106P D64422GC10 SG

THESE eKIT MATERIALS ARE FOR YOUR USE IN THIS CLASSROOM ONLY.
COPYING eKIT MATERIALS FROM THIS COMPUTER IS STRICTLY PROHIBITED
Student Guide
D64422GC10
Edition 1.0
February 2010
D65411
Oracle University and Collaboration Management and Control Solution FZ LLC use only
Advanced Project Management in

Primavera P6 Rel 7
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Course Contents
Lesson 1:
Creating a Project with Project Architect
Project Architect . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Create a New Project Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Project Start and End Dates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Responsible Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Project Architect . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Select Base or Plug-in? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Select Base Methodology . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Select Plug-In Methodologies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Estimate Size and Complexity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Tailoring the Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Tailor WBS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Tailor WPs & Docs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Tailoring Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Update Project Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Save Methodologies and View Details . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Finish . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Viewing the Results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Lesson 2:
Assigning Codes
21
Codes in P6 Project Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Assigning Project Code Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Assigning Resource Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Viewing Resources Organized By Resource Code . . . . . . . . . . . . . . . . . . 25
Assigning Global-Level Activity Code Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Advanced Project Management in Primavera P6 Rel. 7.0
Creating a Project-Level Activity Code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Assigning Project-Level Activity Code Values . . . . . . . . . . . . . . . . . . . . . . 28
Assigning EPS-Level Activity Code Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Lesson 3:
User-Defined Fields and Global Change
33
User-Defined Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Subject Areas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Data Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Creating a User-Defined Field . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Displaying Fields and Assigning Values . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Global Change . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Creating a New Global Change . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Global Change Report Dialog Box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Viewing Global Change Results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Using If/Then/Else Logic . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Viewing Global Change Results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Lesson 4:
Portfolios
51
Portfolios . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Creating a Portfolio . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Adding Projects to the Portfolio . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Using Portfolios To Open Projects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Using Portfolios in the Projects Window . . . . . . . . . . . . . . . . . . . . . . . . . 58
Lesson 5:
Advanced Scheduling
61
Multiple Float Paths . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
ii
Course Contents
Scheduling Progressed Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Course Contents
Using Retained Logic . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Using Progress Override . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
Calendar Effect on Lag . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
Using the Predecessor Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Using the Successor Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Lesson 6:
Monitoring Thresholds and Issues
73
Thresholds and Issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

Managing Thresholds and Issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
Creating a Threshold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
Monitoring Thresholds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
Addressing Issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
Issue History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Navigating Issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Notify Issue Dialog Box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Adjusting the Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
Closing Issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
Lesson 7:
Importing and Exporting Data
87
Importing and Exporting Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

Export Formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88
Export Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
Project(s) to Export . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
File Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
iii
Import Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92
Import Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92
File Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
Import Project Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
Modifying Import Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
Completing the Import . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
Viewing the New Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
Lesson 8:
Transferring Data Between Primavera and MS Excel
99
The Export Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100

Export Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100
Export Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101
Select Projects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101
Select Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102
Select XLS File Location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105
Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
Modifying Project Data in Excel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107
Updating Data in Excel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108
Importing from Excel into Primavera . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111
Reviewing Import Updates in Primavera . . . . . . . . . . . . . . . . . . . . . . . . 113
Adding New Schedule Data via Excel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
Importing New Project Data into P6 . . . . . . . . . . . . . . . . . . . . . . . . . . . 117
Lesson 9:
Updating Baselines
121
Updating a Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122

Updating Baselines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124
Adding and Removing Activities in the Baseline . . . . . . . . . . . . . . . . . . . 125
Update Baseline Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127
iv
Course Contents
Lesson 10:
Claim Digger
131
Course Contents
Claim Digger Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132

Launching Claim Digger . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132
Main Application Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133
Configuring Projects, Output Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134
Choosing Comparison Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135
Reviewing the Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136
Lesson 11:
Duration Types
139
Duration Types Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140

Balancing the Equation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141
Duration Type: Fixed Units/Time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142
Duration Type: Fixed Duration and Units/Time . . . . . . . . . . . . . . . . . . . 143
Duration Type: Fixed Units . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144
Duration Type: Fixed Duration & Units . . . . . . . . . . . . . . . . . . . . . . . . . 145
Assigning a Duration Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146
Modifying Activity with Fixed Units/Time Duration Type . . . . . . . . . . . . . . . . . . . . 148
Changing Units . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148
Changing Duration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149
Changing Units/Time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149
Adding a Resource . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150
Lesson 12:
Calculating Percent Complete
157
Percent Complete Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158

Assigning a Percent Complete Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159
Updating Activities Based on Physical Percent Complete . . . . . . . . . . . . . . . . . . . . 161
Updating Activities Based on Duration Percent Complete . . . . . . . . . . . . . . . . . . . 163
Updating Activities Based on Units Percent Complete . . . . . . . . . . . . . . . . . . . . . . 165
Weighted Steps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167

Setting Up Weighted Steps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168
Adding Weighted Steps to Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . 170
Updating Weighted Steps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171
Lesson 13:
Earned Value Analysis
173
Earned Value Analysis . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174

Planned Value Cost . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174
Earned Value Cost . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174
Actual Cost . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174
Earned Value Graph . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175
Earned Value Project Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176
Calculating Planned Value Cost . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177
Calculating Actual Cost . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178
Calculating Earned Value Cost . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 179
Performance % Complete . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180
Weighted Milestones . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181
Creating Weighted Milestones . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182
Updating Weighted Milestones . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183
Effect of Weighted Milestones on Activities . . . . . . . . . . . . . . . . . . . . . . 184
50/50 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185
Activity Percent Complete . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186
Conclusions Based on Earned Value . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187
Schedule Performance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187
Cost Performance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187
Cost, Schedule Performance Indices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188
Cost Performance Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188
Schedule Performance Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189
vi
Course Contents
Calculating Estimate to Complete . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 190
Course Contents
Estimate To Complete . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 190

Performance Factor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191
Using Remaining Cost for Activity to Calculate ETC . . . . . . . . . . . . . . . . 192
Using CPI to Calculate ETC . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193
Using CPI and SPI to Calculate ETC . . . . . . . . . . . . . . . . . . . . . . . . . . . 195
Lesson 14:
Activity Usage Profile and Spreadsheet
199
Activity Usage Profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200

Displaying Cost Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201
Displaying Bars and Curves . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202
Activity Usage Spreadsheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203
Displaying Usage for Selected Activities . . . . . . . . . . . . . . . . . . . . . . . . 204
Displaying Usage For a Specific Time Period . . . . . . . . . . . . . . . . . . . . . 205
Displaying Fields in the Activity Usage Spreadsheet . . . . . . . . . . . . . . . . 206
Lesson 15:
Top-Down Budgeting
209
Top-Down Budgeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211
Establishing Budgets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212
EPS Level . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212
Project Level . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213
WBS Level . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 214
Tracking Budget Changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 215
Approved Change . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217
Establishing a Spending Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218
Spending Plan Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218
Spending Plan Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218
vii
Establishing a Spending Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 219

EPS Node . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 219
Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 220
Undistributed Current Variance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 221
Benefit Plan Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 222
Tracking and Analyzing Budgets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223
Budget Summary Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223
Budget Summary Calculations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224
Funding Sources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225
Assigning Funding Sources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 226
Lesson 16:
Top-Down Estimating
231
Top-Down Estimation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 232

Assigning Estimation Weights . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 233
Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 234
Calculating Top-Down Estimation Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235
Performing Top-Down Estimation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236
Top-Down Estimation Dialog Box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236
Viewing New Top-Down Estimates . . . . . . . . . . . . . . . . . . . . . . . . . . . . 239
Applying Top-Down Estimation to the Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 240
Lesson 17:
Documenting Risk
245
Risks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246
Viewing Risk Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 247
Adding a Risk . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 248
General Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 249
Description Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 250
Control Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 251
Calculating Exposure Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 252
viii
Course Contents
Calculating a Risks Impact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 253
Course Contents
Changing an Activitys Duration Type . . . . . . . . . . . . . . . . . . . . . . . . . . 254

Calculating Risk Impact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 255
Lesson 18:
Tracking Layouts
261
Tracking Layouts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 262

Types of Tracking Layouts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 262
Navigating in the Tracking Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 263
Open a Project Table Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 264
Creating a New Tracking Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 265
Creating a Project Bar Chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 266
Grouping the Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 268
Creating a Resource Analysis Layout . . . . . . . . . . . . . . . . . . . . . . . . . . 269
Creating a Project Gantt/Profile Layout . . . . . . . . . . . . . . . . . . . . . . . . 270
Lesson 19:
Auto Compute Actuals
273
Auto Compute Actuals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 274

Business Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 274
Auto Compute Activity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 275
Auto Compute Resource . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 279
Auto Compute Expense . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 280
Lesson 20:
Reflection Projects
283
Reflection Projects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 284

Creating a Reflection Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 284
Making Changes to the Reflection Project . . . . . . . . . . . . . . . . . . . . . . . 286
ix
Merging Reflection into Source Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 289

Previewing Changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 290
Merging Reflection into Source Project . . . . . . . . . . . . . . . . . . . . . . . . . 292
Viewing Updated Source Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 293
Updating Reflection Project via Activity Owner . . . . . . . . . . . . . . . . . . . . . . . . . . . . 294
Course Contents
LESSON 1
Creating a Project with

Project Architect
Objectives
Create a project using Project Architect
Customize the project plan
Key Terms
Project Architect
Size and Complexity Percentage
2009 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.
Project Architect
Project Architect is a wizard that guides you through the process of a creating
a project using the Methodology Management tool.
FIG. 1.1: Project
Architect helps you
create a project
based on a
methodology.
Project Architect
Wizard
Methodology
Management
Methodologies
Project Templates
Standard Processes
Project
Management
Project Plans
These are some of the options a project manager should consider when
running Project Architect to create a project plan from methodologies:
Select base/plug-in methodologies.
Specify size and complexity.
Select the appropriate methodology from the repository.

Use a wizard, or your best judgement, to calculate the duration, units,
and expenses for this project plan.
Tailor elements of the project plan to meet the project requirements.
WBS and activities
Activity attributes
Work products & documents
FIG. 1.2: A
methodology
enables you to
standardize
elements of a
project and
incorporate lessons
learned.
Controlling
Create/update
methodologies
Methodology
Management
Project
Architect
Initiating
Closing
Incorporate
lessons learned
Create new
project plans
Executing
Planning
Lesson 1: Creating a Project with Project Architect
Create a New Project Wizard

The Create a New Project wizard guides you through the steps required to add
a project to the Enterprise Project Structure. You begin by establishing basic
project structures - Project Name, Responsible Manager, EPS, etc. and end
by using Project Architect to incorporate methodologies.
FIG. 1.3: Click to
select an EPS node.
EXERCISE: Add
the Highway Extension

project to the Highway
Construction EPS node.
Steps
1.
Click Start, Programs, Oracle - Primavera P6, Project Management.
2.
Type a Login Name <tharris> and Password <tharris>.
3.
Click OK.
4.
In the File menu, click New.
5.
Click
6.
Highlight an EPS node, Highway Const - Highway Construction.
7.
Click
to view the EPS.
, and then click Next.
Project Name
The name of the project is Highway Extension. You can shorten this name to
create the Project ID, HwyExt.
Project ID must be unique; Project Name should also be unique but this not
required.
FIG. 1.4: Type a
Project ID and
Project Name.
EXERCISE: Enter
the Project ID and
Project Name.
Steps
1.
In the Project ID field, type <HwyExt>.
2.
In the Project Name field, type <Highway Extension>.
3.
Click Next.
Project Start and End Dates

The project is scheduled to start the week of 11-Jan-2010.
The project does not have a Must Finish By date at this time. You can add one
later in the Dates tab in the Projects window.
FIG. 1.5: Select the
Planned Start date.
EXERCISE: Enter
the Planned Start date

of the project.
Steps
1.
In the Planned Start field, click
2.
Select a date, 11-Jan-10, and then click Select.
3.
Click Next.
Responsible Manager
The Responsible Manager is selected from the Organizational Breakdown
Structure (OBS). The OBS is a hierarchical arrangement of an organizations
project management structure.
The OBS can be configured to represent a detailed organizational breakdown
(with employee names) or a more general approach using departments,
teams, or types of responsibility.
Responsible
Manager.
EXERCISE: Assign
Steps
Highway Extension
1.
In the Responsible Manager field, click
2.
In the Display Options bar, click Filter By, All OBS Elements.
3.
Select a Responsible Manager, VP of Construction, and then click
4.
Click Next.
5.
For the Assignment Rate Type, accept the default, Commercial, and then
click Next.
the VP of Construction
responsible for the
project.
Project Architect
At this point in the Create a New Project wizard, you have the option to run
Project Architect.
FIG. 1.7: Select to
run Project
Architect.
EXERCISE: Initiate
the Project Architect.
Steps
1.
Select Yes, run the Project Architect.
2.
Click Next.
3.
After reading the welcome message, click Next.
Select Base or Plug-in?

Project Architect allows you to build a new project plan by selecting one base
methodology, and if necessary, one or more plug-in methodologies.
FIG. 1.8: Choose
base or plug-in
methodology.
EXERCISE: Select
a base methodology to
use in Project Architect.
Steps
1.
Verify Base Methodology is selected.
2.
Click Next.
Select Base Methodology

Select a specific base methodology for the new project.

FIG. 1.9: Click to
display the Select
Base Methodology
dialog box.
EXERCISE: Use the

Roadway Extension
methodology as the
base methodology for
the new project.
Steps
1.
Click Select Base.
2.
Mark the checkbox next to a base methodology, Roadway Extension.
3.
Click Close.
4.
Click Next.
Select Plug-In Methodologies

If the selected base methodology has linked plug-in methodologies, select one
or more to include in the project plan.
FIG. 1.10: Click Add
to add a plug-in
methodology.
EXERCISE: Add
the Road Branching

plug-in methodology to
customize the project
plan.
10
Steps
1.
Click Add.
2.
Mark the checkbox next to a plug-in methodology, Road Branching.
3.
Click Close.
4.
Click Next.
Estimate Size and Complexity

Do not press the
Enter key after typing

the new percentage.
Project Architect will
perform its calculations
and advance one dialog
box.
The project Size and Complexity percentage is used to calculate a value

between the low and high values defined for duration, labor/nonlabor units,
and expense costs assigned to each activity in the methodology.
To specify the percentage for each methodology you can:
Manually enter a percentage for each methodology.
Use the Size and Complexity wizard. The values, or answers, you select
are then used to determine the Size and Complexity percentage.
FIG. 1.11: Type a

Size and
Complexity %.
EXERCISE:
Manually enter the

percentage you want
Project Architect to use
to calculate durations or
labor units, and
expenses.
Steps
1.
Select a plug-in, Road Branching.
2.
In the Size & Complexity field, type <40>.
3.
Click Next.
11
Tailoring the Project

At this point, Project Architect allows you to customize the new project plan by
selecting WBS elements, activity attributes, and work products and documents
that you want to include in the project.
Tailor WBS
Determine which WBS elements to include in the project. The Tailor WBS
dialog box displays WBS elements from the base and plug-in methodologies.
FIG. 1.12: Click to
select the WBS
elements.
EXERCISE: View
the Tailor Work
Breakdown Structure
dialog box.
12
1.
Click Tailor.
2.
Click Close.
3.
Click Next.
Tailor WPs & Docs

If work products and documents have been assigned to the activities or WBS
elements in the base or plug-in methodologies, you can choose to include or
remove them from the new project.
FIG. 1.13: Click to
to select the work
products and
documents to
include or remove.
EXERCISE: View
the Tailor Work Products

& Documents dialog
box.
Steps
1.
Click Tailor.
2.
Click Close.
3.
Click Next.
13
Tailoring Overview
The tailoring overview summarizes the activities and documents that you
removed during the tailoring process. It also displays any broken relationships
that now exist in the project plan as a result of the tailoring process.
Since you did not tailor any elements in the project, there are no removed
activities, WPs & Docs, or broken relationships to view in this dialog box.
FIG. 1.14: The
Tailoring Overview.
EXERCISE: View
the Tailoring Overview

dialog box.
14
Steps
1.
View the Tailoring Overview, and then click Next.
2.
Select Use the Project Rate Type for all resource assignments.
3.
Click Next.
4.
Select Use the responsible manager assigned to the project.
5.
Click Next.
Update Project Options

When creating a new project plan using methodologies, some data may
conflict with existing global or project data. The Update Project Options dialog
box allows you to create import configuration layouts to define actions when
imported data conflicts with existing data.
FIG. 1.15: Update
Project Options
dialog box.
EXERCISE: Use the

Default Configuration
layout to import the
Roadway Extension
methodology.
Steps
1.
Select the Default Configuration layout.
2.
Click Next.
15
Save Methodologies and View Details

You can now see an overview of the new project and view details about the
elements that will be included in the new project.
FIG. 1.16: Click to
view details of the
new project.
EXERCISE: View
the details of the newly

created project.
16
Steps
1.
Click View Details.
2.
Review the information displayed.
3.
Click Close.
Finish
The project is ready to be created. Click Finish to complete the wizard.

If the project is not satisfactory, click Prev and make changes.
FIG. 1.17: Click
Finish to create
the new project.
EXERCISE: Finish
the New Project wizard.
Steps
1.
Click Finish.
2.
When prompted, click OK.
17
Viewing the Results

The Highway Extension project plan has been successfully created using
Project Architect.
FIG. 1.18:
Activities are
displayed for the
new Highway
Extension project.
EXERCISE: View
Steps
Highway Extension
1.
In the Directory bar, click Activities.
2.
In the Tools menu, click Schedule.
3.
Confirm the data date, 11-Jan-2010, and then click Schedule.
the activities that have

been added to the
project.
18
Viewing the Results (continued)
FIG. 1.19:
The Highway
Extension project
is displayed in the
EPS.
4.
In the Directory bar, click Projects.
5.
Scroll down to locate the project, HwyExt - Highway Extension.
6.
In the File menu, click Close All.
7.
When prompted Are you sure you want to close this project?, click Yes.
19
LESSON REVIEW
Key Concepts
Project Architect is a wizard that enables you to use methodologies, stored

in the Methodology Management database, to build a project.
In Project Architect, you can customize the new project by including or

removing WBS elements, work products and documents, and activities
from the selected methodologies.
Review Questions
20
1.
True or False: You must assign a Project Must Finish By constraint to

projects created using Project Architect.
2.
True or False: Activities that are currently a part of a base/plug-in

methodology can be removed by using Project Architect.
3.
Project Architect allows for the customization or tailoring of the following:

a.
Activities
b.
WBS
c.
Work Products and Documents
d.
All of the above
e.
b and c
LESSON 2
Assigning Codes
Objectives
Assign project code values to activities
Assign resource code values to resources
Assign activity code values to activities
Key Terms
Project code
Resource code
Activity code
21
Codes in P6 Project Management

Codes and code values enable you to group, filter and sort data. Each type of
code is used to group specific data in the database.
22
Project codes Project codes classify and categorize projects according

to your organizational needs.
Project codes are global, which means they are available to all
projects in the database.
Filter and organize projects based on your organizations

requirements across the Enterprise Project Structure.
Resource codes Resource codes classify and categorize resources

according to your organizational needs.
Resource codes are global, which means they can be assigned to all
resources in the database.
Filter and organize resources based on your organizations

requirements.
Activity codes Activity codes provide a way to organize activities.

Each activity code can have an unlimited number of activity code values.
Three types of activity codes are available in Primavera:
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 available only to activities in the

specific project.
Lesson 2: Assigning Codes
Assigning Project Code Values

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 and assign
the code values to projects.
You will assign the project code values for the Project Risk and Business Unit
project codes to the Bldg-TDE project.
FIG. 2.1:
Project codes are
assigned to the
Bldg-TDE project.
EXERCISE: Assign
project code value to a
project.
Steps
1.
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.
5.
In Project Details, click the Codes tab.
6.
Click Assign.
7.
In the Business Unit project code, select a project code value, NatGas, and
then click
8.
Close the dialog box.
23
Assigning Resource Codes

Assign resource code values in the Resources window. You can also display
resource codes as columns and assign a code value to each resource within the
column.
FIG. 2.2:
The Resources
window.
EXERCISE: Assign
a resource code to a
resource.
24
Steps
1.
Open a project, Bldg-TDE.
2.
In the Directory bar, click Resources.
3.
Select a resource, Excav-Excavator.
4.
In Resource Details, click the Codes tab.
5.
Click Assign.
6.
Select a resource code, Classification- Construction, and then click
7.
Close the Assign Resource Codes dialog box.
Viewing Resources Organized By Resource

Code
Group resources and resource assignments by resource codes in the Resources
window and the Resource Assignments window.
FIG. 2.3: View the
resources grouped
by the
Classification
resource code.
EXERCISE: View
the resources organized

by the resource code,
Classification.
Steps
1.
In the Display Options bar, click Group and Sort By, Customize.
2.
In the Group By column, select Classification.
3.
Click OK.
4.
View the resources organized by the Classification resource code.
25
Assigning Global-Level Activity Code

Values
Assign global-level activity code values to activities in any project.
FIG. 2.4:
The Organization
activity code value
can be assigned to
the activity.
EXERCISE: Assign
global-level code values

to activities.
Steps
1.
2.
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.
Verify Global is selected.
8.
In the Display Options bar, click Filter By, All Values.
9.
Select a code value, Organization - Owner, and then click
10. Close the Assign Activity Codes dialog box.
26
Creating a Project-Level Activity Code

Project-level activity codes and values are only available to activities in the
projects for which the codes were created.
FIG. 2.5: Click to
select a project level activity code.
EXERCISE: Create
a project-level activity
code and values.
Steps
1.
In the Enterprise menu, click Activity Codes.
2.
In the Activity Codes dialog box, select Project.
3.
In the Select Activity Code section, click Modify.
4.
Click Add.
5.
Type a new activity code name <Location>, and then click Close.
6.
Click Add.
7.
In the Code Value column, type <LVL1>.
8.
In the Description column, type <Level 1>.
9.
Click Add.
10. In the Code Value column, type <LVL2>.

