For Oracle Internal and Instructor Use Only. This document should not be distributed.

Administration in Primavera P6
and P6 Web Access Rel 7
Student Guide

D64956GC10
Edition 1.0
March 2010
D66172
 For Oracle Internal and Instructor Use Only. This document should not be distributed.
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 For Oracle Internal and Instructor Use Only. This document should not be distributed.
Course Contents

Lesson 1: Creating Calendars 1

Calendars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Calendar Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Worktime Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Calendar Coding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Global Calendars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Viewing a Global Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Adding a Project Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Linking Holidays Calendar, Setting Workweek . . . . . . . . . . . . . . . . . . . . . . 7
Setting Nonworktime . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Setting Exceptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Lesson 2: Defining Project Codes 11

Project Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Secure Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Weighted Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Creating a Project Code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Adding Project Code Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Weighted Project Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Weighted Project Code Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Assigning Project Code Values to Projects . . . . . . . . . . . . . . . . . . . . . . . 18
Viewing Project Score in Primavera Web . . . . . . . . . . . . . . . . . . . . . . . . 20

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For Oracle Internal and Instructor Use Only. This document should not be distributed.
Lesson 3: Defining Resource Codes 23

Creating Resource Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Secure Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Adding Resource Code Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Assign Resource Codes to Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
View Resources Organized By Resource Code . . . . . . . . . . . . . . . . . . . . . 28

Lesson 4: Defining Activity Codes 31

Activity Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Viewing Global-Level Activity Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Creating an EPS-Level Activity Code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Creating a Project-Level Activity Code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Assigning Activity Code Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Lesson 5: User Access 41

Process for Establishing Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Project Access and User Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Organizational Breakdown Structure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Users Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Responsibility Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Creating an OBS Element . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Responsible Manager Assignments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Project Level . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
WBS Level . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Security Profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Global Profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Project Profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Viewing Global Profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Viewing Project Profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

ii Administration in Primavera P6 and P6 Web Access Rel. 7.0

 Course Contents

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Creating a User . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Contact Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Global Access Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Project Access Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Module Access Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
Reviewing a User’s Responsibilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Logging In as New User . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Project Privileges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Reviewing Users and Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Lesson 6: Summarizing Project Data & Running Job Services 65

Summarizer Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
P6 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
P6 Web Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Summarizer Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
Manual Summarization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
Changing Project Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Viewing Modified Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Manual Summarization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Job Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Job Queue . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Job Details Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Job Options Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Summarizer Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73

Lesson 7: Financial Periods 75

Past Period Actuals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76

Configuring Financial Periods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Configuring Financial Period Columns . . . . . . . . . . . . . . . . . . . . . . . . . . 79
Displaying Financial Periods in Columns . . . . . . . . . . . . . . . . . . . . . . . . . 80

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Course Contents

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Storing Past Period Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Editing Past Period Actual Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

Lesson 8: Defining Cost Accounts 85

Cost Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Assigning Cost Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Expenses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
Cost Account Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

Lesson 9: Web Administration 93

Managing User Interface Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94

Selecting Content for View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
Managing Activity Editing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100
Assigning Users to Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101
Calculated User-Defined Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102
Creating a Calculated User-Defined Field . . . . . . . . . . . . . . . . . . . . . . . 103
Viewing a Calculated User-Defined Field . . . . . . . . . . . . . . . . . . . . . . . . 106
Creating Issue Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107
Creating Issue Form Categories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110
Creating Issue Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111
Creating Activity Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115

Appendix A: Global/Project Security Profiles 117

Global Profile Privilege Definitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118

Project Profile Privilege Definitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123

iv Administration in Primavera P6 and P6 Web Access Rel. 7.0

 Course Contents

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Appendix B: User-Defined Fields and Global Change 127

User-Defined Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128

Subject Areas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
Data Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
Creating a User-Defined Field . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129
Displaying Fields and Assigning Values . . . . . . . . . . . . . . . . . . . . . . . . . 130
Global Change . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132
Creating a New Global Change . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133
Global Change Report Dialog Box . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134
Viewing Global Change Results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135
Using If/Then/Else Logic . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136
Viewing Global Change Results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139

Appendix C: Defining Currency 141

Currencies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142
Base Currency . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142
General Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143
Appearance Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144
Adding a New Currency . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145
Setting Up Currency User Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147
Resource Currency Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148
Assigning a Currency to a Resource . . . . . . . . . . . . . . . . . . . . . . . . . . . 149
Entering Price/Unit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150
Changing the View Currency . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151
Viewing Price/Unit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152

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Course Contents

Administration in Primavera P6 and P6 Web Access Rel. 7.0

For Oracle Internal and Instructor Use Only. This document should not be distributed.
 For Oracle Internal and Instructor Use Only. This document should not be distributed.
Course Objectives
Administration in Primavera P6 and P6 Web Access Rel. 7.0 will cover the
following topics:

Creating Calendars
• Define worktime and nonworktime
• Designate between global, project, and resource calendars
• Create a new project calendar

Defining Project Codes

• Define project codes
• Create values for project codes
• Assign weights to project codes and project code values
• Designate a secure code
• Assign project code values

Defining Resource Codes

• Define resource codes
• Create values for resource codes
• Assign resource code values in Primavera

Defining Activity Codes

• Define activity codes
• Create values for activity codes
• Designate a secure code
• Assign activity code values

User Access
• Describe the process for establishing security
• Define and create an Organizational Breakdown Structure hierarchy
• Establish security profiles for global and project data
• Create a new user with access privileges

Summarizing Project Data & Running Job Services

• View summarizer details
• Manually summarize data
• Define job service options
• Automatically summarize data using a job service

Financial Periods
• Create financial periods
• Display financial periods as columns
• Store past period performance

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 For Oracle Internal and Instructor Use Only. This document should not be distributed.
Course Objectives (continued)
Defining Cost Accounts
• View the cost accounts dictionary
• Assign cost accounts to activities
• Assign cost accounts to expenses

Web Administration
• Manage User Interface views
• Create a calculated user-defined field
• Create issue codes
• Create an issue form

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 For Oracle Internal and Instructor Use Only. This document should not be distributed.
LESSON 1

Creating Calendars

Objectives
❑ Define worktime and nonworktime
❑ Designate between global, project, and resource calendars
❑ Create a new project calendar

Key Terms
Calendar type

Exception

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 Lesson 1: Creating Calendars

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Calendars
Calendar assignments are used for scheduling and tracking activities, and for
leveling resources.
❑ An unlimited number of calendars can be created.
❑ Activity type determines whether the activity uses the calendar of the
assigned resource(s) or an activity calendar.

Calendars can be assigned to activities in the General tab in Activity Details.

The calendar selected in the Defaults tab in the Projects window is
automatically assigned to new activities.

Calendars can be assigned to resources in the Details tab in Resource Details.

Calendar Types
There are three calendar pools:
❑ Global calendar pool
• Contains calendars that can be used by all projects.
• Available for all resources and activities.
• Example: Corporate calendar containing holidays and nonwork days.
❑ Project calendar pool
• Contains a separate pool of calendars for each project.
• Available for the current project only.
• Example: A 6-day work week to accelerate the project and implement
it on time.
❑ Resource calendar pool
• Contains separate calendars for each resource.
• Example: Contains a resource’s personal days and vacation days.

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 Lesson 1: Creating Calendars

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Worktime Types
The calendar consists of three types of worktime:
❑ Standard
• Worktime matches the hours set in the Calendar Weekly Hours dialog
box.
• Defines days of the week that are workdays.
• Defines the number of work hours in a workday.
❑ Nonwork
• Hours not designated as worktime.
❑ Exception
• A period of nonwork converted to a period of worktime.

Calendar Coding
❑ The colors indicate the type of worktime:
• Light gray dates = standard work
• Dark gray dates = nonwork
• White dates = exceptions

FIG. 1.1: Dark gray

represents
nonwork time on
the weekends and
one holiday, New
Year’s Day.

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 Lesson 1: Creating Calendars

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Global Calendars
Global calendars can be assigned to projects, activities, and resources. Global
calendars can also be used as a template to create new calendars.
❑ Mark the Default checkbox next to the global calendar to set the default
calendar assignment for all new projects added to the database.
❑ You can link resource and project calendars to global calendars.
• If you make changes to a global calendar, your changes are applied to
all resource and project calendars linked to the modified global
calendar.

FIG. 1.2: The

Calendars dialog
box can display
global, resource,
or project
calendars.

 EXERCISE: View Steps

global calendars.

1. Click Start, Programs, Primavera, Project Management.

2. Type a Login Name <tharris> and Password <tharris>.

3. Click OK.

4. Open a project, Bldg - CAL.

5. In the Enterprise menu, click Calendars.

6. At the top of the Calendars dialog box, select Global.

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 Lesson 1: Creating Calendars

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Viewing a Global Calendar

FIG. 1.3: Click

arrows to scroll to
a different month.

 EXERCISE: Display Steps

the Standard 5-Day
Workweek calendar.
1. Select a global calendar, Standard 5 Day Workweek.

2. Click Modify.

3. Scroll to a month, January 2010.

4. Select Total work hours/day to display work hours/day.

5. Click OK.

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 Lesson 1: Creating Calendars

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Adding a Project Calendar
A project calendar can be created to reflect work time for a specific project.
You will create a calendar based on the Standard 5 Day Workweek global
calendar, and then link it to the calendar containing company holidays.

FIG. 1.4: Type a

name for the
calendar.

 EXERCISE: Create Steps

a project calendar for 3
days per week, 8 hours
per day. 1. In the Calendars dialog box, select Project.

2. Click Add.

3. Select a calendar to use as a template, Standard 5 Day Workweek, and

then click .

4. In the Calendar Name column, type <3 Day Workweek>.

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 Lesson 1: Creating Calendars

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Linking Holidays Calendar, Setting Workweek
Instead of re-entering company holidays, the global calendar containing
holidays can be linked to the new project calendar.

Click Workweek to set the number of work hours per day.

FIG. 1.5: Three-

day workweek is
set in the Calendar
Weekly Hours
dialog box and
reflected in the
calendar.

 EXERCISE: Link a Steps

global calendar’s
holidays with the newly
created calendar and set
1. Click Modify.
the workweek.
2. Scroll to a month, January 2010.

3. In the Inherit holidays and exceptions from Global Calendar drop-down

list, select Signature Corp Holidays.

4. Click Workweek.

5. Type <0> hours for Monday and Friday.

6. Click OK.

© 2010 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 7
 Lesson 1: Creating Calendars

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Setting Nonworktime
A project calendar can have different nonworktime days than the global
calendar to which it is aligned. Thus, you can manually enter nonworktime into
a project calendar.

FIG. 1.6: January 5

is added as a
nonworkday.

 EXERCISE: Add a Steps

nonworkday on 05-Jan-
10 to the calendar.
1. Select a day, 05-Jan-10.

2. Click Nonwork.

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 Lesson 1: Creating Calendars

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Setting Exceptions
✍ Use Shift+click to There are times when a regularly scheduled nonworkday needs to become a
select a range of days or
use Ctrl+click to select workday. This condition creates an exception, indicated by a white cell in the
nonconsecutive days, calendar.
then click Nonwork.

FIG. 1.7: Click to

make an exception
for a selected
nonwork day.

 EXERCISE: Define Steps

an exception in the
calendar.
1. Select a nonworkday, 08-Jan-10.

2. Click Work.

3. To save changes to the calendar, click OK.

4. Click Close.

© 2010 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 9
 Lesson 1: Creating Calendars

For Oracle Internal and Instructor Use Only. This document should not be distributed.
LESSON REVIEW
Key Concepts
❑ Create calendars to define the number of available work hours in each
calendar day, as well as to specify holidays and nonworktime.
❑ You can specify a calendar as global, project, or resource-specific.
❑ Calendar type determines whether a calendar can be used by projects,
activities, and/or resources.
❑ Activity type determines whether the activity uses the calendar of the
assigned resource(s) or an activity calendar.

Review Questions
1. True or False: There are three types of calendars.

2. True or False: You can assign global calendars to projects, activities, and
resources.

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 For Oracle Internal and Instructor Use Only. This document should not be distributed.
LESSON 2

Defining Project Codes

Objectives
❑ Define project codes
❑ Create values for project codes
❑ Assign weights to project codes and project code values
❑ Designate a secure code
❑ Assign project code values

Key Terms
Weighted project codes

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 Lesson 2: Defining Project Codes

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Project Codes
Use project codes for grouping and reporting project information, and for
classifying and categorizing projects according to your organizational needs.

You can create an unlimited number of project codes.

❑ Project codes are global, which means they are available to all projects in
the database.
❑ Use project codes to filter and organize projects based on your
organization’s requirements, across the Enterprise Project Structure.
❑ Project code values can be organized in a hierarchy.

Secure Codes
You can define project codes as secure codes. These codes are available only
to users with the appropriate access rights.

Weighted Codes
You can assign weights to project codes to utilize Project Score, a field visible
in P6 Web Access that can be used to rank projects according to organizational
priorities.

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 Lesson 2: Defining Project Codes

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Creating a Project Code
Use the Project Codes dialog box to create, edit, and delete project codes and
values. Use code values to sort, filter, group, and report project information.

In the Max Length field, specify the maximum length of the project code value.

FIG. 2.1: Assign a

maximum length
for project code
values.

 EXERCISE: Add Steps

the project code Project
Risk.
1. Open a project, Bldg - TDE.

2. In the Enterprise menu, click Project Codes.

3. Click Modify.

4. Click Add.

5. In the Project Code field, type <Project Risk>.

6. In the Max Length field, select 6.

7. Click Close.

© 2010 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 13
 Lesson 2: Defining Project Codes

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Adding Project Code Values
The new project code has been created. To assign this code to projects, project
code values and descriptions must be created.

FIG. 2.2: Project

code values and
descriptions are
added for the
Project Risk
project code.

 EXERCISE: Add Steps

project code values and
descriptions for Project
Risk. 1. Click Add.

2. In the Code Value column, type <High>.

3. In the Code Description field, type <High Risk Project>.

4. Click Add.

5. In the Code Value column, type <Medium>.

6. In the Code Description field, type <Medium Risk Project>.

7. Click Add.

8. In the Code Value column, type <Low>.

9. In the Code Description field, type <Low Risk Project>.

14 © 2010 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.
 Lesson 2: Defining Project Codes

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Weighted Project Codes
Weighted project codes are project codes that have been assigned a numerical
value, or weight, that represents a ranking for each project to which the
weighted project codes are assigned. The weights are relative to the other
weighted values within a code. Weighted project codes are used for Project
Score, a field available in P6 Web Access.

