Project Statusing Training Manual. Table of Contents

Transcription

1 for Engineering and Construction v.4.1 Maintenance Project Initiation Training Class Conducted by Evans Technology October 2005

2 Project Statusing Training Manual Table of Contents Introduction to Primavera....3 Project Management (P3eC)... 3 Methodology Management Expedition Section 1: Navigating in Project Management (P3eC)...4 Starting Primavera Engineering & Construction....4 Login Dialog Box 4 Welcome Dialog Box 5 Opening an Existing Project.6 Open Project Dialog Box 6 Primavera Workspace..7 Projects Window 7 Enterprise Project Structure (EPS).8 Home Window 9 Activities Window..10 Work Breakdown Structure (WBS)..11 Section 2: Using Methodology Manager to Apply a Template 12 Applying a Template in Methodology Manager to a Project 12 Using the Project Architect 12 Commit Changes and Refresh Data..18 Section 3: Using the Projects Window 19 Modifying Project Information...19 General Tab..20 Dates Tab 20 Codes Tab 21 Notebook Tab..22 Section 4: Layouts.23 Opening an Existing Layout in the Projects Window.23 Customizing a Layout..24 Selecting Columns.24 Adjusting Timescale.25 Grouping Data.26 Sorting Data.27 Filters 28 Filter Dialog Box 28 Creating a New Filter..29 Applying the All Projects (or Activities) Filter..29 Opening an Existing Layout in the Activities Window.30 Layout Views 30 1

3 Table of Contents Saving Layouts..32 Section 5: Adding / Modifying/ Removing Activities.33 Adding New Activities..33 Activity Details.33 Modifying Activities..38 Removing Activities..38 Section 6: Scheduling the Project..40 Scheduling Concepts.40 Scheduling a Project in Project Management (P3eC)..41 Section 7: Baselining a Project.42 Baselines..42 Creating a Baseline in P3eC.42 Categorizing the Baseline..43 Assigning a Baseline.44 Capturing Baseline Dates for the Capital Project Status Report..44 Displaying Baseline Bars 45 Section 8: Statusing a Project..46 Data Date 46 Critical Path..46 Statusing Activities in a Project..47 Notebook Topics.49 Capital Project Status Report: Recording Comments..50 Section 9: Reporting..52 Printing a Layout.52 Reporting from the Reports Window..53 2

4 Introduction to Primavera Primavera has become the construction industry standard application for managing, tracking and analyzing projects. has chosen Primavera as its Centralized Project Management system for managing and tracking all of the organizations projects as well as the documents that coincide with that project. The Project Initiation and Revision Training class will focus on Project Management (P3eC) and Methodology Management applications. Project Management (P3eC) is a system for planning, tracking and controlling projects through scheduling functions. By utilizing Primavera Project Management, MDCPS can store and manage all projects from a central database. Using this format allows all project team users access to the project schedules, based on user access rights managed by an MDCPS database administrator. Project team members are able to view all supporting information needed to coordinate and manage their project schedules in the central database. is geared toward managing multiple projects across the MDCPS organization. Methodology Management The Methodology Management application is an integrated process improvement platform for delivering best practices, lessons learned, and organizational standards in the form of project templates, work product templates, and estimation metrics. Methodology Management houses templates allowing an organization to reuse schedules by making minor modifications. The purpose of the application is to create, capture, organize and improve reusable components for building future project plans. Expedition Expedition is a multi-project, multi-user web application, which is used to manage all contracts and documents associated with a project. Project contracts and forms are created, stored, tracked and managed using Expedition. Contracts and documents that are managed in Expedition are associated with project plans that reside in P3eC through integration. 3

5 Section 1: Navigating in Project Management (P3eC) Starting Primavera Engineering & Construction Before using Primavera, the user must enter a valid login name and password. If you do not know the login name/password, contact your MDCPS Primavera administrator. Login name should be the employee number and no password to begin with. Login names and passwords are case sensitive If you would like to change your password at any time, choose the Edit menu bar, User Preferences, then the Password tab and clicking on the Password button. Login Dialog Box 1. Choose Start / Programs / Primavera Engineering & Construction / Project Management (P3eC) to start the application 2. Enter Login Name and Password 3. Click OK 4

