the sorting configuration to start,

finish and total float, follow these steps:

1. On the Activities Toolbar, click on the

(Group and Sort) button to open
the Group and Sort window.

2. Click Sort to open the Sort dialog box.

Double click on the first field (Activity
ID) under Field Name.

3. Scroll down the list and click on Start.

4. Click Add to add a second field. Click Figure 5-39: Sorting field selection
on the pull down tab on the second
field under Field Name, below Start.

The schedule will now be sorted by these data items. These data items can be altered as
necessary to create layouts which are most useful for a given project.

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-5

5.6.3 Filters

A filter is a set of selection criteria that 1. On the Activities Toolbar, click on the
determines which activities P6 displays in
(Filter) button to open the Filters
the layout. By default, layouts display all of
window.
the activities in a project. Filters can be
created and then applied to focus on
2. To select an existing filter (such as a
specific areas of a project.
default filter):
They allow the creation of customized
layouts by limiting the number of activities 3. Scroll through the filter list to find the
displayed. Pre-defined filters are provided desired filter.
in P6, as well as the ability to create user-
defined filters. 4. Check the Select box corresponding to
the desired filter.
Filters are divided into the following
groupings: 5. Click Apply to apply the selected filter
and keep the Filters window open.
1. Default Filters

These are available to all users, and 6. Click OK to apply the selected filter
cannot be deleted or modified. There are and close the Filters window.
13 default filters, including the Longest
Path filter.

2. Global Filters

These are available to all users, but can

be deleted and modified. They are created
by users, and then made available
globally.

3. User Defined Filters

These available to current users for all the

projects to which they have access. They
are created by users, but the users have
limited access to them.

Filters can be saved as part of a layout,

making the layout more specific for certain
tasks. Furthermore, one or more filters Figure 5-40: Filters dialog box
may be applied to a layout at a time, and
multiple criteria for selection may be used
within a single filter.
The default filters do not account for every
To add or change filters, follow these situation and need while using a schedule
steps: to monitor and control a project. P6 allows
for the creation of new, customized filters.

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Benefits

 Allows the user to focus on specific data by limiting the number of activities in the layout.

 Enables the user to create and customize layouts

 Facilitates updating

 Use to analyse critical activities

Filter Dialog Box

 All Activities – mark to show all  Replace activities shown in current

activities in the layout. layout – displays only the activities
that meet the criteria of each selected
 Show activities that match – define filter.
the join between multiple filters.
 All selected filters – include the  Highlight activities in current
activities that meet the criteria of layout, which match criteria –
each selected filter. highlights selected activities.
 Any selected filter – include the
activities that meet the criteria of at
least one of the selected filters.

Creating Filters

To create a new filter, follow these steps: inclusion in the layout, or if meeting
any of the conditions is acceptable.
1. In the Filters window, click New from For the example, set the Parameters
the Command bar to open the Filter field to (All of the Following). Now, the
window in which to create a new filter. filter conditions can be set.

2. In the Filter Name field, at the top of

the window, enter a descriptive name.
We shall use a One month look
ahead as Filter name.

(A convenient filter to use throughout

the life cycle of a project is a look-
ahead filter. It displays the activities
that are scheduled to start or finish
within the given amount of time, e.g.,
the next 1 month.) Figure 5-41: New Filter window

3. Set whether all parameters

(conditions) are necessary for

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Figure 5-42: Filter parameter selection Figure 5-43: Creating filter

4. Type a Filter Name <One Month look 13. Verify the new filter is selected <One
ahead>. Month look ahead>.

5. Double-click on (All of the following) 14. Click OK to execute the filter.

and then click on (Any of the
following). 15. From the Layout Option bar, choose
Layout, Save As.
6. Click in the Parameter cell to select a
data item <Start>. 16. Type a Layout Name < One Month
look ahead >.
7. Double-click in the ―Is‖ cell to select a
filter criteria <is within range of>. 17. Click Save.