Each project code and project code value that is utilized in project scoring
needs its own weight. Weights assigned to the project codes and values impact
the calculation of the Project Score.
❑ Weight Percent — Displays the project code weight divided by the total
of all the project code weights.
❑ Max Code Value Weight — Enter the maximum weight you want to use
for the code values for this code.

FIG. 2.3: Weights

are assigned to
project codes to
enable project
scoring.

 EXERCISE: Assign Steps

weights for the project
codes Project Risk and
Business Unit. 1. Click Modify.

2. In the Weight column for the Business Unit project code, type <50>.

3. In the Weight column for the the Project Risk project code, type <50>.

4. Click Close.

© 2010 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 15
 Lesson 2: Defining Project Codes

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Weighted Project Code Values
Assign a weight value to each code value to determine its rank or priority.

Weighted project codes can be used with project codes and the scoring feature
in Primavera Web Access. This feature enables you to rank or prioritize projects
by a weight value and then view projects by score.

For example, perhaps you want to rank projects in terms of risk. Those with
the lowest score have the greatest risk; those with the highest score have the
least risk.

FIG. 2.4: Weights

are assigned to the
project code values
High, Medium, and
Low.

 EXERCISE: Assign Steps

weights to the project
code values.
1. In the Display Options bar in the Project Codes dialog box, click Columns,
Weight.

2. In the Weight column, type a value for High <20>.

3. In the Weight column, type a value for Medium <30>.

4. In the Weight column, type a value for Low <50>.

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 Lesson 2: Defining Project Codes

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Weighted Project Code Values (continued)

FIG. 2.5: Weights

are assigned to
project code
values.

 EXERCISE: Assign Steps

weights for the Business
Unit code values.
1. In the Select Project Code drop-down list, select Business Unit.

2. Select a code value, Product.Oil.

3. In the Weight column, type <20>.

4. Select a code value, Product.NatGas.

5. In the Weight column, type <80>.

6. Click Close.

© 2010 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 17
 Lesson 2: Defining Project Codes

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Assigning Project Code Values to Projects
Assign project code values to projects in the Codes tab in Project Details. You
can also display project codes as columns in the Projects window.

You will assign project code values in the Project Risk and Business Unit project
codes to the WEB and Bldg-TDE projects. Since the Bldg-TDE project is
assigned the Natural Gas Business Unit project code value, it will have a higher
Project Score.

FIG. 2.6:
Weighted codes
are assigned to
the Bldg-TDE
project.

 EXERCISE: Assign Steps

weighted project code
values to the Bldg-TDE
project.
1. In the Directory Bar, click Projects.

2. In the Layout Options bar, click Layout, Open.

3. Select a layout, Selected Tabs, and then click Open.

4. Select a project Bldg-TDE, and then click the Codes tab.

5. Click Assign.

6. Assign a project code value, Project Risk, Medium.

7. Assign a project code value, Business Unit, Product.NatGas.

8. Close the Assign Project Codes dialog box.

18 © 2010 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.
 Lesson 2: Defining Project Codes

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Assigning Project Code Values to Projects (continued)

FIG. 2.7: Assign

the weighted
project code to
the WEB project.

 EXERCISE: Assign Steps

weighted project code
values to the WEB
project.
1. In the Project Table, select a project, WEB-E-Commerce Site.

2. Confirm you are in the Codes tab.

3. Click Assign.

4. Assign a project code value, Project Risk, Medium.

5. Assign a project code value, Business Unit, Product.Oil.

6. Close the Assign Project Codes dialog box.

© 2010 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 19
 Lesson 2: Defining Project Codes

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Viewing Project Score in Primavera Web
The Project Score is viewable only in P6 Web Access in the Project Statistics
portlet and some portfolio analysis pages.

Note below that the Office Building Addition - TDE project has a higher Project
Score because it is in the NatGas Business Unit. Earlier in the lesson, you
assigned a weight of 80 to the NatGas project code value, compared to a
weight of only 20 for the Oil project code value.

FIG. 2.8: Project

score for the
Building TDE
project in
Primavera’s Web
application.

20 © 2010 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.
 Lesson 2: Defining Project Codes

For Oracle Internal and Instructor Use Only. This document should not be distributed.
LESSON REVIEW
Key Concepts
❑ Project codes provide ways to classify and categorize data according to
your organizational needs.
❑ You can define project code as secure codes, so the code can be viewable
only to users with the appropriate access rights.
❑ Assign weight values to project codes to rank or prioritize projects and
then view projects by score.
❑ You can view the Project Score in Primavera Web Access application.

Review Questions
1. True or False: Weighted project codes are utilized to rank projects.

2. True or False: Project Score can be viewed in a column in the Projects

window in the Primavera client/server application.

© 2010 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 21
 For Oracle Internal and Instructor Use Only. This document should not be distributed.

22 © 2010 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.
 For Oracle Internal and Instructor Use Only. This document should not be distributed.
LESSON 3

Defining Resource Codes

Objectives
❑ Define resource codes
❑ Create values for resource codes
❑ Assign resource code values in Primavera

Key Terms
Resource code

Resource code value

© 2010 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 23
 Lesson 3: Defining Resource Codes

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Creating Resource Codes
Use resource codes for grouping and reporting resource information. You can
create an unlimited number of resource codes to group, sort, and filter
resources in profiles and spreadsheets.
❑ Resource codes are global, which means they are available to all resources
in the database.
❑ Filter and organize resources based on your organization’s requirements.
❑ Resource code values can be organized in a hierarchy.

Use the Resource Codes dialog box to create, edit, and delete resource codes
and values.

In the Max Length field, you can specify the maximum length of the resource
code value.

FIG. 3.1: Click to

create a resource
code.

 EXERCISE: Create Steps

a resource code.
1. Open a project, Bldg - TDE.

2. In the Enterprise menu, click Resource Codes.

3. Click Modify.

4. Click Add.

5. In the Resource Code Name field, type <Type>.

6. In the Max Length field, select 8.

24 © 2010 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.
 Lesson 3: Defining Resource Codes

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Secure Codes
Mark the checkbox in the Secure Code column to define a code as secure. A
resource code that is marked as secure is available only to users with the
appropriate access rights. Codes not marked as secure are visible to all users.

FIG. 3.2: Mark

checkbox to define
code as secure.

 EXERCISE: Mark Steps

the Secure Code
checkbox.
1. In the Resource Code Definitions dialog box, verify the resource code
selected, Type.

2. Mark the Secure Code checkbox.

3. Click Close.

© 2010 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 25
 Lesson 3: Defining Resource Codes

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Adding Resource Code Values
Resource codes can have an unlimited number of values. In the following
example, use the resource code to categorize whether your resources are
employees, consultants, or contractors.

FIG. 3.3: The new

resource code
value is displayed.

 EXERCISE: Add a Steps

resource code value to
the newly created
resource code.
1. In the Resource Codes dialog box, click Add.

2. In the Select Resource Code drop-down list, confirm Type.

3. In the Resource Code Value field, type <CON>.

4. In the Code Description field, type <Contractor>.

5. Click Close.

26 © 2010 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.
 Lesson 3: Defining Resource Codes

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Assign Resource Codes to Resources
Assign resource code values in the Resources window.

FIG. 3.4: Resource

code value is
assigned.

 EXERCISE: Assign Steps

a resource code value.

1. In the Enterprise menu, click Resources.

2. Select a resource, Excavator.

3. In Resource Details, click the Codes tab.

4. Click Assign.

5. Assign a resource code, Type - Contractor.

6. Close the Assign Resource Codes dialog box.

© 2010 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 27
 Lesson 3: Defining Resource Codes

For Oracle Internal and Instructor Use Only. This document should not be distributed.
View Resources Organized By Resource Code
Group resources and resource assignments by resource codes in the Resources
window and the Resource Assignments window.

FIG. 3.5: View

resources grouped
by the Type
resource code.

 EXERCISE: View Steps

resources grouped by
Type.
1. In the Display Options bar, click Group and Sort By, Customize.

2. In the Group By column, select Type.

3. Click OK.

4. View the resources group by the Type resource code.

28 © 2010 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.
 Lesson 3: Defining Resource Codes

For Oracle Internal and Instructor Use Only. This document should not be distributed.
LESSON REVIEW
Key Concepts
❑ Resource codes provide a way to classify and categorize resource data
according to organizational needs.
❑ Secure codes can be viewed only by users with the appropriate access
rights.

Review Questions
1. Which type of code requires different rights to view, assign and
administer?
a. Project codes
b. Secure codes
c. Resource codes
d. None of the above

2. True or False: Resource codes can have an unlimited number of values.

© 2010 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 29
 For Oracle Internal and Instructor Use Only. This document should not be distributed.

30 © 2010 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.
 For Oracle Internal and Instructor Use Only. This document should not be distributed.
LESSON 4

Defining Activity Codes

Objectives
❑ Define activity codes
❑ Create values for activity codes
❑ Designate a secure code
❑ Assign activity code values

Key Terms
EPS-level activity code

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 Lesson 4: Defining Activity Codes

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Activity Codes
An activity code is a user-defined attribute that is shared by a group of
activities. Codes enable you to group, filter, sort, and report on large amounts
of information.

You can create three types of activity codes in Primavera — global-level, EPS-
level, and project-level. The activity code type determines where an activity
code has been defined and to which activities the activity code values are
available.

Global- and EPS-level activity codes can be marked as secure, meaning the
code is only viewable by users with the proper access rights.
❑ Global-level activity codes are available to all projects in the database.
❑ EPS-level activity codes are available to all projects in an EPS node.
❑ Project-level activity codes are only available to activities in a specific
project.

32 © 2010 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.
 Lesson 4: Defining Activity Codes

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Viewing Global-Level Activity Codes
Global-level activity codes are available to all projects in the database. Each
activity code can have an unlimited number of activity code values.

FIG. 4.1: Click the

Display Options bar
to apply a filter to
show all
Department code
values.

 EXERCISE: View Steps

activity code values for
the Department activity
code.
1. In the Enterprise menu, click Activity Codes.

2. At the top of the dialog box, select Global.

3. In the Select Activity Code drop-down list, select Department.

4. In the Display Options bar, click Filter By, All Values.

5. View the activity code values for the Department activity code.

© 2010 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 33
 Lesson 4: Defining Activity Codes

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Creating an EPS-Level Activity Code
EPS-level activity codes provide a higher level of organization and control. For
example, an activity code can be defined at a level in the EPS where it is only
available to projects in a specific part of the organization.
✍ If you move the ❑ You can promote EPS-level activity codes to global-level activity codes.
project with an EPS
activity code to a higher ❑ EPS-level activity codes can be assigned as secure codes.
level in the hierarchy,
the code becomes a ❑ EPS-level activity codes "roll down." For example, if you create an activity
project-level code.
code in the EPS band two levels above where your project resides, the
activity code also will be available to your project.

FIG. 4.2: EPS level

is assigned to
activity code.

 EXERCISE: Create Steps

an EPS-level activity
code.
1. At the top of the Activity Codes dialog box, select EPS.

2. Click Modify.

3. Click Add.

4. Select an EPS level, City of Philadelphia, and then click .

5. Type an activity code name, Region.

6. Click Close.

34 © 2010 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.
 Lesson 4: Defining Activity Codes

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Creating an EPS-Level Activity Code (continued)
The values added to an EPS-level activity code are only available to the EPS
level to which the code is assigned.

FIG. 4.3: Click to

add an activity code
value.

 EXERCISE: Add Steps

EPS-level activity code
values.
1. In the Select Activity Code drop-down list, confirm Philadelphia-Region.

2. Click Add.

3. In the Code Value field, type <East>.

4. In the Description field, type <Eastern Region>.

5. Click Add.

6. In the Code Value field, type <West>.

7. In the Description field, type <Western Region>.

© 2010 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 35
 Lesson 4: Defining Activity Codes

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Creating a Project-Level Activity Code
A project-level activity code is only available to activities in the projects in
which the code was created.

FIG. 4.4: Click to

select a project -
level activity code.

 EXERCISE: Create Steps

a project-level activity
code and values.
1. At the top of the Activity Codes dialog box, select Project.

2. Click Modify, and then click Add.

3. In the Activity Code Name field, type <Location>.

4. Click Close.

5. Click Add.

6. In the Code Value field, type <LVL1>.

7. In the Description field, type <Level 1>.

8. Click Add.

9. In the Code Value field, type <LVL2>.

10. In the Description field, type <Level 2>.

11. Click Close.

36 © 2010 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.
 Lesson 4: Defining Activity Codes

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Assigning Activity Code Values
You can assign global-level activity code values to activities in all projects.

FIG. 4.5: Global-

level activity code
value is assigned.

 EXERCISE: Assign Steps

global code values to
activities.
1. In the Directory bar, click Activities.

2. In the Layout Options bar, click Layout, Open.

3. Select a layout, Classic WBS Layout, and then click Open.

4. Select an activity, BA3200 - Excavation.

5. In Activity Details, click the Codes tab.

6. Click Assign.

7. At the top of the Assign Activity Codes dialog box, select Global.

8. In the QA Code band, select CF-Cost Factor, and then click .

© 2010 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 37
 Lesson 4: Defining Activity Codes

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Assigning Activity Code Values (continued)
Project-level activity codes are available to activities in projects in which the
code was created. Earlier in the lesson, you created a project-level activity
code for the Bldg-TDE project.

FIG. 4.6: Project-

level activity code
value is assigned.

 EXERCISE: Assign Steps

a project-level activity
code.
1. At the top of the Assign Activity Codes dialog box, select Project.

2. In the Location band, select LVL1-Level 1, and then click .

3. At the top of the Assign Activity Codes dialog box, select EPS.

The EPS-level activity code that you created earlier in the lesson is not
displayed here because the Bldg-TDE project is not in the City of
Philadelphia EPS node — the node to which the EPS-level code was
assigned.

4. Close the Activity Codes dialog box.

38 © 2010 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.
 Lesson 4: Defining Activity Codes

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Assigning Activity Code Values (continued)
You will open a project in the City of Philadelphia EPS node to view the EPS-
level activity code created for that node.

FIG. 4.7: EPS-level

activity code is
assigned.

 EXERCISE: View Steps

the EPS-level activity
code.
1. Open a project in the City of Philadelphia EPS node, School-School
Addition Project.

