NYSDOT P6 Web Training Manual

Introduction to
Primavera 6.x
Web Access
for
NYSDOT
2009 Envision Consultants, Ltd. All rights reserved.
Reproduction of this material is allowed only with the written permission of Envision Consultants, Ltd.
Introduction to Primavera 6.x Web Access
Table of Contents
Lesson 1: Navigation Page 1

Lesson 2: Activity Dates and Milestones Page 11
Lesson 3: Critical Path Page 21
Lesson 4: WBS Page 27
Lesson 5: Durations Page 31
Lesson 6: Relationships Page 37
Lesson 7: Constraints Page 45
Lesson 8: Activity Codes Page 51
Lesson 9: Calendars Page 59
Lesson 10: Dashboards Page 63
Lesson 11: My Reports Page 79
Lesson 12: Project Statistics Page 89
Lesson 13: Portfolios Page 97
Appendix: Activity View Toolbar Buttons Page 105
Lesson 1: Navigation
Lesson 1
Navigation
Reproduction of this material is allowed only with the written permission of Envision Consultants, Ltd. 1
2 Reproduction of this material is allowed only with the written permission of Envision Consultants, Ltd.
Logging In
P6 is an enterprise wide tool that allows users to log in and access their projects from any
computer that has access to the database. P6 also allows multiple users to access projects at the
same time.
1. Launch your internet browser.

2. Navigate to the P6 website.
3. Enter the username.
4. Enter the password.
5. Click on Login.
Windows
Upon logging in to P6 Web you will see the application screen, with the Navigation bar
displayed at the top. The screen elements and data that are displayed, as well as the functions
and features available to the user, will depend on the license, security profile, and user interface
view assigned to the user. These three components affect the level of access each user has to the
projects in the database, and how they can work with the data.
Navigating to Projects View

For New York State Department of Transportation users, when you click on the Projects link in
the Navigation bar, it will immediately display the last project viewed by the user.
1. On the Navigation bar, click on the Projects link.
The drop down arrow next to the Projects link will display the menu of recently opened projects
and additions options available to the user.
1. On the Navigation bar, click on the Projects drop down arrow and view the options.
Open a Project
A user can open one project at a time, or multiple projects, using the Open Projects Webpage
Dialog.
1. On the Projects menu, select Open Projects link.
1. Expand User Training Area and then your training user number groups.
2. Under Available Projects, select NYSDOT Template for Baseline Progress Schedule.
3. On the middle divider, click on the right pointed arrow.
4. Under Selected Projects, select D260688 Gowanus Expressway Rehabilitation.
5. On the middle divider, click on the left pointed arrow.
6. Click on Ok.
You can open individual projects by selecting them from the recently opened menu at the top of
the Projects menu.
1. Click on the Projects drop down arrow.

2. Click on the link D260688 Gowanus Expressway Rehabilitation.
Global and Project Specific Data

Data can be managed one of three different ways.
Global data is available to all users who have access to the database. Examples of this type of
data include Projects, Resources, and Administrative Categories and Preferences. Since changes
to this type of data can potentially affect all users in the database, an administrative right is
required to create, edit, and delete this type of data.
Project specific data is defined and only available in individual projects. Examples of this type
of data include Activities, Baselines, and WBS.
Global/Project specific data is a third type of data. Examples of this type include Activity Codes,
Calendars, and Reports. This type of data is useful when administrators want to control the
global versions of these types of data, like Calendars, but also want to allow the users to create
their own versions in the event none of the available options suit their needs.
For example, the Administrator creates a series of calendars which include a 5 x 8 Calendar, 4 x
10 Calendar, and a 6 x 8 Calendar. A project manager needs a Weekends only Calendar for a
few activities in his project. No such calendar exists in the global pool, but the project manager
can create a project specific calendar for what he needs.
Lesson 2: Activity Dates and Milestones
Lesson 2
Activity Dates and Milestones
Reviewing Activity Dates

When we open a project the activity data is presented in an Activity View. Activity Views can
be customized to make it easier for the users to focus on specific types of data. When creating
and customizing new activity views, it is important to remember that if you do not want to
overwrite existing views, that you save edits to the views under a new name. You can also save
a view under a new name first, then customize the view, then save the changes.
1. Click on the Customize View drop down button.