8. Double-click in the Value cell to select

a low date <DD>. The layout can be saved by going to the
Menu Bar and selecting View, Layout,
9. Double-click in the High Value cell to Save Layout. This saves the layout using
select a high date <DD+1M>. the existing name and overwrites the
previous layout. The filter is now applied to
10. Click the Add button to bring up the layout, and will be reapplied every time
another line. the layout is reopened. Alternately, View,
Layout, Save Layout As, can be selected
11. Choose <Finish> for the Parameter, and a new name chosen for the layout.
and duplicate the line above for other
Applying the All Activities Filter
values.
To refresh your screen with all activities,
12. Click OK to close the filter you can run the All Activities filter.
specification dialog box.
Steps:

Now you will execute the new filter to 1. From the Layout Options bar, choose
display all activities scheduled to occur Filters.
within the next month. You will save the
2. Mark the All Activities checkbox.
Layout with a new name, One Month look
ahead. 3. Click OK to execute the filter.

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Figure 5-44: Run New filter

Figure 5-45: Result of New filter

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5.7 Printing Schedules

Any P6 layout can be printed using a colour or black-and-white printer or plotter, as well as
using a PDF-generation software package. The output is customizable and can include any
or the entire layout elements created on the screen. Additionally, header and footer data can
be configured to add descriptive information and pictures.

5.7.1 Print Preview

settings must be edited in order to make

On the Activities Toolbar, click on the the final printout fit within one page width
Preview button to open the Print Preview and show the Gantt Chart. The Page
window. The Print Preview window shows Setup and Print Setup features are used
the current view of what the schedule will to customize the print view.
look like if printed, Figure 142. The print

5.7.2 Select a Printer or Plotter

P6 will allow printing or plotting to any on the Print Setup button to open the Print
installed printer or plotter. The printers Setup dialog box. From this dialog box, a
installed on the computer will printer can be selected; print properties
automatically show in the list of available can be set and paper size and orientation
printers. In the Print Preview window click chosen.

Figure 5-46: Print Preview window

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5.7.3 Page Setup

To change the way a particular layout will across the top (Page, Margins, Header,
print out, click on the Page Setup button to Footer, and Options). All five of these tabs
open the Page Setup dialogue box. The have useful features for customizing a
Page Setup dialogue box has five tabs printout.

Figure 5-47: Page setup window

Page

To create a printout that will fit onto one 5. If the number of pages tall is left at
page width (landscaped) and A3 size, zero, P6 will not scale the height of the
follow these steps: schedule, and it will print out as many
pages long as necessary to show the
1. Click on the Page tab in the Page active layout’s activities.
Setup dialogue box.
6. Keep the Fit Timescale to as 1 page
2. Under Orientation, select Landscape. wide.

3. Under Scaling, click on the box next to 7. Select the A3 Paper size from the pull
Fit To: and change the number of down menu.
pages wide to 1.
8. Click OK.
4. Do not alter the number of pages tall.

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-5

Figure 5-48: Page settings

Options

The Options tab provides key features for customizing the printout.

Figure 5-49: Print Preview window

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-5

In the Options tab, in the Print area, there printout will only show those columns
are a series of check boxes corresponding which are visible in the layout. So, if some
to different elements of the layout. These of the columns are hidden by the split
boxes can be toggled in order to show between the Activity Table and the Gantt
only the elements that are relevant. For Chart, the hidden columns will not display.
instance, to only show the Gantt Chart,
then un-check all other boxes except for When the Gantt Chart appears in the
Gantt Chart. The layout would then only printout, it is often expanded beyond the
be a Gantt chart view, without the Activity point where it will appear on only one
Table. page. The layout has already been set to
show the entire timescale on only one
page; however, it is also necessary to
ensure that the software knows what
duration of the timescale to display.

Under the Options tab are boxes to

choose the Timescale Start and Timescale
Finish dates.

If the All Columns box is checked, the

This allows the timescale to be made as
printout will show all the open columns in
small or as big as necessary for the
the layout. However, if it is unchecked, the
current needs.

To set the timescale size, follow these steps:

1. On the Timescale Start field, click on necessary to select a specific custom

the Expand button. date for the layout, then select Custom
Date by clicking on it.
2. This will open a box with a series of
automatic date options; however, if it is 6. A calendar will open. Using the
necessary to select a specific custom navigation buttons, select a date on
date for the layout, then select Custom the calendar and click select.
Date by clicking on it.
7. Click OK.
3. A calendar will open. Using the
navigation buttons, select a date on
the calendar and click select.