2. Confirm you are in the Activities window. (Or in the Directory bar, click
Activities.)

3. Select an activity, DM5400090 - Submittals/Samples.

4. In Activity Details, click the Codes tab.

5. Click Assign.

6. At the top of the Assign Activity Codes dialog box, select EPS.

7. In the Region band, select East-Eastern Region, and then click .

8. Close the Assign Activity Codes dialog box.

© 2010 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 39
 Lesson 4: Defining Activity Codes

For Oracle Internal and Instructor Use Only. This document should not be distributed.
LESSON REVIEW
Key Concepts
❑ You can create three types of activity codes in Primavera — global-level,
EPS-level, and project-level. The activity code type determines where an
activity code has been defined, and to which activities the activity code
values are available.
❑ Global-level activity codes are available to all projects in the database.
❑ EPS-level activity codes are available to all projects in an EPS node.
❑ Project-level activity codes are only available to activities in the specific
project.

Review Questions
1. True or False: Values added to an EPS-level activity code are only
available to the EPS level to which the code is assigned.

2. True or False: A project-level activity code is available to all activities in

all projects.

40 © 2010 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.
 For Oracle Internal and Instructor Use Only. This document should not be distributed.
LESSON 5

User Access

Objectives
❑ Describe the process for establishing security
❑ Define and create an Organizational Breakdown Structure hierarchy
❑ Establish security profiles for global and project data
❑ Create a new user with access privileges

Key Terms
Organizational Breakdown Structure

Enterprise Project Structure

Global profile

Project profile

© 2010 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 41
 Lesson 5: User Access

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Process for Establishing Security
Enterprise project management involves a structured approach to managing
ongoing projects and teams across multiple locations.

To ensure proper results, up-front planning and coordination by various

members of the organization are essential. Before using Primavera to manage
projects, an Organizational Breakdown Structure (OBS), Enterprise Project
Structure (EPS), and resource hierarchy need to be established. Additionally,
users need to be set up with proper access rights.

Once users and structures are in place, security profiles can be implemented to
provide and restrict access to specific project data.

The following steps list the general process for establishing security:

1. Set up the OBS for the organization.

2. Set up the EPS for the organization and assign a Responsible Manager
(OBS) to each node.

3. Define resources who will work on projects across the enterprise.

4. Create global and project security profiles.

5. Create users and assign a global profile, Responsible Manager (OBS) and
project profiles.

6. Link resources to users if they will use timesheets to record their time.

7. Add projects to the EPS and define the Work Breakdown Structure (WBS)
for each project.

8. Assign a Responsible Manager (OBS) to each project and WBS element.

42 © 2010 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.
 Lesson 5: User Access

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Project Access and User Security
Setting up the user with the proper privileges is the key to accessing project
information and user security. The graph below represents the organization of
user security in Primavera.

FIG. 5.1: The Project OBS element

Primavera user
Security (Responsible
security model.
Profile Manager)

Global
EPS node
Security User
Profile Project

WBS
element

Resource

© 2010 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 43
 Lesson 5: User Access

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Organizational Breakdown Structure
The Organizational Breakdown Structure (OBS) is a hierarchical arrangement
of an organization's management structure. The OBS is defined globally for the
enterprise and controls user access to project information. The OBS:
❑ Can be configured to represent a detailed organizational breakdown (with
employees’ names), or a more general breakdown (with departments,
teams, or types of responsibility).
❑ Supports projects which involve several project managers with different
areas of responsibility.
❑ Can be assigned to an EPS node, WBS element, project, threshold, issue
and risk to designate responsibility.
❑ Provides controls access to projects, WBS elements, risks, issues, and
threshold information for which the specified OBS element is responsible.

Use the Organizational Breakdown Structure dialog box to create, view, and
edit the OBS.

FIG. 5.2: OBS

information is
organized into
tabs.

 EXERCISE: View Steps

OBS information.

1. In the Enterprise menu, click OBS.

2. In the Display Options bar, click Filter By, All OBS Elements.

3. Select an OBS name, Andy Mason.

4. Review information in the General tab.

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 Lesson 5: User Access

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Users Tab
❑ Login Name — Lists login names of users who can access the selected
OBS element’s project information.
❑ Project Security Profile — Lists each user’s access type for the selected
OBS element’s project information.

FIG. 5.3: View a

user’s login and
security profile in
the Users tab.

 EXERCISE: View Steps

the Users tab.

1. Click the Users tab.

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 Lesson 5: User Access

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Responsibility Tab
Use the Responsibility tab to quickly view where Responsible Managers (OBS
elements) are assigned throughout the enterprise.

To modify the assignments displayed on this tab, change the Responsible

Manager assigned to the EPS node, project, or WBS element.

FIG. 5.4:
Assignments for
Responsible
Manager are listed
in the
Responsibility tab.

 EXERCISE: View Steps

the Responsibility tab.

1. Click the Responsibility tab.

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 Lesson 5: User Access

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Creating an OBS Element
FIG. 5.5: Use
arrow to indent
new OBS element
within the
hierarchy.

 EXERCISE: Add a Steps

new OBS element under
Andy Mason and indent
his position in the 1. Verify that the OBS Name, Andy Mason, is selected.
hierarchy.
2. Click the General tab.

3. Click Add.

4. In the OBS Name field, type <David Bishop>.

5. In the OBS Description field, type <Team Lead for Development

Department>.

6. Click to indent David Bishop under Andy Mason.

7. Click Close.

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 Lesson 5: User Access

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Responsible Manager Assignments
The Responsible Manager assignment designates who is responsible for the
work within an EPS node, project, or WBS element.

Project Level
When you add a new project, the Responsible Manager assignment is inherited
from its parent EPS node.

FIG. 5.6:
Responsible
Manager can be
viewed in the
General tab in
Project Details.

 EXERCISE: View a Steps

project’s Responsible
Manager.
1. Open a project, HwyNorth - Phase 2 - Northbound.

2. In the Directory bar, click Projects.

3. Select a project, HwyNorth - Phase 2 - Northbound.

4. Click the General tab.

5. View the Responsible Manager field.

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 Lesson 5: User Access

For Oracle Internal and Instructor Use Only. This document should not be distributed.
WBS Level
When you add a new WBS element, the child WBS element inherits the parent
WBS element’s Responsible Manager assignment.

FIG. 5.7: Assign

the Responsible
Manager for a
WBS element in
the General tab in
the WBS window.

 EXERCISE: Assign Steps

a Responsible Manager
to the Electrical WBS
element.
1. In the Directory bar, click WBS.

2. Select a WBS element, Hwy North - HwyNorth.A - HwyNorth.A.16.

3. In WBS Details, click the General tab.

4. In the Responsible Manager field, click .

5. Assign a Responsible Manager, David Bishop, and click Yes when

prompted.

David Bishop becomes the Responsible Manager of all child levels under
the WBS element to which he is assigned.

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 Lesson 5: User Access

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Security Profiles
Security profiles allow you to protect data from unauthorized changes by
limiting the privileges a user has within the database. To ensure security at
various levels of data, there are two sets of security profiles.

Global Profiles
❑ Defines user access to global data and application-wide settings, such as
resources and cost accounts.
❑ Each user must be assigned a global profile.
❑ An unlimited number of global profiles can be created.
❑ Two global profiles are predefined:
• Admin Superuser
- Allows access to all global data and all projects.
• No Global Privileges
- Restricts access from global data.
- Assign to a person who only uses timesheets.

Project Profiles
❑ Defines user access to project-specific data.
❑ To access projects, a user must have a project profile or the global profile,
Admin Superuser, assigned.
❑ Unlimited number of project profiles can be created.
❑ One project profile is predefined:
• Project Superuser
- Allows complete access to elements within all projects.

In the Admin menu, click Security Profiles to access the Security Profiles dialog
box, which allows you to grant privileges to global/project profiles.

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 Lesson 5: User Access

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Viewing Global Profiles
A global profile controls the ability to modify enterprise-wide data.

FIG. 5.8: Mark a

checkbox next to a
privilege to add it
to a security
profile.

 EXERCISE: Add a Steps

privilege for the
Administrator profile in
the Security Profiles
1. In the Admin menu, click Security Profiles.
dialog box.
2. At the top of the dialog box, select Global Profiles.

3. Select a Profile Name, Administrator.

4. Review the privileges that have been granted.

5. In the Has Privilege column, mark Edit Admin Preferences and Categories.

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 Lesson 5: User Access

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Viewing Project Profiles
A project profile controls the ability to modify project information only.

FIG. 5.9: Clear a

checkbox to remove
a privilege.

 EXERCISE: Steps
Remove a privilege for
the Project Manager in
the Project Profiles 1. At the top of the dialog box, select Project Profiles.
section of the Security
Profiles dialog box. 2. Select a Profile Name, Project Manager.

3. Review the privileges that have been granted.

4. Clear a privilege, View Project Costs/Financials.

5. Click Close.

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 Lesson 5: User Access

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Creating a User
Each individual who uses Primavera must be registered as a user.
❑ Click Add to add a new user.
❑ For each user, assign a global profile, project profile, and a Responsible
Manager.
❑ Assign a Resource ID if the user will record time in timesheets.

FIG. 5.10: New

user, David Bishop,
is created.

 EXERCISE: Create Steps

user David Bishop and
assign a password for
him. 1. In the Admin menu, click Users.

2. Click the General tab.

3. Click Add.

4. In the Login Name field, type <dbishop>.

5. In the Personal Name field, type <David Bishop>.

6. Click Password.

7. In the Password field, type <dbishop>, and in the Confirm Password

field, type <dbishop>

8. Click OK to exit the Change Password dialog box.

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 Lesson 5: User Access

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Contact Tab
The Contact tab is utilized to enter an e-mail address and office phone number
for users.

If a user is also a resource, the e-mail address and office phone number in the
Users dialog box is the same as in the General tab in the Resources window.
Values are updated when information is changed in either location.

FIG. 5.11: The

Contact tab
contains the e-mail
address and phone
number of the
user.

 EXERCISE: Enter Steps

an e-mail address and
office phone number for
David Bishop.
1. Click the Contact tab.

2. In the E-Mail Address field, type <[email protected]>.

3. In the Office Phone field, type <215-555-7787>.

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 Lesson 5: User Access

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Global Access Tab
Use the Global Access tab to assign a global security profile to the selected
user and specify the resources that the user will be able to access.

FIG. 5.12: Select

Global Security
Profile.

 EXERCISE: Assign Steps

Administrator rights to
David Bishop.
1. Click the Global Access tab.

2. In the Global Security Profile drop-down list, select Administrator.

3. In the Specify the resources the user will be able to access section, mark
All Resource Access.

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 Lesson 5: User Access

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Project Access Tab
Use the Project Access tab to assign the appropriate Responsible Manager
(OBS) and project security profile. These assignments will determine which
projects the user will be able to access within the database.
❑ If the Responsible Manager is assigned to an EPS node, the user has
access to the projects and activities within the EPS node.
❑ If the Responsible Manager is assigned to a project, the user has access to
the project and activities within the project.
❑ If the Responsible Manager is assigned to a WBS element, the user can
access the project but can only modify activities within the WBS element.

FIG. 5.13: Project

Manager security
profile is assigned to
David Bishop.

 EXERCISE: Assign Steps

a Responsible Manager
to David Bishop.
1. Click the Project Access tab.

2. Click Assign.

3. Select an OBS element, David Bishop, and then click .

4. Close the Assign Access to OBS dialog box.

5. In the Security Profile drop-down list, confirm Project Manager.

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 Lesson 5: User Access

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Module Access Tab
Use the Licensing tab to identify areas of Primavera the user can access.

FIG. 5.14: The

user is assigned
the Project
Management
module.

 EXERCISE: Assign Steps

a module to David
Bishop.
1. Click the Module Access tab.

2. In the Product Type column, select Project Management.

3. Click Close.

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 Lesson 5: User Access

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Reviewing a User’s Responsibilities
The Organizational Breakdown Structure dialog enables you to view the user’s
responsibilities:
❑ Project ID/WBS Code — Lists the Project ID/WBS code for which the
selected OBS element is responsible.
❑ Project Name/WBS Name — Lists the Project Name/WBS Name for
which the selected OBS element is responsible.

FIG. 5.15: The

Responsibility tab
lists OBS
responsibility by
project and WBS.

 EXERCISE: Review Steps

David Bishop’s
responsibilities.
1. In the Enterprise menu, click OBS.

2. In the Display Options bar, click Filter By, All OBS Elements.

3. Select an OBS element, David Bishop.

4. Click the Users tab, and review the type of access the user will have to
project data.

5. Click the Responsibility tab, and review the WBS elements for which the
user has responsibility.

6. Click Close.

7. In the File menu, click Exit to close Primavera.

8. When prompted, click Yes.

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 Lesson 5: User Access

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Logging In as New User
You will log in to Primavera with the User Name and Password you created.

FIG. 5.16: The

HwyNorth - Phase
2 - Northbound
project is the only
project accessible
to David Bishop.

 EXERCISE: Log in Steps

as David Bishop and
view the projects to
which he has access.
1. Launch Primavera.

2. Type a Login Name <dbishop>.

3. Type a Password <dbishop>.

4. Click OK.

5. Open a project, HwyNorth - Phase 2 - Northbound.

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 Lesson 5: User Access

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Project Privileges
You will review the access rights David Bishop has in the HwyNorth - Phase 2 -
Northbound project.

FIG. 5.17: David

Bishop cannot
access data for
activities in the
WBS element,
HwyNorth.A.01.7
- Contract
Closeout.

 EXERCISE: View Steps

activities David Bishop
has access to edit.
1. Confirm you are in the Activities window. (Or in the Directory bar, click
Activities.)

2. In the Layout Options bar, click Layout, Open.

3. Select a layout, Classic WBS Layout, and then click Open.

4. Expand a column, Activity ID.

5. Select an activity, HWPN5000 - PROJECT COMPLETE.

Fields in Activity Details are disabled. Activity data cannot be edited

because David Bishop is not associated with the WBS element,
HwyNorth.A.01.7 - Contract Closeout.

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 Lesson 5: User Access

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Project Privileges (continued)

FIG. 5.18: Activity

P2N2130 is
editable.

6. Scroll down and select an activity, HWPN1400- INSTALL ELECTRIC

CONDUITS & STRUCTURES.

Activity data can be edited because David Bishop is associated with the
WBS element, HwyNorth.A.16.7.100 - Electrical Utilities.

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 Lesson 5: User Access

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Project Privileges (continued)
You will add the Budgeted Labor Cost column. Notice that the Budgeted Labor
Cost values are hidden because David’s project profile does not allow him to
view project costs/financials.

FIG. 5.19:
Budgeted Labor
Cost values are
hidden.

 EXERCISE: Add a Steps

column to the layout
that David does not
have access to view.
1. In the Layout Options bar, click Columns.