6 Welcome Dialog Box The Welcome Dialog Box enables users to select different Project Options: Create New Starts the create a new project wizard Open Existing Displays the Open Project dialog box which lists the projects the user has access to view/modify Open Last Opens the last project user opened Open Global Data Launches Primavera without opening a project, only displays enterprise data. Opens the Home window. To enable the Welcome Dialog Box 1. Choose the Edit menu bar, User Preferences 2. Click on the Application Tab 3. Under the Startup Window put a check mark next to the phrase Show the Welcome Dialog at Startup. 4. It will appear the next time Project Management (P3eC) is opened. 5

7 Opening an Existing Project Open Project Dialog Box Lists all the projects users have access to open. The group bands are defined by EPS by default. Open a single project, indicated by Open an Enterprise Project Structure (EPS) node, indicated by All projects listed under the node are opened Open multiple projects under different EPS nodes Press Ctrl+click to select more than one project 1. Highlight a project and click the Open button to access the project file Access Mode Users have the option to select an access mode prior to opening a project file. Read Only Users can view data, but cannot input or change data Shared Multiple users can view, input and change data. This is the default Access Mode. Exclusive The current user is the only user who can edit data on these projects. Other users can access the project data in a Read Only mode. 6

8 Primavera Workspace The main windows in Primavera Project Management have different functions, but the navigation options are similar. Projects Window The Projects window displays all of the projects grouped (default) by the Enterprise Project Structure. It gives the user the ability to see things at a summarized, project level with the option to summarize or roll-up information even further. For instance, information can be viewed about that individual project or for all the projects in that Facility or Region Title Bar Displays the name of current opened projects 2. Menu Bar Used to perform functions in Project Management (P3eC) 3. Directory Bar Used to display Project Management (P3eC) Windows 4. Project Details Use to view/edit detailed information for the project 5. Navigation Bar Displays label of what window is open. Used to move back a window, Directory Bar and Help 6. Status Bar Displays User Name, Data Date, Access Mode and Current Baselines 7. Command Bar Displays options for adding or editing project data 7

9 Enterprise Project Structure (EPS) The Enterprise Project Structure (EPS) is a hierarchy developed to help categorize or organize projects. MDCPS has chosen to structure the EPS first by Region, then by Facility name and Location number. Each project will be organized by Region and Facility so that anyone can identify what projects are happening at that facility including Capital and Maintenance projects. The EPS allows the user to manage projects separately while retaining the ability to roll up and summarize data across multiple projects. It also assists in assigning security rights at the different levels of the structure. Attributes of the EPS The top level is called the root and it can be subdivided into many nodes Nodes can represent different levels in the hierarchy except the top level and the lowest level (which is a project) o Examples of nodes could be Site Locations, Location numbers, Departments etc Each node can contain an unlimited number of projects Placement of the project determines the summary level in which it is included 8

10 Home Window The Home Window is the starting point for navigating through the main windows in Primavera Title Bar Displays the name of current opened projects 2. Menu Bar Used to perform functions in Project Management (P3eC) 3. Directory Bar Used to display Project Management (P3eC) Windows 4. Navigation Bar Displays label of what window is open. Used to move back a window, Directory Bar & Help 5. Status Bar Displays User Name, Data Date, Access Mode and Current Baselines 9

11 Activities Window The Activities window is used to create, view and edit activity data for opened projects. Can be divided into top and bottom layouts Click the Activities button from the Directory Bar to access the Activities Windows. 1. Toolbar Displays active icons to change the look of the layout 2. Command Bar Displays options for adding or editing activity data 3. Gantt Chart Graphical display of individual activities over time 4. Activity Details Used to view/edit detailed information for the selected activity 5. Split Bars Used to hide or show more information in the layouts 6. Activity Table Displays activity information in spreadsheet format 7. Timescale Used to show major and minor date lines for building the project 8. Layout Options Bar Displays a menu of the options available to the Activities Window 10