2. Click on Save View As.
3. Enter the name Activity Dates Review.
4. Click on Ok.
5. Click on the Customize View button.
We want to verify that the schedules milestone activities meet the contract required dates, so we
will focus on the dates. We will also display the total float, to ensure that all contract deadlines
are being met. In the Activity View, the first column must be either the Activity Name or the
Activity ID, which is selected at the bottom of the Customize Activity View dialog.
1. Verify the Columns tab is displayed.

2. Under Selected Columns, select Remaining Duration, Activity % Complete, and Primary
Resource.
4. Under Available Columns, expand General and select Activity ID.
5. Under Available Columns, expand Durations and select Total Float.
7. Use the up and down buttons on the right of the Customize Activity View dialog to change
the order of the fields to, Activity ID, Start, Finish, and Total Float.
We only need to edit the columns, so there is no need to edit the other options at this time. Once
you click on Ok, you can edit the column widths by clicking and dragging on the right edge of
each column header so the contents of the columns are visible. You can then use the vertical
scroll bar to scroll through the activity list. Lastly, we will save are customizations.
1. Click on Ok.
2. Adjust the column widths until the contents for the activities are visible.
4. Click on Save View.
We can create another activity view to focus just on the milestone activities using the filter
feature in activity views. We can then save these options as a new activity view.

2. Click on the Filter tab.
3. Select Standard Filter.
4. Click on drop down arrow and select Milestones only.
We are currently grouping the project by WBS. We will hide any WBS grouping bands that do
not have milestone activities by enabling an option on the Grouping tab.
1. Click on the Grouping tab.

2. Checkmark the option Hide if empty.
We will save the changes as a new activity view.
1. Click on Ok.
4. Enter the name Milestone Dates Review.
5. Click on Ok.
After saving the view, we can change views by clicking on the drop down arrow in the Activity
View list.
1. Click on the Activity View drop down arrow.

2. Select the activity view Activity Dates Review.
Lesson 3: Critical Path
Lesson 3
Critical Path
Critical Path
To review the Critical Path of the schedule, we will create a new activity view that will filter on
the Total Float of the activities. Earlier we used a Standard Filter and saved it as part of a view.
Standard Filters are built into the views and cannot be edited. One Standard Filters is called
Critical activities behind schedule only. This filter will only show activities will negative total
float; it will not show critical activities with zero total float. Because of this, we will create a
custom filter and save that as part of the view.

2. Click on the Filter tab, then select Custom Filter.
3. In the Parameter drop down list, select Total Float.
4. In the Is drop down list, select is less than or equals.
5. In the Value text box, enter 0.
As before, we want to hide any WBS elements which do not contain any activities that do not
meet the criteria of the filter, so we will enable Hide if empty option for this view.
One the view is saved, we can once again use the vertical scroll bar to review the Total Float.
Unless otherwise specific in the contract specifications. activities with zero total float is
acceptable, but activities with negative total float will need to be reviewed, the cause identified,
and corrective action taken so the activities can finish with at least zero total float.

3. Click on Ok.
6. Enter the name Total Float equal or less than 0.
7. Click on Ok.
You can define up to five different parameters as part of a view, so for large projects you could
focus just on one WBS element

3. On the far right next to the Total Float Parameter, click on the Plus button.
4. In the second Parameter drop down list, select WBS.
5. In the second Is drop down list, verify equals is selected.
6. Click on the List of Value button on the right of the WBS Parameter.
7. Expand the project group, then select C - Construction Activities.
8. Verify that Select Filter Criteria is set to All of the following.
9. Click on Ok.
The view is blank because there are currently no construction activities which have zero or less
total float. We can still save the view with a new name.

3. Enter the name Critical Construction Activities.
4. Click on Ok.
Lesson 4: WBS
Lesson 4
WBS
Lesson 4: WBS
Lesson 4: WBS
Work Breakdown Structure

According to the schedule specifications, all submissions require a Work Breakdown Structure,
or WBS, as part of the schedule. We can use one of the views we have already created to review
the WBS.

Lesson 4: WBS
To help review the WBS, we can collapse and expand portions of the WBS, enabling us to focus
on specific elements. We can collapse individual elements by clicking on the Expand/Collapse
button on the left of each grouping band. We can also collapse all and expand all using the
buttons located on the toolbar.
In the latest version of P6 Web, you cannot save the collapsed grouping bands as part of an
Activity view, so we will not save a new view at this time.
1. Click on Collapse All button.