2. Expand a grouping, Costs.

3. Select a data item, Budgeted Labor Cost, and use arrow to move it to the
Selected Items section.

4. Click OK.

5. In the File menu, click Exit to close Primavera.

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 Lesson 5: User Access

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Reviewing Users and Security
The OBS is assigned to an EPS node, project or WBS element. This has the
effect of giving the user access to the project data at a specified level. Below
you will find a chart that highlights the relationship between users and the
security measures that need to be implemented when adding users.

0 :M

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 Lesson 5: User Access

For Oracle Internal and Instructor Use Only. This document should not be distributed.
LESSON REVIEW
Key Concepts
❑ Create an Organizational Breakdown Structure (OBS) to set up your
organization’s management structure.
❑ Security profiles control the user access to project information. To define
global and project security profiles, you must select the privileges that you
want to include in each profile.
❑ You can assign security profiles to users in the OBS dialog box Users tab,
which defines the user’s access for each OBS element’s project
information.

Review Questions
1. A Responsible Manager can be assigned to all of the following except:
a. EPS
b. Calendar
c. WBS
d. Project

2. A __________ security profile determines the user's access to application-

wide information.
a. Global
b. Project
c. WBS
d. OBS

3. How is the Responsible Manager assigned to new projects?

a. From the highest level of the OBS
b. From the highest level of the EPS
c. From the parent EPS node
d. From the Users dialog box

4. True or False: A Responsible Manager assignment designates who is

responsible for the work within an EPS node, WBS element, or project.

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 For Oracle Internal and Instructor Use Only. This document should not be distributed.
LESSON 6

Summarizing Project Data

& Running Job Services

Objectives
❑ View summarizer details
❑ Manually summarize data
❑ Define job service options
❑ Automatically summarize data using a job service

Key Terms
Job services

Summarizer

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 Lesson 6: Summarizing Project Data & Running Job Services

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Summarizer Overview
You can summarize and save resource quantity, cost, and custom user field
information from an EPS node or a project.
❑ Performance is enhanced by summarizing data.
❑ The summarizer can be run manually or automatically.
❑ Summary data is seen in different parts of Primavera.

P6
❑ In the Projects window and Resource Usage Profile/Spreadsheet:
• Live data is used for open projects.
• Summary data is used for closed projects.
❑ Used to show the information without loading all projects into memory.
The summarized data is shown for closed projects.

P6 Web Access
❑ Primavera Web Access is divided as follows:
• Live data is used for project management.
• Summarized data is used for resource management and portfolio
management.

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 Lesson 6: Summarizing Project Data & Running Job Services

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Summarizer Settings
Summarizer settings can be modified in the Settings tab in the Projects
window.
❑ Contains Summarized Data Only — Import summarized data from
external MS Project files for summary-level tracking and reporting.
❑ Last Summarized On — Non-editable date field displays the last time
the project was summarized.
❑ Summarize to WBS Level — Lowest WBS level of the project
summarized to store the information in the database. Determines how
many levels can be viewed; includes the project as the first level of the
WBS.
❑ Summarize project based on — Choose whether you want the
summarizer to calculate and display summarized resource data based on
project-level or activity-level resource assignments.

FIG. 6.1:
Summarization
settings in the
Settings tab.

 EXERCISE: View Steps

the Settings tab in the
Projects window.
1. Launch Primavera.

2. Type a Login Name <tharris> and a Password <tharris>, and then click
OK.

3. Open a project, Bldg - SP.

4. In the Directory bar, click Projects.

5. In the Layout Options bar, click Layout, Open.

6. Select a layout, Selected Tabs, and then click Open.

7. Select a project, Bldg - SP, and then click the Settings tab.

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 Lesson 6: Summarizing Project Data & Running Job Services

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Manual Summarization
Manually summarize your projects if you have made changes to the project
that need to be reflected before the automatic job service is scheduled to run.

FIG. 6.2: The At

Completion Total
Cost is equal to
$167,477.20

 EXERCISE: View Steps

the At Completion Total
Cost for the Bldg-SP
project.
1. In the Layout Options bar, click Columns, Customize.

2. Expand a grouping, Costs.

3. Select a data item, At Completion Total Cost, and use arrow to move it to
the Selected Items section below Project Name.

4. Click OK.

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 Lesson 6: Summarizing Project Data & Running Job Services

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Changing Project Data
In order to demonstrate summarization, you will modify cost data in the Bldg -
SP project, and then view the data when the project is open (live data), closed
(summarized), and open after manual summarization.

FIG. 6.3: Expense

is added,
increasing
project’s At
Completion Total
Cost.

 EXERCISE: Add an Steps

activity and an expense
in the Design and
Engineering WBS 1. In the Directory bar, click Activities.
element of the Bldg-SP
project. 2. In the Layout Options bar, click Layout, Open.

3. Select a layout, Summarize, and then click Open.

4. Select a WBS level, Design and Engineering.

5. In the Command bar, click Add.

6. In the Activity Name field, type <Test Summarization>.

7. Click the Expenses tab, and then click Add.

8. In the Expense Item field, type <Tolerance Calculator>.

9. In the Budgeted Cost column, type <5722.80>, and then press Enter.

At Completion Total Cost is $173,200 for the project.

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 Lesson 6: Summarizing Project Data & Running Job Services

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Viewing Modified Data
The Projects window displays live data when the project is open. The Projects
window displays summarized data when the project is closed.

FIG. 6.4: The

Projects window
displays live data
when the project
is open.

 EXERCISE: View At Steps

Completion Total Cost
when project is open.
1. In the Directory bar, click Projects.

2. Select a project, Bldg - SP.

3. View the At Completion Total Cost as $173,200 (live data).

FIG. 6.5: The

Projects window
displays summary
date when the
project is closed.

 EXERCISE: View At Steps

Completion Total Cost
when project is closed.
1. In the File menu, click Close All.

2. View the At Completion Total Cost as $167,477.20 (summarized data).

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 Lesson 6: Summarizing Project Data & Running Job Services

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Manual Summarization
Summarize the project to make the latest project information available in
Primavera. You can right-click and select Summarize Project to summarize the
project(s) currently highlighted in the Projects window.

FIG. 6.6: After

summarization,
the At Completion
Total Cost is
$173,200.

 EXERCISE: Steps
Manually summarize the
project.
1. Right-click on the Bldg - SP project in the column area, and then click
Summarize Project.

2. Click Yes to summarize data for the selected project.

3. Click OK.

4. At Completion Total Cost is $173,200.00.

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 Lesson 6: Summarizing Project Data & Running Job Services

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Job Services
The job service enables you to apply actuals, schedule, export, summarize, or
batch report operations to run in the background at specified intervals. For
example, you can summarize projects every evening at midnight.

The job service requires the appropriate access rights to set up and execute. It
runs as a Windows NT/2000 service and supports an unlimited number of jobs.

The Job Services dialog box is divided into three sections:

Job Queue
❑ Job # — A reference number associated with each job.
❑ Job Name — Brief description of the job.
❑ Status — When enabled, runs job at designated date and time. When
disabled, will not run job.
❑ Service Type — Specifies the type of job: apply actuals; export specified
projects; scheduling specified projects; summarizing all projects in the
database; batch reports.
❑ Last Run — Displays last date and time the job was run.
❑ Next Run — Displays that next scheduled date and time for the job.

Job Details Tab

❑ Application User Login Name — Lists the application user login name
used to execute the job service.
❑ Last run status — Lists the results of the job. The status message "OK"
indicates the job ran without errors.
❑ Run Job — Indicate when to execute the selected job.
❑ Log to file — Mark to log status messages to a user-specified file.

Job Options Tab

This tab is only available when setting up an apply actuals, scheduling, or
exporting job service, listing selected projects included in the job service.

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 Lesson 6: Summarizing Project Data & Running Job Services

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Summarizer Setup
You will set up a job service to run the summarizer daily at midnight for the
project Bldg - SP.

FIG. 6.7:
Parameters for a
newly created job
service.

 EXERCISE: Enter Steps

the parameters of the
newly created job
service. 1. In the Tools menu, click Job Services.

2. In the Command bar, click Add.

3. In the Job Name field, type <Sum.daily>.

4. In the Status column, select Enabled.

5. In the Service Type column, confirm Summarize.

6. In the Application User Login Name field, confirm timh Tim Harris.

7. In the Run Job section, confirm Everyday at 00:00.

8. Click the Job Options tab.

9. Click Assign.

10. Select a project, Bldg - SP.

11. Click Close.

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 Lesson 6: Summarizing Project Data & Running Job Services

For Oracle Internal and Instructor Use Only. This document should not be distributed.
LESSON REVIEW
Key Concepts
❑ The summarizer allows you to summarize and save resource quantity,
cost, and custom user field information from an EPS node or a project.
❑ You can view summarized data in different areas of Primavera. Summarize
the projects for the latest project information to be available in Primavera.
❑ Job services enable you to set up apply actuals, scheduling, exporting,
summarizing, or batch reports operations to run in the background at
specified intervals.

Review Questions
1. True or False: Mark Contains Summarized Data Only if you want to
maintain only summarized data for a project.

2. True or False: The only way to summarize data is by setting up an

automatic job service.

3. True or False: A job service can be set up to schedule selected projects

in the database.

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 For Oracle Internal and Instructor Use Only. This document should not be distributed.
LESSON 7

Financial Periods

Objectives
❑ Create financial periods
❑ Display financial periods as columns
❑ Store past period performance

Key Terms
Financial periods

Store period performance

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 Lesson 7: Financial Periods

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Past Period Actuals
The Store Period Performance feature enables you to track Actual Units and
Actual Costs by period. This is typically performed after the schedule is
updated. Storing period performance records actuals for the selected financial
period along with earned value and planned value. It allows you to track
previous periods’ performance for trend analysis. If past period data changes
after you store period performance, you can edit the data in financial period
columns of the Activity Table, Resource Assignments window, and the
Resources tab in Activity Details.

For example, when you increase the Actual This Period data, Primavera
increases the Actual to Date by the same amount. At the end of each financial
period, click Store Period Performance in the Tools menu to store the actuals
and reset the Actual This Period values of all activities and assignments to zero.
Resetting the Actual This Period values does not affect Actual to Date values;
rather, it prepares you to begin tracking new use for the current period.

You can schedule your project to update every two weeks, monthly, or even
quarterly. To track actual costs and progress recorded, update your schedule at
the times established in the Financial Periods dictionary. The next step is to
store period performance at the end of the update period and before the start
of the next schedule update.

The example below describes how the Actual this Period value and the
Financial Period value are populated before actual values are stored.

Actual Units Actual this 2010-01-10:

to Date Period Actual Units
100 100 0

The example below describes the Actual This Period value and the Financial
Period value are populated after actual values are stored.

Actual Units Actual this 2010-01-10:

to Date Period Actual Units
100 0 100

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 Lesson 7: Financial Periods

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Configuring Financial Periods
Define your organization's global financial periods in the Financial Periods
dialog box. Rather than spreading costs evenly throughout the length of a
project, you can view how actual costs were incurred by customized financial
periods.
✍ Financial periods If your organization always updates the project plan according to the same
cannot overlap.
time interval (i.e., weekly, monthly, quarterly, etc.), you can quickly create a
batch of financial periods. If the project plan is updated irregularly, you can
create individual financial periods.

Financial periods are set to start and finish at midnight.

FIG. 7.1:
Financial period is
set weekly.

 EXERCISE: Create Steps

a batch of financial
periods.
1. In the Admin menu, click Financial Periods.

2. In the Batch Start Date field, confirm 28-Feb-10.

This is the first day after the end of the financial periods already created.

3. In the Batch End date field, select 26-Jun-10.

4. In the Financial Period section, select Every 1 Week.

5. In the Period Ends On drop-down list, confirm Saturday.

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 Lesson 7: Financial Periods

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Configuring Financial Periods (continued)

FIG. 7.2: Click

Batch Create to
create financial
periods.

6. Click Batch Create, and then click Yes.

7. Click OK.

8. Close the Financial Periods dialog box.

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 Lesson 7: Financial Periods

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Configuring Financial Period Columns
After the financial periods are created, you can set preferences to show a
range of financial periods as available columns in User Preferences. You can
edit the data in financial period columns in the Activity Table, Resource
Assignments window, and the Resources tab in Activity Details.

FIG. 7.3: Select

financial periods to
view in columns.

 EXERCISE: In User Steps

Preferences, select the
financial period range.
1. Open a project, BLDG-FP.

2. Confirm you are in the Activities window. (Or in the Directory bar, click
Activities.

3. In the Layout Options bar, click Layout, Open.

4. Select a layout, Classic WBS Layout, and then click Open.

5. In the Edit menu, click User Preferences.

6. Click the Application tab.

7. In the Columns section, select the financial period start date, 2010-01-10.

8. In the Columns section, select the financial period finish date, 2010-06-20.

9. Click Close.

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 Lesson 7: Financial Periods

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Displaying Financial Periods in Columns
Financial periods can be displayed in the Resources tab in Activity Details.

FIG. 7.4:
Financial period
column is
displayed in the
Resources tab.

 EXERCISE: Display Steps

the financial period
column in the Resources
tab in Activity Details. 1. Select an activity, BA1010 - Design Building Addition.

2. In Activity Details, click the Resources tab.

3. In the Resources tab, right-click and choose Customize Resource Columns.

4. In the Available Options section, expand a grouping, Financial Period

Value.

5. Select a data item, 2010-01-10: Actual Units, then click to move it to

the Selected Items section.

6. Click to arrange data items in Selected Items section as follows:

Resource ID Name, Actual Units, Actual This Period Units, and 2010-01-10
Actual Units.

7. Click to move remaining data items to the Available Options section.

8. Click OK.

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 Lesson 7: Financial Periods

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Storing Past Period Information
You can store past period actual data that has been calculated. Actual data is
stored in the financial periods.

FIG. 7.5: Actual

Units are displayed
for activity
BA1010.

 EXERCISE: Update Steps

activity BA1010.

1. Confirm an activity is selected, BA1010 - Design Building Addition.

2. Click the Status tab.

3. Mark the Started and Finished checkboxes.

4. In the Tools menu, click Schedule (or press F9).

5. Click in the Current Data Date field, and select a date, 18-Jan-10.

6. Click Schedule.

7. Click the Resources tab.

8. In the Actual this Period Units column, confirm 96h.

9. In the 2010-01-10: Actual Units column, confirm 0h.

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 Lesson 7: Financial Periods

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Storing Past Period Information (continued)
Use the Store Period Performance dialog box to store past period actuals for a
project. Unmark the checkbox for each project for which you do not want to
store period performance.