11. In the Description column, type <Level 2>.
12. Click Close.
27
Assigning Project-Level Activity Code Values

Assign project-level activity code values to activities in multiple areas:
Columns in the Activities window and Resource Assignments window.
Codes tab in Activity Details.
Command bar in the Activities window.
FIG. 2.6: The

Assign Activity
Codes dialog box
EXERCISE: Assign
a project-level activity
code value to an
activity.
28
Steps
1.
Select an activity, BA4400 - Concrete First Floor.
2.
In the Codes tab in Activity Details, click Assign.
3.
At the top of the dialog box, select Project to display the project-level
activity codes.
4.
Assign an activity code value, LVL1.
5.
Close the Assign Activity Codes dialog box.
Assigning EPS-Level Activity Code

Values
Assign EPS-level activity code values to activities. The EPS node to which an
EPS-level activity code is assigned determines which projects can access the
code and its values. You will open two projects to verify that codes are
assigned to the correct EPS element.
FIG. 2.7: The EPSlevel activity code
values can be
assigned to the
activities in the
Bldg - TDE
project.
EXERCISE: Verify
access to an EPS-level
activity code.
Steps
1.
Control+click to select the following activities: BA3000, BA3100, BA3200,

BA3300, BA3400.
2.
In the Command bar, click Activity Codes.
3.
At the top of the dialog box, select EPS.

The EPS activity codes are displayed.
4.
Select HANCON- Hanover Construction, and then click
5.
Close the Assign Activity Codes dialog box.
6.
Open a project, HwyNorth - Phase 2 Northbound.
7.
Expand the Activity ID column.
29
Assigning EPS-Level Activity Code Values (continued)

8.
Select an activity, HWPN3100 - Remove Temp Pavement.
9.
In the Codes tab, click Assign.
10. Click EPS.

You should not see the Pennsylvania - Project Sub Grouping EPS activity
code. The project in which the activity is located is not in the EPS node
where the EPS-level code exists.
11. Close the Assign Activity Codes dialog box.
30
LESSON REVIEW
Key Concepts
Project codes, resource codes, and activity codes provide ways to classify
and categorize data according to your organizational needs.
The EPS node to which an EPS-level activity code was assigned,

determines which projects can access the EPS-level activity code values.
Review Questions
1.
Based on the activity code type, the activity code values can be assigned
at the global, __________, or project levels.
2.
True or False: Project-level activity codes and values are only available to
activities in the projects for which the codes were created.
3.
You can group resources and resource assignments by ______________

codes in the Resources window and the Resource Assignments window.
31
32
LESSON 3
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
33
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 fields data type determines the kind of data that can be
entered in the user-defined field.
34
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.
Lesson 3: User-Defined Fields and Global Change
Creating a User-Defined Field

Create user-defined fields in the User Defined Fields dialog box.

FIG. 3.1: Select a
subject area from
the drop-down list.
EXERCISE: Open a
project and add two
user-defined fields.
Verify you have the

field Up Front Costs
selected. It may be
shuffled after typing in
the value.
Steps
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>.
6.
In the Data Type field, select Number.
7.
Click Add.
8.
In the Title field, type <Up Front Cost Indicator>.
9.
In the Data Type field, select Indicator.
10. Click Close.
35
Users with security
privileges to edit userdefined fields can add,

modify, or delete userdefined fields. Other
users can still view them
in the User Defined
Fields dialog box.
Displaying Fields and Assigning Values

In the Activities window, display activity-type user-defined fields as columns.
Use the user-defined field columns to assign or type a value for each activity.
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. 3.2: Add the

user-defined
columns to the
layout.
EXERCISE: Add
columns for the newly

created custom userdefined fields and
manually enter an Up
Front Cost for an
activity.
36
Steps
1.
2.
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
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>.
37
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.
38
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.
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 activitytype user-defined field values can be populated via global change.
FIG. 3.3: Type a
name for the
global change.
EXERCISE: Create
a global change to store

up front costs for the
project.
Steps
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.
39
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. 3.4: View
updated data in
global change
report.
EXERCISE: View
the global change
report.
40
Steps
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.
Viewing Global Change Results

You can view the global change results in the layout.

FIG. 3.5: Result of
global change Up
Front Costs is
updated.
EXERCISE: View
the changes to the
project data.
Steps
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.
41
Using If/Then/Else Logic

The "If" statement indicates the activities that are going to be changed.
FIG. 3.6: Create an
If statement to set
a condition.
EXERCISE: Create
a global change that
populates the Up Front
Cost Indicator value.
42
Steps
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>.
Using If/Then/Else Logic (continued)

The "Then" statement indicates how to change activities that meet the "If"
statement criteria.
FIG. 3.7: Select a
value for the Up
Front Cost
indicator.
EXERCISE:
Indicate that any

activity that has an Up
Front Cost will be
assigned a green
indicator in the Up Front
Cost Indicator field.
Steps
1.
Click in the Then section and click Add.
2.
Click in the Parameter cell in the Then section, and then select , Up Front
Cost Indicator.
3.
In the Is cell, verify "=".
4.
In the Parameter/Value cell, select
(Green).
43
Using If/Then/Else Logic (continued)

The "Else" statement indicates how to change activities that do not meet the
"If" statement criteria.
FIG. 3.8: Global
Change report -
Initializing the Up
Front Cost
Indicator update
EXERCISE:
Indicate that any

activity that does not
have an Up Front Cost
will be assigned a red
indicator in the Up Front
Cost Indicator field.
44
Steps
1.
Click in the Else section and choose Add.
2.
Click in the Parameter cell in the Else section, and then select Up Front
Cost Indicator.
3.
Click in the Parameter/Value cell and select
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.
(Red).
Viewing Global Change Results

FIG. 3.9: The

results of running
the Initializing the
Up Front Cost
Indicator global
change are
displayed.
EXERCISE: View
the global change
results.
Steps
1.
Scroll to the top of the Activity List.
45
WORKSHOP: USER-DEFINED FIELDS AND

GLOBAL CHANGE
Background
This workshop guides you through adding a user-defined field and using global
change to populate a field. You will also run a global change to assign an
activity code to activities within a WBS element.
Objectives
1.
Add an activity user-defined field.
Name = <Critical Task Indicator>
Type = <Indicator>
2.
Add the columns Resp. Discipline and Critical Task Indicator to the layout.
3.
Create a new global change.
4.
Create another new global change.
5.
Populate the Critical Task Indicator user-defined field with the red
indicator f the activity has a Total Float less than or equal to zero.
Assign the activity code Resp. Discipline - HVAC to all activities in the
Mechanical-Electrical Systems/HVAC WBS element. When selecting
the WBS element, select Filter By, All Values.
Answer the following questions:

a.
b.
How many activities in the Structure WBS are critical based on this
global change?
_______________________________________________________
How many activities are assigned the activity code Resp. Discipline -
HVAC?
________________________________________________________
46
47
WORKSHOP RESULTS
Answer to question 5a: Six tasks are critical in the Structure WBS: BA4100,
BA4200, BA4300, BA4400, BA4500 and BA4600.
48
Workshop Results (continued)
Answer to question 5b: 11 activities are assigned the activity code Resp.
Discipline - HVAC.
49
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 fields 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.
3.
50
a.
Change
b.
Save to File
c.
Add
d.
Commit Changes
True or False: User-defined fields can be used to group, sort, and filter
project data within layouts.
LESSON 4
Portfolios
Objectives
Create a portfolio
Add projects to a portfolio
Open projects using portfolios
Key Terms
Portfolios
51
Portfolios
A portfolio is a group of projects that have something in common. You can use
portfolios to organize projects and to limit the number of projects displayed in
the Open Project dialog box. When you select a portfolio in the Open Project
dialog box, only the data for the projects in the portfolio is loaded.
FIG. 4.1: The
Philadelphia
portfolio displays
its projects in the
Open Project
dialog box.
EXERCISE: Select
the Philadelphia project

portfolio.
Steps
1.
In the File menu, click Open.
2.
In the Select Project Portfolio field, click
3.
Select a global portfolio, Philadelphia.
4.
Click OK.
5.
If prompted to close projects that are currently open, mark the Do not ask
me about this again checkbox, and then click Yes.
You will not open a portfolio at this time.

6.
52
Click Cancel.
Lesson 4: Portfolios
Creating a Portfolio
In the Enterprise menu, click Project Portfolios to create and edit portfolios. In
the Project Portfolios dialog box, add a portfolio and specify the projects to
include.
You can also specify users who can access the portfolio the current user, all
users, or another user. If you choose all users, the portfolio becomes a global
portfolio. If you choose another user, specify the user who can access the
portfolio.
FIG. 4.2: Click Add
to create a new
portfolio.
EXERCISE: Create
a new portfolio.
Steps
1.
In the Enterprise menu, click Project Portfolios.
2.
Click Add.
3.
In the Portfolio Name field in the General tab, type <Facility Expansion
Projects>.
4.
In the Available to field, verify Current User.
5.
In the User field, verify tharris Tim Harris.
53
Adding Projects to the Portfolio

In the Projects tab, select the projects to include in the portfolio.
FIG. 4.3: Click

Assign to add
projects to the
portfolio.
EXERCISE: Add
projects to the portfolio.
Steps
1.
Click the Projects tab.
2.
Click Assign to open the Add Projects dialog box.
3.
In the Apex EPS level, press Control-click to select two projects: Auto and
Conv.
54
4.
Click
5.
Close the Add Projects dialog box.
6.
Close the Project Portfolios dialog box.
to assign the projects to the portfolio.
Using Portfolios To Open Projects

In the Open Project dialog box, select a project portfolio to view a list of the
projects included in the portfolio.
FIG. 4.4: The
Select a Portfolio
dialog box.
EXERCISE: Open
the Select A Portfolio
dialog box.
Steps
1.
2.
55
Using Portfolios To Open Projects (continued)

When you select a project portfolio, the Open Project dialog box displays only
projects in the selected portfolio that the user has security privilege to access.
FIG. 4.5: When you
select a portfolio,
only projects in the
portfolio are
displayed in the
Open Project dialog
box.
EXERCISE: Select
a portfolio to open.
56
Steps
1.
In the User Portfolios grouping band, select Facility Expansion Projects.
2.
Click OK.
Viewing the Results

View the activities for each project in the Activities window.

FIG. 4.6:
Collapsed
grouping bands
represent two
projects in the
portfolio.
EXERCISE: View
portfolio activities in the

Activities window.
Steps
1.
Click Open.
2.
3.
4.
5.
In the Layout Options bar, click Collapse All.
57
Using Portfolios in the Projects Window

You can also view the open portfolios in the Projects window. The summary
data only includes information from projects in the portfolio.
FIG. 4.7: The
Projects Window
EXERCISE: View
portfolio projects in the

Projects window.
Steps
1.
2.
3.
Select a layout, Portfolios, and then click Open.
4.
Review the Projects window.
5.
6.
7.
Select All Projects, and then click OK.
8.
Click Cancel.
9.
10. Select a layout, Selected Tabs, and then click Open.
58
LESSON REVIEW
Key Concepts
Portfolios hold a group of projects that have something in common.
Select a portfolio to see a list of only the projects included in the portfolio
in the Open Project dialog box.
Review Questions
1.
True or False: You can make portfolios available to all users or specific
users.
2.
True or False: The Select a Portfolio dialog box enables you to view
projects assigned to a portfolio.
59
60
LESSON 5
Advanced Scheduling
Objectives
Calculate multiple float paths when scheduling
Explain the difference between the scheduling logic options
Identify a calendars effect on lag
Key Terms
Float path
Progress override
61
Multiple Float Paths

The critical path is a series of activities that determines a projects completion
date.
In the Advanced tab in the Schedule Options dialog box, choose to calculate a
specific number of critical float paths based on Total Float or Free Float. You
can also choose the activity on which the float paths will end. By choosing an
activity, you can calculate multiple float paths that affect the entire project
schedule, a specific part of the schedule, or a milestone in the schedule.
Some options in the Schedule Options dialog box:
Calculate the paths based upon Free Float or Total Float.
Pick a key activity upon which to draw the path. This option would be
useful in analyzing what activities drive the end of a phase in the project.
Determine how many paths to track.
Each float path is ranked from most critical to least critical and stores the value
for each activity in the Float Path field. For example, if you calculate five float
paths, a value of 1 is stored in the Float Path field for each activity on the most
critical float path; a value of 5 is stored for each activity on the least critical
float path.
Two options to calculate float paths are Total Float and Free Float:
62
Total Float Based on the activity you want the paths to end on, the
application determines which predecessor activity has the most critical
Relationship Total Float on the backward pass. Primavera repeats this
process until an activity is reached that has no predecessor relationship.
Then, Primavera begins the forward pass from this activity and determines
which successor activity has the most critical Relationship Total Float.
Primavera repeats this process until an activity is reached that has no
successor relationship. These activities represent the most critical float
path. The process begins again until the remaining sub-critical paths are
calculated.
Free Float Choose this option to define critical float paths based on
longest path. The most critical path will be identical to the critical path that
is derived when you choose to define critical activities as Longest Path in
the General tab in Project Details. In a multi-calendar project, the longest
path is calculated by identifying the activities that have an early finish
equal to the latest calculated early finish for the project and by tracing all
driving relationships for those activities back to the project start date.
After the most critical path is identified, Primavera will calculate the
remaining sub-critical paths.
Lesson 5: Advanced Scheduling
Multiple Float Paths (continued)

FIG. 5.1: Schedule
Options enables you
to calculate
multiple float paths.
EXERCISE: View
the multiple float path

scheduling option.
Steps
1.
Open a project, BLDG-AS.
2.
Confirm you are in the Activities window. (Or, in the Directory bar, click
Activities.)
3.
4.
5.
In the Layout Options bar, click Show on Top, Activity Network.
6.
7.
Click Options.
8.
Click the Advanced tab.
9.
Mark the Calculate multiple float paths checkbox.
10. Verify that Total Float is selected.

11. In the Display multiple float paths ending with activity field, click
then select an activity, BA1090 - Activity J.
and
If the option Display multiple float paths ending with activity is not
selected, Primavera will automatically base the float paths on the last
activity in the project.
12. Close the Schedule Options dialog box.
63
Multiple Float Paths (continued)

After setting the multiple float paths options and scheduling, the Float Path
Order field is populated.
To view the float paths after you schedule the project, group activities in the
Activity Table by Float Path. The Float Path Order value indicates the order in
which the activities were processed. A Float Path value of 1 indicates that
those activities are part of the most critical float path.
FIG. 5.2: Activities
grouped by float
path.
EXERCISE: View
multiple float paths in
the Activity Network.
64
Steps
1.
Click Schedule.
2.
In the Layout Options bar, click Group and Sort.
3.
In the Group By drop-down list, select Float Path.
4.
Click OK.
5.
Click
in the toolbar to zoom in the Activity Network.
Scheduling Progressed Activities

When scheduling, the following options determine how Primavera will schedule
progressed activities:
Retained Logic The Remaining Duration of a progressed activity is not

calculated until all predecessors are complete.
Progress Override Network logic is ignored and the activity can

progress without delay.
Actual Dates Backward, forward passes are scheduled using actual

dates.
FIG. 5.3: Select an

option for
scheduling
progressed
activities.
EXERCISE: Update
the activities and select
Retained Logic for
scheduling progressed
activities.
Steps
1.
In the Layout Options bar, click Show on Top, Gantt Chart.
2.
Click the Status tab in Activity Details.
3.
Select and update the following activities:

BA1000, BA1050, BA1060 Mark the Started and Finished checkboxes.
BA1010 Mark as Started, Remaining Duration= <4d>.
BA1020 Mark as Started, Remaining Duration= <2d>.
4.
5.
Click Options.
6.
In the When scheduling progressed activities use field, verify Retained

Logic.
65
Using Retained Logic

When scheduling using retained logic, an activity that starts out of sequence
cannot complete until its predecessor has finished. The Remaining Duration of
the successor activity is scheduled to begin after its predecessor activity is
scheduled to finish.
FIG. 5.4: After
scheduling, the
Remaining
Duration for
Activity C is
delayed until
Activity B is
finished.
EXERCISE:
Schedule the activities

using the Retained Logic
scheduling option.
66
Steps
1.
Click Close.
2.
In the Current Data Date field, click
3.
Select a date, 28-Jan-10.
4.
Click Schedule.
Using Progress Override

When scheduling using progress override, Primavera will ignore the

relationship logic and schedule the Remaining Duration of the successor
activity from the data date.
FIG. 5.5:
Progress override
enables Activity C
to complete
before Activity B
has finished.
EXERCISE:
Schedule the activities

using the Progress
Override scheduling
option.
Steps
1.
2.
Click Options.
3.
In the When scheduling progressed activities use field, select Progress

Override.
4.
Click Close.
5.
Click Schedule.
67
Calendar Effect on Lag

Lag is defined as an offset or delay from an activity to its successor. In the
General tab in Schedule Options, choose a calendar for Primavera to use when
calculating lag between activities. Lag is calculated based on one of the
following calendars:
Predecessor Activity Calendar Lag is calculated based on the

predecessors assigned activity calendar. This is the default calendar.
Successor Activity Calendar Lag is calculated based on the

successors assigned activity calendar.
24 Hour Calendar Lag is calculated based on continuous workperiods.
Project Default Calendar Lag is calculated based on the calendar

selected as Default for New Activities in the Defaults tab in Project Details.
FIG. 5.6: Schedule

Options dialog box
provides options on
choosing a calendar
to calculate lag.
68
Using the Predecessor Calendar

You can assign lag to predecessors and successors in the Relationships tab in
Activity Details.
FIG. 5.7: Apply lag
to relationships in
the Lag column.
EXERCISE: Assign
a lag of 7 days to the
successor of activity
BA1070.
Steps
1.
Select an activity, BA1070 - Activity H.
2.
Click the Relationships tab.
3.
In the Successors section, verify an activity is displayed, BA1080 - Activity

I.
4.
Scroll to the right and in the Lag column, type <7>.
5.
Press Enter.
69
Using the Predecessor Calendar (continued)

The early dates and Total Float may change based on the calendar used to
calculate relationship lag.
FIG. 5.8: View the
new Total Float for
activity BA1080.
EXERCISE:
Schedule the project

using the Predecessor
Activity Calendar to
calculate lag.
Steps
1.
Select activity, BA1080 - Activity I.
2.
Click the Status tab.
3.
Verify the early start date, 30-Jan-10; and verify the early finish date, 31Jan-10.
4.
Verify the Total Float, 12d.
5.
6.
Click Options.
7.
In the When scheduling progressed activities use field, select Retained

Logic.
8.
In the Calendar for Scheduling Relationship Lag field, verify Predecessor

Activity Calendar.
9.
Click Close.
10. Click Schedule.

11. In the Status tab, review the new dates and Total Float for activity BA1080
- Activity I.
70
Using the Successor Calendar

Changing the calendar in Schedule Options from the predecessors activity

calendar to the successors activity calendar will have an impact on activity
BA1080 - Activity I.
FIG. 5.9: Review
the new dates for
activity BA1080
Activity I.
EXERCISE: Change
the calendar setting to
the Successor Activity
Calendar, and view the
impact on activity
BA1080.
Steps
1.
Click the General tab.
2.
In the Activity Calendar field, confirm 7 x 8 Workweek is selected for

BA1080 - Activity I.
3.
Click the Status tab, and then verify the early start date, 10-Feb-10, and
the early finish date, 11-Feb-10.
4.
In the Tools menu, click Schedule, and then click Options.
5.
In the Calendar for Scheduling Relationship Lag field, select Successor

Activity Calendar.
6.
Click Close, and then click Schedule.
7.
Verify an activity, BA1080 - Activity I, is selected.
8.
In the Status tab, review the new dates for activity BA1080 - Activity I.
71
LESSON REVIEW
Key Concepts
The Advanced Scheduling Options dialog box enables you to track multiple
float paths in a project.
Scheduling options enable you to choose how to schedule progressed

activities.
When scheduling progressed activities, choose to ignore out-of-sequence

logic using Progress Override.
In the Scheduling Options dialog box, choose how to calculate relationship

lag based on the selected calendar.
Review Questions
72
1.
If scheduling with retained logic, the successor activity is scheduled to

begin after its predecessor activity is ________________.
2.
__________ is defined as an offset or delay from an activity to its

successor.
LESSON 6
Monitoring Thresholds
and Issues
Objectives
Identify the difference between thresholds and issues
Create a threshold and an issue
Key Terms
Issues
Thresholds
Issue Navigator
73
Thresholds and Issues

Thresholds enable you to define the tolerances you are willing to accept within
a project. When you create a threshold, you must specify the type of threshold
parameter to monitor, such as Total Float or Finish Date Variance. You must
set a lower and/or an upper threshold value to define the tolerance.
Thresholds can be set at the activity level or WBS level.
If a value is not in the acceptable range between the lower threshold
parameter and upper threshold parameter, an issue is generated.
Lower
Threshold
Not
Acceptable
Issue generated
Upper
Threshold
Acceptable
Not
Acceptable
Issue generated
Issues are known problems within a project that require attention or corrective
action before the project can be completed. Issues can be manually created or
automatically generated by monitoring project thresholds.
An issue is automatically generated when the threshold values for a given
parameter are exceeded.
74
Lesson 6: Monitoring Thresholds and Issues
Managing Thresholds and Issues

Thresholds and issues are managed in two steps.
1.
2.
Create a threshold.
Specify a threshold parameter.
Set the lower/upper threshold values.
Select the WBS element you want to monitor.
Specify the level of detail: WBS or activity.
Assign a Responsible Manager.
Assign an issue priority.
Create or generate an issue.
Monitor the threshold.
Analyze the issue.
Associate with a WBS element, activities, or resources.
Assign a priority level to the issue.
Identify the manager responsible for addressing the issue.
E-mail the issues details, along with your comments, to any

member of the project team.
Quickly view all the information associated with an issue by using

the Issue Navigator.
Resolve problems.
75
Creating a Threshold
Thresholds can be created at any point in the project life cycle.
FIG. 6.1: Click to
select the
Threshold
Parameter.
EXERCISE: Create
a threshold to monitor
the Total Float of
activities.
76
Steps
1.
Open a project, Bldg-IT.
2.
In the Directory bar, click Thresholds.
3.
In the Command bar, click Add.
4.
Verify the General tab is selected.
5.
In the Threshold Parameter field, select Total Float (days).
6.
In the Responsible Manager field, select Tim Harris.
Creating a Threshold (continued)