2. Expand the grouping band WBS: D260688-3APB.
3. Expand the grouping band WBS: D260688-3APB.C.
Lesson 5: Durations
Lesson 5
Durations
Lesson 5: Durations
Lesson 5: Durations
Activity Durations
No construction activities can have a duration greater than 15 days unless it has been approved.
We will create a new activity view that will display the Planned Duration field.

3. Under Available Columns, expand Durations and select Planned Duration.
the order of the fields to, Activity ID, Planned Duration, Start, Finish, and Total Float.
Lesson 5: Durations
Since there is no need to see activities with a duration 15 days or less, we will define a filter to
display activities with durations greater than 15 days. We also want to hide the empty WBS
bands.

4. Select Custom Filter.
5. In the Parameter drop down list, under the Durations group, select Planned Duration.
6. In the Is drop down list, verify is greater than is selected.
8. Click on Ok.
Lesson 5: Durations
With the options set, we can save the new view.

3. Enter the name Durations Review.
4. Click on Ok.
Lesson 5: Durations
Lesson 6: Relationships
Lesson 6
Relationships
Relationships
Each schedule must have only two open ends, the first and last activities, and valid relationships
must be used with Milestone activities. The Schedule log that is produced after scheduling a
project will provide this information.

3. Click on the Schedule button on the toolbar.
Scheduling the project in P6 Web is the only way to produce the schedule log. When
scheduling to create the schedule log, the current Data Date would be used.
1. Checkmark the option Display scheduling log upon completion.

2. Click on Schedule.
Important Note: The schedule log will be displayed in a pop-up window. By default, many
internet browsers block pop-up windows, and will display a message at the top of the browser
window notifying the user that a pop-up window has been blocked.
In order to display the schedule log, you must click on the message bar, which will display the
menu below.
Next you will click on the option Always Allow Pop-ups from This Site. After you have done
this once, you should not have to do it again. After doing this, you may need to schedule the
project again to display the schedule log.
The schedule log may take a few minutes to load. Once it has been displayed, you can review it,
and if necessary, save it in as text file that you could then include in a Word document. When
reviewing the report, two open ends is acceptable, as these activities will be the first and last
activities in the schedule, but any other open ends will need to be resolved. Invalid relationships
with Milestones will also need to be resolved.
1. Scroll down and expand the Warnings section of the report.

2. Review the Schedule Log.
3. Close the Schedule Log browser window.
We can also display Predecessor and Successor columns in the Activity view to assist in
reviewing the logic.

3. Under Selected Columns, select all fields.
5. Under Available Columns, expand Lists and select Predecessors and Successors.
the order of the fields to, Predecessors, Successors.
8. Click on Ok.
We also do not need the Gantt Chart at this time, so we can turn that offer. We can also turn on
another view called Trace Logic. Trace Logic will display the predecessors going 3 levels back
and successors going 3 levels forward of the selected activity in the Activity Table in the top
view. You could then click on an activity box in Trace Logic, changing the activity in focus in
the view and stepping through the logic of the project one activity at a time.
1. Click on the Activity Table/Gantt Chart button

2. Click on the Trace Logic button.
3. Adjust the columns widths to increase their size.
4. Adjust the Trace Logic height until you can see the activity boxes clearly.
7. Enter the name Relationships Review.
8. Click on Ok.
Lesson 7: Constraints
Lesson 7
Constraints
Constraints
Constraints can only be used in certain conditions as set forth in the schedule specifications. We
will create a new activity view to look for constrained activities.
1. Click on the Activity View drop down arrow and select Activity Dates Review.
2. Click on the Customize View button and verify the Columns tab is displayed.
3. Under Available Columns, expand General and select Primary Constraint.
4. Under Available Columns, expand Dates and select Primary Constraint Date.
the order of the fields to, Start, Finish, Primary Constraint, Primary Constraint Date,
Total Float.
We will also filter for constrained activities, and once again hide empty WBS elements.
1. Click on the Grouping tab and checkmark the option Hide if empty.
2. Click on the Filter tab and select Custom Filter.
3. On the far right next to the Total Float Parameter, click on the Plus button three times.
4. In all four Parameter drop down lists, under the General group, select Primary
Constraint.
5. In all four Is drop down lists, verify equals is selected.
6. Click on the List of Value button on the right of the first Primary Constraint Parameter.
7. Select Start On or After.
8. Repeat steps 6 and 7 to assign the constraint types Finish On or before, Mandatory Start,
and Mandatory Finish to the remaining three filter parameters.
9. Click on Ok.
Two activities are constrained; Start Stage E3 with a Start On or After constraint of 21-Jun-09
and Project Acceptance with a Finish On or Before of 31-Dec-11. With the columns and filter
defined, we can save the view as a new Activity View.