FIG. 7.6: Click

Store Now to store
past period
actuals.

 EXERCISE: Store Steps

financial period
information.
1. In the Tools menu, click Store Period Performance.

2. Click Store Now.

3. Click Yes.

4. In the Actual this Period Units column in the Resources tab, confirm 0h.

5. In the 2010-01-10: Actual Units column, confirm 96h.

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 Lesson 7: Financial Periods

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Editing Past Period Actual Data
You can view and edit past period actual data for any financial period in the
Activity Table and the Resources tab in Activity Details. You can display Activity
Table columns for all of the following financial period fields:
❑ (Period Name): Actual Expense Cost
❑ (Period Name): Actual Labor Cost
❑ (Period Name): Actual Labor Units
❑ (Period Name): Actual Material Cost
❑ (Period Name): Actual Nonlabor Cost
❑ (Period Name): Actual Nonlabor Units
❑ (Period Name): Earned Value Cost
❑ (Period Name): Earned Value Labor Units
❑ (Period Name): Planned Value Cost
❑ (Period Name): Planned Value Labor Units

You can change the columns of the Activity Details, Resources tab, to display
Actual Cost and Actual Units columns for any financial period.

Also, after you expose the desired columns, you can edit any value by clicking
in the field.

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 Lesson 7: Financial Periods

For Oracle Internal and Instructor Use Only. This document should not be distributed.
LESSON REVIEW
Key Concepts
❑ The Store Period Performance feature enables you to track actual units
and costs by period, typically after the schedule is updated. You can
record actuals for the selected financial period, along with earned value
and planned value data.
❑ In the Admin menu, click Financial Periods to view financial periods.
❑ Add financial period columns to the Resources tab in Activity Details to
easily track resource usage. First, in User Preferences, you must specify
which financial periods can be displayed as columns.
❑ Use the Store Period Performance dialog box box to store past period
actuals for a project.

Review Questions
1. True or False: In the Applications tab in User Preferences, you can select
the financial periods to view in columns.

2. True or False: Past period performance is stored after scheduling.

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 For Oracle Internal and Instructor Use Only. This document should not be distributed.
LESSON 8

Defining Cost Accounts

Objectives
❑ View the cost accounts dictionary
❑ Assign cost accounts to activities
❑ Assign cost accounts to expenses

Key Terms
Cost account

Expenses

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 Lesson 8: Defining Cost Accounts

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Cost Accounts
Cost accounts are the basis for cost reporting, enabling you to track activity
and resource costs. Cost accounts are hierarchical and are applicable to all
projects in the EPS. You can view cost account assignments in a column in the
Activity Table, and modify cost account assignments in the Resources tab or
Expenses tab in the Activity Details.

FIG. 8.1: Cost

Accounts dialog
box

 EXERCISE: Select Steps

a cost account.

1. In the File menu, click Close All.

2. In the Enterprise menu, click Cost Accounts.

3. In the Display Options bar, click Filter By, All Cost Accounts.

4. Select a Cost Account, PRJ.DESN.6 - Design Development.

5. Click Close to close the Cost Accounts dialog box.

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 Lesson 8: Defining Cost Accounts

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Assigning Cost Accounts
Cost accounts can be associated with individual resource assignments.

FIG. 8.2: A Cost

Account column
can be displayed
in the Resources
tab in Activity
Details.

 EXERCISE: Assign Steps

a cost account to a
resource assignment.
1. Open a project, Bldg - CA.

2. Confirm you are in the Activities window. (Or in the Directory bar, click
Activities.)

3. In the Layout Options bar, click Layout, Open.

4. Select a layout, Assigning Cost Accounts, and then click Open.

5. Select an activity, BA2100 - Assemble Technical Data for Heat Pump.

6. Click the Resources tab.

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 Lesson 8: Defining Cost Accounts

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Assigning Cost Accounts (continued)

FIG. 8.3: Cost

account is added to
resource
assignment.

7. Select a resource assignment PK - Paul Kim.

8. Double-click in the Cost Account column.

9. Select a cost account, PRJ.DESN.6 - Design Development, and then click

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 Lesson 8: Defining Cost Accounts

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Expenses
Cost accounts can also be assigned to individual expenses.

FIG. 8.4: Cost

accounts can be
assigned to
expenses.

 EXERCISE: Assign Steps

a cost account to an
expense.
1. Select an activity, BA2200 - Review Technical Data on Heat Pumps.

2. Click the Expenses tab.

3. Select an expense, Heat Pump Analysis Software.

4. Double-click in the Cost Account column.

5. Select a cost account, PRJ.DESN - Design, and then click .

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 Lesson 8: Defining Cost Accounts

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Cost Account Columns
✍ The Cost Account You can display Cost Account ID’s and Cost Account Names as columns in the
and Cost Account ID
columns are read-only. Activity Table.

FIG. 8.5: Cost

account columns
can be used to
group and sort,
and filter activities.

 EXERCISE: Add Steps

Cost Account columns to
the layout.
1. In the Layout Options bar, click Columns.

2. In the Available Options bar, click Group and Sort By, List.

3. Select data items, Cost Account IDs and Cost Accounts, and use arrow to
move them to the Selected Options section after Activity Name.

4. Click OK.

5. Adjust the size of the columns and view data.

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 Lesson 8: Defining Cost Accounts

For Oracle Internal and Instructor Use Only. This document should not be distributed.
LESSON REVIEW
Key Concepts
❑ Use cost accounts to organize and report cost information.
❑ You can assign cost accounts to resource assignments, resources, and
expenses.

Review Questions
1. True or False: Cost accounts may not be hierarchical.

2. True or False: A resource assignment can be associated only with one

cost account per activity.

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 For Oracle Internal and Instructor Use Only. This document should not be distributed.
LESSON 9

Web Administration

Objectives
❑ Manage User Interface views
❑ Create a calculated user-defined field
❑ Create issue codes
❑ Create an issue form

Key Terms
User Interface view

Calculated user-defined field

Issue code

Issue form

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 Lesson 9: Web Administration

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Managing User Interface Views
Administrators can customize User Interface views for a single user or a group
of users in Primavera Web Access.

User Interface views provide two advantages for the organization:

❑ Targeting application functionality — If, for example, a group of
users does not manage risks or issues, those tabs can be removed from
the Projects section. The result is an interface that is cleaner and more
focused to the tasks an individual or group performs.
❑ Limiting user access — If the organization wants to limit access to
certain parts of the application’s functionality, managing User Interface
views is a way to accomplish that goal outside of security and license.

FIG. 9.1:
Administration
section enables
the organization to
customize views
for groups of
users.

 EXERCISE: Log in Steps

and view the
Administration section.
1. Launch Primavera Web Access.

2. Type a Login Name <jbrunner> and a Password <jbrunner>.

3. Click Login.

4. In the Navigation bar, click Administration.

5. Click Manage User Interface Views.

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 Lesson 9: Web Administration

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Managing User Interface views (continued)
Existing User Interface views are listed on the page. Click the View Name to
edit a view, or click Create User Interface view to create a new one.

FIG. 9.2: Existing

User Interface
views are listed.

When you click Create User Interface view, a dialog box offers you a choice of
creating the view anew, or copying an existing view. In this example, you will
select New User Interface View.

FIG. 9.3: Copy an

existing view or
click New User
Interface View.

 EXERCISE: Create Steps

a User Interface view.

1. Click Create User Interface view.

2. In the dialog box, confirm New User Interface View is selected.

3. Click OK.

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 Lesson 9: Web Administration

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Managing User Interface views (continued)
The Create User Interface view screen is divided into three tabs:
❑ Content — Customize items displayed in Action Menu for each section,
dashboards displayed in Dashboards section, and tabs displayed in
Portfolios, Projects, and Resources sections.
❑ Activity Editing — Control the content a user can edit in the Activities
page. This provides an extra level of security above configured privileges,
ensuring that users can edit the appropriate set of activity details.
❑ Users — Assign users who will see this view when they log in.

Begin by typing a name for the User Interface view.

FIG. 9.4: Type a

name in the User
Interface View
Name field.

 EXERCISE: Specify Steps

a name for the new
User Interface view.
1. In the User Interface View Name field, type <Junior Project
Manager>.

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 Lesson 9: Web Administration

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Selecting Content for View
Each section in P6 Web Access — Dashboards, Portfolios, Projects, and
Resources — is represented in the Create User Interface view page.
❑ For Portfolios, Projects, and Resources, you can customize the display of
Tab icons and the Action menu.
❑ For Dashboards, you can customize the display of dashboards and the
Action menu.

Customize the view by marking or clearing checkboxes. If the item is checked,

it is displayed in the view; if it is cleared, it is not displayed.
❑ If a checkbox is marked at the category level — for example, Action menu
— all items within the category are displayed.

❑ To display only some items within a category, click to expose items.

Mark/clear checkboxes next to items that you want to display/hide.

Use arrows to arrange the order of items within a category. Only

blue arrows are enabled; gray arrows are disabled.

FIG. 9.5: Clear

checkboxes next
to items that you
do not want to
display in the User
Interface view.

 EXERCISE: Select Steps

Action bar items in the
Dashboards section.
1. In the Dashboards section, click to expand items in the Action Menu
category.

2. Clear checkboxes next to Import Appointments and Manage Portfolios.

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 Lesson 9: Web Administration

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Selecting Content for View (continued)
Click Assign to select dashboards available in the view.

After dashboard is assigned, click Remove to remove it from the view.

FIG. 9.6: Click

Assign to select
dashboards for the
view.

 EXERCISE: Assign Steps

dashboards to the view.

1. Click Assign in the Displayed Dashboards section.

2. Select a dashboard Planned Projects, and then click Assign.

3. Select a dashboard Weather, and then click Assign.

4. Click Close.

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 Lesson 9: Web Administration

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Selecting Content for View (continued)
Tab icons and Action menu items can be selected for the Portfolios, Projects,
and Resources sections. Note that at least one tab must be selected for each
section.

FIG. 9.7:
Tab icons and
Action menu items
can be selected.

 EXERCISE: Select Steps

Tabs in the Projects
section.
1. In the Projects section, click to expose Action Menu and Tab icons.

2. In the Tab Icons section, clear the checkbox next to Invited Users.

3. In the Activities row, select Tabs.

4. Click Save.

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 Lesson 9: Web Administration

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Managing Activity Editing
Fields and activity codes are grouped into categories in the Activity Editing tab.
Click + to expand a category. If checkbox is marked, a user can view and edit
all data related to the item. If checkbox is cleared, data related to the item is
available for a user to view, but not to edit. Marking the checkbox of all
categories, except Activity Codes and User Defined Fields, marks the
checkboxes of all options under the category.

FIG. 9.8: Mark a

checkbox to
enable editing of
field or activity
code.

 EXERCISE: View Steps

fieds and code values in
the Activity Editing tab.
1. Click the Activity Editing tab.

2. Click + to expand a field category, Durations.

3. Click + to expand an activity code, Global Activity Codes.

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 Lesson 9: Web Administration

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Assigning Users to Views
The Users tab allows you to assign users to the User Interface view.

The Available Users section divides users into two categories:

❑ Users Without a User Interface View
❑ Users With a User Interface View

Each user can be assigned only one User Interface view. If you assign users
from the category Users With a User Interface View, access to their previous
view is deleted and they are assigned to the new view.

If the Allows Editing checkbox is marked, users can customize the view for
themselves. If the checkbox is clear, users cannot edit their assigned User
Interface view.

FIG. 9.9: Allow

Editing enables
users to edit their
view.

 EXERCISE: Assign Steps

users to view.

1. Click the Users tab.

2. Click + to expand a grouping, Users Without a User Interface View.

3. Select users to assign to the current User Interface view, Andy Mason and
Joe Nolan, and then use the arrow to move them to the Selected Users
section.

4. Click Save and Close.

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 Lesson 9: Web Administration

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Calculated User-Defined Fields
A calculated project user-defined field is a unique type of project user-defined
field that has a formula associated with it. The formula automatically calculates
values for the field. You can also assign graphic indicators for calculated values.

Once defined, you can display calculated project user-defined fields in the
Project Statistics portlet, which is available on the Project Workspace or on any
dashboard. You can also display them in the Portfolio Views portlet on any
dashboard, or on the Portfolio Analysis tab.

On the Project User Defined Fields page, fields are categorized by Data Type,
such as Text, Cost, and Integer.

Click on a user-defined field to edit it. Note that you may not be able to edit
the field if values are already assigned to it.

Note: Calculated user-defined fields can be viewed only in Primavera Web

Access.

FIG. 9.10: User-

defined fields are
categorized by
Data Type.

Steps
1. In the Navigation bar, click Administration.

2. Click Project User Defined Fields.

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 Lesson 9: Web Administration

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Creating a Calculated User-Defined Field
Click Create User Defined Field to create a new field. The top section of the
page includes the following fields:
❑ Title — Displays the name of the field. This is a required field.
❑ Data Type — Determines the type of data you can enter for the field,
such as text, numbers, or dates.
❑ Calculation Type — A calculation enables you to define a formula to
calculate the value of the field. To specify a calculation, select Formula; if
no calculation is required for the field, select Manual.

In the example below, a project manager wants to create a calculated user-

defined field that will give her a quick glance of what percent of a project’s
activities have been completed.

FIG. 9.11: Choose

Manual or Formula
in the Calculation
Type drop-down
list.

 EXERCISE: Create Steps

a calculated user-
defined field.
1. Click Create User Defined Field.

2. In the Title field, type <Percent Completed Activities>.

3. In the Data Type drop-down list, select Number.

4. In the Calculation Type drop-down list, select Formula.

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 Lesson 9: Web Administration

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Creating a Calculated User-Defined Field (continued)
To measure the percentage of completed activities, the project manager
creates a formula of Completed Activities / Total Activities x 100. The result will
be a percentage of completed activities to total activities. For example, if
Completed Activities=25 and Total Activities=75, the percentage is 33%.

FIG. 9.12: Select a

field in the Fields
drop-down list,
and then click
Insert Field.

 EXERCISE: Specify Steps

fields to calculate user-
defined field.
1. In the Fields drop-down list, select Actual Completed Activities (in the
Number of Activities grouping).

2. Click Insert Field.

3. Click .

4. In the Fields drop-down list, select Total Activities.

5. Click Insert Field.

6. Click .

7. Type <100>.

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 Lesson 9: Web Administration

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Creating a Calculated User Defined Field (continued)
After the formula is set, the project manager will assign four graphic indicators
to represent values: a red pie indicator for 0 percent; a quarter-filled pie
indicator for between 0 and 25 percent activities completed; a half-filled pie
indicator for 25 and 50 percent activities completed; and a three-quarter-filled
pie indicator for more than 50 percent. Options at the bottom of the screen
enable you to choose whether the data value or the indicator, or both, are
displayed when the field is viewed.