FIG. 6.2: Any
issue created
from this
threshold will
have a priority of
High.
EXERCISE:
Establish a threshold
that will generate an
issue if the activitys
Total Float is less than
or equal to -1d.
Steps
1.
In the Lower Threshold field, type <-1>.
2.
In the WBS to Monitor field, verify Bldg-IT Office Building Addition - Issues
and Thresholds.
3.
In the Detail to Monitor drop-down list, select Activity.
4.
In the Status drop-down list, verify Enabled.
5.
In the Issue Priority drop-down list, select 2 - High.
77
Monitoring Thresholds
An issue is created for each WBS/activity that meets or exceeds the threshold
parameters. Use the Details tab to define the time frame in which you want to
monitor the threshold.
FIG. 6.3: Issues
are generated
based on the time
window.
EXERCISE: Monitor
the threshold.
78
Steps
1.
Click the Details tab.
2.
In the From Date field, select DD.
3.
In the To Date field, type <DD+1M>.
4.
In the Command bar, click Monitor.
5.
When prompted to monitor the selected threshold, click Yes.
6.
Click OK.
7.
In the Threshold Issues section in the Details tab, expand the Issue
column to view activity names.
Addressing Issues
Review the issues generated to determine where to begin adjusting the

project. Click GoTo in the Thresholds window to quickly access the Project
Issues window.
Activity BA2050 is causing issues to be generated. Other activities, listed as
issues, are delayed because activity BA2050 is delayed.
FIG. 6.4: Activity
BA2050 is
delayed, causing
other activities to
be delayed.
EXERCISE: View
the information
associated with an
activity that is listed as
an issue.
Steps
1.
Select an issue, Total Float (days) is -1d on Activity: BA2050.
2.
Click GoTo to view issue details in the Project Issues window.
3.
Verify the information in the General and Details tabs.
79
Issue History
Issue History enables you to view and add comments about the selected issue.
When you add a note, your login name and the date are recorded. Once a
comment has been added, it cannot be modified or deleted.
FIG. 6.5: Click Add
to document all
possible solutions.
EXERCISE: Add
Issue History notes.
80
Steps
1.
In the Command bar, click Issue History.
2.
In the Add to Notes field, type <This activity is on the critical path
and we must find a way to accomplish it in less time to get the
project back on track.>.
3.
Click Add.
4.
Click Close to exit the Issue History dialog box.
Navigating Issues
The Issue Navigator allows you to select an issue and navigate to different
windows to view issue details.
If a button is disabled on the Issue Navigator dialog box, the issue does not
pertain to that window.
The Issue Navigator can be set to open every time you launch Primavera by
selecting Edit, User Preferences, and then clicking the Application tab.
FIG. 6.6: Click
Activities to view
Activity Details for
the selected issue.
EXERCISE: Use
the Issue Navigator to

see details for an
activity that is listed as
an issue.
Steps
1.
In the Tools menu, click Issue Navigator.
2.
Select an issue, Total Float (days) is -1d on Activity: BA2050.
3.
In the Issue Navigator dialog box, click Activities.
81
Notify Issue Dialog Box

Use the Notify Issue dialog box to send an e-mail containing details about this
issue to all interested parties.
FIG. 6.7: Click to
send e-mail about
the selected issue
to all listed
recipients.
EXERCISE: Notify
users of the issue.
Steps
1.
In the Issue Navigator dialog box, verify activity BA2050 is selected.
2.
Click Notify.
3.
In the top portion of the Contents area, type <Ashok, can you
accomplish this activity in 7 days?>.
You will not send the notification at this time.
82
4.
Click Close to exit the Notify Issue dialog box.
5.
Click Close to exit the Issue Navigator dialog box.
Adjusting the Project

Based on the issues generated, you may need to adjust the project to get the
project back on track.
In this project, Ashok Mehta agreed to finish activity BA2050 - Form/Pour
Concrete Footings in 7 days. The duration of activity BA2050 can be adjusted
to meet the required finish date.
FIG. 6.8: Type
new Remaining
Duration for
activity BA2050.
EXERCISE: Change
the Remaining Duration
for activity BA2050.
Steps
1.
2.
Select an activity, BA2050 - Form/Pour Concrete Footings.
3.
4.
In the Remaining Duration field, type <7>.
5.
Press F9, and then click Schedule.
83
Closing Issues
After issues have been addressed, close the issues and document the changes
made to the activities.
FIG. 6.9: Select a
status for the
highlighted
issue.
EXERCISE: Close
the issue related to
BA2050.
84
Steps
1.
In the Directory bar, click Issues.
2.
Select an issue, Total Float (days) is -1 on Activity: BA2050.
3.
4.
In the Status drop-down list, select Closed.
5.
In the Resolution Date field, select 01-Mar-10.
Closing Issues (continued)
FIG. 6.10: Issue

History dialog box
Steps
1.
In the Command bar, click Issue History.
2.
In the Add to Notes window, type <Ashok agreed to finish the

remaining work in 7 days.>.
3.
Click Add.
85
LESSON REVIEW
Key Concepts
Thresholds and issues help you to focus on performance problems in a

project.
You can create thresholds that define the tolerances you are willing to
accept within a project.
Issues are generated when the defined threshold parameter values are
exceeded.
Use the Issue Navigator to select an issue and navigate to different

windows in order to view and address issue details.
Review Questions
86
1.
True or False: An issue is created for each WBS/activity that meets or

exceeds the threshold parameters.
2.
True or False: The Notify dialog box enables you to send an e-mail
containing details about an issue to all interested parties.
3.
In the ______________, notes added to an issue are recorded with a login

name and date of entry.
a.
Project Issues window, Notes tab
b.
Issue History
c.
A and B
LESSON 7
Importing and Exporting

Data
Objectives
Describe the process of importing and exporting data
Export a project
Import a project
Key Term
.XER
87
Importing and Exporting Data

Import and export information to and from the Primavera database using
external files. You can then share this information with other Primavera users,
Primavera Contractor users, users of other project management tools (such as
Microsoft Project and Microsoft Excel), and your organization's human resource
and accounting systems.
You can also use the Export feature to archive your projects or create a backup
of your project. A single project or multiple projects can be imported/exported
at a time.
The Export wizard enables you to choose the format and data such as
activities, resource data, projects, and expenses you want to export.
To export a project,
it must be open.
Export Formats
Data can be imported/exported using the following file formats:
Primavera PM/MM (XER)
Primaveras proprietary format.
Exchanges project data between databases.
Independent of the database type being used (Oracle or Microsoft

SQL Server).
Primavera PM (XML)
Spreadsheet (XLS)
Import/export to Microsoft Excel and other spreadsheet applications.
Import/export include subject areas such as activities, activity

relationships, expenses, resources, and resource assignments.
Primavera Project Planner (P3)
88
Microsoft Project XML format enables you to share information with

users that have Microsoft Project 2002 or later.
Exchange project information with Primavera Project Planner v3.0.
Microsoft Project (MPX, MPP if MS Project is installed)
Import/export to Microsoft Project.
Integrates with third-party tools.
Lesson 7: Importing and Exporting Data
Export Format (continued)

FIG. 7.1: Choose the
format for the
export file in the
Export Format
dialog box.
EXERCISE: Export
the Bldg-DI project

using the Export Project
wizard.
Steps
1.
Open a project, Bldg - DI.
2.
In the File menu, click Export.
3.
Verify an Export Format, Primavera PM/MM (XER) - 7.0 or later, and then
click Next.
Export Type
The type of data you can export is based on the export format selected.
type of data to
export.
Steps
1.
Select Project, and then click Next.
89
Project(s) to Export
In the Export wizard, choose the project(s) you want to export from a list of
currently open projects.
FIG. 7.3: Mark the
checkbox in the
Export column to
select the
project(s) you
want to export.
Steps
90
1.
Verify the project to export, Bldg - DI.
2.
Click Next.
File Name
Specify the name of the file and the location where the file will be saved.
FIG. 7.4: Browse to
select a location to
save the export file.
Steps
1.
In the File Name field, click

Docs.
and browse to the location, C:\Training
2.
In the Save File dialog box type the file name, <imp-exp>.
3.
Verify the export format, XER Files (*.xer).
4.
Click Save.
5.
Click Finish.
6.
Click OK to confirm that the export was successful.
91
Import Wizard
The Import wizard guides you through the steps for importing projects. The
project you want to import data into must be open. If you are creating a new
project, no projects need to be open.
Import Format
You must import the project using the same format used to export.
Since you are creating a new project, you will close all projects before
importing.
FIG. 7.5: Choose
one of the
available formats
to import.
EXERCISE: Import
the Bldg-DI XER file that

was created earlier in
this lesson.
92
Steps
1.
2.
Click Yes.
3.
In the File menu, click Import.
4.
Select an Import Format, Primavera PM/MM - (XER).
5.
Click Next.
Import Type
The import type must match the data being imported. For example, you cannot
import a project from an XER file that was exported as only resource data.
data type for the
file you want to
import.
Steps
1.
Verify the Import Type, Project.
2.
Click Next.
File Name
Browse to the location of the file you want to import.
FIG. 7.7: Browse
to select the
location of the
import file.
Steps
1.
Verify the file to import, C:\Training Docs\imp-exp.xer.
2.
Click Next.
93
Import Project Options

Select the options you want to use for importing the project.
Project ID Lists the project(s) in the XER file.
Match If a project with the same name already exists in the hierarchy,
a checkmark will appear in the Match column.
Import Action To prevent data from being overwritten, select one of

the following options:
Update Existing Project The existing project in the database will be

updated by the project being imported. This option is available only
when the project is open.
Create New Project Creates a new project from the project being
imported.
Replace Existing Project The existing project is deleted and

replaced by the project being imported. This option is available only
when the project is open.
Ignore this Project The project is not imported.
Add into Existing Project This option is available only when the
project is open.
Import To specify the target project or where in the EPS to create a

new project.

EPS where you
want to import the
project.
Steps
94
1.
Verify the Import Action, Create New Project.
2.
Double-click in the Import To field, and select an EPS node,

Pittsburgh.
3.
Click Next.
Updating Project Options

When importing a project, some data may conflict with existing global or
project data. In the wizard, you can create and save configurations of update
options that specify the action to take when the same data exists in the import
file and the project being updated.
Multiple configurations can be created and saved. However, you can select only
one configuration when importing a file.
FIG. 7.9: Click
Modify to edit a
configuration.
Steps
1.
In the Layout Name field, confirm Default Configuration.
2.
Click Modify.
95
Modifying Import Configuration

The import configurations determine how to update the project data. The
Modify Import Configuration dialog box lists activity, global, and project data
types. For each data type, you can select an action.
Action Specify how to update the selected data.
Keep Existing Maintains the record in the database and does not
overwrite any of its information by the record being imported. If the
record does not exist, it will be added.
Update Existing Overwrites the existing information in the database

with the record being imported. If the record does not exist, it is
added.
Insert New Imports a new record, regardless if a match is found,

and appends a number to generate a unique name.
Do Not Import No records are imported.
Delete Mark to indicate that the import file is the "master copy." If the
record is not in the import file, it will be deleted from the database.
The Delete field applies to activities, risks, thresholds, and issues.
Global data types are not affected by this setting.
FIG. 7.10: Click the

Action field to
select an update
option for the data
type.
EXERCISE: Review
the import configuration
options in the Modify
Import Configurations
dialog box.
96
Steps
1.
Click OK to accept defaults.
2.
Click Next.
Completing the Import

FIG. 7.11: Click

Finish to complete
the import.
Steps
1.
Click Finish.
Viewing the New Project

FIG. 7.12: The new
project has been
added and is open.
Steps
1.
2.
View the project that was imported, Bldg-DI-1.
97
LESSON REVIEW
Key Concepts
Import and export project data to and from the Primavera database.
Use the import and export wizards to select the project information to
import and export.
You can import and export information, such as activities, resource data,
projects, and expenses.
Review Questions
98
1.
True or False: You can export multiple projects in an XER file.
2.
You can import a project from which of the following file formats:
a.
P3
b.
XER
c.
MPX
d.
XLS
e.
All of the above
3.
True or False: You can use export to back up projects in a database.
4.
True or False: You can select Global data types under Delete in the
Import configuration layouts.
Transferring Data Between

Primavera and MS Excel
Objectives
Export activity data to a spreadsheet application
Modify project information in the spreadsheet application
Import project information from the spreadsheet application
Key Term
Database field name
99
LESSON 8
The Export Wizard

Import and export information to and from the Primavera database using
external files and then share this information with other Primavera and nonPrimavera users.
The Export wizard enables you to choose the format and data you want to
export. You can export information such as activities, activity relationships,
resources, resource assignments, and expenses.
A project must be
open to export it.
Export Format
The Spreadsheet (XLS) option enables you to export project data to Microsoft
Excel and other spreadsheet applications.
FIG. 8.1: Select

this option to
export to a
spreadsheet.
EXERCISE: Export
the Bldg-EX project

using the Export Project
wizard.
100
Steps
1.
Open a project, Bldg - EX.
2.
3.
Select Spreadsheet - (XLS), and then click Next.
Lesson 8: Transferring Data Between Primavera and MS Excel
Export Type
Each data type selected is exported to a separate worksheet in the
spreadsheet application. The export types available are based on the selected
export format.
data type to
include in the
export file.
EXERCISE: Select
the types of data to
export.
Steps
1.
Select all export types listed, and then click Next.
Select Projects
Select the projects you want to export from a list of currently open projects.
FIG. 8.3: Mark the
checkbox in the
Export column to
select the
project(s) you
want to export.
EXERCISE: Select
the project to export.
Steps
1.
Mark the Export checkbox to select a project to export, Bldg - EX.
2.
Click Next.
101
Select Template
You can create or modify an existing template that holds specifications for the
export file. In the template, select the columns, filters, and sort criteria for
each subject area.
The column, filter, and sort criteria only apply to the subject area selected. You
can define the criteria for each subject area.
FIG. 8.4: Type a
name for the XLS
template.
EXERCISE: Create
a new template.
102
Steps
1.
In the Select Template dialog box, click Add.
2.
In the Template Name field, type <Modify Data>.
Add Columns to the XLS file

The data fields available to add as columns are based on the subject area
selected.
FIG. 8.5: Click the
arrow to move the
data item to the
Selected Options
section.
EXERCISE: Select
the columns to display
in the spreadsheet.
Steps
1.
In Subject Area drop-down list, select Activities.
2.
In the Available Options bar in the Columns tab, click Group and Sort By,
List.
3.
In Available Options, select the Original Duration and Remaining Duration

data items, and click
Each subject area
has certain data items

that must be included in
the export file. They
cannot be removed from
the Selected Options
section.
to move them into the Selected Options section.
4.
In Subject Area drop-down list, select Activity Relationships.
5.
Click
to remove non-default data items from the Selected Options
section.
6.
In the Available Options section, select Lag. Click

Selected Options section.
7.
In Subject Area drop-down list, select Resource Assignments.
8.
Select a data item, Budgeted Units/Time, and click

Selected Options section.
to move it to the
to move it to the
103
Assign a Sort Order

In the export template, add a sort criteria to apply to the exported data.
FIG. 8.6: Click to
add a sort order.
EXERCISE: Specify
the sort criteria.
104
Steps
1.
Click the Sort tab.
2.
Click Add.
3.
In the Field Name drop-down list, select Activity ID.
4.
Click OK.
5.
Click Next.
Select XLS File Location

Select a location to which to save the XLS file. The Export wizard will assign the
Project ID as the file name, which you can change. If exporting multiple
projects, separate Excel files are created for each project.
FIG. 8.7: Doubleclick to select the
location in which
to save the XLS
file.
EXERCISE: Select
the location to save the

XLS file.
Steps
1.
In the Select Excel File field, double-click and browse to the location to
save the XLS file, C:\Training Docs.
2.
In the File Name field, verify Bldg-EX.xls.
3.
Click Next.
105
Summary
The summary information includes the directory in which the export file was
saved and the subject areas that were exported in the file.
FIG. 8.8: Summary
information is listed
for the export file.
EXERCISE: Export
the project.
106
Steps
1.
Review the summary information for the export file.
2.
Click Finish.
3.
Click OK to confirm that the export was successful.
Modifying Project Data in Excel

After you export an XLS file from Primavera, you can begin the process of
modifying the project data in Excel.
When you export data to an XLS file, each subject area is exported to a
separate worksheet within the XLS file. Each subject area has the following
sheet name:
Activities TASK
Activity Relationships TASKPRED
Expenses PROJCOST
Resources RSRC
Resource Assignment TASKRSRC
The first two rows in each worksheet consist of the following data:
First row Column headers identify the database field name that was
exported. To import data successfully, do not change the values in these
cells.
Second row Primavera field names that correspond to each database

field name. These cells are editable.
107
Updating Data in Excel

Once the project XLS file is opened, you may want to expand the columns to
make data more visible.
l
FIG. 8.9: Type a

D or d in this
column to delete
an activity.
EXERCISE: Open
the Bldg-EX file and
view its data.
108
Steps
1.
Browse to C:\Training Docs and open the Bldg - EX file.
2.
Select the TASK worksheet tab. Expand the columns as necessary to view
data.
3.
Click each worksheet tab to view its data.
Updating Data in Excel (continued)

The following guidelines can assist you in importing project data successfully:
When updating project data in Excel, such as units, costs, durations, and
percent complete fields, import one updated field at a time. Data integrity
may be compromised if you attempt to update multiple fields
simultaneously via import into Primavera.
In Excel, to delete a row of data, type a D or d in the Delete This Row

column.
Add dictionary items to Primavera before assigning these items to

activities in Excel. If you assign a new value to an activity or resource that
does not exist in Primavera, then Import will not add it to the dictionary.
This applies to resources, roles, activity codes and values, calendars, cost
accounts, WBS, and resource codes and values.
An activity row in Excel must include an Activity ID to import successfully.
Update each subject area in its own sheet.
Do not change the language set in Primavera (Tools, Set Language). For
example, if the text in the export file is in English, the updates you import
should be in English.
Export the Activity Type column in Primavera to assign to new activities.

Primavera will assign the default activity type (Project Details, Defaults
tab) to a new activity if a type is not specified.
In Primavera, right-click in the Activities window and select Export to Excel

to quickly export the columns displayed in the current layout.
Use the USERDATA tab in the Excel spreadsheet as a reference for the
user preference settings (Edit, User Preferences) in Primavera. Do not edit
this information.
109
Updating Data in Excel (continued)

For project Bldg-EX, the Electrician resource worked on a part-time schedule.
Due to a change in the project scope, the Electrician is now scheduled to work
full-time.
FIG. 8.10: Change
the Original
Duration for
activity BA1020.
EXERCISE: Edit
Steps
BA2040.
1.
In the TASK tab, expand the column, Original Duration.
2.
Select an activity, BA1020.
3.
Type a new value for Original Duration <11>.
4.
In the File menu, click Save.
5.
Exit Microsoft Excel.
the Electrician resource

assignment for activity
110
Importing from Excel into Primavera

After updating project data in Excel, import the data into Primavera.
FIG. 8.11: Select
the format of the
file you want to
import.
EXERCISE: Import
the XLS file, Bldg-EX.
Steps
1.
In the File menu in P6, click Import.
2.
Select the import format, Spreadsheet -XLS.
3.
Click Next.
Next, select the file you want to import into Primavera.

FIG. 8.12: Select
the location of the
import file.
EXERCISE: Select
the Excel file to import
into Primavera.
Steps
1.
In the Select file to import field, click
2.
Click Open, and then click Next.
and select Bldg-EX.xls.
111
Importing from Excel into Primavera (continued)

Select the import types for the subject areas you want to update in Primavera.
The import types available to select are based on the types that exist in the
XLS file you are going to import.
FIG. 8.13: Select
the import types
that contain
updated data.
EXERCISE: Select
the data to import into
the project.
Steps
1.
Select two import types, Activities and Resource Assignments, and then
click Next.
Next, select the project into which you want to import updated project data.
FIG. 8.14: Doubleclick to select the
project into which
you want to import
data.
EXERCISE: Choose
how to import updated
data.
112
Steps
1.
Click once in the Import To field.
2.
Double-click in the Import To field and select a project, Bldg-EX.
3.
Click Next, and then click Finish.
4.
Click OK.
Reviewing Import Updates in Primavera

After you import the project data, view the updated information in Primavera.
FIG. 8.15: The
new Original
Duration for
activity BA1020 is
displayed.
EXERCISE: Review
the new Original
Duration.
Steps
1.
Confirm you are in the Activities window. (Or in the Directory bar, click
Activities.)
2.
3.
4.
Select an activity, BA1020- Review and Approve Designs.
5.
In Activity Details, click the Status tab.
6.
Review the new Original Duration for the activity.
113
Adding New Schedule Data via Excel

Add a new project schedule in Primavera using Excel.
To ensure that the data imports into Primavera correctly, export a blank XLS file
from Primavera and populate it with your spreadsheet data in Excel.
FIG. 8.16: Select
the data types for
the new project.
EXERCISE: Export
a blank project.
Steps
1.
In Primavera, open a project, Bldg-NEW.
2.
3.
Select the export format, Spreadsheet.
4.
Click Next.
5.
Select the data types, Activities, Activity Relationships.
6.
Click Next.
7.
Mark the Export checkbox to select a project to export, Bldg-NEW.
8.
Click Next.
9.
Select the template, New Project.
10. Click Next.