3. Enter the name Constraints Review.
4. Click on Ok.
Lesson 8: Activity Codes
Lesson 8
Activity Codes
Activity Codes
Activity codes allow users to group, organize, and categorize activities in a project. There are
three types of Activity Codes:
Global Activity Codes

Everyone who has access to the same database has access to these codes. They can be assigned
to any activity in any project in the database. While all users can use them by assigning them to
activities, a security privilege is required to create, edit, or delete them. Since all users would be
affected by changes to the Global Activity Codes, most organizations limit who has this security
privilege.
EPS Activity Codes

These activity codes can only be assigned to activities in projects located under the EPS element
in which the activity code was created. They are available to all users who have projects located
in the EPS element of the activity code. Like Global Activity Codes, a security privilege is
required to create, edit, or delete them.
Project Activity Codes

These activity codes are only available to activities in the project they were created in. No
security privilege is required to create, edit, or delete them, since any changes to them would
only affect the activities in the individual project.
There are five Global Activity Codes which are required according to the specifications;
Responsible Party, Stage, Area of Work, Type of Work, and WZTC Phase.
When a contractor submits a schedule for review, it is possible they may have created the
required activity codes using project-specific activity codes. In this event, the equivalent Global
Activity Code value would still need to be assigned to the activities.
As we have done before, we will create an Activity View to review the assigned activity code
values.
5. Under Available Columns, expand Global Activity Codes and select Responsible Party
(DOT Global), Stage (DOT Global), Area (DOT Global), Type of Work (DOT Global),
and Phase (DOT Global).
the order of the fields to; Responsible Party (DOT Global), Stage (DOT Global), Area
(DOT Global), Type of Work (DOT Global), Phase (DOT Global).
We do not need to see the Gantt Chart, so we will turn that off and save the new Activity View.
When we review the activity list, we see that values for the Responsible Party Activity Code has
been assigned, but none for the other four.
1. Click on Ok.
2. Click on the Activity Table/Gantt Chart button
5. Enter the name Global Activity Code Review.
6. Click on Ok.
Project Activity Codes