FIG. 9.13: Click to

select a graphic
indicator.

 EXERCISE: Specify Steps

parameters for user-
defined field.
1. In the first row Parameter drop-down list, select equals.

2. In the Value field, type <0>.

3. Click in the Indicator column, and then select a red pie indicator, .

4. In the second row Parameter drop-down list, select is within range of.

5. In the Value field, type <0>.

6. In the High Value field, type <25>.

7. Click in the Indicator column and select a quarter-filled pie indicator, .

8. In the third row Parameter drop-down list, select is within range of.

9. In the Value field, type <25>.

10. In the High Value field, type <50>.

11. Click in the Indicator column and select a half-filled pie indicator, .

12. In the fourth row Parameter drop-down list, select is greater than.

13. In the Value field, type <50>.

14. Click in the Indicator column and select a three-quarter-filled pie

indicator, . Click Save.

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 Lesson 9: Web Administration

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Viewing a Calculated User-Defined Field
You can view the field you just created in the Project Statistics portlet on John’s
Projects dashboard.

FIG. 9.14:
Calculated user-
defined field is
displayed in
Project Statistics
portlet.

 EXERCISE: View Steps

field in Project Statistics
portlet.
1. In the Navigation bar, click Dashboards.

2. Confirm John’s Projects dashboard is selected.

3. In the Project Statistics portlet, click Customize.

4. In the Available Columns section, expand a grouping, User Defined.

5. Select a data item, Percent Completed Activities, and then use the arrow
to move it to the Selected Columns section after Finish.

6. Click Save.

7. Click Save and Close.

8. Maximize the portlet.

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 Lesson 9: Web Administration

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Creating Issue Codes
You can create issue codes and assign values to them, enabling you to quickly
categorize and organize issues that affect your project.

Primavera provides security settings that limit users' ability to add, edit, and
delete issue codes. In addition to these settings, Primavera also enables users
to create secure issue codes, which provide an additional level of security
where users must have specific security rights to view secure codes. Even
users who can view and edit issue codes cannot view/edit secure codes unless
they have that specific privilege.

FIG. 9.15: Up to six

issue codes can be
created at one
time.

 EXERCISE: Create Steps

an issue code.
1. In the Navigation bar, click Administration.

2. Click Issue Codes.

3. Click Modify.

4. Click Add Code.

5. In the Issue Code field, type <Load Testing>.

6. Click Save.

7. Click Done.

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 Lesson 9: Web Administration

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Creating Issue Codes (continued)
After the issue code is created, you can add issue code values so issues with
the issue code Bug Severity can be organized and categorized.

Issue code values are divided into:

❑ Issue code value — The name of the issue code value, maximum 20
characters.
❑ Issue code value description — A description of the issue code value.

FIG. 9.16: Type an

issue code value
and issue code
value description.

 EXERCISE: Add Steps

issue code values.
1. Confirm an issue code, Load Testing, is selected in the Hierarchy.

2. Click Add Code Value.

3. In the Issue Code Value field, type <PASS>.

4. In the Issue Code Value Description field, type <Passed>.

5. Tab to the next line and in the Issue Code Value field, type <FAIL>.

6. In the Issue Code Value Description field, type <Failed>.

7. Tab to the next line and in the Issue Code Value field, type <MED>.

8. In the Issue Code Value Description field, type <Remediation>.

9. Click Save.

10. Click Done.

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 Lesson 9: Web Administration

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Creating Issue Codes (continued)
Issue codes in Primavera are non-hierarchical; they display as a single list in
alphabetical order.

Click + next to an issue code to view associated issue code values.

FIG. 9.17: Issue

code values are
listed
alphabetically.

 EXERCISE: View Steps

issue code values.
1. Click + next to an issue code, Load Testing, to view issue code values.

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 Lesson 9: Web Administration

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Creating Issue Form Categories
Issue forms enable you to customize the forms used to create issues. Given
that an organization may have numerous issue forms, Primavera enables you
to create issue form categories to organize forms across the enterprise.

Create, edit, and delete issue form categories in the Issue Form Categories
view in the Administration section.

Issue form categories are listed in the Hierarchy in alphabetical order. They are
not hierarchical.

If an issue form category is deleted, existing issues within the category are not
deleted. They are displayed in the No Category grouping.

FIG. 9.18: Issue

form categories
are listed
alphabetically.

 EXERCISE: View Steps

issue form categories.
1. In the Navigation bar, click Administration.

2. Click Issue Form Categories.

3. View issue form categories.

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 Lesson 9: Web Administration

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Creating Issue Forms
Issue forms enable you to create templates for the creation of project issues.
You can specify fields that display in the issue form; designate default values to
those fields; and assign project codes and user-defined fields.

Once created, you can subsequently assign the issue form to a project so
project members can create new issues based on the form. You can create
multiple forms to elicit information based on the type of issue that is being
created.

You can create an issue form either by using the Default Form or by copying an
existing form, nested within form categories in the Select a Form to Copy
dialog box.

FIG. 9.19: Use the

Default Form or
copy an existing
form, listed within
form categories.

 EXERCISE: Create Steps

an issue form.
1. In the Navigation bar, click Administration.

2. Click Issue Forms.

3. Click Modify, and then click Add Form.

4. Confirm Default Form is selected in the dialog box.

5. Click OK.

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 Lesson 9: Web Administration

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Creating Issue Forms (continued)
At the top of the Add Issue Form page, you are required to type a form name
in the Form Name field. You can also designate the form category in which the
form will reside.

FIG. 9.20:
Checkboxes in the
Issue Field table are
disabled if the field is
required.

The Issue Field table enables you to design the issue form by specifying which
fields are displayed on the form, a default value for the field (where
applicable), and whether a value for the field is required. These are the
columns in the Issue Field table:
❑ Field Name — This non-editable column lists fields available for display in
the form. The fields correspond to those in the standard issue form.
❑ Display — Mark a checkbox next to the corresponding field if you want it
to display in the form. The checkbox next to Issue Name cannot be
cleared.
❑ Default Value — Use this column to specify a default value for a field. As
mentioned earlier, issue forms can be assigned to projects. So, for
example, you can enter a default value for Responsible Manager that
corresponds to the project's responsible manager so that all project issues
created with this form automatically contain the responsible manager's
name. Only certain fields have editable default values: Owner, Priority,
Responsible Manager, and Status. Other fields have default values that
cannot be edited: Issue Name; Applies to Activity; Date Identified (default
value is always the current date); Identified By (default value is always the
current user); and Resolution Date.

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 Lesson 9: Web Administration

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Creating Issue Forms (continued)
❑ Required — Mark a checkbox to require a response to the field. The
Required checkbox is disabled if the Display checkbox for the field is not
marked. Certain fields are always Required: Issue Name, Identified By,
and Responsible Manager. The Priority and Status fields always have a
value but an asterisk, indicating a Required field, does not appear in the
issue form.

Separate sections below the Issue Field table enable you to assign issue codes
and user-defined fields to the form.
❑ Issue Codes — This section enables you to assign issue codes to the
form. After assigning the code, you can elect to specify a issue code value
in the Default Value field, or leave the field blank so it is completed by the
user creating the issue. You can also designate the code field as Required
so the issue creator is required to assign an issue code value.
❑ User-Defined Fields — This section enables you to assign user-defined
fields to the form. After assigning the field, you can elect to type a value in
the Default Value field, or leave the field blank so it is completed by the
user creating the issue. You can also designate the field as Required.

FIG. 9.21: Form

Name is a required
field, indicated by
an asterisk.

 EXERCISE: Type a Steps

form name and select a
category. 1. In the Form Name field, type <Load Testing>.

2. Click in the Form Category field.

3. Select a category, Software, and then click OK.

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 Lesson 9: Web Administration

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Creating Issue Forms (continued)

FIG. 9.22: Issue

codes and user
defined fields are
required -- but
default value is left
blank so values are
added when the
issue is created.

4. Mark the Required checkbox for a field, Resolution Date.

5. Click in the Default Value column for a field, Responsible Manager.

6. Select a responsible manager, Chief Technology Officer, and then click OK.

7. In the Issue Codes section, click Assign Issue Codes.

8. Select an issue code, Load Testing, and then click Assign, Close.

9. Mark the Required checkbox so users must assign a value to the field.

10. In the User Defined section, click Assign User Defined Fields.

11. Click + to expand a grouping, User Defined.

12. Select a user-defined field, Impact on Go Live, and then click Assign,
Close.

13. Mark the Required checkbox so users must assign a value for the field.

14. Click Save.

In the Issue Forms tab in the Projects section, you can assign issue forms to a
project so that users are prompted to select the form when creating a project
issue. Multiple issue forms can be assigned to a project.

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 Lesson 9: Web Administration

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Creating Activity Codes
Global-level, EPS-level, and project-level activity codes can be created in P6
Web Access. You also can designate colors for activity code values that can be
displayed as bars in the Activities page.

FIG. 9.23: New

activity code and
values are added.

 EXERCISE: Create Steps

an activity code and add
values.
1. In the Navigation bar, click Administration.

2. Click to add an activity code.

3. Type a name for the code <Region>.

4. Click to save.

5. Select the newly created code, Region, and then click to add an
activity code value.

6. Type <EAST> and then in the Description field, type <Eastern>.

If you want to designate code values by color, click the Color column and
select a color for each value.

7. Click to add a second activity code value.

8. Type <WEST> and then in the Description field, type <Western>.

9. Click to save.

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 Lesson 9: Web Administration

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LESSON REVIEW
Key Concepts
❑ Administrators can customize User Interface views for a single user or a
group of users in Primavera Web Access.
❑ Manage User Interface Views enables you to limit access to certain parts
of P6 Web Access functionality.
❑ The Users tab allows you to assign users to the User Interface view.
❑ Use issue forms to create issue codes and assign values to them, enabling
you to quickly categorize and organize issues that affect your project.

Review Questions
1. True or False: Each user can be assigned only one User Interface view.

2. True or False: Create, edit, and delete issue form categories in the Issue
Form Categories view in the Administration section.

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 For Oracle Internal and Instructor Use Only. This document should not be distributed.
APPENDIX A

Global/Project Security
Profiles

Objectives
❑ View project and global security settings.

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 Appendix A: Global/Project Security Profiles

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Global Profile Privilege Definitions
Global Privilege Definition
Create, edit, and delete global change specifications available
Edit Global Change Definitions
to all users.

Change administrative preferences and categories as defined

Edit Admin Preferences and Categories in the Admin Preferences and Admin Categories dialog boxes.
Edit currency data in the Currencies dialog box.

Remove resources from the Primavera database. This privi-

Delete Resources lege automatically grants the Add Resources and Edit
Resources privileges.

Create resources. This privilege automatically grants the Edit

Add Resources
Resources privilege.

Edit resource data. Display resource price/unit (if the View

Edit Resources Resource Costs global privilege is also granted), and resource
skill level (a resource’s role proficiency), in reports.

View, group/sort, filter, and report on resource and role profi-

ciency. A user must have this privilege to view
View Resource Role Proficiency
and search by resource and role proficiency in Primavera
(web).

Approve Resource Timesheets Approve submitted timesheets as a resource manager.

Edit Cost Accounts Create, edit, and delete cost accounts.

Import projects, resources, and roles from XER, MSP, XLS,

and P3 formats. A user must also have the Create Projects
Import Global Data for XER, MSP, XLS, Within EPS project privilege to import and create new
P3 projects. A user must also be a super user to update a project
from XER, XLS, or P3 formats, or to import MSP formats using
Project Link.

Import projects from Primavera in XML format. A user must

Import XML also have the Create Projects Within EPS project privilege to
import and create new projects.

Create, edit, and delete global reports; edit report groups and
Edit Global Reports global report batches; and save global reports created or mod-
ified by the Report Wizard.

Edit Global Tracking Layouts Create, edit, and delete global tracking layouts.

Edit Roles Create, edit, and delete global roles.

Edit the name of global activity codes. This privilege automati-

Edit Global Activity Codes cally enables you to add, edit, and delete global activity code
values as well.

Add new global activity codes and code values. This privilege
Add Global Activity Codes automatically enables you to edit existing global activity codes
and code values as well.

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 Appendix A: Global/Project Security Profiles

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Global Privilege Definition
Delete global activity codes and code values. This privilege
Delete Global Activity Codes automatically enables you to add and edit global activity codes
and code values as well.

Add, edit, and delete issue forms and issue form categories in
Edit Issue Forms
Primavera Web.

Edit Global Calendars Create, edit, and delete global calendars and shifts.

Edit Resource Calendars Create, edit, and delete resource calendars and shifts.

Edit Security Profiles Create, edit, and delete global and project security profiles.

Edit Users Add, edit, and remove users.

Edit Timesheet Dates Create and delete timesheet batches.

Add/Edit Global Activity and Assignment Create, edit, and delete global activity and resource assign-
Layouts and Filters ment layouts and filters.

Edit OBS Create, edit, and delete global OBS hierarchy.

Edit the name of project codes. This privilege automatically

Edit Project Codes enables you to add, edit, and delete project code values as
well.

Add new project codes and code values. This privilege auto-
Add Project Codes matically enables you to edit existing codes and code values
as well.

Delete project codes and code values. This privilege automat-

Delete Project Codes ically enables you to add and edit project codes and code val-
ues as well.

Edit the name of resource codes. This privilege automatically

Edit Resource Codes enables you to add, edit, and delete resource code values as
well.

Add new resource codes and code values. This privilege auto-
Add Resource Codes matically enables you to edit resource codes and code values
as well.

Delete global resource codes and code values. This privilege

Delete Resource Codes automatically enables you to add and edit resource codes and
code values as well.

Create, edit, and delete global portfolios in Portfolio Analysis

Edit Global Portfolios
and Primavera.

Administer Global External Applications Administer the list of global external applications.

Create, edit, and delete funding sources in the Funding

Edit Funding Sources
Sources Dictionary.

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 Appendix A: Global/Project Security Profiles

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Global Privilege Definition
Run the Project Architect wizard. The wizard enables Primav-
era users to create a new project based on methodologies
Run Project Architect
imported from Methodology Management and to add method-
ologies to an existing project.