4. On the Timescale Finish field, click on

the Expand button.

5. This will open a box with a series of

automatic date options; however, if it is Figure 5-50: Timescale date options

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Headers and Footers

Headers and footers are optional ways to Headers and footers can appear at the top
add descriptive information to printed and at the bottom, respectively, of the first
layouts. The content of a header or footer or last page of a printed layout or on all
is selected or entered, including items pages, or on no pages.
such as the project titles, important dates,
Gantt Chart or Activity Network legend, a The settings for headers and footers are
drawing, or a company logo. defined in the Header and Footer tab of
the Page Setup dialogue box.

Figure 5-51: Header settings

Figure 5-52: Footer settings

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Headers and footers are as wide as the To edit the type of information contained in
page, but their height can be defined. The a section, follow these steps:
default height is 0.25 inches.
1. Under the section number, click on the
To alter this height, pull-down tab.
use the up and down arrow keys next to
the height field. We will use 0.5 inches 2. A menu will appear with choices for
high header. elements to place in the section.

Headers and footers are also divided into 3. Choose the desired element by
sections. Each section can contain a clicking on it.
different piece of information. Section 1 is
the left side of the paper, Section 2 is the 4. Use the text formatting buttons to
middle, and Section 3 is the right side of customize the font, font size, colour,
the paper. The default setting for the and layout of each section.
number of sections is three.

The number of sections can be edited by

using the up and down arrows or typing a
number in the field.

Margins

The Margins tab allows you to adjust the margins for the paper size selected. You can adjust
the margins on all four sides for better presentation.

Figure 5-53: Margin settings

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-6

Section 6

Resources

In this section:

Roles and Resources A major step in the Planning process

Defining Roles group is to define and plan the Resources
and Costs. This section will review the
Defining Resources
procedure for assigning roles in a project
Resource Management plan. Also we will deal with the process of
Resources Details determining the resources that will work
on the project and the estimated costs for
Assigning Roles
the project. We will add resource
Assigning Roles to Activities assignments and costs. Finally we will
Assigning Rates on Roles analyse the resource assignments and
cost estimates and their impact on the
Resources and Costs
project.
Assign by Role
Assign a Non-labour resource This section outlines the procedures for
resource and cost management in a
Assign a Labour resource project plan. It also depicts where the
Assign a Material resource resources are stored in P6. This section
Planning Costs will enable you to define roles and
resources, describe the steps for resource
Resource curves
management, help you to assign
Resource Analysis resources to activities, help you to assign
Settings costs to activities, assist you to define a
resource curve and assist you to assign
Usage Profile
resource curves to an activity.
Formatting the Profile
Formatting the Timescale

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-6

6.1 Roles and Resources

When planning the resources, the first step for an Engineer is to validate that all the
resources required for the project have been defined in the resource pool. We have added
activities, created relationships, scheduled the project and assigned the constraints. Now we
will view the resources, plan and assign them to the activities.

Figure 6-1: Resources planning in Project lifecycle

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-6

6.1.1 Defining Roles

Roles can be defined as job titles or skill sets. They represent o type of resource with a
certain proficiency level rather than an individual. Roles are assigned to resources to
describe the skill capabilities of a resource. Typically the primary role for a resource is
defined. Examples of roles are Software Engineer, Project Manager, Trainer and Database
Administrator.

Figure 6-2: Type of Roles

Roles Dictionary

The Roles dictionary is an enterprise data item; and it is applicable to all projects in the EPS.
Each Role has skill sets/responsibilities defined and resources have been assigned to the
appropriate roles.

General Tab

It lists the Role ID and the Role Name. The Responsibilities field lists the skills required to
perform the Role.

Resources Tab

Lists the resources that are capable of performing the responsibilities associated with this
role; as well as their proficiency.

Prices Tab

There are five available price per unit values. The title of these values can be defined in the
Rates tab in Admin Preferences.