As stated earlier, Project Activity Codes are only available to activities in the project they were
created in. If the contractor created project specific activity codes in their project, they will be
imported along with the project when the schedule is imported into the NYSDOT P6 Database.
The contractor may have created project specific activity codes which are intended to fulfill the
requirement for the five NYSDOT activity codes. If that is the case, those activities codes can be
displayed as columns as the global activity codes were, but they cannot be saved as part of an
activity view, because those codes are specific to the project.
We will display any project specific activity codes on the screen. The values that were missing
for the NYSDOT Global activity codes are stored here as values for project specific activity
codes. We can see there is no project specific activity code for Phase, so this information is still
missing.
4. Under Available Columns, expand Project Activity Codes and select Major
Subcontractor, Stage, Area, and Work Type.
the order of the fields to; Project Activity Codes and select Major Subcontractor, Stage,
Area, Work Type.
7. Click on Ok.
Lesson 9: Calendars
Lesson 9
Calendars
Lesson 9: Calendars
Lesson 9: Calendars
Calendars
Calendars allow us to establish when and when not activities can be scheduled to work.
Calendars can be created for any combination of days and hours. There are three types of
Calendars:
Global Calendars
Calendars available to all activities in all projects a user has access to. Global Calendars can also
be assigned to Resources if you are defining and using Resources in P6. Since any edits to
these types of calendars can affect everyone who uses them, a security privilege is required to
create, edit, or delete them. There is no limit to how many Global Calendars can be defined.
Resource Calendars
Calendars only available to Resources. This type of calendar can only be assigned to Resources.
If you are not defining and using resources in P6, there is no need to use these types of
calendars. Since any edits to these types of calendars can affect everyone who uses them, a
security privilege is required to create, edit, or delete them. There is no limit to how many
Resource Calendars can be defined.
Project Calendars
These calendars are defined in a specific project, and can only be assigned to activities within the
project they are defined in. These calendars are useful when a user needs a calendar with a
unique schedule that does not already exist. Most users lack the security privileges to create a
Global Calendar, but all users can create a Project Calendar.
According to the NYSDOT specifications, contractors will create project Calendars and assign
their work activities to these calendars.
Lesson 9: Calendars
We will display which calendars are assigned to the activities. All calendar names will need to
conform to the specifications. We can scroll down the list looking for calendars which do not
meet the specifications.
2. When prompted to save changes to the view, click on No.
6. Under Available Columns, expand General and select Calendar.
7. On the middle divider, click on the right pointed arrow, and click on Ok.
8. Adjust the column width so the complete name of the calendar is visible.
11. Enter the name Calendars Review.
12. Click on Ok.
Lesson 10: Dashboards
Lesson 10
Dashboards
Dashboards
The Dashboards section is your homepage, and will be the first screen that will be displayed
upon logging in toP6 Web. The Dashboards section can be personalized by the users, and can
contain multiple dashboards, each configured with different portlets. The source of the content
of the dashboards, which is defined by a filter, is set for each individual dashboard, allowing
users to create dashboards to focus on specific types of data for a specific project or groups of
projects.
Important Note: The data displayed in all of the portlets on the dashboards are based on the
latest summarized data. If changes were made to a schedule since the last time the project had
been summarized, those changes will NOT be reflected in the portlets on the dashboard.
NYSDOT will routinely summarize the database nightly to ensure the project data will be up to
date. A user can manually summarize a schedule in order to see the latest changes reflected on
the dashboards.
For the NYSDOT, each user will start with the Personal Workspace dashboard. This is an
individual dashboard that the user can immediately customize. NYSDOT users can also create
new dashboards if they wish.
Summarizing Data
Before we create a new dashboard, we will first summarize the project to ensure the data we will
see displayed in the portlets on the dashboard will be up to date. When we manually summarize
a project, we will need to refresh the view until summarization is complete. To refresh the view,
you must use the Refresh link, not the browsers Refresh button. The browsers Refresh
button will not refresh the P6 database.
1. On the Navigation bar, click on the Projects section link.

2. Click on the menu bar Tools button.
3. Click on the link Summarize Project.
4. Click on the Refresh link until the Job Status is Complete.
We will begin by creating a new dashboard, so we will first open the Manage Dashboards
window.
1. On the Navigation bar, click on the Dashboards drop down arrow.

2. Click on Manage Dashboards.
The Manage Dashboards window will display all dashboards the user has access to. From here
the user can control which dashboards are visible at any time and create new dashboards. When
creating a new dashboard, we can use an existing dashboard as a template, or start with a blank
dashboard. For our new dashboard, we will use the existing Personal Workspace dashboard as a
template.
1. Click on the Create Dashboard link.

2. Expand User Dashboards.
3. Select Personal Workspace and click on Ok.
Next we will name and configure the new dashboard. Anything can be used as a name for a
dashboard, but it is recommended that the name be descriptive of the purpose of the dashboard.
We also must define which projects the dashboard will filter on. Dashboards can be set to filter
on one specific project, or groups of projects based on project portfolios or project codes. The
choice for filter is saved with the dashboard, but can be changed at any time for user-created
dashboards.
1. For the Dashboard Title, enter Summary Dashboard.

2. For the Dashboard Filter, click on the List of Values button and select the portfolio under
the User Portfolio group.
There are various portlets that can be displayed on the dashboard. Each portlet will show certain
types of data. Below is a description of some of the more commonly used portlets.
My Projects Displays the projects the user is associated in the P6 Web database.
My Activities Displays the activities the user is associated in the P6 Web database.
Communication Center Allows for email with anyone associated with the projects.
My Reports Displays reports the user can run against the dashboard filter.
Schedule Performance Displays schedule summary performance
Project Statistics Displays project data selected by the user.
We will select which portlets to display.. The user can change these options at anytime.
1. Verify that My Projects and Communication Center portlets are check marked.
2. Uncheck the My Calendar portlet.
3. Checkmark the My Reports portlet.
We can also configure how the portlets will be organized on the screen.
1. Click on the Layout tab.

2. In the My Projects box, click on Wide.
3. Click and drag on the title bar of the Communication Center box and drag to the bottom
left of the layout screen.
Users also have the option to save the dashboard for other users. At this time, we will only save
this dashboard for ourselves.
1. Click on the Access tab.