View all values for labor and nonlabor resource costs and
price/unit values for roles. If this privilege is not granted to a
user, all areas in Primavera that display monetary values for
roles and labor, material, and nonlabor resources display
dashes and cannot be edited. For resources, such areas
View Resource and Role Costs
include resource price/time, values in resource profiles in the
Activities window, monetary values in Tracking layouts, and
monetary values in layouts in the Portfolio Analysis module.
For roles, the area is the price/unit value in the Roles dialog
box.

Administer the Job Services; set up the Apply Actuals, Batch

Administer Job Services Reports, Export, Schedule, and Summarize services to run at
specific time intervals.

Enables users to edit their own resource calendars if they do

not have the Edit Global and Resource Calendars global privi-
Edit Personal Resource Calendar lege. This privilege or the Edit Global and Resource Calen-
dars privilege is required for access to the Primavera (web)
Import Appointments feature.

Initiate predefined workflow processes for reviewing new

project requests or new work requests for existing projects. A
Create Project Requests
separate privilege is required to create the templates that
define the available workflow processes.

Create, edit, and modify templates that define workflow pro-

Edit Project Request Templates cesses for reviewing new project requests or new work
requests for existing projects.

Create, edit, assign, view, and delete all global and EPS-level
Add and Delete Secure Codes secure activity codes and values, as well as all global secure
issue codes and values.

Edit, assign, and view global and EPS-level secure activity

Edit Secure Codes codes and values, as well as all global secure issue codes
and values.

Assign and view global and EPS-level secure activity codes

Assign Secure Codes and values, as well as all global secure issue codes and val-
ues.

View global and EPS-level secure activity codes and values,

View Secure Codes
as well as all global secure issue codes and values.

Modify EPS-level activity codes. This privilege automatically

Edit EPS Activity Codes enables you to add, edit, and delete existing EPS-level activity
codes as well.

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 Appendix A: Global/Project Security Profiles

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Global Privilege Definition
Create EPS-level activity codes. This privilege automatically
Add EPS Activity Codes
enables you to edit existing EPS-level activity codes as well.

Remove EPS-level activity codes. This privilege automatically

Delete EPS Activity Codes enables you to add and edit existing EPS-level activity codes
as well.

Create, edit, and delete user interface views in the Primavera

Web application. This privilege also grants you the right to
assign views to users in both the Primavera Web application
Edit User Interface Views
and the Project Management module. User interface views
control the functionality each user can access in the Primav-
era Web application.

Access the SDK in read only mode, without superuser privi-

View All Global/Project Data via SDK
leges.

Create, edit, and delete global resource teams and role teams
Edit Global Resource and Role Teams
in Primavera Web.

Edit Resource Curves Create, edit, and delete resource distribution curves.

Create, edit, and delete user-defined fields. Without this privi-

lege, you can only view user-defined fields. In Primavera's
Edit User-Defined Fields Web application, enables access to the Project User Defined
Fields section in the Administration section, where you can
create, edit, and delete project user-defined fields.

Add/Edit Global Project/WBS Layouts and Create, edit, and delete global project and WBS layouts. In the
Portfolio Views Web Portfolios section, create, edit, and delete portfolio views.

Create, edit, and delete Microsoft Project Templates used to

Edit Microsoft Project Templates
import/export data from/to Microsoft Project.

Create, edit, and delete activity step templates used to add a

Edit Activity Step Templates
set of common steps to multiple activities.

Create new issue codes and issue code values in Primavera

Add Global Issue Codes
Web. Enables access to the Issues section in Primavera Web.

Edit issue codes and issue code values in Primavera Web.

Edit Global Issue Codes
Enables access to the Issues menu in Primavera Web.

Delete issue codes and issue code values in Primavera Web.

This privilege automatically enables you to add and edit global
Delete Global Issue Codes
issue codes and issue code values as well. It also enables
access to the Issues menu in Primavera Web.

Create, edit, and delete financial periods in the Financial

Edit Financial Period Dates Period dictionary. A user must also be assigned the Edit
Period Performance project privilege to edit period data.

Edit Global Scenarios Create, edit, and delete scenarios in the Web Portfolios.

Edit Global Dashboards Create, edit, and delete global dashboards in Primavera Web.

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 Appendix A: Global/Project Security Profiles

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Global Privilege Definition
Add, edit, and delete projects from scorecards in the Portfolio
View portlet and the Portfolio Analysis tab in the Primavera
Web application. To edit project data in a scorecard, a user
must also be assigned the 'Edit Project Details Except Finan-
cials' project privilege. To edit project cost data in a scorecard,
Edit Projects from Scorecards a user must also be assigned the 'Edit Project WBS Finan-
cials' project privilege. To add a project from a scorecard, a
user must also be assigned the 'Create Project Within EPS'
project privilege. To delete a project from a scorecard, a user
must also be assigned the 'Delete Project Within EPS' project
privilege.

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 Appendix A: Global/Project Security Profiles

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Project Profile Privilege Definitions
Project Privilege Definition
Create Project within EPS Create, copy, and paste projects within the EPS.

Delete Project within EPS Delete, cut, and paste projects within the EPS.

Summarize Project Summarize data for all projects in the EPS.

Edit fields in General, Dates, Defaults, Resources, and Set-

Edit Project Details Except Financials tings tabs in Project Details. A user must be assigned this priv-
ilege to select the project baseline.

Administer Project External Applications Administer links to external applications.

Schedule Project Schedule a project.

Level Resources Level resources for a project.

Apply Actuals Apply actuals to activities in a project.

Store actual this period values for actual units and costs in a
project’s financial periods. A user must be assigned the Add/
Store Period Performance
Edit Project Activities Except Relationships project privilege
before you can assign this privilege.

Edit period performance values for labor and nonlabor units as

well as labor, nonlabor, material, and expense costs. A user
Edit Period Performance
must be assigned the View Project Cost/Financials project
privilege before you can assign this privilege.

Maintain Project Baselines Save and delete a project’s baselines.

Update a project’s baselines with new project data using the

Run Baseline Update
Update Baseline utility.

Select the project baseline for a project. A user must also be

Assign Project Baseline assigned the Edit Project Details Except Financials project
privilege to select the project baseline.

Create, edit, and delete a project's work products and docu-

ments. In Primavera Web, relate items to documents, change
Edit Project Work Products and Docu- a document's access level, add and delete folders, and start
ments project document reviews. Collaboration functionality is addi-
tionally required to change a document's access level, add
and delete folders, and start project document reviews.

In Primavera Web, create, edit, delete, check out, and start

reviews for project template documents. A user needs to have
Add/Edit Project Template Documents the privilege to 'Edit Project Work Products and Documents'
also. Collaboration functionality is additionally required to
check out and start reviews for project template documents.

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 Appendix A: Global/Project Security Profiles

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Project Privilege Definition
View all monetary values for a project. If a user cannot view
project costs, all features that display monetary values are
replaced by three dashes (---) in Primavera and cannot be
View Project Costs/Financials
edited by the user. The ability to view resource price/time is
controlled by the View Resource and Role Costs global privi-
lege.

Edit Project Activity Codes Modify a project’s activity codes.

Add Project Activity Codes Create a project’s activity codes.

Delete Project Activity Codes Remove a project’s activity codes from the project database.

Edit EPS Activity Codes Modify EPS-level activity codes.

Add new EPS-level activity codes and code values. This auto-
Add EPS Activity Codes matically enables you to edit existing EPS-level activity codes
as well.

Remove EPS-level activity codes. This automatically enables

Delete EPS Activity Codes
you to edit existing EPS-level activity codes as well.

Monitor Project Thresholds Run the threshold monitor for a project.

Publish Project Web site Publish a project’s Web site.

Edit Project Reports Edit a project’s reports and edit a project’s report batches.

Edit Project Calendars Create, edit, and delete a project’s calendars.

Run Global Change Run Global Change to update activity detail information.

Check In/Check Out Project Check projects in and out of Primavera .

Assign Issue Forms In Primavera (web), assign issue forms to a project.

View timesheets for a project without being able to approve or

View Timesheets in Reports reject them. Run reports against timesheets for all resources
in a project.

Import/View Contract Management Data Import and view data from Expedition.

Edit WBS hierarchy (add/remove/move WBS nodes), note-

Edit Project WBS Except Financials book entries, earned value settings, milestones (steps), work
products and documents, and dates.

Edit WBS budget logs, funding sources, spending plan, and

Edit Project WBS Financials financial data at the project level. Edit cost data at the activity
level.

Edit EPS hierarchy (add/remove/move EPS nodes), edit EPS

Edit EPS Except
notebook, and edit all EPS-related data except financial infor-
Financials
mation.

Edit EPS Financials Edit EPS budget logs, funding sources, and spending plan.

Project Top-Down Estimation Run Top-Down Estimation for a project.

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 Appendix A: Global/Project Security Profiles

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Project Privilege Definition
Approve Timesheets
Review and approve or reject timesheets for a project.
as Project Manager

Edit Project Expenses Create, edit, and delete a project’s expenses.

Edit Project Thresholds, Issues Create, edit, and delete a project’s thresholds, issues, and
and Risks risks.

Edit Project Activity Relationships Create, edit, and delete a project’s activity relationships.

Add/Edit Project Create and edit a project’s activity information, except activity
Activities Except Relationships relationships.

Perform Activity Resource Requests Assign resource requests to activities in Primavera Web.

Delete Project
Delete a project’s activities.
Activities

Delete a project’s activities that have timesheet actuals

Delete Project
applied to them. A user needs to have the privilege to ‘Delete
Data with Timesheet Actuals
Project Activities’ also.

Create Workgroups Add a new workgroup in Primavera Web.

Delete Workgroups Delete a workgroup in Primavera Web.

Modify Project Workspace and Work- In Primavera (web), customize the project workspace and
group Preferences workgroup preferences.

Assign, delete, and modify resource assignments on a project

or WBS level in the Web Resource Management. Users can
also define search criteria, and conduct a search for resource
assignments. For users that do not have this privilege, the
Edit Resource Assignments for Resource
resource assignment information on the Plan Resources page
Planning
is read-only for that particular project or WBS. Since project-
level security privileges go down to the WBS level, it is possi-
ble to be able to assign a resource to one WBS in a project
and not another.

Create, edit, and delete a link to a Primavera Expedition

Edit Contract Management Project Link
project.

Edit Activity ID Modify Activity IDs.

Assign, delete, and modify role assignments on a project or

WBS level in Web Resource Management. Users can also
define search criteria for role assignments. For users that do
Edit Role Assignments for Resource not have this privilege, role assignment information on the
Planning Plan Resources page is read-only for that particular project or
WBS. Since project-level security privileges go down to the
WBS level, it is possible to be able to assign a role to one
WBS in a project and not another.

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 Appendix A: Global/Project Security Profiles

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Project Privilege Definition
Identify committed resource and role assignments on a project
or WBS level on the Plan Resources page in the Web
Edit Committed Flag for Resource Plan-
Resource Management module. This privilege also requires
ning
the Edit Resource Assignments for Resource Planning privi-
lege.

Enter, edit, and delete future period assignment values in the

Budgeted Units and Remaining (Early) Units fields of the
Resource Usage Spreadsheet. To assign this privilege to a
Edit Future Periods
user, you must first assign the 'Add/Edit Project Activities
Except Relationships' project privilege to the user; otherwise,
you cannot select this privilege.

Create, edit and delete project level layouts in the Activities,

Add/Edit Project-Level Layouts
Assignments, or WBS views.

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 For Oracle Internal and Instructor Use Only. This document should not be distributed.
APPENDIX B

User-Defined Fields and

Global Change

Objectives
❑ Establish user-defined fields
❑ Define global change parameters
❑ Run a global change

Key Terms
User- defined field

Global change

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 Appendix B: User-Defined Fields and Global Change

For Oracle Internal and Instructor Use Only. This document should not be distributed.
User-Defined Fields
User-defined fields enable you to add your own custom fields to the project
database. These fields can be used to group, sort, and filter project data within
layouts, as well as organize reports for analysis.

Subject Areas
The subject area determines the available data types and the level of the
database at which user-defined fields can be accessed.
❑ Activity
❑ Activity resource assignments
❑ Activity steps
❑ Issues
❑ Project expenses
❑ Project
❑ Resources
❑ Risks
❑ WBS
❑ Work products and documents

Data Types
A user-defined field’s data type determines the kind of data that can be
entered in the user-defined field.
❑ Start date — Dates and times.
❑ End date — Dates and times.
❑ Integer — Numeric (except currency); no decimals.
❑ Number — Numeric; with decimals.
❑ Text — Text or combinations of text and numbers.
❑ Cost — Currency values.
❑ Indicator — Color-coded icons.

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 Appendix B: User-Defined Fields and Global Change

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Creating a User-Defined Field
Create user-defined fields in the User Defined Fields dialog box.

FIG. B.1: Select a

subject area from
the drop-down list.

 EXERCISE: Open a Steps

project and add two
user-defined fields.
1. Open a project, Bldg - GC.

2. In the Enterprise menu, click User Defined Fields.

3. In the Select Subject Area field, verify Activities is selected.

4. Click Add.

5. In the Title field, type <Up Front Costs>.

✍ Verify you have the 6. In the Data Type field, select Number.
field Up Front Costs
selected. It may be
shuffled after typing in
7. Click Add.
the value.
8. In the Title field, type <Up Front Cost Indicator>.

9. In the Data Type field, select Indicator.

10. Click Close.

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 Appendix B: User-Defined Fields and Global Change

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Users with security
privileges to edit user-
Displaying Fields and Assigning Values
defined fields can add,
modify, or delete user- In the Activities window, display activity-type user-defined fields as columns.
defined fields. Other
users can still view them
Use the user-defined field columns to assign or type a value for each activity.
in the User Defined
Fields dialog box. In the Projects window, display project-type user-defined fields as columns.
Use the user-defined field columns to assign or type a value for each project.

FIG. B.2: Add the

user-defined
columns to the
layout.

 EXERCISE: Add Steps

columns for the newly
created custom user-
defined fields and
1. In the Directory bar, click Activities.
manually enter an Up
Front Cost for an 2. In the Layout Options bar, click Layout, Open.
activity.
3. Select a layout, Analyzing the Budget, and then click Open.