11. Double-click in Select Excel File, and select Bldg-NEW.
12. Click Next.
13. Click Finish.
14. Close the project, Bldg-NEW.
114
Adding New Schedule Data via Excel (continued)
If you export a project with no activities, the worksheets in the XLS file will
only contain the column headers and database field names.
FIG. 8.17: A blank
TASK worksheet
exported from
Primavera.
EXERCISE: View
the blank XLS file
created from the new
project.
Steps
1.
Browse to C:\Training Docs.
2.
Open the file, Bldg-NEW.xls.
3.
Adjust the column widths in the Excel file.
4.
Save and close the file, Bldg-NEW.xls.
115
Adding New Schedule Data via Excel (continued)

After opening the blank XLS file in Excel, transfer the schedule data to the
spreadsheet exported from Primavera.
FIG. 8.18:
Transferred activity
data in the TASK
worksheet.
EXERCISE: View a
new spreadsheet that

contains the transferred
data you want to add to
Primavera.
116
Steps
1.
Browse to C:\Training Docs.
2.
Open the file, New Project.xls.
3.
Click the TASK tab.
4.
Review the project data in the worksheet.
5.
Click the TASKPRED tab and review the data.
6.
Exit Excel.
Importing New Project Data into P6

Once the activity information has been transferred to the spreadsheet, you can
import the XLS file into the Primavera project.
FIG. 8.19: New
schedule is
imported into
project Bldg-NEW.
EXERCISE: View
the new activities in
Primavera.
Steps
1.
In P6, open a project, Bldg-NEW.
2.
In the File menu, click Import.
3.
Select an import format, Spreadsheet - (XLS).
4.
Click Next.
5.
Browse to C:\Training Docs\New Project.xls. and then click Open.
6.
Click Next.
7.
Select the import types, Activities and Activity Relationships.
8.
Click Next.
9.
Double-click in the Import To field and select a project, Bldg-NEW.
10. Click Next.
117
Import the New Project Data into Primavera (continued)

11. Click Finish.
12. Click OK.
13. In the Directory bar, click Activities.
14. Schedule the project.
15. In the Display Options bar, click Layout, Open.
16. Select a layout, Classic WBS Layout, and then view the new activities.
118
LESSON REVIEW
Key Concepts
The import option, Spreadsheet - (XLS), enables you to transfer project

information into other spreadsheet applications, such as Microsoft Excel.
Each data type is exported to a separate worksheet within the export file.
Review Questions
1.
True or False: The USERDATA worksheet contains the settings from the
User Preferences in Primavera.
2.
Type a ________ to delete a row of data from the spreadsheet.
3.
True or False: An activity row in Excel must include an Activity ID to

import successfully.
119
120
LESSON 9
Updating Baselines
Objectives
Specify the activities to update in the baseline
Update activity and resource assignment data
Key Term
Baseline
121
Updating a Project
During a projects life cycle, changes may impact the project plan. If you have
a baseline assigned to the project, you may want to update the baseline to
reflect these changes. For example, the owner of a project may request a
design change during the planning phase of the project. The baseline of the
project needs to be updated with this change.
FIG. 9.1: The new
activity, BA6200.
EXERCISE: Add an
activity to the current
project.
122
Steps
1.
Open a project, Bldg-UB.
2.
Activities.)
3.
4.
Select a layout, X - Current vs. Baseline Bars, and then click Open.
5.
Select an activity, BA6100 - Install Floor and Carpeting.
6.
In the Command bar, click Add to create an activity.
7.
Confirm an Activity ID, BA6200, type an activity name <Install

Hardwood Flooring>, and then press Enter.
Lesson 9: Updating Baselines
Updating a Project (continued)

8.
9.
In the Original Duration field, type <8>, and then press Enter.
10. In the Relationships tab, click Assign and in the Predecessors pane and
assign the following predecessors to activity BA6200:
BA4100 - Startup and Test HVAC

BA6020 - Install Ceiling Grid
BA6090 - Fabricate and Deliver Flooring
BA6110 - Install Lighting Fixtures
11. Click Assign and in the Successors pane and assign the following
successors to activity BA6200:
BA6030 - Finish Carpentry and Millwork

BA6120 - Install Plumbing Fixtures
12. Delete an activity, BA6100 - Install Floor and Carpeting.
13. In the Tools menu, click Schedule.
14. Click Schedule.
15. Double-click in the bar area next to BA6200 to bring the activity bar into
view.
123
Updating Baselines
Options available in the Update Baselines dialog box enable you to:
Select the project data you want to include in the update. You can include
project data, such as project details, work products and documents,
project risks, issues, and thresholds. You can also update specific userdefined fields related to projects, WBS, activities, steps, and expenses.
Select specific activities to update. You can select a filter that will only
include activities that satisfy the filters criteria.
Add new activities to the baseline. You can add new activities and activity
data from the open project to the baseline. Past period actuals are not
added in the update.
Delete activities that are no longer in the project plan.
Update existing activities in the baseline.
Additional update options enable you to select the types of activity

and resource/role assignment data to include in the update.
Record a log of errors and warnings that may occur during the update.
Choose to run the baseline update without logging any errors.
Update data items based on the data items last update date, instead of
updating the data items based on the baselines last update date.
The options set in the Update Baselines dialog box are saved for each user.
Only users with the proper security privileges can run the baseline update.
FIG. 9.2: The
Update Baseline
dialog box
124
Adding and Removing Activities in the Baseline

Use the Maintain Baselines command in the Project menu to open the Update
Baseline dialog box and select the options for updating the baseline.
FIG. 9.3: Select
options to update
the baseline.
EXERCISE: Set
options in the Update

Baselines dialog box.
Steps
1.
In the Project menu, click Maintain Baselines.
2.
Select a baseline, Base 1: Office Building Addition.
3.
Click Update.
4.
In the Specify the activities to include section in the Update Baseline

dialog box, confirm All Activities.
5.
Mark the Add New activities and activity data (except actuals) checkbox.
6.
Mark a checkbox, Delete from baseline any activities no longer in the

current project.
7.
Clear a checkbox, Update existing activities already in the baseline.
8.
In the Log to File field, browse to C:\Training Docs.
9.
Click Update.
10. Click OK.

11. Click Close twice.
125
Reviewing Changes in Layout

To compare the current project and its baseline, display the baseline bar in a
layout in the current project.
FIG. 9.4: Display
the baseline bar to
compare data to
the current
project.
EXERCISE: Review
the changes to the
baseline in the layout.
126
Steps
1.
Select an activity, BA6200 - Install Hardwood Flooring.
2.
Double-click in the bar area next to BA6200 to bring the activity bar into
view.
Update Baseline Options

Additional update options are available for baselines in the Update Baselines
Options dialog box. Specific activity and resource fields can be selected. The
two areas of the Update Options screen apply to updating activity data and
updating resource assignment data:
When updating activity data, include Specify the types of activity

data you want to update when you update the baseline.
When updating resource assignment data, include Choose to

update existing resource/role assignment data. If you choose to update
existing resource/role assignment data, you may also choose to update
the budgeted units and cost, and/or actual units and cost for the resource/
role assignments.
Add new resource and role assignments Choose to add new

resource/role assignment data.
FIG. 9.5: Click
Update Options to
select additional
data to include in
the baseline
update.
EXERCISE: Update
existing activities in the
baseline.
Steps
1.
In the Project menu, click Maintain Baselines.
2.
Select a baseline, Base 1: Office Building Addition.
127
Update Baseline Options (continued)
128
3.
Click Update.
4.
In the Specify the activities to include section, mark Update existing

activities already in the baseline.
5.
Click Update Options.
6.
Review the options selected.
7.
Click OK.
8.
Click Close.
9.
Click Close.
LESSON REVIEW
Key Concepts
Update the baseline project to add and remove activities, and update
activity data, such as dates, expenses, and activity code assignments.
You can run a filter to select the activities you want to include in the
update.
Review Questions
1.
You can update the following in a baseline project:

a.
General activity information
b.
Resource assignments
c.
Expenses
d.
All of the above
2.
To update the baseline projects, go to the _____________ menu, and

select _________________________.
3.
True or False: The Update Baseline settings are saved for each user.
129
130
LESSON 10
Claim Digger
Objectives
Specify how Claim Digger compares project plans
Create a comparison report in Claim Digger
Key Term
Claim Digger
131
Claim Digger Overview

Claim Digger is a utility that compares two project plans a revised project
and a base project and creates a report on the differences between the
project plans, including:
Items added
Items deleted
Changed values
Claim Digger is a separate application outside of Primavera. A database link to

Claim Digger must be established during the installation of the component.
Key Claim Digger functionality:
Report is created in either HTML, CSV, or text format.
Select a base project and a revised project to be used for comparison.
Comparison options can be turned on/off based on your needs.
Launching Claim Digger

Claim Digger is located in the Tools menu in Primavera.
FIG. 10.1: Click
Claim Digger in the
Tools menu to
launch the utility.
EXERCISE: Launch
the Claim Digger utility.
132
Steps
1.
2.
Click Yes when prompted.
3.
In the Tools menu, click Claim Digger.
Lesson 10: Claim Digger
Main Application Window

After Claim Digger is launched, the Main Application window appears.

FIG. 10.2: Main
Application window
is displayed after
Claim Digger is
launched.
133
Configuring Projects, Output Options

Several configuration and output decisions are required:
Specify projects to use as the revised project and the base project.
Select a report format:
HTML file
CSV file
ASCII text file
Determine output file destination.
Specify report launch setting (automatic launch after creation).
FIG. 10.3: Specify

revised project and
original project or
baseline.
EXERCISE: Select
the revised and original

projects.
134
Steps
1.
In the first row of the Select revised project column, click

revised project.
2.
Expand Construction Projects, State of Pennsylvania, City of Pittsburgh

and select Bldg - CDA.
3.
Click OK.
4.
In the first row of the Select original project or baseline column, click
to select the original project or baseline.
5.
Expand Construction Projects, State of Pennsylvania, City of Pittsburgh

and select Bldg - CDB.
6.
Click OK.
to select the
Configuring Projects, Output Options (continued)

7.
In Send Report To field, verify HTML File is selected.
8.
In the Output File field, click

Docs.
9.
In the File Name field, type <Bldg-Update1>.
and browse to C:\Program Files\Training
10. Click Save.

11. Mark a checkbox, View file when done.
Choosing Comparison Options

Comparison options can be selected by clicking Advanced in the Main
Application window.
FIG. 10.4: Claim
Digger offers
numerous
comparison
options.
EXERCISE: View
the comparison options.
Steps
1.
Click Advanced.
2.
Confirm the Group report by Activity checkbox is marked.
3.
Click OK.
4.
Click Compare to create the report.
5.
Click OK.
135
Reviewing the Report

If the View the file when done option is selected, the report is displayed after it
is created.
Each section of the report details:
Added/deleted values.
Old values/new values for those that have been changed.
FIG. 10.5: Sample

Claim Digger
report.
EXERCISE: Review
the HTML report.
136
Steps
1.
Review the report.
2.
In the File menu, click Close.
3.
Close the Primavera Claim Digger dialog box.
LESSON REVIEW
Key Concepts
Claim Digger is a utility that compares two versions of a project and

creates a report on the differences.
Customize Claim Digger to compare data you select in the Advanced

Project Comparison Options.
Review Questions
1.
True or False: Claim Digger is a separate application outside of

Primavera.
2.
Launch Claim Digger from the __________ menu.
3.
True or False: Claim Digger creates a report on the differences between

project plans but does not include data that has been deleted.
137
138
LESSON 11
Duration Types
Objectives
Determine which Duration Type works best in a given situation
Assign a Duration Type to an activity
Key Terms
Fixed Duration and Units/Time
Fixed Duration and Units
Fixed Units/Time
Fixed Units
139
Duration Types Overview

Duration Type is a setting that allows you to control how the duration,
resource units, and resource units/time are synchronized for activities so that
the following equation is always true:
Duration
Units/Time
Units
Non-Progressed Activity
For a non-progressed activity, the basic equation remains the same but the
names of the values are:
Original Duration x Budgeted Units/Time = Budgeted Units
Progressed Activity
For a progressed activity:
Remaining Duration x Remaining Units/Time = Remaining Units
The following is also true:
Actual Units + Remaining Units = At Completion Units
Budgeted Units - At Completion Units = Variance (in Units)
140
Lesson 11: Duration Types
Balancing the Equation

The following table lists the value that changes to balance the equation
Duration x Units/Time = Units whenever one of the variables is changed.
Activity duration type
When you change

duration, what
changes?
When you change

units/time, what
changes?
When you change When you add a

units, what
resource, what
changes?
changes?
Fixed Units/Time
Units
Duration
Duration
Duration
Units
Units/Time
Units
Fixed Duration and Units/Time Units

Fixed Units
Units/Time
Duration
Duration
Duration
Fixed Duration & Units
Units/Time
Units
Units/Time
Units/Time
Use the following information as a reference when selecting Duration Types.
If the duration is fixed, Primavera will never recalculate the duration.
If the duration is not fixed, Primavera will always recalculate the duration.
If you do not want Primavera to recalculate ...
... then use
Budget or work effort
Fixed units
Daily resource allocation
Fixed units/time
If you do not want Primavera to recalculate the

schedule and ...
... then use
Budget or work effort
Fixed duration and units
Daily resource allocation
Fixed duration and units/time
141
Duration Type: Fixed Units/Time

Fixed Units/Time indicates that the activitys resource availability is limited.
Choose Fixed Units/Time if you are planning the activity according to the
resources assigned to the activity and need to focus on:
Resource availability
Resource overallocation or underutilization.
When you change

When you change
duration, what
units, what changes? changes?
When you change

units/time, what
changes?
When you add a

resource, what
changes?
Fixed Units/Time
Duration
Units
Duration
Duration
Units
Units
Units
Fixed Duration and Units/Time Units/Time

Fixed Units
Duration
Units/Time
Duration
Duration
Units/Time
Units/Time
Units
Units/Time
In the following exercise, fill in the columns in the table so that the equation
remains true.
Table 1: Duration x (FIXED)Units/Time = Units:

Resource
ID:
Change Duration
Res1:
Change Units/Time
Res1:
Change Units
Res1:
Add a Resource
Fixed Units/Time
8 hours/day
Units
80 hours
5d
4 hrs/d
120 hrs
Res1:
Res2:
142
Duration
10 days
Total:
Duration Type: Fixed Duration and Units/Time

Fixed Duration and Units/Time indicates that the activity's duration and units/
time are not subject to change, regardless of the number of resources
assigned to the activity.
Choose Fixed Duration and Units/Time if:
You are planning the activity in terms of the calendar or schedule dates.
The activity has a "drop dead date."
You are entering an original duration value for this activity rather than
budgeted labor units.
When you change

When you change
duration, what
When you change

units/time, what
changes?
When you add a

resource, what
changes?
Fixed Units/Time
Duration
Units
Duration
Duration
Units
Units
Units

Fixed Units
Duration
Units/Time
Duration
Duration
Units/Time
Units/Time
Units
Units/Time
remains true.
Table 2: (FIXED)Duration x (FIXED)Units/Time = Units:

Resource
ID:
Change Duration
Res1:
Change Units/Time
Res1:
Change Units
Res1:
Add a Resource
Fixed Duration
10 days
Fixed Units/Time
8 hours/day
Units
80 hours
5d
4 hrs/d
120 hrs
Res1:
Res2:
Total:
143
Duration Type: Fixed Units

Fixed Units indicates that the number of labor/nonlabor units assigned to the
activity (the work effort) is not subject to change. Since cost is directly
correlated with units, it is also not subject to change.
Choose Fixed Units if:
You are planning this activity in terms of its work effort, i.e., number of
resource hours that you think will be required to complete the activity.
You need to work within a set budget.
You are entering Budgeted Labor Units/Budgeted Nonlabor units for this
activity, rather than the Original Duration.
When you change

When you change
duration, what
When you change

units/time, what
changes?
When you add a

resource, what
changes?
Fixed Units/Time
Duration
Units
Duration
Duration
Units
Units
Units

Fixed Units
Duration
Units/Time
Duration
Duration
Units/Time
Units/Time
Units
Units/Time
remains true.
Table 3: Duration x Units/Time = (FIXED)Units:

Resource
ID:
Change Duration
Res1:
Change Units/Time
Res1:
Change Units
Res1:
Duration
10 days
Units/Time
8 hours/day
Fixed Units
80 hours
5d
4 hrs/d
120 hrs
Res1:
Add a Resource
144
Res2:
Total:
Duration Type: Fixed Duration & Units

Fixed Duration & Units indicates that the units/time should be recalculated if
either duration or units are changed.
Choose Fixed Duration & Units if:
You are planning the activity in terms of schedule dates and its work
effort.
You have a "drop dead date" and know the total effort needed to complete
the activity.
When you change

When you change
duration, what
When you change

units/time, what
changes?
When you add a

resource, what
changes?
Fixed Units/Time
Duration
Units
Duration
Duration
Units
Units
Units

Fixed Units
Duration
Units/Time
Duration
Duration
Units/Time
Units/Time
Units
Units/Time
remains true.
Table 4: (FIXED)Duration x Units/Time = (FIXED)Units:

Resource
ID:
Change Duration
Res1:
Change Units/Time
Res1:
Change Units
Res1:
Fixed Duration
10 days
Units/Time
8 hours/day
Fixed Units
80 hours
5d
4 hrs/d
120 hrs
Res1:
Add a Resource
Res2:
Total:
145
Assigning a Duration Type

The default Duration Type assigned to all new activities is set at the project
level.
FIG. 11.1: Assign
a default Duration
Type for new
activities in the
project.
EXERCISE: Assign
the default Duration
Type for the Bldg-DUR
project.
146
Steps
1.
Open a project, Bldg - DUR.
2.
3.
Select the open project, Bldg - DUR.
4.
Click the Defaults tab.
5.
In the Duration Type drop-down list, select Fixed Duration and Units/
Time.
Assigning a Duration Type (continued)
You can modify the Duration Type for each individual activity.
FIG. 11.2: Assign
a Duration Type
for an activity.
EXERCISE: Change
the Duration Type for an
activity in the Bldg-DUR
project.
Steps
1.
2.
3.
Select a layout, Duration Types, and then click Open.
4.
Select an activity, BA1100 - Activity B.
5.
6.
In the Duration Type drop-down list, select Fixed Duration and Units/
Time.
147
Modifying Activity with Fixed Units/

Time Duration Type
In the following exercise, Paul Kims availability is fixed. He will work 8 hours
per day unless you type a new duration or units/time. Type in a new Budgeted
Units, Original Duration, Budgeted Units/Time and add a new resource on the
activity.
Changing Units
You will enter new Budgeted Units for Paul Kim. Paul only works 8 hour per
day; therefore the duration of the activity will automatically increase.
Duration
Resource Units/Time
Units
=
x
(CALCULATED)
(FIXED)
(CHANGED)
FIG. 11.3: Original
Duration changes
from 10d to 20d.
EXERCISE: Enter
new Budgeted Units for

Paul Kim.
148
Steps
1.
Select an activity, BA1000 - Activity A.
2.
Click the Resources tab.
3.
In the Budgeted Units column, type <160>.
Changing Duration
You will increase the duration of the activity. Since Paul works 8 hours per day,
the amount of work will also increase.
Duration
(CHANGED)
Resource Units/Time
Units
=
(FIXED)
(CALCULATED)
FIG. 11.4:
Budgeted Units
changes from
160h to 320h.
EXERCISE:
Increase the duration of

the activity.
Steps
1.
In the Original Duration column, type <40>.
Changing Units/Time
You will assign Paul Kim to work 4 hours per day. The amount of work does
not change so the duration is increased.
Duration
Resource Units/Time
=
x
(CALCULATED)
(CHANGED)
Units
(UNCHANGED)
FIG. 11.5: Original

Duration changes
from 40 to 80.
EXERCISE: Assign
Paul Kim to work 4
hours per day.
Steps
1.
In the Budgeted Units/Time column, type <4>.
149
Adding a Resource
You will adjust the length of the work day for Paul Kim and add another
resource to the activity. By adding another resource, the duration of the
activity is cut in half.
Duration
Resource Units/Time
=
x
(CALCULATED)
(FIXED)
Units
(UNCHANGED)
FIG. 11.6: Original

Duration changes
from 40 to 20.
EXERCISE: Adjust
the length of the work

day for Paul Kim and
add another resource to
the activity.
1.
Select a resource, Paul Kim.
2.
In the Budgeted Units/Time column, type <8>.
3.
Click Add Resource.
4.
In the Display Options bar, click Filter By, All Resources.
5.
Select a resource, WR - Wendy Resner, and then click
6.
Close the Assign Resources dialog box.
Note that Budgeted Units still totals 320h, but is shared between resources.
150
WORKSHOP: DURATION TYPES

Background
Modify Paul Kims Budgeted Units, Original Duration, Budgeted Units/Time,
and add a new resource on an activity. Record the new values based on the
Duration Type used.
Objectives
1.
For BA1100 - Activity B, the Duration Type is Fixed Duration and Units/
Time. The duration is 10 days unless a new duration is entered.
Type a new Budgeted Units for the Paul Kim resource <160>.
-
Type a new Original Duration for the activity <40>.

-
2.
What is the new Budgeted Units? ____________
Type a new Budgeted Units/Time for the Paul Kim resource <4>.
-
What is the new Budgeted Units/Time? ___________
Type a new Budgeted Units/Time for the Paul Kim resource <8>, and
then assign a resource to the activity, WR - Wendy Resner.
-
What is the new Budgeted Units of each resource?____________
What is the Original Duration and Units per Time for each
resource? __________________________________________
For BA1200 - Activity C, the units are fixed.The amount of work is 80

hours unless new units are entered.
Type a new Budgeted Units for the resource <160>.

-

-
What is the new Budgeted Units/Time? ____________
Type a new Budgeted Units/Time for the resource <8>.

-
What is the new Original Duration? ___________
What is the new Original Duration? ____________
Assign a resource to the activity, WR - Wendy Resner.

-
What is the new Original Duration? ____________
What is the Units per Time and Units for each resource?
__________________________________________
151
Objectives (continued)
3.
For activity BA1300 - Activity D, the duration and units are fixed. The
duration is 10 days unless a new duration is entered.
Type a new Budgeted Units for the resource <160>.

-

-
152
What is the new Budgeted Units/Time? ____________
Type a new Budgeted Units/Time for the resource <8>.

-
What is the new Budgeted Units/Time? ___________
Assign a resource to the activity, WR - Wendy Resner.