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Project Planning and Scheduling with Primavera P6: Step by step guide Section-6

Limits Tab

This tab helps you to assign a limit on the availability of a particular resource on a specified
date. For example equipment may be available only for few hours on a particular day.

Steps:

1. In the Enterprise menu, select Roles.

2. Select a role, Project Head.
3. View the General Tab.
4. Click the Resources Tab.
5. Click the Assign button. The Assign
Resources window opens and you can
assign the required resources here.
6. Click the Prices Tab to set the rate
type for the Roles.
7. Click the Limits tab to set any limits
which may affect the schedule.
Figure 6-5: Roles-Prices Tab

Figure 6-3: Roles-General Tab

Figure 6-6: Roles-Limits Tab

Figure 6-4: Roles-Resources Tab

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6.1.2 Defining Resources

A resource is anything used to complete

an activity. Resources are divided into 2. Non-labour (equipment) resources
three categories.  Measured in units of time
 Recorded in terms of price/unit,
1. Labour (people) resources e.g., 8hours/day
 Time-based
 Generally reused between 3. Materials (block, stone, etc.)
activities/projects resources
 Recorded in terms of price/unit,  Recorded in terms of price/unit
e.g., 8 hours/day e.g., Rs./cubic metre

6.1.3 Resource Management

1. Define resources quantity and price/unit as

1.1. In the Resource window: defined in the Resource
1.1.1. Define resource availability. window.
1.1.2. Setup the resource name,
description, cost, roles, and 3. Analyse resources and costs

attributes that control the 3.1. In the Activities or Tracking

resource. windows:
3.1.1. Use a resource profile to
2. Assign resources view resource quantity/cost
2.1. In the Activity window: graphically, displaying when
2.1.1. Enter the resource name and how much of the
and amount of work planned resource will be used.
for the activity. 3.1.2. Use columns to view total
2.1.2. P6 calculates the cost costs.
based on the resource

Resource Dictionary

The Resources window contains Steps:

information about all resources within the
enterprise. These resources are shared by 1. From the File menu, click Close All.
all projects in the organization, allowing for 2. When prompted, click Yes.
centralized resource management. 3. In the Directory bar, click Resources.
4. All available Resources are displayed.

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Figure 6-7: Resources window

6.1.4 Resource Details

You can use the Resource Details to add, view and edit detailed information about the
selected resource.

1. General Tab

This Tab enables you to enter general information about the selected resource, including the
resource ID, Name, Employee ID, Title, e-mail address, phone number and status.

Figure 6-8: Resources details – General tab

2. Codes Tab

This Tab enables you to assign resource code values to further categorize the selected
resource for grouping and organizing. When you click “Assign” button, the “Assign Resource
Codes window” will open.

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Figure 6-9: Resources details – Codes tab

3. Details Tab

This Tab enables you to enter the selected resource’s labour classification, currency and
overtime settings and profile.

Labour classification: indicates the Calendar: indicates the calendar to be

resource is Labour, Non-labour or used for activity scheduling and tracking.
Material.
Default Units/Time: indicates the
Unit of Measure: utilized for material units/time that will be applied when the
resources. Select to determine the unit resource is assigned to an activity.
type utilized by the resource.
Auto Complete Actuals: mark to
Currency: indicates the currency type automatically calculate the actual quantity
associated with the resource’s cost. of work by the resource according to the
project plan.
Overtime Allowed: mark to indicate the
resource can enter overtime hours in the Calculate costs from units: mark to
Timesheets module. calculate the cost of an activity based on
the assigned units.
Overtime Factor: indicates the value by
which the resource’s standard price
should be multiplied to determine the
resource’s overtime price.

Figure 6-10: Resources details – Details tab

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4. Units & Prices Tab

This tab enables you to set prices and h/d (100%) = full time and 4h/d (50%) =
availability according to time. part time. Setting this limit allows you to
quickly identify areas of resource over
Effective Date: the effective start date for allocation in resource
price and availability. profiles/spreadsheets.
Max Units/Time: a numeric value or % Price/Unit: set the resource’s price for a
the resource can perform in a single work single work unit, according to the effective
period, according to effective date, i.e., 8 date.

