Oracle Primavera. P6 Resource Analysis Demo Script

Transcription

1 Oracle Primavera P6 Resource Analysis Demo Script Script Team Information Role Name Primary Author L. Camille Frost Contributor Reviewer Faith Bevitz Manager Jeff Wiley Revision Status REVISION STATUS APPROVAL Rev Date Description Originator Reviewed Approved V Aug 2009 Initial Version L. Camille Frost 21Aug2009 Reviewed Faith Bevitz PRODUCT(S) Version: Primavera P6 v2 Related Documentation / Scripts Document Name Version Location DemoScript-Capacity Planning v 1.0.doc 1.0 DemoScript-Resource Request and Fulfillment v 1.0.doc 1.0 Prerequisite Material / Training Prerequisite Project Management in Primavera P6 Rel. 6.2 Location Page 1 of 10

2 Contents 1. INTRODUCTION / OUTLINE / VALUE PROPOSITION SET UP / DATA REQUIREMENTS Demo Data... 3 Project Workspace Overallocated Resources Portlet... 3 Personal Workspace Resource Team Summary & Resource Analysis Chart Portlets... 3 Personal Workspace Resource Team Summary & Resource Analysis Chart Portlets DEMONSTRATION SCRIPT Resource Analysis via Project Workspace / Overallocated Resources Portlet... 5 Histogram View All Projects... 5 Histogram View Single Project... 6 Spreadsheet View All Projects... 6 Resource Analysis via Personal Workspace / Resource Team Summary... 7 Resource Analysis via Personal Workspace / Resource Analysis Chart APPENDIX A: FREQUENTLY ASKED QUESTIONS APPENDIX B: SUPPORTING SCREEN SHOTS / ADDITIONAL INFORMATION Page 2 of 10

3 1. INTRODUCTION / OUTLINE / VALUE PROPOSITION This demonstration script is focused on Resource Analysis within the Primavera P6 web client. Within P6 there are various reasons and ways to analyze resources. For example, you may be a project manager with dedicated resources to your projects. You have resources assigned to various projects and want to ensure that none of your resources becomes overallocated. You might be a resource manager and be responsible for assigning resource across divisions / business units and want to check resource availability prior to approving an assignment. Note that much of what is covered in this script is also covered in a slightly different form in the Capacity Planning script and the Resource Request and Fulfillment script. You might want to refer to those demo scripts as well for your preparation. The script will include the following in order: Overallocated resources portlet Team Usage o Histogram o Spreadsheet Resource Team Summary Resource Analysis Chart The features associated with Resource Analysis help various types of end users quickly and in various ways analyze resource allocation (over and under), understand what is contributing to the allocation and initiate a fix. Ultimately, this eliminates project cost overruns, delays etc. 2. SET UP / DATA REQUIREMENTS This demo is completely P6 Web based. For the demo, you need to have at least two projects 3 6 months in duration, occurring around the same timeframe, with some of the same resources assigned to each. Ideally, a few of those resources should be overallocated Demo Data Project Workspace Overallocated Resources Portlet The gateway to resource analysis for this demo will be the Project Workspace and more specifically, the Overallocated Resources portlet. Open one of the projects you have selected for this demo and from the project workspace click Customize. Select the Overallocated Resources portlet. Save and Close. Page 3 of 10

4 Personal Workspace Resource Team Summary & Resource Analysis Chart Portlets For this demo, you will need to create a Resource Team. Use the same resources assigned to the project that you have in mind for this demo. Click on the down arrow next to Resources and select Create Resource Team. Name your Resource Team. Locate the resources you have chosen to use for this demo and move them to the Selected Resources column. Save. Select one of your resources that is set up as a web user. If you are not certain how to set up a web user, refer to the set up portion of DemoScript-Resource Request and Fulfillment v 1.0.doc. Login to the P6 web as one of your users and from their personal workspace, add the following portlets. Check the Resource Team Summary checkbox and configure the Resource Analysis Chart as shown. Save and Close. Page 4 of 10

5 3. DEMONSTRATION SCRIPT 3.1. Resource Analysis via Project Workspace / Overallocated Resources Portlet This demo script will start at the Overallocated Resource portlet that you configured in the set up portion of the script. If your portlet does not have at least three resources and at least one of those overallocated, manipulate your data such that you have that scenario. You can see in this example that all of the resources assigned to this project are overallocated (because they have red icons). What we cannot see yet, is why. Is all of the overallocation due to this project stand-alone or are there other project competing for these resources? Click on one of your overallocated resources for further diagnosis. NOTE: Clicking on any of the resources takes you to the same place you would be if you clicked the Team Usage button. Change Organized By to Resources. For more information on analysis via Roles and Capacity planning, see the DemoScript-Capacity Planning v 1.0.doc. Again choose one of your overallocated resources for the Histogram view of their allocation. Histogram View All Projects In this example, the resource has Actual time shown in blue Remaining Current Project in pale green Remaining Other Projects in dark green Overallocated in red This is an ideal mix for demoing this feature to customers. Page 5 of 10

6 Here you can see by clicking on an area, you get a popup dialog that gives the exact times for that bar in the histogram. Click on Customize and change from the default of All Projects to Current Project only. NOTE: You can change the timescale as well. This might make sense if your project has a long duration. Histogram View Single Project In this case, with on the current project selected, the resource is not overallocated. This may or may not be the case depending upon your data. You might consider manipulating it so you have such a situation with one of your resources. Spreadsheet View All Projects Click Customize and select All Projects again. Click on the Spreadsheet radio button for another type of view into the resource allocation. In this view, we can see all projects to which the resource is assigned and the number of days / week Page 6 of 10

7 (due to customization setting). The numbers in red indicate overallocation and we can see changes we could make on a project by project basis with respect to time distribution. So now that we know how much and as a result of which projects this resource is overallocated, what can we do about it? Click on the project you believe to perhaps be the lowest priority or the one for which you feel you could find another resource. You can see all the activities to which this resource is assigned. This may give you a better idea as to how critical the skill set of this resource is per activity to make the best decisions. The next step may be to project manager directly from this view and negotiate the best way forward. Resource Analysis via Personal Workspace / Resource Team Summary Another common entry point to resource analysis is through the Resource Team Summary portlet commonly found on a user s Personal Workspace. NOTE: This is a good starting point if the end user is a resource manager or is concerned about resource allocation across multiple projects. Bring up the Personal Workspace dashboard you configured in the set up section of the script. Focus on a resource that is overallocated (highlighted in red) and click on that resource. This will bring you to a Usage histogram similar to what is seen from the Team Usage workspace. Page 7 of 10

8 assigned. Click on the Spreadsheet view and once again, you can see allocation on a per project basis. You can click on any project and will be taken to the specific activities to which the resource is Resource Analysis via Personal Workspace / Resource Analysis Chart Next, look at the Resource Analysis Chart portlet. Click on the Maximize button to get a better more complete view. This portlet is useful for a quick glance into resources but there are no links for further diagnosis. You can see there are various methods for analyzing and addressing resource allocation.. Page 8 of 10

9 4. APPENDIX A: FREQUENTLY ASKED QUESTIONS Question Response Page 9 of 10

10 5. APPENDIX B: SUPPORTING SCREEN SHOTS / ADDITIONAL INFORMATION Page 10 of 10