-
What is the new Budgeted Units of each resource?____________
What is the Original Duration and Units per Time for each
resource? __________________________________________
WORKSHOP RESULTS
1.
Fixed Duration and Units/Time
16/d
640h
160h
Budgeted Units = 320h, Original Duration = 40d, Budgeted Units/

Time = 8d
FIG. 11.7: The

Budgeted Units for
Paul Kim and
Wendy Resner.
153

2.
Fixed Units
20d
4/d
20d
Original Duration =10d, Budgeted Units/Time = 8h/d, Units = 80h
FIG. 11.8: The new

Original Duration
for the resources.
154

3.
16/d
4/d
320h
Budgeted Units = 160h, Original Duration = 40d, Budgeted Units/

Time = 4d
FIG. 11.9: Finish

dates are different
for activities
where durations
and Budgeted
Units are
changed.
155
LESSON REVIEW
Key Concepts
The Duration Type setting determines how the duration, units, and
resource units/time are synchronized for activities so that the following
equation is always true: Duration x Resource Units/Time = Units.
You can modify the default Duration Type for each activity, as necessary.
Review Questions
1.
2.
156
Which Duration Type would you choose if your resource availability was
fixed at 8h/d?
a.
Fixed Units/Time
b.
Fixed Units
c.
d.
None of the Above.
True or False: If your activity has a "drop dead date," you should set the
Duration Type to Fixed Units.
LESSON 12
Calculating Percent
Complete
Objectives
Describe the three Percent Complete types
Determine which Percent Complete type to use based on how your

organization reports progress
Explain how activity percentages are calculated based on the Percent

Complete type chosen
Use weighted steps to calculate Percent Complete
Key Terms
Weighted steps
Physical Percent Complete
Duration Percent Complete
Units Percent Complete
157
Percent Complete Types

The Activity Percent Complete is used to identify the amount of work
completed on an activity. The user controls the calculation of Activity Percent
Complete by assigning one of the three Percent Complete types to the activity:
Duration Percent Complete, Units Percent Complete, or Physical Percent
Complete.
The default Percent Complete type is assigned at the project level but may be
changed at the activity level.
158
Duration Percent Complete
Use if you record progress based on the number of work days

remaining (i.e., Remaining Duration).
Activity is duration driven.
Calculated as: [(Original Duration - Remaining Dur)/Original Dur] *

100
Units Percent Complete
Use if you record progress based on actual work effort accomplished

and remaining work effort needed to complete (i.e., Remaining
Units).
Activity is work-effort driven.
Calculated as: (Actual Units/At Completion Units) * 100
Physical Percent Complete
Use if you record progress based on personal judgment.
Activity is work-product driven.
Manually entered, no calculation.
Lesson 12: Calculating Percent Complete
Assigning a Percent Complete Type

The default Percent Complete type assigned to all new activities is set at the
project level. This will not affect existing activities in the project. When a new
project is created, the Percent Complete type defaults to Duration Percent
Complete.
FIG. 12.1: Assign a
default Percent
Complete type for
the project.
EXERCISE: Set the

default percent
complete type for the
Bldg-PCT project.
Steps
1.
Open a project, Bldg - PCT.
2.
In the Directory Bar, click Projects.
3.
4.
Select a layout, Selected Tabs, and then click Open.
5.
Select the project, Bldg - PCT.
6.
Click the Defaults tab.
7.
In the Percent Complete Type field, select Physical.
159
Assigning a Percent Complete Type (continued)

You can modify the Percent Complete type for each activity.
FIG. 12.2: Assign a
Percent Complete
Type to an activity.
EXERCISE: Select
Activity Percent
Complete Type.
160
Steps
1.
2.
3.
Select a layout, Percent Complete Types, and then click Open.
4.
5.
6.
In the % Complete Type field, select Physical.
Updating Activities Based on Physical

Percent Complete
Physical Percent Complete reflects the actual progress made on the activitys
work product so far. To update an activity, type the following:
A value into the Physical Percent field.
A Remaining Duration.
Each resources Actual Units.
FIG. 12.3: Activity
Percent Complete
field is set equal

to the Physical
Percent Complete.
EXERCISE: Enter a
Physical Percent
Complete for activity
BA1000.
Steps
1.
2.
Mark the Started checkbox.
3.
In the Physical % field, type <50>.
4.
In the Remaining field in the Duration section, type <4>.
161
Updating Activities Based on Physical Percent Complete

(continued)
The resources
Remaining Units equals

the activitys Remaining
Duration multiplied by
its Units/Time.
When using a Physical Percent Complete type, the Remaining Duration and
Actual Units must also be updated manually.
The Duration and Units Percent Complete columns are calculated

according to the following equations:
Dur Percent Comp = [(Orig Dur - Rem Dur) / Orig Dur] x 100
Units Percent Comp = (Actual Units / At Completion Units) x 100
Physical Percent Comp = Manually entered
FIG. 12.4: Duration

Percent Complete
and Units Percent
Complete are
calculated.
EXERCISE: Enter
the Remaining Duration

and Actual Units for
BA1000.
162
Steps
1.
In the Resources tab, type the Actual Units expended by Oliver Rock
<40>.
Updating Activities Based on Duration

Percent Complete
Select Duration Percent Complete type when progress can most easily be
reported in terms of actual days of work remaining.
Duration Percent Comp = [(Orig Dur - Rem Dur) / Orig Dur] x 100
To progress an activity, the following information must be updated:
A Remaining Duration
Each resources Actual Units
FIG. 12.5: The

Percent Complete
type is set to
Duration.
EXERCISE: Update
the status for activity
BA1100.
Steps
1.
Select an activity, BA1100 - Activity B.
2.
In the Status tab, mark the Started checkbox.
3.
In the Remaining field, type <5>.
Duration Percent Complete for BA1100 is calculated as 50% = [(10-5) / 10] x

100.
163
Updating Activities Based on Duration Percent Complete

(continued)
When using a Duration Percent Complete type, Actual Units must be

manually updated.
The Units Percent Complete column is calculated according to the

following equation: Units Percent Comp = (Actual Units / At Completion
Units) x 100
FIG. 12.6: Units

Percent Complete is
calculated.
EXERCISE: Update
the Actual Units for
BA1100.
Steps
1.
2.
In the Actual Units field, type <32>.
The resources Remaining Units equals the activitys Remaining Duration

multiplied by its Units/Time.
164
Updating Activities Based on Units

Percent Complete
Use Units Percent Complete to specify that the activity's percent complete be
calculated from the Actual Units and At Completion units.
Units Percent Complete = Actual Units / At Completion Units * 100
To progress an activity, each resources Actual Units and Remaining Units

must be updated manually.
FIG. 12.7: Activity

Percent Complete
is set equal to Units
Percent Complete.
EXERCISE: Modify
the Percent Complete

type and update activity
BA1200.
Steps
1.
Select an activity, BA1200 - Activity C.
2.
In the General tab, select a % Complete Type, Units.
3.
In the Status tab, mark a checkbox, Started.
4.
5.
In the Actual Units field, type <40>.
6.
In the Remaining Units field, type <48>.
165
Updating Activities Based on Units Percent Complete

(continued)
Remaining Duration is updated based on the Remaining Units according to

the equation: Remaining Duration = Remaining Units / Units per Time
Duration Percent Complete is modified based on the equation: Duration

Percent Comp = [(Orig Dur / Rem Dur) / Orig Dur] * 100.
FIG. 12.8:
Remaining
Duration is
recalculated.
EXERCISE: View
the Status tab to see

how the Remaining
Duration was calculated
after BA1200 was
updated.
166
Steps
1.
Steps allow you to divide activities into smaller task increments and track the
completion of those units. When you assign weights to the steps, the
completion of each specific step drives the completion of the activity.
Weight of the step can be any number between 0 and 999999.
Activity percent complete is calculated based on the relative weights of the

completed steps versus the incomplete steps.
The following two options must be set to use weighted steps:
In the Projects window, click the Calculations tab in Project Details.

Mark the Activity percent complete based on activity steps checkbox.
In the Activities window, click the General tab in Activity Details. Set
the Percent Complete Type to Physical.
This method is best suited for large activities which contain several distinct
steps and for calculating earned value.
90
20%
60
50
40
20
50%
Activity % Complete
70
80
70
70
20%
60
50
40
30
50%
Time
Step Weight Percent Completed
1
2
3
5.0
2.0
3.0
50
20
30
20%
60
50
40
30
20
50%
10
10
30%
90
80
20
10
30%
90
30%
80
30
100
100
Activity % Complete
100
Time
Time
Step W eight Percent Completed
1
2
3
5 .0
2 .0
3 .0
50
20
30
Step Weight Percent Completed

1
2
3
5.0
2.0
3.0
50
20
30
167
Weighted Steps
Activity % Complete
Setting Up Weighted Steps

The first option to use weighted steps is set at the project level. This will affect
existing and new activities.
FIG. 12.9: Mark
to base Activity
Percent
Complete on
weighted steps.
EXERCISE: Set up
the project to calculate
weighted steps.
168
Steps
1.
2.
Verify the project, Bldg - PCT, is selected.
3.
In the Calculations tab, mark a checkbox, Activity percent complete based

on activity steps.
4.
Setting Up Weighted Steps (continued)
The second option to use weighted steps is set at the activity level.
FIG. 12.10:
Specify an
activitys Percent
Complete type.
EXERCISE: Verify
the Percent Complete
type for BA1000.
Steps
1.
2.
3.
4.
Verify the % Complete Type, Physical.
169
Adding Weighted Steps to Activities

You must enter weights for each step. The weights are relative to one another
based on 100% completion of all the steps.
When weighted steps are used on an activity, the Physical Percent

Complete field in the Status tab in Activity Details becomes read-only.
FIG. 12.11: Step

weights are added.
EXERCISE: Add
steps and weights to
activity BA1000.
170
Steps
1.
In the Steps tab, click Add.
2.
3.
Add the following steps and weights:

a.
Step <Write materials>, weight <2.0>.
b.
Step <Create workshops>, weight <1.0>.
c.
Step <Print manuals>, weight <1.0>.
Updating Weighted Steps

The Activity Percent
Complete and Physical
Percent Complete
columns are not

editable. These columns
are automatically
calculated based upon
the steps completed.
The Physical Percent Complete is based on the relative weights of the complete
steps versus the incomplete steps.
Physical Percent Complete = Weight of completed step(s) / Sum of all

Weights
FIG. 12.12:
Activity Percent
Complete and
Physical Percent
Complete are set
to 50% because
the Write
Materials step
was marked
completed.
EXERCISE: View
the results of
completing the Write
Materials step.
Steps
1.
Mark the Completed checkbox for the Write materials step.
2.
In the Activity Table, review the Physical Percent Complete and the
Activity Percent Complete columns.
171
LESSON REVIEW
Key Concepts
The Activity Percent Complete is used to identify the amount of work

completed on an activity.
The Percent Complete type determines how an activitys percent complete

is updated.
Determine which Percent Complete type to use based on how your

organization reports progress.
At the project level, you can set the default Percent Complete for all
activities.
The Percent Complete type can be changed for each activity.
Review Questions
1.
172
Which of the following is not a Percent Complete type?

a.
Units
b.
Physical
c.
Weight
d.
Duration
2.
True or False: Units Percent Comp = (Actual Units/At Completion Units)

* 100
3.
True or False: The percent complete type determines how Activity

Percent Complete is calculated.
4.
True or False: The default percent complete type is Physical.
5.
True or False: You can enter a weight and the percent for each step.
LESSON 13

Objectives
Define earned value
Define Performance Percent Complete
Review results of different earned value techniques
Realize the benefits of using earned value techniques
Key Terms
Earned value
Planned value cost
173

Earned value analysis is a technique for measuring project performance
according to project cost and schedule. This technique compares the budgeted
(planned) cost of work to the actual cost of work.
Planned Value Cost
Planned Value Cost is the cost of the work that should have been
accomplished as of the data date, if the project had proceeded according
to the baseline plan.
Planned Value Cost = Budget at Completion x Schedule % Complete.
Schedule % Complete specifies how much of the projects baseline

duration should be completed.
Answers the question: How much work should be done?
Earned Value Cost
Earned Value Cost is the monetary value of the work performed by a

resource as of the data date.
Earned Value Cost = Budget at Completion x Performance % Complete
The method for computing performance percent complete depends

on the earned value technique selected at the WBS level.
Answers the question: How much work is done?
Actual Cost
Actual Cost is the actual total cost incurred for the work accomplished as
of the data date.
Actual Cost = Actual Labor Cost + Actual Nonlabor Cost + Actual Expense
Cost + Actual Material Cost
174
Actual Cost is the same as the Actual Total Cost.
Answers the question: How much did the completed work cost?
Lesson 13: Earned Value Analysis
The following graph shows several earned value variables and illustrates the
relationship between the variables.
EAC
VAC
ETC
AC
W
P
BAC
C
W
S
CV
C
W
P
SV
Schedule
Slippage
Time
(to date)
Projected
Schedule
Slippage
(at completion)
Data Date
Key
BCWS (Planned) - Budgeted Cost of Work Scheduled
BCWP (Earned) - Budgeted Cost of Work Performed
ACWP (Actual) - Actual Cost of Work Performed
SV - Schedule Variance
CV - Cost Variance
ETC - Estimate to Complete
BAC - Budget at Completion
EAC - Estimate at Completion
VAC - Variance at Completion
175
Earned Value Graph
Earned Value Project Background

The Building Addition project contains a single activity (BA1000) that spans
from 11-Jan-10 to 26-Jan-10. A single resource is assigned to BA1000 for a
total of 80 hours. The price/unit for the resource is $100 per hour; therefore,
the Budgeted At Completion cost for BA1000 is $8,000. A baseline has been
created for this project.
FIG. 13.1: The
project has one
activity, BA1000.
EXERCISE: Open
the Bldg - EV project.
Steps
1.
Open a project, Bldg - EV.
2.
3.
4.
Select a layout, Earned Value Analysis, and then click Open.
The Planned Value Cost, Actual Cost, and Earned Value Cost currently equal
zero because the activity has not started.
176
Calculating Planned Value Cost

Planned Value Cost is the cost of the work that should have been accomplished
as of the data date, if the project had proceeded according to the baseline
plan.
Planned Value Cost = Budget at Completion * Schedule % Complete
An alternative way to define Planned Value Cost: One day of work should have
been completed with a single resource at 8 h/d and $100/h; therefore, 8hr x
$100/h = $800.
FIG. 13.2: Planned
Value Cost equals
$800.
EXERCISE:
Schedule the project

and see the effect the
new data date has on
the Planned Value Cost.
Steps
1.
2.
Select a new data date, 12-Jan-10, and then click Schedule.
177
Calculating Actual Cost

Actual Cost is the actual total cost incurred for the work accomplished as of the
data date.
Actual Cost = Actual Labor Cost + Actual Nonlabor Cost + Actual Expense
Cost + Actual Material Costs. (Even though no expenses or nonlabor
resources are assigned, you can view the Actual Total Cost on the
Summary tab.)
FIG. 13.3: View

Actual Cost in the
Resources tab.
EXERCISE: View
Actual Cost.
Steps
1.
178
Calculating Earned Value Cost

Earned Value Cost is the monetary value of work performed by a resource as
of the data date.
Earned Value Cost = Budget at Completion * Performance % Complete
Since 25% of the work has been completed, 25% of the cost should have been
incurred hence $2000 = (25% * $8000).
FIG. 13.4: Earned
Value Cost equals
$2,000.
EXERCISE: Update
Steps
effect the new

parameters have on the
Earned Value Cost.
1.
2.
Mark the Started checkbox and confirm a Start date, 12-Jan-10.
3.
In the Physical % field, type <25> and in the Remaining Duration field,
type <8>.
4.
Click the Resources tab, and in the Actual Units field, type <30>.
5.
6.
Select a new data date, 18-Jan-10, and then click Schedule.
BA1000 and see the
The Performance % Complete is set to 25% because the activitys % Complete

Type is set to Physical (in General tab) and the Physical % has been entered as
25%. Earned Value Cost is calculated: $2000 ($8000 * 25%).
179
Performance % Complete
Performance % Complete can be different from the Activity % Complete
depending on the technique used to compute it. Techniques are set at the
WBS level and calculated as follows:
Activity percent complete Calculated based on the activitys percent

complete type.
WBS Milestones percent complete Calculated based on the

completion of the WBS elements weighted milestones.
0/100 Calculated as 0% after an actual start is assigned, then as

100% after an actual finish is assigned.
50/50 Calculated as 50% after an actual start is assigned, then as

100% after an actual finish is assigned.
Custom percent complete Calculated as a user-defined percentage

after an actual start is assigned, then as 100% after an actual finish is
assigned.
FIG. 13.5: Setting

s can be viewed in
the Earned Value
tab.
EXERCISE: View
Earned Value settings in

the WBS window.
180
Steps
1.
In the Directory bar, click WBS.
2.
Select the top level of the WBS, Bldg - EV.
3.
Verify the Earned Value tab is selected.
Weighted Milestones
WBS milestones can be used when higher-level task increments comprise a
body of activities and you want to control the activities at the WBS level. When
you assign weights to the WBS milestones, the completion of each specific
milestone is used to calculate the performance percent complete of the WBS.
Weight of the milestone can be any number between 0 and 999999.
Performance percent complete is calculated based on the relative weights

of the completed milestones versus the incomplete milestones.
The following option must be set to use weighted milestones:
The Performance Percent Complete is applied to all the activities

under that WBS element, and then rolled back up to the WBS.
In the WBS window, click the Earned Value tab in WBS Details. Mark
the WBS Milestone percent complete checkbox.
Use when calculating earned value.
FIG. 13.6: Select

WBS Milestone
percent complete.
EXERCISE: Set
WBS Milestone percent

complete as the
technique for computing
Performance Percent
Complete.
Steps
1.
In the Earned Value tab, select a technique for computing performance

percent complete, WBS Milestones percent complete.
2.
181
Creating Weighted Milestones

In the WBS window, you must enter weights for each milestone.
The weights are relative to one another based on 100% completion of all the
milestones.
FIG. 13.7:
Create weighted
milestones in the
WBS Milestones
tab.
EXERCISE: Add
three WBS milestones

and their corresponding
weights.
182
Steps
1.
Click the WBS Milestones tab.
2.
Click Add.
3.
Add the following milestones and weights:

a.
Milestone <Bids solicited>, weight <3.0>.
b.
Milestone <Contract awarded>, weight <1.0>.
c.
Milestone <Code written>, weight <6.0>.
Updating Weighted Milestones

The Milestone Percent Complete is based on the relative weights of the
completed milestones versus the incomplete milestones.
The Milestone Percent Complete will be calculated as follows: Bids solicited =
30%, Contract awarded = 10.0%, Code written= 60.0%.
FIG. 13.8:
Performance %
Complete based
on the Milestone
Percent Complete.
EXERCISE: Mark
two WBS milestones
complete.
Steps
1.
Mark the Completed checkbox for the first milestone, Bids solicited.
2.
Mark the Completed checkbox for the second milestone, Contract

awarded.
183
Effect of Weighted Milestones on Activities
The Performance Percent Complete is set equal to the WBS milestones

Percent Complete.
Earned Value = Budget At Completion * Performance Percent

Complete
($3200.00 = $8000.00 * 40%)
FIG. 13.9: Earned

value cost equals
$3,200.
EXERCISE: View
the calculations on the

activity that is utilizing
weighted milestones.
Steps
1.