Figure 6-11: Resources details – Units & Prices tab

5. Roles Tab

This tab enables you to assign resources from the Roles dialog box and displays the ID,
Name, Proficiency level and Primary role. This tab displays the roles who can perform
responsibilities associated with the selected role.

Figure 6-12: Resources details – Roles tab

6. Notes Tab

This tab enables you to add descriptive notes about the Resources which will be self-
explanatory and easily understandable.

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Figure 6-13: Resources details – Notes tab

7. Progress Reporter Tab

This Tab enables you to assign the users login credentials for creating reports or printing
reports. Click the expand button to display the available User details.

Figure 6-14: Resources details – Progress Reporter tab

Figure 6-15: Resources details – Progress Reporter tab-Select User

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6.2 Assigning Roles

Role assignments act as placeholders, which can be used later to assign the resources. Also
one can assign rates to roles. We shall review the procedures for assigning roles in a project
plan.

6.2.1 Assigning Roles to Activities

In certain circumstances you may know Steps:

which skill sets are required for each
activity but not the exact people who will 1. Open a Project, Casanova.
be performing the work. In such cases you 2. Open the Activities window.
can assign roles to the activities. These 3. Select an activity, A1010, Excavation
role assignments will act as placeholders,
4. Click the Resources Tab in the
which can later be used to assign the
resources. Following is the process to Bottom layout, Activity details
assign roles to activities.
5. Click Add Role
6. Select a Role already available or
create a New Role

7. Click to assign the

roles to the activity.
8. Close the Assign Roles dialog box.

Figure 6-16: Assign Roles to Activities

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6.2.2 Assigning Rates on Roles

Rate types can be assigned to Roles in 6. Assign Rate Type in Price/unit to the
the Resources tab in the Activity details Role
tab on bottom layout. Follow the below
procedure to assign a rate type on a role. 7. You will see a prompt for
confirmation.
Steps:

1. Select an activity, A1020, Footings 8. Click Yes.

2. Click the Resources Tab in the

Bottom layout, Activity details

3. Right-click the Column header and

choose Customize Resource
Columns.

4. Add the column Rate Type to the

Selected options list.

5. Click OK.

Figure 6-17: Select Assignment Columns

Figure 6-18: Assign Rate to Role

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6.3 Resources and Costs

Once you have created resources and assignment or by assigning an expense,

added the same to the database, you can non-resource costs associated with the
add resource assignments and costs to project. In this sub-section you will
the activities. The primary resource of an determine the resources that will work on
activity can send feedback, such as the project and estimate the costs for the
activity status to the Project manager. You project. You will add resource
can also assign costs to an activity by assignments and costs.
assigning a price/unit for every resource

6.3.1 Assign by Role

You can make resource assignments by Steps:

replacing a role assignment with a specific
resource or by adding a new resource to 1. Open a Project, Casanova.
the activity. At the least one role must be 2. Open the Activities window.
assigned to an activity to assign resources
3. Select an activity, A1010, Excavation
by role. When you assign by role, only
those resources assigned to the role are 4. Click the Resources Tab in the
displayed. Follow the procedure below. Bottom layout, Activity details

5. Click . Assign Roles

window opens.
6. Select a resource, JCB Operator and

then click to assign the resource

to the role.
7. Close the Assign Roles dialog box.
When you assign resources by role, a 8. Click No to apply the role’s
confirmation dialog box appears prompting quantity/cost settings. Click Yes to
you to confirm. This is because the apply the resource’s quantity/cost
resource selected to replace the role settings.
assignment may have different default
quantity/cost settings. These settings 9. Mark “Do not ask me about this again”.
include Price/Time, Units per Time and
Overtime Factor values. 10. Click Yes to apply the resource’s
quantity/cost settings.

11. Mark “Do not ask me about this again”.

12. Click Yes to apply the resource’s Units

per Time and Overtime Factor values.

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Figure 6-19: Assign by Role

Figure 6-20: Confirmation prompt

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Assign by Role to Multiple Activities

You can select multiple activities to

2. In the Command bar click ,
simultaneously replace their role
Resource by Role.
assignments. You can also assign multiple
resources by roles to multiple activities
3. Select JCB Helper or Karthick.
simultaneously.