2. Verify Current User is selected.
3. Click on the link Save and Close.
After we have configured the new dashboard, we will verify that is will be displayed.
1. Verify the new dashboard Summary Dashboard is check marked.

2. Click on the Dashboards section link in the Navigation bar.
The new dashboard is now available to view. Currently, there is only one project, NYSDOT
Template for Baseline Progress Schedule, in the portfolio the dashboard is filtered on. The
Communication Center portlet is blank because no resources are associated with this project. No
reports have been set up in the My Reports portlet.
1. Click on the Summary Dashboard tab.
We can change which projects to filter on by changing the filter in the top right of the screen. In
the screen shot below, we have changed the project, but as before, there are no resources
associated with this project, and no reports have been assigned.
1. Click on the Filter by List of Values button.

2. In the Select drop down list in the assign box, select Projects.
3. Expand User Training Area and then your training user number groups.
4. Select NYSDOT Template for Baseline Progress Schedule.
5. Click on Ok.
We can change how the Communication Center portlet is configured to include everyone
associated with the project, not just the resources assigned to activities.
1. At the top of the dashboard, click on the Customize link.

2. Next to the Communication Center portlet, click on the Options arrow.
3. Under the option Show team members who, checkmark the option have access rights.
4. Click on Save and Close.
With the change to the Communication Center portlet settings, we now can see everyone
associated with this project. We can now select one individual to email by check marking their
name, or we can checkmark the project, and email everyone.
1. Click on the Display arrow next the project name in the Communication Center portlet.
Lesson 11: Reports
Lesson 11
My Reports
Lesson 11: Reports
Lesson 11: Reports
My Reports Portlet
The My Reports portlet displays reports that the user can run on the projects included in the
dashboard filter. The user cannot create reports within this portlet, but can display and run
reports that have been created in the P6 database. The user can also decide to run reports
against the entire database, or just on the projects meeting the criteria of the dashboard filter.
Since we will focus only on the My Report portlet at this time, we can maximize the portlet,
increasing the size if the portlets and hiding the others. Every portlet has this capability.
1. Click on the Maximize portlet button.

2. Next to Display, click on Current filter.
3. In the My Report portlet, click on the Assign Report link.
Lesson 11: Reports
We can select any report which currently exists in the database. If you are having trouble
viewing the names of the reports because of the size of the Assign Report box, you can enlarge
the box by clicking and dragging on the left or right edge.
1. Expand Project Office group, then Open Projects group, and then Schedule group.
2. Select AD-02 Activity Relationships, then click on Assign
Lesson 11: Reports
Now that you have assigned the report to the dashboard, you can schedule to run the report.
1. Under Project and D260688 groups, checkmark the report AD-02 Activity Relationships.
2. Click on the Schedule link.
Lesson 11: Reports
The reports in P6 Web are not dynamic, but static, meaning you must schedule and run them to
see any changes in the schedule. Since we have just assigned the report to this dashboard, it is
currently disabled. We will need to enable it, and schedule when we want to run. There are
several options for scheduling a report; daily, weekly, biweekly, or monthly. For all options, the
user can specify the time of day and which day to run the report. The user also has the option to
run the report immediately, which is the appropriate choice if you wish to see the report.
1. Under Report Schedule State, select Enabled.

2. Under Report Schedule Options, select Run as soon as possible.
3. Click on Ok.
Lesson 11: Reports
Once you have scheduled the report, the report will begin to be compiled, which can take several
minutes, depending on the amount of data to be contained in the report, and you will not be able
to view the report until the process is complete. The Status field is static, and in order to see the
current status of the report, you must click on the Refresh link. After scheduling the report, you
will see the status of the report as Pending. After the process has started, the status will change
to Running. It is important to note that the status displayed in the My Reports portlet is the status
of the report the last time this portlet was refreshed, and does not necessarily reflect the current
status of the report. If you scheduled a report ten minutes ago, but never refreshed the portlet,
the report has been compiled and is complete.
1. Click on the Refresh link until the status changes to Complete.
Lesson 11: Reports
Once the report has been compiled, the name of the report will become a hyperlink. Clicking the
report name will open the report in a separate browser window. You could then save the report
as an Adobe Acrobat PDF file.
1. View the report.