The Performance Percent Complete is now set to 40% because two of the
WBS milestones were completed. The Earned Value Cost is now calculated
as $3200 ($8000 * 40%).
184
50/50
Use this technique to have a Performance Percent Complete of 50% assigned
once the activity has been marked started, and 100% complete when the
activity is marked completed.
FIG. 13.10:
A 50/50 cost
calculation.
$4000 = $8000 * .50
EXERCISE: Set up
and view a 50/50 cost
calculation.
Steps
1.
2.
Click the Earned Value tab.
3.
In the Technique for computing performance percent complete section,

select 50/50.
4.
5.
185
Activity Percent Complete

Activity Percent Complete calculates Performance Percent Complete from the
activitys Percent Complete type.
FIG. 13.11:
An Activity Percent
Complete
calculation.
EXERCISE: View a
calculation using the
Activity Percent
Complete setting.
Steps
1.
2.
In the Technique for computing performance percent complete section,

select Activity percent complete.
3.
4.
The Performance % Complete is now set to 25% because the activity has an
actual start, and we are using the activity percent complete of 25%. In
addition, the Earned Value Cost is now calculated as $2000 ($8000 * 25%).
186
Conclusions Based on Earned Value

Once you have completed an updating cycle, you can draw conclusions about
schedule and cost performance by comparing Planned Value Cost, Earned
Value Cost, and Actual Cost.
FIG. 13.12: View
Planned Value
Cost, Earned
Value Cost, and
Actual Cost in the
Activity Table.
Schedule Performance
As of the data date, 30 hours of work is finished (Actual Labor Units), but only
25% of the activity is complete (Performance % Complete). The baseline
indicates that half of the work should be complete (Schedule % Complete).
This shows that the project is behind schedule.
Cost Performance
As of the data date, the project has cost $3,000 (Actual Cost) to achieve only
$2,000 worth of work (Earned Value Cost). The baseline indicates that $4,000
worth of work should have been accomplished (Planned Value Cost). This
shows that the resources on the project are not working as efficiently as they
should be. The project is running over budget.
187
Cost, Schedule Performance Indices

Another way to analyze how efficient the project is progressing is to calculate
Cost Performance Index and Schedule Performance Index.
Cost Performance Index

Cost Performance Index (CPI) relates the amount of physical work
accomplished against the dollars actually spent to accomplish the work
CPI = Earned Value Cost / Actual Cost
A value of less than one (1) indicates that actual costs have exceeded
the value of the work accomplished.
Another way to think of CPI: For every project dollar spent, $0.67 in physical
work was accomplished.
FIG. 13.13: A CPI
value less than 1
indicates that
costs have
exceeded the
value of work
performed.
$2000 / $3000 = 0.67
EXERCISE: Open
the Cost and Schedule

Performance layout.
188
Steps
1.
2.
Select a layout, Cost and Schedule Performance, and then click Open.
Schedule Performance Index

Schedule Performance Index (SPI) relates the physical work accomplished

against the amount of work that was planned.
SPI = Earned Value Cost / Planned Value Cost
A value of less than one (1) indicates that less work was actually
performed than was scheduled.
Another illustration of SPI: For every dollar of physical work this project had
planned to accomplish, only $.50 was actually completed.
FIG. 13.14: SPI
relates the
physical earned
value
accomplished
against the
amount of work
that was planned.
$2000 / $4000 = 0.50
189
Calculating Estimate to Complete

There are various techniques for calculating Estimate to Complete (ETC).
These techniques take into consideration a delay in the schedule and an
overrun in costs, and are set at the WBS level.
Estimate To Complete
ETC identifies how much money you are projecting to spend from now to the
end of your project. The ETC is calculated using one of two formulas:
ETC = remaining cost for activity
Calculated as Remaining Units * Resource Price/Units
Default setting for calculating ETC
ETC = Performance Factor * (Budget at Completion - Earned Value Cost)
Where Performance Factor is calculated depending on the technique

selected for the WBS.
FIG. 13.15: ETC

settings in the
Earned Value tab.
EXERCISE: View
the Earned Value tab in

the WBS view.
190
Steps
1.
2.
Verify the technique for computing Estimate To Complete (ETC), ETC =

remaining cost for activity.
Performance Factor
The Performance Factor is used to compute Estimate To Complete (ETC).
There are four ways to calculate the Performance Factor:
Performance Factor = 1
ETC = [PF * (Budget at Completion Earned Value Cost)]
Yields an optimistic result
Performance Factor = 1/CPI
ETC = (1/CPI) * (Budget at Completion - Earned Value Cost)
Yields a most likely result
Performance Factor = 1/ (CPI *SPI)
ETC = [1/(CPI * SPI)] * (Budget at Completion - Earned Value Cost)
Yields a pessimistic result
Performance Factor = _____
ETC = Performance Factor * (Budget at Completion - Earned Value

Cost)
Calculated according to a Performance Factor that the user specifies
191
Using Remaining Cost for Activity to Calculate

ETC
Remaining cost for activity is the system default. It calculates ETC based on
Remaining Units. However, this calculation does not take into account a
schedule delay or overspending.
Historical evidence shows that these trends do not correct themselves over
time; they tend to worsen.
The ETC is $6400 in the example below. This does not take into consideration
any previous delays in the schedule or overrun in costs.
FIG. 13.16: Effect
of ETC calculation
on activity.
64h * $100/h = $6400
EXERCISE: See the

effect of the ETC
computation on the
activity.
192
Steps
1.
Using CPI to Calculate ETC

Using CPI to calculate ETC represents a reliable indicator of the "minimum"

total required costs. It is viewed as the most optimistic the project will do
based on its history.
FIG. 13.17: Select
a new setting for
calculating ETC.
EXERCISE: Change
the technique for
computing ETC.
Steps
1.
2.
In the Technique for computing Estimate to Complete (ETC) section,

select PF = 1/Cost Performance Index.
3.
193
Using CPI to Calculate ETC (continued)
ETC = PF * (Budget at Completion - Earned Value Cost)
Where PF = 1/CPI
(1/CPI) * (Budget at Completion - Earned Value Cost)
Therefore, ETC = (1/CPI) * (Budget at Completion - Earned Value Cost)
The ETC is $9,000, meaning that if the project progresses as it has in the past,
it will cost $9,000 to complete the project. The original budget was $8000 and
when we complete the project it will cost $12000 (Actual + ETC).
FIG. 13.18:
Estimate to
Complete is
$9,000.
(1/0.67) * ($8000 - $2000) = $9000
EXERCISE: See the

effect the 1/CPI
technique has on the
ETC calculation.
194
Steps
1.
Using CPI and SPI to Calculate ETC

Using CPI and SPI to calculate ETC represents a reliable indicator of the
"maximum" total required costs because it incorporates the cost overrun to
date with a behind-schedule condition to produce the statistical forecast.
Viewed as the very worst the project will do based on its history.
FIG. 13.19: Change

a setting in the
Earned Value tab.
EXERCISE: Change
the technique for
computing ETC.
Steps
1.
2.
In the Technique for computing Estimate to Complete (ETC) section,

select PF = 1 / (Cost Performance Index * Schedule Performance Index).
3.
195
Using CPI and SPI to Calculate ETC (continued)
ETC = PF * (Budget at Completion - Earned Value Cost)
Where PF = 1/(CPI * SPI)
[1/(CPI * SPI)] * (Budget at Completion - Earned Value Cost)
The ETC is $18,000. This means that if the project progresses as it has in the
past, it will cost $18,000 to complete the project. The project has already
incurred $3,000 worth of costs, therefore the Estimate at Completion Cost
(EAC) is $21,000. The original budget was $8,000, creating a Variance at
Completion (VAC) of -$13,000.
FIG. 13.20: ETC
equals $18,000.
[1/(0.67 * 0.63)] * ($8000 - $2000) = $14,400
EXERCISE: View
the effect the 1/(CPI *

SPI) technique has on
the ETC calculation.
196
Steps
1.
LESSON REVIEW
Key Concepts
Perform an earned value analysis to compare the budgeted (planned) cost

of work to the actual cost.
Calculate the Planned Value, Earned Value, and Actual Costs to determine
how much work should have been completed, how much work was
completed, and how much the completed work cost.
You can assign weights to WBS milestones, the completion of each specific
milestone is used to calculate the performance percent complete of the
WBS.
Review Questions
1.
2.
__________ is the cost of the work that should have been accomplished
as of the data date, if the project proceeded according to the baseline
plan.
a.
Actual Cost
b.
Planned Value Cost
c.
Earned Value Cost
d.
SPI
__________ % Complete is used to calculate Planned Value Cost.

a.
Schedule
b.
Performance
c.
Physical
d.
Activity
3.
True or False: A CPI value of less than one (1) indicates that actual costs
have exceeded the value of the work performed.
4.
__________ relates the physical work accomplished against the amount of

work that was planned to be accomplished.
a.
Earned Value Cost
b.
CPI
c.
Actual Cost
d.
SPI
197
198
LESSON 14
Activity Usage Profile and

Spreadsheet
Objectives
Display cost data in the Activity Usage Profile
Display curves in the Activity Usage Profile
Analyze earned value data using curves in the Activity Usage Profile
Key Terms
Activity Usage Profile
Activity Usage Spreadsheet
199
Activity Usage Profile

The Activity Usage Profile enables you to view resource allocation for activities
in open projects over time, according to a timescale you specify. The data can
represent units or cost.
You can only show
the profile in the bottom

layout.
In the left pane of the profile, you can show the usage for a selection of
activities or for all activities. You can also choose to show usage for a selected
time period. The right pane of the Activity Usage Profile displays the vertical
bars that represent the usage data. It also contains the Display Options bar
that enables you to customize the profile.
FIG. 14.1: The

Activity Usage
Profile
EXERCISE: View
the Activity Usage
Profile.
200
Steps
1.
Open a project, Bldg - AU.
2.
Activities.)
3.
4.
Select a layout, Activity Cost Analysis, and click Open.
5.
In the Layout Options bar, click Show on Bottom, Activity Usage Profile.
Lesson 14: Activity Usage Profile and Spreadsheet
Displaying Cost Data

Use the Display Options bar to customize data in the Activity Usage Profile. In
the Data tab, you can display the profile bars in units or cost.
The profile options also enable you to show bars with patterns to label labor,
nonlabor, material, and expense data.
FIG. 14.2: Display
settings offer a
choice of units or
cost.
EXERCISE: Display
costs in the profile.
Steps
1.
In the right pane Display Options bar, click Activity Usage Profile Options.
2.
In the Display section, select Cost.
3.
Click OK.
201
Displaying Bars and Curves

In the Show Earned Value Curves section in the Activity Usage Profile Options,
select the following curves to display in the profile:
Planned Value Cost The portion of the Budgeted Total Cost or

Budgeted Total Units scheduled to be completed as of the project data
date.
Earned Value Cost The portion of the budgeted total cost or units
actually completed as of the project data date.
Estimate at Completion Cost (EAC) The estimated cost or units at

completion.
FIG. 14.3: Curves

displayed in the
profile.
EXERCISE: Display
earned value curves in
the Activity Usage
Profile.
202
Steps
1.
In the Display Options bar, click Activity Usage Profile Options.
2.
In the Show Earned Value Curves section, mark Planned Value Cost,
Earned Value Cost, and Estimate At Completion Cost.
3.
Click OK to view the curves in the profile.
Activity Usage Spreadsheet

The Activity Usage Spreadsheet displays activity data in a spreadsheet format.
You can view baseline, budgeted, actual, remaining, and at completion values
or review information such as Earned Value Cost, Actual Labor Units and Actual
Nonlabor Units, and Remaining Total Cost for the activities in your project.
Drag the vertical
divider bar to show
more of the profile.
The Activity Usage Spreadsheet is split into two panes. The left pane displays
the Activity Table, and the right pane displays timescaled spreadsheet data for
each activity. You can also specify the data fields you want to include in the
spreadsheet.
FIG. 14.4: The

Activity Usage
Spreadsheet
EXERCISE: Display
the Activity Usage
Spreadsheet.
Steps
1.
In the Layout Options bar, click Show on Top, Activity Usage Spreadsheet.
2.
Hover the mouse pointer over the weekly time periods in the timescale.
When the pointer turns into a magnifying glass, click and drag the mouse
to the right to widen the columns.
203
Displaying Usage for Selected Activities

The settings in the left pane of the Activity Usage Spreadsheet enable you to
display usage only for activities you select in the top layout.
FIG. 14.5: Choose
Selected Activities
to show usage for
the activity that is
highlighted.
EXERCISE: Display
usage for activity
BA2030.
Steps
1.
In the Show Usage for section in the bottom layout profile, select Selected
Activities.
2.
204
In the top layout, select an activity, BA2030 - Install Underground Water

Lines.
Displaying Usage For a Specific Time Period

You can filter the top layout to display only the activities that correspond with
the time period in the bottom layout.
time period to see
the corresponding
activities.
EXERCISE: Display
activities for a specific
time period.
Steps
1.
In the Display Activities for selected section, mark a checkbox, Time
Period.
2.
In the profile, select a time period, 07-Mar-10.
205
Displaying Fields in the Activity Usage

Spreadsheet
You can select the fields to display in the Activity Usage Spreadsheet. Select
Spreadsheet Fields in the right-click menu to display the Fields dialog box.
right arrow to
include the
selected data item
in the spreadsheet.
EXERCISE: Select
the data items to display

in the spreadsheet.
206
Steps
1.
In the Display Activities for selected section, clear a checkbox, Time

Period.
2.
In the top layout, right-click in the timescale and select Spreadsheet

Fields.
3.
In the Selected Options section, click
4.
In the Available Options bar, click Group and Sort By, List.
5.
Select a data item, Budgeted Labor Cost, and then click
6.
Select a data item, Remaining Labor Cost, and then click
7.
Select a data item, Actual Labor Cost, and then click
8.
Click OK.
to clear the selection.
.
.
.
Displaying Fields in the Activity Usage Spreadsheet

(continued)
The cost information for each activity is displayed in the Activity Usage
Spreadsheet.
\
FIG. 14.8: Cost

fields are
displayed in the
spreadsheet.
9.
Select an activity, BA2030 - Install Underground Water Lines.
207
LESSON REVIEW
Key Concepts
The Activity Usage Profile enables you to view resource allocation for
activities in the open project over time, according to a timescale you
specify.
The Activity Usage Spreadsheet displays activity data in a spreadsheet

format.
You can choose to show data as bars and curves in cost or units.
Review Questions
208
1.
True or False: You can show earned value curves in the Activity Usage
Profile.
2.
True or False: You can show the Activity Usage Profile in the top layout.
LESSON 15
Top-Down Budgeting
Objectives
Establish project budgets
Establish spending plans
Track budget changes
Track and analyze budgets
Establish funding sources
Key Terms
Budget change log
Spending plan
Funding source
209
Top-Down Budgeting
A project budget consists of the total estimated effort (or quantities) necessary
and the cash flow required to complete a project. The scope and budget
requirements are usually determined at the outset of the project life cycle.
With top-down budgeting, you can track the total spending plan and access
the variance between the total and the current budget.
To perform top-down budgeting you must:
Set high-level budget estimates at each EPS node. You can do this in the
planning stage.
Distribute the budgets to the projects in each node. Values are not rolled
up, and distributed values do not have to equal the budget of a higherlevel EPS node.
Compare monthly totals for the EPS nodes with those of all projects in the
node.
Top-down budgeting is ongoing process throughout the project life cycle. To

manage adjustments, you can create log records to keep track of changes to
the original budget while retaining the original amounts.
You can set up a funding sources dictionary containing any non-profit,
government-allocated, or other funding sources. Then, you can assign funding
at the project or EPS level.
210
Lesson 15: Top-Down Budgeting
Overview
The following is an example of how to set up the Original Budget at the City of
Pittsburgh EPS level.
The values at the project level do not roll up to the EPS node. The distributed
values do not have to equal the budget of higher-level EPS nodes.
Set original budget at the

EPS node.
City of
Pittsburgh
D istribute original budget at
the project level.
$620,000
Bldg
$250,000
W eb
$320,000
211
Establishing Budgets
Create budget estimates at the EPS, project, and WBS level.
Once you establish budget estimates, you should refine them as a project
evolves. Use the Budget Log tab to document budget changes as they occur.
EPS Level
First, set up the original total budget for each EPS node in the hierarchy on the
Budget Log tab.
FIG. 15.1: Original
budget for the
Pittsburgh - City
of Pittsburgh
node.
EXERCISE: View
the Budget Log tab in
the projects view.
212
Steps
1.
Open a project, Bldg - TDB.
2.
3.
4.
Select a project layout, TDB, and then click Open.
5.
Select an EPS node, City of Pittsburgh.
6.
Click the Budget Log tab.
Project Level
Next, enter the applicable portion of the total budgeted amount to each project
in the EPS nodes branch on the Budget Log tab.
The Current Budget and Proposed Budget are set equal to the Original Budget
when no items are in the Budget Change Log.
FIG. 15.2: Original
Budget for the
Bldg-TDB project.
EXERCISE: You
Steps
Office Building Addition
1.
Select a project, Bldg - TDB.
project from your

manager.
2.
In the Original Budget field, type <250,000>.
have received a budget

of $250,000 for the
213
WBS Level
Finally, apportion anticipated Original Budgets for each level of the projects
WBS on the Budget Log tab.
If you highlight the root WBS level (in this example, Bldg - TDB), you can see
the Original Budget equals the Original Budget viewed in the Projects window.
FIG. 15.3: Original
budget is entered
for a WBS
element.
EXERCISE: Enter
the Original Budget for a

WBS element.
214
Steps
1.
2.
Select a WBS level, Bldg-TDB.D&E - Design and Engineering.
3.
Click the Budget Log tab.
4.
In the Original Budget field, type <50,000>.
Tracking Budget Changes

The Budget Change log enables you to track modifications that affect the
budget.
Document budget changes as they occur.
Use changes to calculate the latest budgeted amounts for the project.
Provides a clear indication of the who, what, when, where, and how
behind the changes.
Used in the project planning stage or after the project has started.
The Budget Change logs can have a status of:
Pending Included in Proposed Budget, not included in Current Budget
Approved Included in Proposed Budget and Current Budget
Not Approved Not included in any budget
The following equations hold true for the Budget log.
Original Budget = Original Budget entered
Current Budget = Original Budget + Approved budget changes
Proposed Budget = Original Budget + Approved budget changes +

Pending budget changes
215
Tracking Budget Changes (continued)

The Budget log displays all changes regardless of their status.
FIG. 15.4: Click
Add to add a value
to the Budget
Change Log.
EXERCISE: Add a
value to the Budget
Change Log.
216
Steps
1.
2.
3.
In the Budget Log tab, click Add.
4.
In the Date field, select 11-Jan-10.
5.
In the Amount column, type <50,000>.
6.
In the Reason field, type <Hardware costs not included in original

budget.>.
Approved Change
The Approved Change is included in Proposed Budget and Current Budget. If a
status is changed to Not Approved, the amount will not be included.
FIG. 15.5: Current
Budget and
Proposed Budget
have increased by
$200,000 because
of the approved
log item.
EXERCISE: Add a
value to the Budget
Change Log.
Steps
1.
In the Budget Log tab, click Add.
2.
In the Date field, select 11-Jan-10.
3.
In the Amount field, type <200000>.
4.
In the Reason field, type <Additional tools needed>.
5.
In the Status column, select Approved.
217
Establishing a Spending Plan

Spending Plan Tab
Allocate monthly spending of budgeted funds at three levels:
EPS node
Project
WBS element
Spending Plan is used to allocate anticipated spending per month.
Spending Plan Tally is the roll-up of the child spending plans to the parent
element.
Undistributed Current Variance allows you to track the amount of

budgeted money left to allocate to children.
Undistributed Current Variance = Spending Plan - Spending Plan Tally
Spending Plan Overview

Records monthly spending of budgeted funds, tracks the current and
undistributed variance amounts, and rolls up the monthly spending plan of
each child in a branch to the parent element.
218
Once the initial total budgets are entered, start allocating anticipated
monthly spending amounts per project.
P6 tallies the amounts for the child projects so you can track the variance
between the spending plan total and the current budget.
Monthly budgets can be defined at the EPS, project, or WBS level.
Establishing a Spending Plan

EPS Node
Set up the monthly spending budget for each EPS node in the hierarchy.
The monthly Spending Plan has been entered for the City of Pittsburgh
EPS node.
The amounts in the Spending Plan Tally column roll up from the Bldg-TDB and
Web projects.
FIG. 15.6: The
Spending Plan tab
shows spending
plan for EPS node.
EXERCISE: View
the Spending Plan for
the City Of Pittsburgh
EPS node.
Steps
1.
2.
Click the Spending Plan tab.
219
Project
Set up the monthly spending budget for each project. These values are rolled
up to the parent EPS level.
FIG. 15.7: The
spending plan for
October,
November, and
December.
EXERCISE: Add
the Spending Plan for

three months.
220
Steps
1.
2.
In the Spending Plan column for 10-Sep, type <25,250>.
3.
In the Spending Plan column for 10-Oct, type <27,000>.
4.
In the Spending Plan column for 10-Nov, type <1,100>.
Undistributed Current Variance

The Undistributed Current Variance indicates the amount of budgeted money
that is left to allocate to children EPS, projects/ WBS. A negative variance is
displayed with parenthesis and red font.
FIG. 15.8: View
variance amounts
in the Spending
Plan tab.
EXERCISE: View
the variance amounts
for the City Of
Pittsburgh EPS node.
Steps
1.
2.
View the variance amounts.
221
Benefit Plan Overview

As you near the completion of the project, you can better determine
profitability and enter the amount benefiting your organization.
The benefit amount, or return on investment (ROI), is a gauge used to

determine whether a project of this type should be undertaken in the
future.
The Benefit Plan Tally is the roll-up of the child Benefit Plans.
Benefit Variance = Benefit Plan Tally - Benefit Plan
FIG. 15.9: Type the

benefit plan
amount for the
selected month.
EXERCISE: Type
the Benefit Plan for two

months.
222
Steps
1.
2.
In the Benefit Plan column for 10-Jun, type <175000>.
3.
In the Benefit Plan column for 10-Jul, type <150000>.
Tracking and Analyzing Budgets

Budget Summary Tab
Use to view all of the budget information for projects and EPS nodes.
All field values are calculated.
Any field that contains a negative value appears in parenthesis and red
font.
FIG. 15.10: Use

Budget Summary
tab to view budget
information for
projects and EPS
nodes.
EXERCISE: Review
the Budget Summary
values for the City of
Pittsburgh EPS node.
Steps
1.
2.
Click the Budget Summary tab.

Review all the fields using the equations on the following page.
223
Budget Summary Calculations

The following equations are used to populate fields in the Budget Summary
tab.
Budget
Current Budget = Original Budget + Approved Budget Log changes

(Budget Log tab)
Unallocated Budget = Current Budget - Distributed Current Budget
Distributed Current Budget = Sum of Current Budget values from one

level lower
Current Variance
224
Current Budget - Total Spending Plan
Spending Plan
Total Spending Plan = Sum of the monthly Spending Plan (Spending

Plan tab)
Undistributed Current Variance = Total Spending Plan - Total

Spending Plan Tally
Total Spending Plan Tally = Sum of the monthly Spending tally

(Spending Plan tab)
Benefit Plan
Total Benefit Plan = Sum of the monthly Benefit Plan (Spending Plan
tab)
Total Benefit Plan Tally = Sum of the monthly Benefit Plan Tally
(Spending Plan tab)
Funding Sources
You can set up a dictionary containing non-profit organizations, government
agencies, and any other funding sources.
The funding sources you establish are global and can be applied to any EPS or
project.
You can apply unlimited funding sources to each EPS and project level.
FIG. 15.11: Funding
sources can be
applied to any EPS
node or project.
EXERCISE: View
the funding sources.
Steps
1.
In the Enterprise menu, click Funding Sources.
2.
Click Close.
225
Assigning Funding Sources

Both the Amount and Fund Share fields are user-defined.
There are no calculations or validation checks on these fields.
Funds do not roll up to the parent.
FIG. 15.12: Fund

share is the
portion of the total
funding amount
contributed by the
funding source.
EXERCISE: Add a
Funding Source to the
Bldg-TDB project.
Steps
1.
2.
Click the Funding tab.
3.
Click Add.
4.
Select a Funding Source, Apex.
5.
Close the Funding Source dialog box.
6.
In the Amount column, type <300,000>.
7.
In the Fund Share column, type <100>.

Click in the Total Funding column if the data doesnt calculate
automatically.
226
WORKSHOP: TOP-DOWN BUDGETING

Background
In this workshop, you must add items to the Budget Change Log, adjust
spending plans, and review the budget summary for an EPS and project.
Objectives
1.
Select the City of Pittsburgh EPS node.
2.
Add the following items to the budget change log:
3.
4.
New employee hires

-
Amount = $450,000
Status = Pending
Date = 11-Jan-10
Training classes
-
Amount = $100,000
Status = Approved
Date = 11-Jan-10
Enter the following spending plan for the EPS node City of Pittsburgh:
10-Dec = $90,000
11-Jan = $75,000
11-Feb = $68,000
Answer the following questions:

a.
What is the Current Budget for City of Pittsburgh? ____________
b.
What is the Proposed Budget for City of Pittsburgh (Hint: Add a

column to the Project layout)? ____________________________
c.
For the City of Pittsburgh EPS node, which month(s)/year has more
money distributed than budgeted?
_____________________________________________________
d.
What is the total Undistributed Current Variance for City of Pittsburgh?