12 Work Breakdown Structure (WBS) The Work Breakdown Structure or (WBS) is the primary structure in which to organize a project. Similar to the EPS that gives a logical organization for multiple projects, the WBS gives a logical organization for each individual project. For example: Phase, CSI codes, Location, etc Attributes of the WBS Each project has a unique WBS hierarchy The top level of the WBS is automatically given the Project name & the Project ID Elements within the WBS have a child/parent relationship which means that it can roll up and summarize information from the lower levels. 11

13 Project Initiation Training Manual Section 2: Using Methodology Manager to Apply a Template Applying a Template in Methodology Manager to a Project Using the Project Architect 1. Choose the File Menu Bar then choose Project Architect. 2. Welcome window! Choose Next. 12

14 3. Choose between a Base Methodology (An entire project ex: building a house) or a Plug-In Methodology (part of a project ex: adding a screened porch). 4. Choose Next. 5. Select which Base Methodology (or Plug-In Methodology) that will be used. 6. Highlight it and choose Select, then Close. 7. Choose Next. 13

15 Size and Complexity % Methodology Manager has the ability to set parameters on costs, resource units (hours), and durations of activities. In other words, the user can assign a low value and a high value for each of those data fields. When a template is brought over from Methodology Manager, then the Project Architect allows the user to scale that project by a percentage. If 0% is chosen, it will bring over the lowest assigned value and if 100% is chosen, likewise, it will bring over the highest assigned value. Any percentage between 0 and 100 will calculate the equivalent cost, duration, and unit values according to the percentage chosen. 8. Enter a Percentage between 0 and 100 in the Size and Complexity column. 9. Choose Next. 10. Make sure the Merge methodology WBS into current project s WBS is checked. 11. To remove a WBS element: Choose Tailor, highlight the WBS element, choose Select, then Close. 12. Choose Next. 14

16 WP s & Docs In P3eC, has the ability to link internal Reference Documents ( Docs ) or deliverables ( WP s Work Products ) to a project or individual activities. 13. Optional: To remove any WP s and/or Docs: Choose Tailor, and select the documents that need to be removed. Choose Close. 14. Choose Next. 15. Choose the Overview button to see any adjustments that have been made. 15

17 16. Choose Next. 17. Choose between the two Resource Rate Types (ex: Electricians make $25/hr). -The first option refers to the rate specified in the Resource pool in P3eC, where each of the resources are listed and given a rate (price/unit), usually hourly or daily. Default option. -The second option refers to the price/unit from the chosen Methodology. 16

18 18. To change the Import configuration, choose Modify. (Would the user like to keep existing, update existing, insert new or not import the information to a current (existing) project?) 19. To keep the default configuration, choose Next. 20. If you are pulling in a Plug-In Methodology from Methodology Manager, you may want to choose a specific WBS element to place the Plug-In into. 21. For Base Methodologies, the top level of the WBS element would be the most common option. 22. Choose Finish. You have successfully brought in a template from Methodology Manager! 23. Choose OK. 17

19 Commit Changes and Refresh Data In order to show new changes on the shared database, you may need to commit your changes and refresh the data. Commit Changes Committing changes reflects your own changes into the database to allow other users to view your changes. Step: Choose File, Commit Changes. Refresh Data Refresh Data reflects changes other users have made and allows you to view those changes. Step: Choose File, Refresh Data. 18

20 Project Initiation Training Manual Section 3: Using the Projects Window After the project has been created in Project Management (P3eC) and the template (schedule) has been applied to it from Methodology Manager, there are some items that will need adjusting and assigning to that new project. Items such as: Planned Start Date Must Finish By Date (if applicable) Check the Project ID & Project Name *Responsible Manager Assigned Project Manager Project Type Modifying Project Information Project Owner Design Method Delivery Method Region Template Fiscal Year Funded Date Added to P3eC 1. Choose Projects on the Directory Bar (left side of the screen). IMPORTANT: Any information you would like to see or modify on a project in the Project Details, that project must first be highlighted. 2. Highlight the newly created project and click the icon (show/hide button) from the toolbar to review/modify the necessary Project Detail Tabs. 19