2. Close the report.
Lesson 11: Reports
The My Report portlet will now display the last time the report had been compiled. Since we
scheduled this report to run as soon as possible, this will never change. If you wish for this
report to update automatically, you will need to schedule it.
1. Click on the Restore button to return the portlet to its original size and display the other
portlets.
Lesson 11: Reports
Lesson 12: Project Statistics
Lesson 12
Project Statistics
Project Statistics Portlet

Any data regarding any project can be displayed in the Project Statistics portlet. This portlet is
ideal for the user to display the data they need to review. Not only is data displayed for the
overall project, but also for the WBS elements. Currently, the portlet is not displayed, so we will
customize the dashboard to display it.
Important Note: The data displayed in all of the portlets on the dashboards are based on the
latest summarized data.
1. Click on the Customize link.

2. Checkmark Project Statistics.
Next we determine where in the dashboard layout the Project Statistics portlet will be displayed.
We will also make room for the new portlet by reducing the size of the My Projects portlet.
1. Click on the Layout tab.

2. In the My Projects box, click on Narrow.
3. In the Project Statistics box, click on Wide.
4. Click and drag on the Project Statistics box to the top of the layout.
5. Click on Save and Close link.
Now that we have displayed the Project Statistics portlet, we can display any fields available.
We will also maximize the portlet to make it easier to view the data.
1. Maximize the Project Statistics portlet.

2. In the Project Statistics portlet, click on Customize.
We will add the columns that will be displayed in the Project Statistics portlet. Since the data
that will be displayed will be based on the last time the project was summarized, we will include
that field in the portlet.
1. Under Selected Columns, select Project Owner.

3. Under Available Columns, expand Summary and double click on Last Summarized Date.
4. Under Available Columns, expand Durations and double click on At Completion
Duration and Total Float.
5. Under Available Columns, expand Percent Complete and double click on Performance %
Complete.
6. Use the up and down buttons to change the order of the fields to; Last Summarized Date,
At Completion Duration, Performance % Complete, Start, Finish, Total Float.
7. Click on Save.
Because of the amount of data that is being displayed, it may be necessary to scroll to the right in
the portlet to view the data.
Since we summarized this project earlier, we can be confident the data displayed is current. The
fields above show us that the overall project duration is approximately 985 days and there are
currently 2 days of positive float.
1. Click on the Restore button to return the portlet to its original size and display the other
portlets.
Lesson 13: Portfolios
Lesson 13
Portfolios
Portfolios
Portfolios are groups of projects that a user can create and reference in difference views in P6
Web. As explained before, dashboards can be filters on individual projects, or on portfolios.
Portfolios are managed from the Dashboards menu, and can be shared with other users. There
are two different methods to defining portfolios.
Manual Portfolios Projects are manually added to the portfolio.

Filter Portfolios Projects are automatically added to a portfolio based on a filter.
1. On the Navigation bar, click on the Dashboards drop down arrow.

2. Click on Manage Portfolios.
3. Click on Create Project Portfolio link.
Next we will name the portfolio and determine which projects to include in it. We will create a
filtered portfolio which will include any projects that currently have a remaining duration.
1. In the Project Portfolio Name text box, enter Projects with Remaining Duration.
2. For Manage this project, select By Filter.
3. In the Parameter drop down list, under the General group, select Remaining Duration.
4. In the Is drop down list, verify is greater than is selected.
6. Click Save.
After we create the portfolio, we return to the Manage Portfolio view. We can see here that only
one project we have access to meets the criteria of the filter. We can display the projects
contained in a portfolio by clicking on the display arrow next to the name of the portfolio.
1. Click on the Display arrow.
We will use the new portfolio on the Summary Dashboard which we created earlier.
1. On the Navigation bar, click on the Dashboard link.