______________________________________________________
227
WORKSHOP RESULTS
Answer to 4a: $720,000
Answer to 4b: $1,170,000
Answer to 4c: May 2010
Answer to 4d: $350,497
228
LESSON REVIEW
Key Concepts
Use top-down budgeting to establish high-level budget estimates for the

project.
Set budget estimates at each EPS node and distribute the budgets to the
projects in each node.
Track changes that affect the budget in the Budget Change Log.
Establish the Spending Plan to record monthly spending of budgeted

funds.
Review Questions
1.
True or False: The Current Budget and Proposed Budget are set equal to
the Original Budget when no items are in the Budget Change Log.
2.
Monthly budgets can be defined at the _______________ level.
3.
4.
a.
EPS
b.
Project
c.
WBS
d.
All of the above
Use the _______________ to determine profitability of the project to your

organization.
a.
Spending Plan
b.
Benefit Plan
c.
Funding Plan
d.
Profit Plan
True or False: You can assign an unlimited amount of funding sources to

an EPS or project.
229
230
LESSON 16
Top-Down Estimating
Objectives
Describe top-down estimating
Add estimation weights to activities and WBS elements
Perform top-down estimating
Key Term
Estimation weights
231
Top-Down Estimation
Top-down estimation uses estimation weights for WBS elements and activities
in a project.
When performing top-down estimations:
Specify the labor or nonlabor units to apply to the project or WBS element.
According to the estimation weights you define, the units are distributed in
a top-down manner, via the WBS, to the projects activities.
If a project was created from methodologies and the methodologies

included estimation weights, these estimation weights are imported into
the project. They can be adjusted if necessary.
When distributing labor or nonlabor units in a top-down manner, estimation

weights calculate the number of units that each WBS element or activity
receives in relation to its siblings in the WBS hierarchy. Top-down estimation
weights are relative values between siblings in the WBS hierarchy; the absolute
values of the estimation weights have no meaning.
Top-down
estimation values
cannot be specified for
activity expenses.
The estimation weights defined in this lesson will be used to distribute labor or
nonlabor units in a top-down manner first to the WBS elements, then to the
activities contained within those elements.
Total Estimation
WBS Elements
Activities
232
Lesson 16: Top-Down Estimating
Assigning Estimation Weights

Estimation Weights should be assigned first to WBS elements via a column

called Est Weight in the Work Breakdown Structure window. The default
Estimation Weight is 1.0.
FIG. 16.1:
Estimation Weight
column in the Work

Breakdown
Structure window.
EXERCISE: Refine
the Estimation Weights
for the elements in the
Mechanicals WBS.
Steps
1.
Open a project, Bldg - TDE.
2.
3.
In the toolbar, click
4.
Select a WBS element, Bldg-TDE.Mechanicals.Lifts - Elevator.
5.
In the Est Weight column, type <4.0>.
6.
Select a WBS element, Bldg-TDE.Mechanicals.HVAC - HVAC.
7.
8.
Select a WBS element, Bldg-TDE.Mechanicals.Systems - Plumbing and

Electrical.
9.
to display the WBS Table.
233
Activities
Estimation Weights can be assigned to each activity in the WBS by displaying
the Estimation Weight column in the Activity Table.
Milestones have an Estimation Weight of zero because they are zero-duration
activities. This cannot be edited.
FIG. 16.2:
Estimation Weight
column in the
Activity Table.
EXERCISE: Assign
Steps
Design and Engineering
1.
2.
3.
Select a layout, Top Down Estimation, and then click Open.
4.
Select an activity, BA2100 - Assemble Technical Data for Heat Pump.
5.
Double-click the Est Weight cell, and then type <2>.
6.
Select an activity, BA2200 - Review Technical Data on Heat Pumps.
7.
Double-click the Est Weight cell, and then type <5.0>.
8.
Select an activity, BA2400 - Review and Approve Designs.
9.
Verify the Est Weight, 1.0.
Estimation Weights to
the activities in the
WBS element.
234
Calculating Top-Down Estimation

Values
In the example below, the Bldg-TDE.D&E Design and Engineering WBS
element has four activities with different weights. Thus, if 200 hours of labor
are applied top-down to three activities, the activities receive the following
labor hours:
BA1000 Design Building Addition = 0 hours
BA2100 Assemble Technical Data for Heat Pump = 50 hours
BA2200 Review Technical Data on Heat Pumps = 125 hours
BA2400 Review and Approve Designs = 25 hours
Formula
The formula used for distributing the units is expressed below, with an
explanation of each part of the equation in the table.
BA2100 Units =
BA2100 Weight
Sum of all WBS Weights at Bldg-TDE.D&E

Level
X Est. Units
Table 5: Top-Down Estimation Formula

Value
Explanation
BA2100 Units
Units allocated to activity BA2100Assemble

Technical Data for Heat Pump
BA2100 Weight
Est. Weight of activity BA2100Assemble

Technical Data for Heat Pump
Sum of All WBS Weights at

Bldg-TDE.D&E Level
Sum of Est. Weight of all activities in the WBS

Bldg-TDE.D&EDesign and Engineering
Est Units
Estimated units to be distributed among all

activities at WBS level Bldg-TDE.D&EDesign
and Engineering
235
Performing Top-Down Estimation

When distributing labor and nonlabor units in a top-down manner, estimation
weights are used to determine the number of units each WBS element and, in
turn, each activity will receive in relation to its siblings.
Top-Down Estimation Dialog Box
Resource Units To Estimate Choose to estimate labor or nonlabor

units.
Activities To Estimate
WBS Only the activities beneath the specified WBS element will be
estimated.
Resources Only the activities containing the specified resource

assignment will be estimated.
Total Activities Displays the number of activities that will be

estimated; completed activities and milestones are not included.
Current Units Displays a sum of the units currently estimated for

the specified WBS element/resource.
FIG. 16.3: Top

Down Estimation
dialog box is
accessed via the
Tools menu.
EXERCISE: Display
the Top Down
Estimation dialog box.
236
Steps
1.
In the Tools menu, click Top Down Estimation.
Top-Down Estimation Dialog Box (continued)
Estimation Method
Prior Experience Select to manually type the number of estimated

units based on prior experience.
Estimated Units Type the total estimated units required to

complete the specified WBS element. If estimating for a specific
resource, this value represents the estimated units required for that
resource within the specified WBS element.
Function Point Select to specify values for calculating the final

adjusted function point count. The function points field displays the
final adjusted function point count for the WBS element/resource
included in the estimate.
Apply adjustment Mark to adjust the estimated units according to a

percentage you specify in the % field. Adjusted Units are calculated:
Est. Units + (Est. Units * Adjustment %) = Adjusted Units
FIG. 16.4: Select an

Estimation Method.
2.
Select a WBS element to estimate, Bldg-TDE.D&E Design and Engineering.
3.
In the Estimation Method section, select Prior Experience.
4.
In the Estimated Units field, type <200>.
5.
Click Apply, and then click Yes.
6.
Click OK.
237
Top-Down Estimation Dialog Box (continued)

FIG. 16.5: Type
the Estimate
Name and notes.
7.
Click Save As to save an audit trail of the top-down estimate. You can also
use Save As to save your estimate without applying it to the open project.
8.
In the Estimate Name field, type <Building Addition Estimate>.
9.
In the Assumptions and Notes field, type <200 labor hours>.
10. Click Save.

11. Click Close to close the Top-Down Estimation dialog box.
238
Viewing New Top-Down Estimates

In the example below, the Design and Engineering WBS element has four
elements below it with different weights. The 200 hours of labor were
distributed to those activities based on their relative weights.
FIG. 16.6: 200
hours have been
distributed to the
activities in the
WBS element.
239
Applying Top-Down Estimation to the

Project
You can estimate the units for the entire project. Units will first be distributed
to the WBS elements; then the units will be distributed to activities within each
WBS element based on the estimation weight.
You have estimated that you will need a total of 4500 hours to complete this
project. You can use top-down estimation to distribute those hours.
E
Bldg-TDE
EW = 1
Units =
4500
D&E
EW = 3
Units =
482.15
Found
EW = 9
Units =
1446.40
Structure
EW = 13
Units =
2089.28
Lifts
EW = 3
Units =
17.22
240
Mech.
EW = 1
Units =
160.75
HVAC
EW = 9
Units =
51.70
Ex-Finish
EW = 1
Units =
160.69
Int-Finish
EW = 1
Units =
160.73
Systems
EW = 13
Units =
74.61
Apply Top-Down Estimation to the Project (continued)
FIG. 16.7:
Estimated units are
applied to the
project.
EXERCISE: Apply
4,500 labor units to the

project.
Steps
1.
In the Tools menu, click Top Down Estimation.
2.
Select an WBS element to estimate, Bldg-TDE Office Building Addition Top Down Estimating.
3.
In the Estimation Method section, verify Prior Experience is selected.
4.
In the Estimated Units field, type <4,500>.
5.
Click Apply.
6.
Click Yes.
7.
Click OK.
8.
Click Close.
241
Apply Top-down Estimation to the Project (continued)

In the example below, you applied 4,500 hours of labor to the Office Building
Addition project.
FIG. 16.8:
4,500 hours have
been distributed to
the activities.
242
LESSON REVIEW
Key Concepts
Use top-down estimating to estimate units and costs for the project.
According to the Estimation Weights you define, the units are distributed
in a top-down manner, via the WBS, to the projects activities.
Review Questions
1.
True or False: Top-down estimation values can be specified for activity

expenses.
2.
True or False: You must display the Estimation Weight as a column in the
Activity Table in order to edit the activity estimation weights.
3.
If you apply 200 units to the activities in the table below using Prior
Experience top-down estimating, how many units will each activity
receive? In the table, enter the labor units calculated for the following
activities:
Activity ID
Estimation Weight
A1000
A2000
A3000
Calculated
Labor Units
243
244
LESSON 17
Documenting Risk
Objectives
Set up risk types
Create a risk
Calculate a risks exposure values
Analyze the impact of a risk
Key Terms
Risk type
Risk impact
Exposure value
245
Risks
P6s risk functionality enables you to identify, categorize, and prioritize
potential risks associated with specific WBS elements/resources. You use this
feature to:
Create risk control plans.
Assign a probability of occurrence to each risk.
Assign an Organizational Breakdown Structure (OBS) element to manage

each risk.
Calculate a risk's net exposure values.
Perform a what-if impact analysis for each project risk.
246
Use the exposure values to determine the risk's impact on cost, float,
and finish date.
Lesson 17: Documenting Risk
Viewing Risk Types

Risk types defined in Admin Categories.
Classified and standardized for all projects.
Assigned to risks in any project.
FIG. 17.1: View

risk types in Admin
Categories.
EXERCISE: View
risk types in Admin
Categories.
Steps
1.
In the Admin menu, click Admin Categories.
2.
Click the Risk Types tab.
3.
View the existing risk types.
4.
Click Close.
247
Adding a Risk
Add risks at any time during the project life cycle.
FIG. 17.2: Click to
add a risk.
EXERCISE: Add a
risk.
248
Steps
1.
Open a project, Bldg - R.
2.
In the Directory bar, click Risks.
3.
4.
In the Command bar, click Add.
General Tab
Use the General tab to set up basic information about the risk you are creating:
Name, Responsible Manager, Risk Type, Status, Priority, Date Identified.
Applies to WBS The WBS element the risk will affect.
Applies to Resource Resource the risk will affect.
Responsible Manager Responsible for controlling the risk.
FIG. 17.3: Select

a Responsible
Manager for the
risk.
EXERCISE: Type
the specifications for the

risk.
Steps
1.
In the Risk Name field, type <Customer changes design

requirements>.
2.
In the Applies to WBS field, select Bldg-R.D&E - Design and Engineering.
3.
In the Responsible Manager field, select Tim Harris.
4.
In the Risk Type field, select Requirement Changes.
5.
In the Date Identified field, select 18-Jan-10.
249
Description Tab
Use the Description tab to type a description of the risk, enter and format text,
insert pictures, copy/paste information from other document files, add
hyperlinks, and utilize HTML editing features.
FIG. 17.4: Type a
description for the
risk.
EXERCISE: Enter a
Steps
Customer changes
design requirements
1.
Click the Description tab.
2.
In the Risk Description field, type <Customer may change

requirements of building addition.>.
description for the
risk.
250
Control Tab
Use the Control tab to enter a description of the risks control plan. Use HTML
editing features, format text, insert pictures, copy/paste information from
other document files, and add hyperlinks.
FIG. 17.5: Type a
risk control plan.
EXERCISE: Type a
risk control plan.
Steps
1.
Click the Control tab.
2.
In the Risk Control Plan field, type <Keep in close contact with the
customer and design building addition first.>.
251
Calculating Exposure Values

The following items are used to calculate a risks net exposure values:
Date of potential impact.
Probability of occurrence.
Resource unit and expense estimates.
Exposure values are then used to determine the risks impact on the projects
cost, float, and finish date.
Impact Date Controls activities considered when calculating risk

impact.
Impacted Activities Calculated by using WBS, resource, and Impact

Date.
FIG. 17.6:
Remaining units
and expenses
assigned to the risk.
EXERCISE: Type
impact factors in the
Impact tab.
Steps
1.
Click the Impact tab.
2.
In the Impact Date field, select 25-Jan-10.
3.
In the Impact column for Labor Units, type <70>.
4.
In the Probability field, type <20>.
5.
Press Enter.
Impacted activities are non-complete activities that fall within selected
WBS/resources and are scheduled to finish on or after the Impact Date.
252
Calculating a Risks Impact

Primavera applies a risks exposure values and calculates impact on project
schedule, project cost, and project duration.
Primavera applies the exposure values to activities that finish on or after the
risks Impact Date.
Does not include completed or milestone activities.
The Duration Type of the activities will dictate whether the project finish
date will be affected.
Applying the exposure values allows for what-if impact analysis for each
project risk. The current project data does not change when the impact is
calculated.
Calculating the risk impact provides a useful "what-if" scenario of risk
outcomes based on the riskss new exposure value. This calculation has no
effect on schedule data.
FIG. 17.7: Impact
on labor cost is
$420.
EXERCISE:
Calculate the impact for

the risk.
Steps
1.
In the Command bar, click Calc Impact.
2.
Review the output.
3.
Click Close.
In this example, all activities have a fixed duration; therefore, the dates
did not change.
253
Changing an Activitys Duration Type

If the activitys Duration Type is Fixed Units or Fixed Units/Time, a change in
units will affect the duration of the activity. A change in duration can affect the
finish dates of the WBS element and the project. This may then affect the Total
Float.
FIG. 17.8: Select a
new Duration
Type.
EXERCISE: Assign
the Fixed Units Duration

Type to the activities in
this WBS element.
Steps
1.
2.
3.
Select a layout, Classic WBS Layout, and then click OK.
4.
Select an activity, BA2100 - Assemble Technical Data for Heat Pump.
5.
6.
In the Duration Type field, select Fixed Units.
7.
Select an activity, BA2200 - Review Technical Data for Heat Pumps.
8.
In the Duration Type field, select Fixed Units.
9.
Select an activity, BA2400 - Review and Approve Designs.
10. In the Duration Type field, select Fixed Units.
254
Calculating Risk Impact

Calculating Risk Impact may cause a delay to either the WBS and/or project.
FIG. 17.9: Risk
may cause a delay
in WBS and
project.
EXERCISE:
Calculate the impact of

the risk and review the
results.
Steps
1.
In the Directory bar, click Risks.
2.
Select a risk, Customer changes design requirements.
3.
In the Command bar, click Calc Impact.
4.
Review the results.
5.
Click Close.
Because the units increased, the duration of the activities increased. This
caused a later finish date for the WBS and project.
255
WORKSHOP: DOCUMENTING RISK

Background
As the project manager, you have identified that plumbing leaks pose potential
risk to the Building Addition project. You will add the risk to the project and
calculate its impact.
Objectives
1.
Add a risk to the Bldg - R project.
2.
Type general information:

Risk Name: Plumbing Leaks
WBS: Bldg-R.Mechanicals.Systems Plumbing and Electrical
Responsible Manager: Tim Harris
Risk Type: System Performance
Date Identified: 18-Jan-10
3.
Type the description for the risk <Leaky plumbing equipment/

installation.>
4.
Type the impact of the risk
5.
256
Impact Date: 25-Jan-10
Impact Labor Units: 60
Probability: 50%
Calculate the risk impact. Use the Calculate Impact screen to answer
Workshop Review Questions.
WORKSHOP RESULTS
FIG. 17.10: General

information for the
Plumbing Leaks
risk.
FIG. 17.11: Impact

factors listed for
the risk.
FIG. 17.12: The

risk impact.
257
WORKSHOP REVIEW QUESTIONS

1.
How many activities are impacted?
___________________________________
2.
What is the impact total cost of the risk?
___________________________________
3.
What is the current + impact total cost of the risk?
___________________________________
4.
258
Is the current + impact project finish date different than the current
project finish date? Explain.
____________________________________________________________
____________________________________________________________
____________________________________________________________
WORKSHOP REVIEW ANSWERS

1.
2.
$920.00
3.
$4,760.00
4.
No, the dates are the same because the activities included in the risk
analysis have a Fixed Duration duration type.
259
LESSON REVIEW
Key Concepts
Primavera enables you to identify, categorize, and prioritize potential risks

associated with specific WBS elements/resources.
Risk types allow you to categorize risks.
Determine risk exposure values to calculate the risks impact on the

projects cost, float, and finish date.
Review Questions
1.
260
System Administrators can define Risk Types by choosing:

a.
Admin, Admin Preferences
b.
Admin, Risk Types
c.
Admin, Admin Categories
d.
Admin, Codes
2.
True or False: The Date Identified controls which activities will be

considered when calculating the risk impact.
3.
True or False: The duration type of the activities will determine whether
the WBS or Project Finish date will be affected.
4.
True or False: When the impact of a risk is calculated, the current project
data will be adjusted for you.
LESSON 18
Tracking Layouts
Objectives
Identify the four types of tracking layouts
Navigate in a tracking layout
Open a tracking layout
Modify layouts
Create new layouts
Key Terms
Tracking layout
261
Tracking Layouts
Tracking layouts allow you to review your project at a comprehensive level and
then drill down to more detailed levels. You can group tracking layouts
according to the Work Breakdown Structure, Organizational Breakdown
Structure, primary resource, WBS category, cost account, or activity codes and
values. An unlimited number of tracking layouts can be created by each user.
Types of Tracking Layouts

A tracking layout displays information in one of four display formats:
Project Table Displays project data in a tabular format.
Project Bar Chart Consists of bars that represent project information.
Project Gantt/Profile Displays columns representing either cost or

quantities in the bottom pane and the corresponding Gantt Chart in the
top pane.
Resource Analysis Displays resource usage (quantities or cost) in the

bottom pane and the corresponding Gantt Chart in the top pane.
These layouts display data for the project(s) that are currently open.
You also have the ability to fully customize the format and choose the level of
detail that each tracking layout displays.
Layouts are global (all users) or user-specific.
262
Lesson 18: Tracking Layouts
Navigating in the Tracking Window

The table below lists parts of the Tracking window. Numbers in the table
correspond to numbers in the diagram.
2
4
5
6
Table 6: Tracking Window
EXERCISE: Open
the tracking layout for
project Bldg-T.
1. Display Options bar - Projects
4. Current Layout
2. Display Options bar - Layout
5. Layout window
3. Tool bar
6. Project Explorer window
Steps
1.
Open a project, Bldg - T.
2.
In the Directory bar, click Tracking.
3.
Use Ctrl+click to select multiple WBS elements, Bldg-T.D&E - Design and

Engineering and Bldg-T.Found - Foundation, within the Bldg - T project.
4.
Double-click in the Gantt Chart to view the bars.
263
Open a Project Table Layout

In a Project Table-type layout, project data is displayed in a row and column
format.
FIG. 18.1: Click
the Display
Options - Layout
bar.
EXERCISE: Open a
new layout and display
data for project Bldg-T.
264
Steps
1.
In the Display Options - Layout bar, click Layout, Open.
2.
Select a layout, Earned Value, and then click Open.
3.
Select a project to display, Bldg - T.
Creating a New Tracking Layout

Tracking layouts are created to analyze project information for potential
problems. A single tracking layout can be used for multiple types of analysis.
You can create an unlimited number of tracking layouts. Select the display
format for how the project data will be presented:
Project Table
Project Bar Chart
Project Gantt/Profile
Resource Analysis
You can specify filter criteria to determine which project information will be
included and group and sort the project data.
265
Creating a Project Bar Chart

The Project Bar Chart displays horizontal bars that represent resource or cost
data in the selected project.
You will set up a Project Bar Chart as a way to see a virtual display of the cost
variance between your baseline cost compared to your Actual Cost and
Remaining Cost.
FIG. 18.2: Type a
Layout Name.
EXERCISE: Create
a new bar chart layout
to display project cost
variance.
266
Steps
1.
In the Display Options - Layout bar, click Layout, New.
2.
In the Layout Name field, type <Project Cost Variance>.
3.
In the Available to drop-down list, confirm Current User.
4.
In the Select the Display Type section, select Project Bar Chart.
5.
Click OK.
Selecting Bars to Display in the Layout

You can define up to three bars for display and select the type of data
represented by each bar.
In the Show bars section, click the drop-down arrow
next to each Field
drop-down list to select the data element to be represented by that bar.
FIG. 18.3: Click a
color box to
change the color
of each bar.
EXERCISE: Select
the parameters for the
bar chart area of the
layout.
Steps
1.
In the Display drop-down list in the Bars dialog box, verify Cost is selected.
2.
In the Field drop-down lists, confirm the following three fields are
selected: BL Project Total Cost, Actual Total Cost, and Remaining Total
Cost.
3.
Next to Remaining Total Cost field, verify the Show Stacked checkbox is
marked.
The Show Stacked checkbox places the stacked bar on the same line as
the field above it. In this case, Remaining Total Cost and Actual Total Cost
will appear on the same line.
4.
Click OK.
267
Grouping the Layout