Steps:
4. Click to assign the resource.
1. Press Ctrl + click to select multiple
activities. In our example we shall 5. Close the dialog box.
select A1010 Excavation, A1020
Footings and A1030 Plinth beam. 6. View the Resources column or select
each activity to verify the resource
assignments.

Figure 6-21: Assignment by Role window

6.3.2 Assign a Non-labour resource

Suppose we require a concrete pump for Steps:

the Roof Slab concreting activity we have
to create an equipment (non-labour) 1. Select the activity A1060 Slab.
resource as Concrete pump. Now follow 2. In the Resources tab click Add
the following steps to assign this non- Resource.
labour resource to the activity “Slab”. 3. In the Search window type <Con>.
4. Assign the resource Concrete pump.
5. Close the Assign Resources dialog
box.

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Figure 6-22: Assigning non-labour resource

6.3.3 Assign a Labour resource

Assign a Labour Resource to Level of

Effort Activity
Normally a resource is not assigned to Steps:
work on a level of effort on a full time
basis. Hence the units/time will have to be 1. Select an activity, A1010 Excavation.
adjusted after making the resource
assignment. 2. In the Resources tab click
button.

3. Select a Resource, Santosh

Balaguru and then click (Assign)

button to assign the resource.

4. Close the Assign Resources dialog

box.

5. Select the Budgeted Units/Time

column.

6. Click in the column and enter <1>.

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Figure 6-23: Assigning labour resource

Figure 6-24: Level of effort activity

Assign a Labour Resource to an

Activity
Any resource that has been defined in the Steps:
resource dictionary can be assigned to an
activity. Also an unlimited number of 1. Select an activity, A1030 Plinth
resources can be assigned to an activity. beams.
2. In the Resources tab, click Add
Resource.
3. Select a resource, example
Carpenter.

4. Click to assign the resource.

5. Close the Assign Resources dialog
box.
6. In the Budgeted Units/Time column
and the resource Carpenter type 16/d.
This means that two labourers at 8h/d
are assigned to the activity.

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Figure 6-25: Assign Resource “Carpenter”

Figure 6-26: Assigning 2nos of “Carpenter”

Designating a Primary Resource

The person responsible for the  Only the Primary resource can send
coordination of the activity’s work is called feedback via Primavera to the Project
as the Primary resource. An activity can manager, to let him know the status of
have one or no primary resource. The an activity.
attributes of the Primary resource are:
 A Primary resource can be assigned to
a milestone activity to allow the
milestone to be updated through
timesheets. This assignment is made
on the Activity Details general tab.

 A Primary resource can update steps

via timesheets.

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Steps:
(If you don’t have the Primary resource
1. Mark the Primary Resource checkbox column you can add it from the
for a rsource, Karthick. Columns editing options.)

Figure 6-27: Assigning Primary resource

6.3.4 Assign a Material resource

Material resources are those consumed in Steps:

the project like cement bags, etc. They are
measured in specific units and not in units 1. Select an activity A1030 Plinth beams.
of time.
2. In the Resources tab click Add
Resource.

3. Select a resource, Cement.

4. Click to Assign the resource,

Cement.

5. Close the Assign Resources dialog

box.

6. In the Budgeted Units column type

<1000>.

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Figure 6-28: Assigning Material resource-1

Figure 6-29: Assigning Material resource-2

Figure 6-30: Enter Budgeted units

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6.3.5 Planning Costs

Costs are planned and managed at the  Resource which is calculated

activity level. There are two types of costs: based on resource assignments.
 Expense which is the lump-sum
costs that is manually entered.

Resource

The cost of a resource can be calculated Steps:

based on the Price/unit defined in the
resource dictionary and the Budgeted 1. Select an activity, A1030 Plinth
Units assigned to the activity. beams.

Budgeted Cost = Budgeted Units x 2. In the Resources tab view the

Price/Unit Budgeted Cost column.