4. In the Layout Options bar, click Columns.

5. In the Available Options section, click + to expand User Defined.

6. Select Up Front Costs, and then click .

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 Appendix B: User-Defined Fields and Global Change

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Displaying Fields and Assigning Values (continued)

7. Select Up Front Cost Indicator, and then click .

8. Click OK.

9. Select an activity, BA1200 - Review Bids for Flooring.

10. In the Up Front Costs column in the Activity Table, type <290.00>.

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 Appendix B: User-Defined Fields and Global Change

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Global Change
Global change is a powerful feature that can change data in an open project in
a single process. You can make changes to data in the Activities, Activity
Resource Assignments, or Project Expenses subject areas. Use global change
to perform various functions, such as replacing existing data with new data,
populating user-defined fields, activity codes, and other data items. Use
arithmetic equations to change numeric data such as units, costs, and
durations. For example, you can use global change to change budget values
and store dates for comparison when leveling.

Global change specifications rely on If/Then/Else logic:

❑ "If" statements, which are optional, compare two values to determine
whether to make the change.
❑ "Then" statements change data when the "If" statement is true. All global
change specifications require at least one "Then" statement.
• When no "If" statement is defined, the "Then" statement is applied to
all activities in the current filter, not all activities in memory.
❑ "Else" statements change data when the "If" statement is false. To specify
an "Else" statement, there must be at least one "If" statement.
❑ You can define an unlimited number of "If, Then, and Else" statements.

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 Appendix B: User-Defined Fields and Global Change

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Creating a New Global Change
Add statements to define the new global change specification. You can use one
of the following three subject areas to create the global change specification:
activities, activity resource assignments, or project expenses. Only activity-type
user-defined field values can be populated via global change.

FIG. B.3: Type a

name for the
global change.

 EXERCISE: Create Steps

a global change to store
up front costs for the
project.
1. In the Tools menu, click Global Change.

2. In the Command bar, click New.

3. In the Global Change Name field, type <Initializing Up Front Costs>.

4. In the Select Subject Area drop-down list, verify Activities.

5. Click in the Then section, and then click Add.

6. Click in the Parameter cell, and then select Up Front Costs.

7. Click in the Parameter/Value cell, and then select At Completion Expense

Cost.

8. Click in the Operator cell, and then select *.

9. Double-click in the Parameter/Value cell , and select Custom.

10. Type a Parameter/Value, <0.10>.

11. In the Command bar, click Change.

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 Appendix B: User-Defined Fields and Global Change

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Global Change Report Dialog Box
The Global Change Report dialog box provides a preview of the global change.
You can choose to cancel or commit the changes.

Once you commit changes, you cannot undo them.

FIG. B.4: View

updated data in
global change
report.

 EXERCISE: View Steps

the global change
report.
1. Scroll down to review the calculated values in the report.

2. Click Commit Changes.

3. When prompted to save the information to a text file, click No.

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 Appendix B: User-Defined Fields and Global Change

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Viewing Global Change Results
You can view the global change results in the layout.

FIG. B.5: Result of

global change Up
Front Costs is
updated.

 EXERCISE: View Steps

the changes to the
project data.
1. In the Modify Global Change dialog box, click OK.

2. In the Global Change dialog box, click Close.

3. Scroll down the Activity List to view the updated Up Front Costs values.

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 Appendix B: User-Defined Fields and Global Change

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Using If/Then/Else Logic
The "If" statement indicates the activities that are going to be changed.

FIG. B.6: Create an

If statement to set
a condition.

 EXERCISE: Create Steps

a global change that
populates the Up Front
Cost Indicator value. 1. In the Tools menu, click Global Change.

2. In the Command bar, click New.

3. In the Global Change Name field, type <Initializing the Up Front Cost
Indicator>.

4. In the If section, click in the Parameter cell and then select Up Front Costs.

5. Click in the Is cell and choose is not equal to.

6. Click in the Value cell and type <0>.

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 Appendix B: User-Defined Fields and Global Change

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Using If/Then/Else Logic (continued)
The "Then" statement indicates how to change activities that meet the "If"
statement criteria.

FIG. B.7: Select a

value for the Up
Front Cost
indicator.

 EXERCISE: Steps
Indicate that any
activity that has an Up
Front Cost will be
1. Click in the Then section and click Add.
assigned a green
indicator in the Up Front 2. Click in the Parameter cell in the Then section, and then select , Up Front
Cost Indicator field.
Cost Indicator.

3. In the Is cell, verify "=".

4. In the Parameter/Value cell, select (Green).

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 Appendix B: User-Defined Fields and Global Change

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Using If/Then/Else Logic (continued)
The "Else" statement indicates how to change activities that do not meet the
"If" statement criteria.

FIG. B.8: Global

Change report -
Initializing the Up
Front Cost
Indicator update

 EXERCISE: Steps
Indicate that any
activity that does not
have an Up Front Cost
1. Click in the Else section and choose Add.
will be assigned a red
indicator in the Up Front 2. Click in the Parameter cell in the Else section, and then select Up Front
Cost Indicator field.
Cost Indicator.

3. Click in the Parameter/Value cell and select (Red).

4. In the Command bar, click Change.

5. When prompted, click Yes.

6. Click Commit Changes.

7. When prompted, click No.

8. In the Modify Global Change dialog box, click OK.

9. In the Global Change dialog box, click Close.

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 Appendix B: User-Defined Fields and Global Change

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Viewing Global Change Results

FIG. B.9: The

results of running
the Initializing the
Up Front Cost
Indicator global
change are
displayed.

 EXERCISE: View Steps

the global change
results.
1. Scroll to the top of the Activity List.

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 Appendix B: User-Defined Fields and Global Change

For Oracle Internal and Instructor Use Only. This document should not be distributed.
LESSON REVIEW
Key Concepts
❑ User-defined fields are custom fields you add to the project database to
group, sort, and filter project data.
❑ Create user-defined fields in the Tools menu.
❑ The user-defined field type determines the kind of data that can be
entered in the user-defined field.
❑ Run global change statements to make changes in project data in a single
process or to populate user-defined fields.
❑ All global change specifications require at least one "Then" statement.

Review Questions
1. True or False: A user-defined field’s data type determines the kind of
data that can be entered in the user-defined field.

2. Click __________ to apply the global change to the activities.

a. Change
b. Save to File
c. Add
d. Commit Changes

3. True or False: User-defined fields can be used to group, sort, and filter
project data within layouts.

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 For Oracle Internal and Instructor Use Only. This document should not be distributed.
APPENDIX C

Defining Currency

Objectives
❑ Establish multiple currencies and exchange rates
❑ Set up user currency preferences
❑ Set up currency based on user preferences
❑ Select the currency for viewing monetary values
❑ Assign a currency type to a resource

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 Appendix C: Defining Currency

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Currencies
Define different types of currencies in the Currencies dialog box. Currencies are
global and are available to all users in the database.

Base Currency
The Base Currency stores monetary values for all projects in the database, as
well as the View Currency used to display costs in windows and dialog boxes.
Only one Base Currency is supported per database. The base currency is
established during installation, and by default, is set to US Dollars.

FIG. C.1: The top

row always
represents the
base currency.

 EXERCISE: View Steps

the Currencies dialog
box.
1. Open a project, Bldg - MC.

2. In the Admin menu, click Currencies.

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 Appendix C: Defining Currency

For Oracle Internal and Instructor Use Only. This document should not be distributed.
General Tab
The General tab enables you to add, modify, or view currency information and
exchange rates.
❑ Currency ID — Unique identifier; max 6 characters, alphanumeric.
❑ Currency Name — Name of the currency; max 40 characters,
alphanumeric field.
❑ Currency Symbol — Monetary symbol representing the currency; max 3
characters, non-numeric field.
❑ Exchange Rate — Rate of a currency against the Base Currency; max 6
decimal places, numeric field.
• Each currency entered has its own exchange rate.
• Used to convert a specific currency into the base currency.
• Used to convert monetary values into the view currency for display
purposes.

FIG. C.2: The

Exchange Rate for
the Base Currency
is always 1.

 EXERCISE: View Steps

the fields in the General
tab in the Currencies
dialog box.
1. Click the General tab.

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 Appendix C: Defining Currency

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Appearance Tab
The Appearance tab enables you to view and edit appearance information for
the selected currency.
❑ Decimal symbol — Symbol used to separate whole values from decimal
values in currency display; period or comma.
❑ Digit grouping symbol — Symbol used for grouping the selected
currency; comma, dash, or period.
❑ Number of decimal places — Number of decimal places to include in
currency display; 0, 1 or 2.
❑ Positive currency format — Format used to display currency values as
positive.
❑ Negative currency format — Format used to display currency values as
negative, i.e. ($0.00), — $0.00, etc.

FIG. C.3: Use the

Appearance tab to
format the display
of currency.

 EXERCISE: View Steps

the Appearance tab in
the Currencies dialog
box.
1. Click the Appearance tab.

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 Appendix C: Defining Currency

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Adding a New Currency
System administrators can establish unlimited global currencies in the
Currencies dialog box.

FIG. C.4: New

currency is added.

 EXERCISE: Enter a Steps

new global currency,
Pound Sterling.
1. Click the General tab.

2. Click Add.

3. In the Currency ID field, type <GBP>.

4. In the Currency Name field, type <Pound Sterling>.

5. In the Currency Symbol field, type <£>

ASCII keystrokes are needed to type the £ symbol.

• If using a desktop keyboard, while holding down the Alt key, type
<0163> using the numeric keyboard.
• If using a laptop keyboard, hold down both the Alt and Fn keys, and
then type <0163> using the Fn keys corresponding to the numerals
0163.

6. In the Exchange Rate field, type <0.696000>.

The Exchange Rate above is used for training purposes and does not
reflect current exchange rates.

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 Appendix C: Defining Currency

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Adding a New Currency (continued)
The $ sign is used as the universal currency symbol when setting values in the
Positive currency format and Negative currency format fields.

FIG. C.5: The $

symbol is used as
currency symbol
when setting
positive and
negative formats.

7. Click the Appearance tab.

8. In the Positive currency format drop-down list, confirm $1.1.

9. In the Negative currency format drop-down list, confirm ($1.1).

10. Click Close.

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 Appendix C: Defining Currency

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Setting Up Currency User Preferences
In the User Preferences dialog box, the Currency tab is used to select the
currency that is displayed for all cost, expense, and price values for the user.
This currency is called the View Currency.
❑ All monetary values are stored in the database in the Base Currency.
❑ Users view monetary values in their View Currency. The View Currency is
used for viewing, reporting, web publishing, and importing and exporting
cost, expense and price data. Once a currency has been selected, the user
is required to enter all cost, expense and price data in that currency.

FIG. C.6: Click the

ellipsis to select
the View Currency.

 EXERCISE: View Steps

the currency settings.

1. In the Edit menu, click User Preferences.

2. Click the Currency tab.

3. In the Select a currency for viewing monetary values field, click .

4. View options for View Currency, and then confirm USD-Dollar is selected.

5. Close the Select View Currency and User Preferences dialog boxes.

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 Appendix C: Defining Currency

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Resource Currency Type
In Resource Details, you can assign a Currency Type to each resource in the
resource pool.
❑ Each resource is associated to a single currency type.
❑ When a resource is added, the resource Currency field is populated with
the user’s View Currency.
• The user may then modify the resource currency to reflect the
appropriate currency type for that specific resource.
❑ The resource currency type synchronizes the resource prices against the
base currency.
• The synchronization is controlled by the exchange rates of the
currencies specified.
❑ The exchange rate associated with the user’s View Currency displays the
resource prices in the resource pool.

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 Appendix C: Defining Currency

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Assigning a Currency to a Resource
In the Resources window, the system administrator can assign a currency to
each resource.

FIG. C.7: Select

currency for
resource in Details
tab.

 EXERCISE: Assign Steps

Pound Sterling currency
to resource Jeff Young.
1. In the Directory bar, click Resources.

2. In the Display Options bar, click Filter By, All Resources.

3. Click the Resource Name column header to sort by Resource Name.

4. Select a resource, JY - Jeff Young.

5. Click the Details tab.

6. In the Currency field, click .

7. Select a currency, GBP - Pound Sterling.

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 Appendix C: Defining Currency

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Entering Price/Unit
The user modifying resource information has a View Currency of USD−US
Dollar. Thus, the resource’s Price/Unit must be entered in USD−US Dollars.

Jeff Young’s Price/Unit for the three rate types are:

❑ Commercial: £20
❑ GSA: £18
❑ Internal: £16
✍ Amounts are Currency Amount divided by View Currency’s Exchange Rate equals View
rounded to the nearest
penny. Currency Equivalent. To calculate the Commercial rate, £20 / 0.696000 =
$28.74 (This is the Price/Unit in the user’s View Currency).

FIG. C.8: Price/

Unit is entered in
the Units & Prices
tab.

 EXERCISE: Enter Steps

Jeff Young’s Price/Unit
in dollars.
1. Click the Units & Prices tab.

2. In the Commercial column, type <28.74>.

3. In the GSA column, type <25.86>.

4. In the Internal column, type <22.99>.

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 Appendix C: Defining Currency

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Changing the View Currency
Each user may select the currency they wish to use for displaying all monetary
values (costs, expenses, and prices). This currency will be used for viewing,
reporting, web publishing, and importing and exporting.

FIG. C.9: Select the

View Currency in
User Preferences.

 EXERCISE: Change Steps

the view currency in
User Preferences.
1. In the Edit menu, click User Preferences.

2. Verify that the Currency tab is selected.

3. Click to select the currency for viewing monetary values.

4. Select a currency, GBP - Pound Sterling.

5. Click Close.

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 Appendix C: Defining Currency

For Oracle Internal and Instructor Use Only. This document should not be distributed.
Viewing Price/Unit
Since you modified your View Currency, the monetary values will now be
displayed in the new View Currency, GBP − Pound Sterling.

FIG. C.10: Price/

Unit is now
displayed in GBP -
Pound Sterling.

 EXERCISE: View Steps

Jeff Young’s Price/Unit
in Pound Sterling.
1. View the Units and Prices tab.

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 Appendix C: Defining Currency

For Oracle Internal and Instructor Use Only. This document should not be distributed.
LESSON REVIEW
Key Concepts
❑ Use the Currencies dialog box in the Admin menu to define currencies for
the organization.
❑ The Base Currency is used to store monetary values for all projects in the
database.
❑ Each user can select a currency to use to display all cost, expense, and
price values in the User Preferences.
❑ You can also assign a currency type to a specific resource in the Resources
Window, Details tab.

Review Questions
1. True or False: You can have up to 10 currency types per project.

2. The View Currency is entered in which dialog box/tab:

a. Admin Categories, Currencies
b. User Preferences, Currency
c. Admin Preferences, Rate Types
d. Resources window, Details tab

3. True or False: There can only be one Base Currency.

4. True or False: The exchange rate is the rate of the currency to be used
against the base currency.

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 Appendix C: Defining Currency

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