Group the Bar Chart by project, EPS/WBS, OBS, Phase, or customize it to
specify a different data field by which to group.
You can show grand totals, summary data, or both, and sort by any available
project data field.
FIG. 18.4: Top
portion of the
layout is sorted by
WBS.
EXERCISE: Sort
the top portion of the

layout by WBS.
Steps
1.
In the Display Options bar, click Top Layout Options, Group and Sort By,
EPS/WBS.
2.
268
In the Display Options bar, click Layout, Save.
Creating a Resource Analysis Layout

The Resource Analysis layout displays a Gantt Chart and a resource profile or
spreadsheet. The Resource Analysis layout enables you to review resource
allocation for one or more selected EPS elements. You can also review total
allocation for all projects across the enterprise.
You can choose the bars and set options for display in the Gantt Chart.
FIG. 18.5: Select
the resource in
the bottom left
pane.
EXERCISE: Define
and show a Resource
Analysis layout.
Steps
1.
2.
In the Layout Name field, type <Resource Analysis>.
3.
4.
In the Select Display Type section, select Resource Analysis.
5.
Click OK.
6.
In the Bars dialog box, clear a checkbox, Forecast Bar, and then click OK.
7.
Verify Bldg - T is the selected project.
8.
In the bottom left pane, select a resource, ACE - Ace Corporation.
9.
Scroll to show the Resource Profile for the year, 2010.
269
Creating a Project Gantt/Profile Layout

The Project Gantt/Profile layout enables you to display project data in a Gantt
Chart, spreadsheet, and a profile. The layout displays columns of project data
on the left side of the top Layout window, along with a corresponding Gantt
Chart to the right. The bottom Layout window displays time-distributed cost or
unit data rolled up to WBS summary levels.
FIG. 18.6: The
Project/Gantt
Profile tracking
layout.
EXERCISE: Create
a project/Gantt profile
tracking layout.
270
Steps
1.
2.
In the Layout Name field, type <Project Profile>.
3.
4.
In the Select Display Type section, select Project Gantt/Profile, and then
click OK.
5.
In the Bars dialog box, clear a checkbox, Forecast Bar, and then click OK.
6.
Scroll to show the Project Profile for the year, 2010.
LESSON REVIEW
Key Concepts
Tracking layouts enable you to view and analyze project data.
View project data in a tabular and graphical format.
Format each layout by grouping, sorting, and filtering the project data.
Review Questions
1.
True or False: Tracking layouts can be assigned to a specific user.
2.
List the four types of tracking layouts
3.
a.
__________________________
b.
__________________________
c.
__________________________
d.
__________________________
How many tracking layouts can be created by a single user?

a.
10
b.
50
c.
250
d.
Unlimited
4.
True or False: Tracking layouts display data for open and closed
projects.
5.
True or False: A tracking layout must be created for each project.
271
272
LESSON 19

Objectives
Describe the business rules for auto compute actuals
Auto compute an activity
Analyze the effect of auto compute actuals on an activity
Auto compute a resource
Auto compute an expense
Key Terms
Apply actuals
273

Auto compute actuals enables you to automatically update actuals in your
project.
Calculates actuals from the Percent Complete.
Applied at three different levels: activity, resource, and expense.
In the Tools menu, click Apply Actuals to auto compute actuals.
Calculates activity, resource, and expense actuals according to the project

plan.
Use to progress a project exactly as planned.
Use to estimate progress.
Business Rules
All activities that have correct flags set and fall within the status period, from
current data date to the new data date, are progressed automatically.
Table 7: Business Rules for Auto Compute Actuals

Activity
Resource
Expense
Actuals calculated for activity, resources and

expenses.
Actuals calculated only for the resources with

Auto Compute checked.
Result
Actuals calculated only for the expenses with

Auto Compute checked.

expenses.
No actuals calculated
X
X
274

expenses.
X
X

expenses.
Actuals calculated for the resources and

expenses with Auto Compute checked.
Lesson 19: Auto Compute Actuals
Auto Compute Activity

Use auto compute functionality to calculate activity data (schedule, resource,
and cost) as if everything in the project occurred according to plan.
In the Activities window, add the Auto Compute Actuals column in the Activity
Table and mark the checkbox next to each activity. Actuals are computed only
for the marked activities.
FIG. 19.1: Auto
compute actuals is
set for three
activities.
EXERCISE: View
the activities before the

project has actuals
applied.
Steps
1.
Open a project, Bldg - AC.
2.
Confirm you are in the Activities window (Or, in the Directory bar, click
Activities.)
3.
4.
Select a layout, Auto Compute Actuals, and click Open.
5.
In the Activity Table, mark a checkbox, Auto Compute Actuals, for three
activities: A1000 - A, A2000 - B, A3000 - C.
6.
Select an activity, A1000 - A.
275
Auto Compute Activity (continued)

7.
In the Activity table, view the Original Duration.

Original Duration is equal to the Remaining Duration and there are no
actual dates.
8.
Click the Resources tab, and then view the Budgeted Cost and Budgeted
Units.
There are no Actual Costs or Actual Units.
9.
Click the Expenses tab, and then view the Budgeted Cost.
There is no Actual Cost.
276

When project actuals are applied, Primavera:
Assigns an Actual Start/Finish to activities with a Planned Start/

Planned Finish earlier than the data date.
Actual Start/Actual Finish are set equal to the Planned Start/Planned

Finish if the activity is complete.
Keeps the Planned Finish if the activity is in progress.
Updates Activity % Complete and Remaining Duration.
Computed according to the start of the activity and the new data date
of the project.
Updates Actual Units and Remaining Units.
Computed automatically using Planned Units and Activity %

Complete.
FIG. 19.2:
Remaining
Duration for
activity A1000-A is
0 because the
activity is
completed.
EXERCISE: Apply
actuals.
Steps
1.
In the Tools menu, click Apply Actuals.
2.
In the New Data Date field, click
3.
Click Apply, and then click Yes when prompted.
and select 21-Jan-10.
277

4.
Click OK.
5.
Select an activity, A1000 - A.

In the Activity Table, note that the Remaining Duration is zero (0) because
the activity is complete. In addition, the Actual Start/Actual Finish are
equal to the Planned Start/Planned Finish.
In the Resources tab, note that the Actual Cost and Actual Units are equal
to the Budgeted Cost and Budgeted Units.
In the Expenses tab, note that the Actual Cost is equal to the Budgeted
Cost.
278
6.
Select an activity, A2000 - B to view the effect of auto computing actuals

on an activity that is in progress.
7.
Select an activity, A3000 - C to view the effect of auto computing actuals

on an activity that has not started.
8.
9.
Confirm a data date, 21-Jan-10, and click Schedule.
Auto Compute Resource

Calculates actuals for resource data as if everything in the project occurred
according to plan.
Sets individual resource assignments for auto compute actuals, even if the
activity is not set to auto compute actuals.
When auto compute actuals is marked at the resource level (i.e.,

Resources window) all occurrences of that resource will set to auto
compute actuals.
When project actuals are applied, Actual Units and Remaining Units are
updated.
Actual and Remaining Units for the marked resource are computed
automatically using the Budgeted Units and the Activity % Complete.
Auto Compute Actuals is the default setting when a new resource is

created.
FIG. 19.3: Mark to

auto compute
actuals for the
selected resource.
EXERCISE: View
the setting to auto
compute actuals.
Steps
1.
In the Directory bar, click Resources.
2.
In Resource Details, verify the Details tab is selected.
3.
Mark the Auto Compute Actuals checkbox.
279
Auto Compute Expense

Calculates expenses as if everything in the project occurred according to plan.
When project actuals are applied:
Updates the expenses Actual Cost based on the accrual type.
Start of Activity Sets the Actual Cost equal to the Budgeted Cost
when the activity is started.
End of Activity Sets the Actual Cost equal to the Budgeted Cost
when the activity is finished.
Uniform over Activity Calculates the Actual Cost using Budgeted

Cost and Activity % Complete.
There are two ways to set up an expense to auto compute.
In the Project Expenses window:
Click the Costs tab.
Select the expense you want to auto compute actuals.
Mark the Auto Compute Actuals checkbox.
In the Activities window:
Select the activity to which the expense is assigned.
Click the Expenses tab.
Add the Auto Compute Actuals column.
Mark the checkbox next to each expense.
FIG. 19.4: Mark to

set the selected
expense to auto
compute actuals.
280
LESSON REVIEW
Key Concepts
Use auto compute actuals to automatically update activities according to

the project plan.
You can auto compute actuals for activities, resources, and expenses.
Review Questions
1.
Auto compute actuals are calculated using the menu command:

__________________________
2.
You can apply auto compute actuals at which of the following levels:
a.
Activity
b.
Resource
c.
Expense
d.
All of the above
3.
True or False: Use auto compute actuals to progress the project as if

everything is going according to plan.
4.
True or False: There are two different places to flag to auto compute
expenses.
281
282
LESSON 20
Reflection Projects
Objectives
Create a reflection project
Update a reflection project
Merge reflection project into source project
Describe how to update reflection project via Activity Owner
Key Terms
Reflection project
283
Reflection Projects
A reflection is a copy of a project that significantly enhances your ability to
conduct what-if analysis. A reflections project status is What-If but, unlike
What-If projects in earlier versions of P6, baselines in the source project are
copied to the reflection project. This means that if you decide to convert the
reflection project into the active project, baseline data is in place.
Also, creation of a reflection project enables team members or other Primavera
users to update status of activities in which they are designated Activity Owner.
You can then review the changes and decide which to merge into the source
project.
Creating a Reflection Project

A reflection project is created in the Projects window. Select a project, rightclick in the Project Table, and then click Create Reflection. If the source project
has a baseline, the Copy Baselines dialog box will display, asking you to specify
which baselines to copy when creating the reflection project.
FIG. 20.1: Rightclick in the
Projects Table and
select Create
Reflection.
EXERCISE: Create
a reflection project.
284
Steps
1.
2.
Open a layout, Projects.
3.
In the Projects window, select a project, School - School Addition Project.
4.
Right-click in the Project Table, and then click Create Reflection.
Lesson 20: Reflection Projects
Creating a Reflection Project (continued)

The reflection project has the following characteristics:
Same name as the original source project, with reflection appended to it.
What-If status.
Contains an internal link to the source project that allows the application
to merge changes to the reflection into the source project.
Contains timesheet and baseline data.
You can add a column, Source Project, in the Projects window to view the
reflection projects source project.
FIG. 20.2: Source
Project column is
displayed.
EXERCISE: Add
Steps
to Projects window.
1.
In the Layout Options bar, click Columns, Customize.
2.
Click + to expand a grouping, General.
3.
Select a data item, Source Project, and move it to the Selected Options
section.
4.
Click OK.
Source Project column
285
Making Changes to the Reflection Project

You can use the reflection project to test different project scenarios and then
merge selected changes back into the source project. Or, you can designate
other individuals to update the project and then review their work before
merging the changes into the source project:
Import/Export You can export a reflection project as an .XER file and

then send it to third parties subcontractors, for example who import
the file into their database. After making changes to the project, third
party users can export the file and send the resulting .XER file back to you.
By importing the .XER file back into your reflection, you can decide which
changes to keep when you merge the reflection back to the source.
Activity Owner An Activity Owner can use P6 Web Access to update

the status and other details of activities in which they are designated as
owners. By offering an Activity Owner OBS access to a reflection project
rather than its associated active source project you can collect the data
you require and, through a review process, ensure data integrity for the
active project.
Note that Admin Superuser or Project Superuser security is required to merge

changes back into the source project.
FIG. 20.3:
Reflection project
is opened.
EXERCISE: View
reflection project in
Activities window.
286
Steps
1.
2.
Select the reflection project, School-1 - School Addition Project Reflection,

and then click Open.
3.
Activities.)
4.
5.
Select a layout, Status the Project, and then click Open.
Making Changes to the Reflection Project (continued)

After opening the reflection project, you can make changes to it, including
changing activity status and resource assignments.
In the example below, a subcontractor is updating activities in the reflection
project that you will later merge into the source project.
In the reflection project, you will update status for two activities and then
reschedule the project.
FIG. 20.4:
Actual Units and
are updated for
activity
DM5400160.
EXERCISE: Update
activity status.
Steps
1.
Select an activity, DM5400160 - Submittals/Samples.
2.
3.
Mark the Finished checkbox.
4.
5.
In the Actual Regular Units field, type <40>.
287
Making Changes to the Reflection Project (continued)

Next, you will update status for activity DM5400170 - Submittal Approval
Period. After updating, you will advance the data date one week to 15-Feb-10
and schedule the project.
FIG. 20.5: Status is
updated for
activity
DM5400170.
EXERCISE: Update
status for activity
DM5400170 and then
schedule the project.
288
Steps
1.
Select an activity, DM5400170 - Submittal Approval Period.
2.
3.
Mark the Started checkbox.
4.
5.
In the Current Data Date field, select 15-Feb-10.
6.
Click Schedule.
Merging Reflection into Source

Project
When the changes are complete, close the project and return to the Projects
window, where you can merge the reflection project into the source project.
FIG. 20.6: Rightclick in Projects
window and then
click Merge
Reflection into
Source Project.
Steps
1.
In the File menu, click Close All to close the project.
2.
3.
In the Projects Table, select the reflection project, School-1 - School
Addition Project Reflection.

4.
Right-click, and then click Merge Reflection into Source Project.
289
Previewing Changes
The Preview Changes dialog box enables you to view changes made in the
reflection project prior to merging them into the source project. For each
grouping, values before merging and values after merging are displayed.
You can group the page by:
Subject Area Shows all changes made to the project by subject. In

the sample below, subject areas for Activities and Activity Resource
Assignments are listed.
Activity Shows all changes made to an activity under an activity band.

When grouped by activity, a Merge column is displayed for each band.
Mark the Merge checkbox to merge all changes for the activity; clear the
checkbox to not merge changes for the activity. Or, you can mark:
Select All Marks all Merge checkboxes.
Clear All Clears all Merge checkboxes.
FIG. 20.7: Preview

Changes dialog
box is grouped by
Activity.
EXERCISE: View
grouping options in
Preview Changes dialog
box.
290
Steps
1.
In the Group Changes by field, select Subject Area.
2.
In the Group Changes by field, select Activity.
Previewing Changes (continued)

You also have options that can be applied to the source project prior to
merging, and to the reflection project after merging.
Prior to merging:
Create a copy of source project as a baseline Mark this checkbox

to create a baseline from the source project that you can use to roll back
the changes you made after merging the projects.
Create a backup file (.xer) of source project Mark this checkbox to

create a .XER file that you can use to rollback the changes you made after
merging via an .XER import.
After merging:
Keep reflection Keep the reflection project in the database after

merging it with the source project.
Delete reflection Delete the reflection after merging it with the

source project.
Replace reflection Replace the reflection with an updated reflection

based on the current data in the source project after the merge.
FIG. 20.8: Select

options before
merging.
EXERCISE: Set
options to delete
reflection, save source
project as baseline.
Steps
1.
Select Create a copy of source project School Addition Project as baseline.
2.
Select Delete reflection School Addition Project Reflection.
291
Merging Reflection into Source Project

After reviewing changes, confirm that the Merge checkboxes are marked and
then click Merge Changes.
Note that merging will not remove items from the source project that have
been deleted from the reflection. If major elements of a project have been
deleted from the reflection, you will have to manually delete them from the
source project if you do not want to keep the elements in the source project.
Elements that are not deleted during a merge include activities, resource
assignments, WBS elements, work products and documents, expenses, issues,
and risks.
FIG. 20.9: Click
Merge Changes to
merge changes
into source
project.
EXERCISE: Merge
reflection into source
project.
292
Steps
1.
Click Merge Changes.
2.
Click OK when prompted.
Viewing Updated Source Project

After merging, open the source project and confirm changes.
Activities updated in the reflection are updated in the source project. Note,
however, that the data date advanced to 15-Feb-10 in the reflection project
remains at 08-Feb-10 in the source project. You will update the data date
and reschedule the source project.
FIG. 20.10:
Activities are
updated in the
source project.
EXERCISE: Set a
new data date and
reschedule the source
project.
Steps
1.
Open a project, School Addition Project.
2.
Activities.)
3.
4.
Select a layout, Status the Project, and then click Open.
5.
View activities that were updated in the reflection project, DM5400160 Submittals/Samples and DM5400170 - Submittal Approval Period.
6.
7.
In the Current Data Date field, select 15-Feb-10.
8.
Click Schedule.
9.
293
Updating Reflection Project via

Activity Owner
As noted earlier, Activity Owner is a new designation in P6 that enables a team
member or other Primavera user to access the reflection project in P6 Web and
make changes to activities to which they are assigned as owner. By limiting
Activity Owner OBS access to a reflection project, you can review changes
made by the Activity Owner before merging the changes into the source
project.
Three key steps are required to successfully manage update of reflection
projects via Activity Owner:
294
After the reflection project is created, change its Responsible Manager to a

node in the Organizational Breakdown Structure solely reserved for
reflection projects.
In the Project Access tab in Admin/Users, ensure that the individual

assigned as Activity Owner has a Responsible Manager designation at the
level of the reflection project only.
In the reflection project, add the Owner column in the Activity Table and
assign Activity Owner(s) to activities that you want the owner to update.
Updating Reflection Project via Activity Owner

(continued)
First, you will assign a Responsible Manager in a node reserved for reflection
projects. The node is a child of the OBS node used for the source project.
FIG. 20.11: Chang
e the Responsible
Manager
assignment.
EXERCISE: Assign
Responsible Manager in
reflection project.
Steps
1.
2.
In the Projects window, select a project, School - School Addition Project.
3.
Right-click in the Project Table, and then click Create Reflection.
4.
5.
6.
Select the reflection project, School-1 - School Addition Project Reflection,

and then click Open.
7.
In Project Details, click the General tab.
8.
In the Responsible Manager field, click
9.
In the Display Options bar, click Filter By, All OBS Elements.
10. Select Nolan-Reflect, and then click
to assign and Yes to confirm.
295
Updating Reflection Project via Activity Owner

(continued)
Next, you will assign an Activity Owner to an activity in the reflection project.
FIG. 20.12: Activit
y Owner is
assigned to
activity in the
reflection project.
EXERCISE: Assign
Activity Owner to an
activity.
Steps
1.
In the Directory Bar, click Activities.
2.
In the Layout Options bar, click Columns.
3.
Click + to expand a grouping, General.
4.
Select a data item, Owner, and move it to the Selected Options section
below Activity Name.
5.
Click OK.
6.
Select an activity, DM0MEC280 - Plumbing Underslab (1 st floor), and then

click in the Owner column.
7.
Select a resource, jboyle - Jennifer Boyle, and then click
to assign.
Activity Owner Jennifer Boyle can log into P6 Web and update activities in the
reflection project. Note that she can update only activities to which she is
designated as Owner. After changes are made, you can review changes made
by Jennifer and decide whether to merge the changes into the source project.
296
LESSON REVIEW
Key Concepts
A reflection is a copy of a project that enhances your ability to conduct

what-if analysis and have team members or other Primavera users to
update status of activities.
You can use the reflection project to test different project scenarios and
then merge selected changes back into the source project. Or, you can
designate other individuals to update the project and then review their
work before merging the changes into the source project.
The Preview Changes dialog box enables you to view changes made in the
reflection project prior to merging them into the source project. For each
grouping, values before merging and values after merging are displayed.
Review Questions
1.
True or False: Baselines cannot be copied into the reflection project.
2.
Which of the following is not an option after merging the reflection project
into the source project?
3.
a.
Export reflection
b.
Keep reflection
c.
Delete reflection
d.
Replace reflection
True or False: Merging will not remove items from the source project
that have been deleted in the reflection.
297
298

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COPYING eKIT MATERIALS FROM THIS COMPUTER IS STRICTLY PROHIBITED

Advanced Project Management in

Copyright 2010, Oracle and/or its affiliates. All rights reserved.

Creating a Project with Project Architect

Codes in P6 Project Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Advanced Project Management in Primavera P6 Rel. 7.0

Creating a Project-Level Activity Code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

User-Defined Fields and Global Change

Multiple Float Paths . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

Advanced Project Management in Primavera P6 Rel. 7.0

Scheduling Progressed Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Using Retained Logic . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Monitoring Thresholds and Issues

Thresholds and Issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

Importing and Exporting Data

Importing and Exporting Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

Advanced Project Management in Primavera P6 Rel. 7.0

Transferring Data Between Primavera and MS Excel

The Export Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100

Updating a Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122

Advanced Project Management in Primavera P6 Rel. 7.0

Claim Digger Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132

Duration Types Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140

Calculating Percent Complete

Percent Complete Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158

Advanced Project Management in Primavera P6 Rel. 7.0

Weighted Steps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167

Earned Value Analysis

Earned Value Analysis . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174

Advanced Project Management in Primavera P6 Rel. 7.0

Calculating Estimate to Complete . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 190

Estimate To Complete . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 190

Activity Usage Profile and Spreadsheet

Activity Usage Profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200

Top-Down Budgeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210

Advanced Project Management in Primavera P6 Rel. 7.0

Establishing a Spending Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 219

Top-Down Estimation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 232

Advanced Project Management in Primavera P6 Rel. 7.0

Calculating a Risks Impact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 253

Changing an Activitys Duration Type . . . . . . . . . . . . . . . . . . . . . . . . . . 254

Tracking Layouts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 262

Auto Compute Actuals

Auto Compute Actuals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 274

Reflection Projects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 284

Advanced Project Management in Primavera P6 Rel. 7.0

Merging Reflection into Source Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 289

Advanced Project Management in Primavera P6 Rel. 7.0

Creating a Project with

Create a project using Project Architect

Customize the project plan

Select base/plug-in methodologies.

Specify size and complexity.

Select the appropriate methodology from the repository.

Tailor elements of the project plan to meet the project requirements.

WBS and activities

Work products & documents

Lesson 1: Creating a Project with Project Architect

Create a New Project Wizard

the Highway Extension

Click Start, Programs, Oracle - Primavera P6, Project Management.

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

EXERCISE: Use the

EXERCISE: Use the