21 General Tab The General Tab enables users to view or modify general information about the selected project. With the appropriate security rights, the Project ID, Project Name, and Responsible Manager can be changed using this tab. Dates Tab The Dates Tab allows users to edit date information for the selected project. The date fields will be populated with the dates from the template project and should be modified to reflect the current project. At any time, you can change the Planned Start Date for the project or enter the Must Finish By Date in this tab. 20

22 Codes Tab The Codes Tab enables users to assign project code values to projects. Project codes allow users to group the projects in your EPS according to specific categories. Project Codes used in the MDCPS database: *Responsible Manager Assigned Project Manager Project Type Project Owner Design Method Region Delivery Method Template Fiscal Year Funded Date Added to P3eC *Responsible Manager is not actually a Project Code but it is assigned similar to a project code. Responsible Manager is tied to security rights (OBS) for a project. NOTE: A project must be open in order to assign a Responsible Manager to it. Brief Explanation of MDCPS Project Codes Established Responsible Manager Only assigned to Executive Director Level at this time Assigned Project Manager actual Coordinator/PM who is managing the project Project Type Ex: Major Paint, Electrical, HVAC, Security Cameras Project Owner Department who owns the project. i.e, Cap Mnt, Special Projects Design Method ex: AEPC, SPC, JOC or N/A if no design Region Geographic Location of the project Delivery Method Ex: Term Bid, JOC, CM@ Risk Template which Template (pre-set schedule) has been added to this project Fiscal Year Funded what year was this project originally funded Date Added to P3eC if you are adding a new project, this date should be added 1. Click the Codes Tab from the projects window 2. Click the Assign button 3. Highlight the code value from the Project Code grouping 4. Double-click the value to assign or highlight and click the icon 5. A Project Code can also be assigned in the Project Table under the appropriate columns and by double-clicking inside the cell.

23 Notebook Tab 21 Notebook topics are used to record comments about the project when necessary. They can be used to report reasons for schedule delays such as weather, delivery, and owner delays. Notebook topics can also come in quite useful if a claim issues arises during the project. Topics are defined by the database administrator and are groupings of data that can be pulled into reports. There will be customized Notebook Topics for MDCPS to select from. Notebook Topics are found at the project level as well as the activity level. 1. Click on the Add button in the bottom left corner of the tab to add a Notebook Topic 2. Choose Scope as the Notebook Topic and click the Assign/Select button. 3. Type notes in the Note Pad section of the tab (right side) the scope of the project. This Note Pad can be formatted and has unlimited space for documentation. *Notes and Notebook Topics can be printed out in a report format. 22

24 Section 4: Layouts A layout is a customizable view of project information. A layout is a combination of all the visual elements that appear onscreen. Layouts can be created and used in the Projects Window as well as the Activities Window. Opening an Existing Layout in the Projects Window Users can choose from a number of layouts to present project information from different perspectives. Layouts will be pre-created in the Projects window for the departments of MDCPS based on the information that each department needs to use. 1. In the Projects window, choose the Layout Options Bar. 2. Choose Layout then Open. 3. If prompted to save changes to the layout click No NOTE: If any modifications are made to the current layout, you will be prompted to save those changes. 4. Select a layout to apply to the Workspace and click Open 23

25 Customizing a Layout By creating custom layouts, users can easily view data in a manner specific to their needs and the needs of the organization. The Activities window can be customized and saved in a reusable layout format. Saving layouts for future use allows users to quickly retrieve project information. Layout Options Bar centralized menu for layout customization. The following are the elements that are customizable Selecting Columns Columns Timescale Grouping Data Sorting Data Filters Activity Layouts - Top and Bottom Layouts Table Font and Row Height Bars (discussed in a later chapter) Users are able to select which columns are visible in the Activities window, as well as the order in which they appear. Use single arrows to move the column from the Available Options to Selected Options section Use the up/down arrows to configure the order of the data items on screen *Top to Bottom in the Columns window = Left to Right on the Activity Table 24