Figure 6-31: Budgeted cost

Expense

Expenses are the non-resource costs  Expenses can be accrued at the start,
associated with a project. They are end or uniformly over the duration of
normally the one-time expenditures for an activity.
non-reusable items. Examples include  A unit of measure can be used to label
facilities charges, travel expenses, the quantity like each, kilos, and
overhead costs and training expenses. square feet.
Expenses are assigned manually at the
activity level. You can enter a single lump- Steps:
sum expense or can enter the number of 1. Click the Expenses tab
units and price/unit. Following are the
attributes of expense: 2. Click Add
3. Type an Expense Item <Petrol>
 Expense categories can be assigned
to classify the expense.

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4. Double click the Expense Category 7. Type a Unit of Measure <Litre>.

cell to categorize the expense, 8. Type a Price/Unit <75.00>.
Material.
5. Verify the Accrual Type, Uniform over
Activity.
6. Type the Budgeted Units <1000>.

Figure 6-32: Expenses tab

Summary Tab

You can use the Summary tab to display 3. Select Display units to see the
unit, cost or date information for a selected information on units.
activity. 4. Select Display cost to see the
information on variuos costs.
Steps: 5. Select Display dates to see the
1. Select an activity A1030 Plinth information on Start and Finish
beams. dates.
2. Click the Summary tab.

Figure 6-33: Summary tab – Display units

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Figure 6-34: Summary tab – Display cost

Figure 6-35: Summary tab – Display dates

6.3.6 Resource curves

Resource curves are used to better the an activity. Selected users can build their
projection of the distribution of resource own Resource Curves. Resource Curves
units or costs over a long activity. Several are not protected at the user level;
standard Resource Curves are pre-built therefore, users must be responsible not
into the system. By default Primavera to modify other user’s curves.
distributes units and cost linearly across

Adding Resource curves

The construction activities in our schedule

are long and have enough cost to warrant
a more accurate method of distributing our Steps:
cost. You will need to assign costs to the 1. From the Menu bar, select
Construction Phase activities and assign a
Linear or Bell Shaped curve to each. Enterprise, Resource Curves.
2. Double click in the Curve column

3. Select Linear and click .

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4. You can see a Linear curve.

5. Select Bell Shaped and click .

6. You can see a Bell shaped curve.

Figure 6-36: Resource curves dialog box

Figure 6-37: Select Resource curve

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Figure 6-38: Linear curve

Figure 6-39: Bell shaped curve

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6.4 Resource Analysis

After creating and assigning the resources and their costs the next step is to analyze the
initial resource assignments and cost estimates. Now we will analyze the impact of our
assignments of resources and the costs.

6.4.1 Settings

Each user can determine the level of detail Steps:

displayed on resource/cost usage
profiles/spreadsheets. 1. Choose Edit, User Preferences.

 All Projects 2. Click the Resource Analysis tab.

 All closed projects – Displays 3. Select

resource/cost usage across all .
projects that have been summarized in
the EPS as well as open projects. 4. Selecting

 All closed projects with a levelling

displays resource information for all
priority – When selecting to show
projects that do not have a What-if
remaining values for open versus
status, not just the project that is
closed projects, choose this optionto
currently open.
incude data for all closed projects with
a specific levelling priority.
5. In the
 Opened projects only – select this to
select Day.
focus on resource/cost usage in the
projects currently opened on the
6. When prompted click Yes.
screen.
7. Close the User preferences dialog
 Time-Distributed Data
box.

 Display data based on remaining

Early or Forecast dates.

 Select the time interval for storing

live resource allocations: Day,
Week, or Month.

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Figure 6-40: User preferences dialog box

6.4.2 Usage Profile

The Resource usage profiles provide a graphical view of unit/cost distribution over time.
They display the amount of effort needed from each resource/role on the project during each
time period. Following is the attributes and benefits of Usage profiles.

Attributes

 You can view unit/cost distributions  Remaining Late units/costs

from a specific project or across all
projects in the EPS.  The resource usage profile timescale
matches the timescale provided in the
 You can view resource or role Gantt Chart.
allocations
 Format columns, group, sort, and filter
 You can display separate bars for one resources/roles in the profile.
or all of the following:
 Budgeted units/costs  The resource usage profile can be
 Actual units/costs saved as part of a layout.
 Remaining Early units/costs

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Benefits

 You can determine how many hours  You can track expenditures per time
each resource/role is scheduled to period.
work.
 You can display a “banana” curve to
 You can identify overallocated compare early and late dates.
resources.