2. Click on the Filter by List of Values button.
3. In the Select drop down list in the assign box, select Portfolios.
4. Expand Filtered Portfolio.
5. Select Projects with Remaining Duration.
6. Click on Ok.
When a dashboard is filtered by a filtered portfolio, a message containing a date will be

displayed under the Filter by box. If additional projects meet the criteria of the filtered portfolio
after that date, the data from those projects will NOT automatically be displayed on the
dashboard. To refresh the dashboard, click on the refresh button next to the message, and the
data from any new projects to the portfolio will now be displayed.
Appendix A: Activity View Toolbar Buttons
Appendix A
Activity View Toolbar Buttons
Activity View Toolbar Buttons

Below is a table describing all of the toolbar buttons in the Activity View.
Save Changes Save changes to project data. Will be disabled if no

changes have been made to the data.
Cancel Changes Cancel changes made to project data. Will not cancel
or undo changes to data that have already been saved.
Add Activity Create an activity.
Add WBS Element Create a WBS element.
Delete Delete the selected activity or WBS element.
Details View the details for the selected activity or WBS

element.
Assign Resources Assign a resource to the selected activity.
Assign Roles Assign a role to the selected activity.
Cut/Copy/Paste Options Cut, copy, and paste activities or WBS elements.
Schedule Recalculate the schedule.
Find in Column Find an activity data in the selected field in the activity
table.
Indentation Keys Menu of directional arrows used to adjust the WBS
hierarchy.
Expand All Expand all grouping bands.
Collapse All Collapse all grouping bands.
Zoom to Fit Fit the entire timescale of the schedule on to the screen.
Full Screen Expand the view to fill the entire screen, hiding the
internet browsers title bar and menus.
Project Spotlight Show or hide the Project Spotlight, which would only
be used during progressing to indentify the progressing
period
Relationships On/Off Show or hide the relationship lines in the Gantt chart.
Activity Table/Gantt Toggle between the Activity Table and Gantt Chart.
Chart
Trace Logic Show or hide the Trace Logic window.
Import/Export/Email/ The user can import projects, export projects, and email
Depending projects projects from this menu. The user can also open
dependent projects from this menu.
Project Activity Codes Show the project specific activity codes created in the
current project.
Print Options Print options and print commands.
Activity View Options Menu to customize, save, save as, or delete the selected
activity view.

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Introduction to

Lesson 1: Navigation Page 1

1. Launch your internet browser.

Navigating to Projects View

1. On the Navigation bar, click on the Projects link.

1. On the Projects menu, select Open Projects link.

1. Click on the Projects drop down arrow.

Global and Project Specific Data

Reviewing Activity Dates

1. Click on the Customize View drop down button.

1. Verify the Columns tab is displayed.

1. Click on the Customize View button.

1. Click on the Grouping tab.

We will save the changes as a new activity view.

1. Click on the Activity View drop down arrow.

1. Click on the Customize View button.

1. Click on the Grouping tab.

1. Click on the Customize View button.

1. Click on the Customize View drop down button.

Work Breakdown Structure

1. Click on the Activity View drop down arrow.

1. Click on Collapse All button.

1. Click on the Customize View button.

1. Click on the Grouping tab.

With the options set, we can save the new view.

1. Click on the Customize View drop down button.

1. Click on the Activity View drop down arrow.

1. Checkmark the option Display scheduling log upon completion.

1. Scroll down and expand the Warnings section of the report.

1. Click on the Customize View button.

1. Click on the Activity Table/Gantt Chart button

1. Click on the Customize View drop down button.

Global Activity Codes

EPS Activity Codes

Project Activity Codes

Project Activity Codes

1. On the Navigation bar, click on the Projects section link.

1. On the Navigation bar, click on the Dashboards drop down arrow.

1. Click on the Create Dashboard link.

1. For the Dashboard Title, enter Summary Dashboard.

1. Click on the Layout tab.

1. Click on the Access tab.

1. Verify the new dashboard Summary Dashboard is check marked.

1. Click on the Summary Dashboard tab.

1. Click on the Filter by List of Values button.

1. At the top of the dashboard, click on the Customize link.

1. Click on the Maximize portlet button.

1. Under Report Schedule State, select Enabled.

1. Click on the Refresh link until the status changes to Complete.

1. View the report.

Project Statistics Portlet

1. Click on the Customize link.

1. Click on the Layout tab.

1. Maximize the Project Statistics portlet.

1. Under Selected Columns, select Project Owner.

Manual Portfolios Projects are manually added to the portfolio.

1. On the Navigation bar, click on the Dashboards drop down arrow.

1. Click on the Display arrow.

1. On the Navigation bar, click on the Dashboard link.

When a dashboard is filtered by a filtered portfolio, a message containing a date will be

Activity View Toolbar Buttons

Save Changes Save changes to project data. Will be disabled if no

Add WBS Element Create a WBS element.

Delete Delete the selected activity or WBS element.