Displaying the Units Profile

You can use resource usage profile Steps:

information to determine the distribution of
costs over an activity, project, group of 1. In the activities window, open a layout
projects, oryour entire organisation. This <Classic WBS Layout>
depicts which resources/roles are
overallocated and ehich resources/roles 2. From the Layout Options bar, choose
are being underutilized. Show on Bottom, Resource Usage
Profile.

3. Select a resource, for our example

Karthick.

Figure 6-41: Resource usage profile of Karthick

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Figure 6-42: Resource Usage profile

Item Functionality
1. Right Pane Display Displays a menu of the formatting options available for the
Options bar resource/role usage profile.

Displays a legend for the profile’s bars and /or lines. This will
2. Legend
change depending on the data/formatting options selected.

Displays the date intervals: a major increment displayed on the

3. Timescale
bottom and and minor increment displayed on the top.

4. Display Activities for When viewing Open Projects only, you can mark Time period or
selected Resource to filter the activities in the Top layout.

Lists the names of the Resources/Roles. Can be filtered to show a

5. Resource Hierarchy
shorter list, eg. the Current Project’s Resources.

6. Left Pane Display Displays a menu of the formatting options available for the
Options bar resource/role hierarchy.

Table 6-1: Resource Usage profile

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6.4.3 Formatting the Profile

All aspects of the resource usage profile can be modified by adjusting the settings in the
Resource Usage Profile Options dialog box.

Data Setting

 Display – select to display units or

costs.  Additional Data Options – mark to
display a line indicating resource
 Show Bars/Curves – mark to display limits, resource/role overallocation in
By Date (periodic) bars and/or red, a line indicating resource
Cumulative curves and format their availability, or resource overtime units.
colors.
Steps:
Note: “If Show All Projects” is marked,
1. From the right pane Display Options
different color bars can be displayed to
bar, choose Resource Usage Profile
distinguish open projects from closed
Options.
projects.
2. Select Cost and Budgeted Bars and
 Show Remaining Bars As – select a Cumulative
solid color to display early bars and a
hatched colour to display late bars.

Figure 6-43: Resource Usage profile options – Data settings

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Graph Setting

 Vertical Lines – choose to display  Background Color – specify the

major/minor sight lines based on the color displayed in the background
timescale interval. of the resource usage profile.

 Horizontal Lines – choose the line  Calculate Average – specify the

style and color. values you want to use to divide
the timescale interval totals.
 Additional Display Options  Divide Interval Totals by- to
divide the timescale interval
 Show Legend – display the data totals by an increment you
item each color represents. specify, type it in this field.
 Unit of Measure- specify
 3-D Bars – add a third dimension the unit of measure for the
to the bars. timescale intervals.

Figure 6-44: Resource Usage profile options –Graph settings

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6.4.4 Formatting the Timescale

You can specify the timescale you want to Steps:

display in the resource usage profile and
the Gantt Chart. 1. From the right pane Display Options
bar, choose Timescale.
 Timescale Start – specify the date
from which the timescale should start 2. In the Timescale Start field. Click
for the profile or Gantt Chart.
to select a date.

 Date Interval – choose the units of the 3. You can select the date from the
timescale in years, quarters, months, options in the drop down menu or
weeks, days, hours, and shifts. enter a custom date from the pop-up

 Date Format – select the format in calendar.

which to display date intervals: 4. Choose a Date Interval Month/Week.
Calendar, Fiscal, Week of the Year, or 5. Verify the Type, Calendar.
Ordinal Dates
6. Click OK.

Figure 6-45: Formatting the Timescale

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You can also format the timescale by using click and drag in the timescale onscreen.

 Place your mouse on the minor date interval on the timescale. Click and drag to expand
or contract the timescale.

 Place your mouse on the major date interval on the timescale (the cursor will change to a
hand). Click and drag to move the entire timescale.

Figure 6-46: Formatting the Timescale - Second Option

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