26 1. From the Layout Options Bar, choose Columns or click on the icon from the Tool Bar 2. Click to + to expand the grouped data items or from the Available Options bar, choose Group and Sort by List 3. Select the data item to display in the Activity Table and click Note: Modify the Column name by clicking on the Edit Title Button (see change in title for BL Start and BL Finish etc ) 4. Click Apply or OK Note: Apply will make the changes and keep the current window open. OK will make the changes and close the current window. Adjusting Timescale Users are able to use the Timescale dialog box to specify the timescale they want to display in the current Gantt Chart, profile, or spreadsheet layout. Timescale Start set the date from which to display project information Date Interval set the major & minor date fields for the current layout Font & Color set the font and color of the timescale Display Dates select the date format to be displayed o Calendar - display date intervals according to the standard calendar o Fiscal - display the date intervals according to the fiscal periods o Ordinal Dates - display the date intervals as sequential numbers starting with the specified Ordinal Start 1. From the Layout Options Bar, choose Timescale or click on the icon from the Tool Bar 25

27 Grouping Data Grouping data is a flexible way to organize it into categories that share common criteria. Grouping is available in all the windows throughout the application. Projects can be grouped by hierarchical fields including EPS, Project codes such as Responsible Manager or Fiscal Year Funded, as well as any other option in the Grouping drop-down list. Grouping also allows users to quickly view subtotaled and summary data in the Gantt Chart. Group and Sort Dialog Box This dialog box is used to set up how users want to organize projects or activities onscreen Show Grand Totals mark to show a grand total row at the top of the layout Show Summaries Only mark to hide the project or activities within each group title band Group By lists data items used to group the current display Indent available is the data item selected is hierarchical To Level indicates the number of levels to display when grouped by a hierarchical data item Group Interval indicates the interval by which you want to group the selected data item when grouping by date Font & Color displays the font/color for each group title band Show Title mark to display the name of the field that the layout is grouped by; the value will also be displayed Hide if empty mark to hide the group title bands that do not have activities 1. From the Layout Options bar, Choose Group and Sort or click on the icon from the tool bar. 26

28 Sorting Data Sorting determines the sequence in which projects or activities are listed within each group band. Based on the data item you choose, you can sort alphabetically, numerically, or chronologically. Sort by a Single Criteria To sort by a single criteria, click the data item s column title. This is indicated by a faint arrow in the column heading. You can do this for any column on the table Sorting Arrow Sort by Multiple Criteria To sort by multiple criteria, choose your Layout Options Bar, Group and Sort, then click the Sort button on the right side of the Group and Sort window. Choose the items you would like to sort by and Click Ok. 27

29 Filters A filter is a set of instructions that determines which activities/projects to display. Users can apply a filter at any time to focus on specific projects or activities in a project and can be saved as part of a layout. Filters allow users to focus on specific data by limiting the number of projects or activities on the screen. A set of predefined filters are provided, as is the ability to created user defined filters Default 15 pre-defined filters available to all users; cannot be deleted or modified Global available to all users User Defined available to current users for all projects they have access to Filter Dialog Box All Projects mark to show all projects in the layout Show projects that match used when more than one filter is selected o All selected filters mark to include projects that meet every selected filter o Any selected filter mark to include projects that meet at least one of the selected filters Replace activities shown in current layout (Only displayed in Activity Filter Box) displays only activities that meet the filter criteria. Highlight activities in current layout which match criteria (Only displayed in Activities Filter Box) highlights only activities that meet the filter criteria 28

30 Creating a New Filter You can create a new filter in the Projects window as well as the Activities window. For example, I may want to only see the projects that have Francis Hoar assigned as the Responsible Manager. 1. Choose New in the Filter Dialog Box. 2. Type a Name in the area called Filter Name. (Ex. Resp Manager) 3. Click inside the box under the column labeled Parameter to choose how you will set up your filter. (Ex. Responsible Manager) 4. Select an option under the Is column. (Ex. equals) 5. Choose a value under the Value column. (Ex. Francis Hoar) 6. Choose OK. 7. Check the Select box next to the filter you would like to run. 8. Choose OK. Applying the All Projects (or Activities) Filter To remove the filter and view all of the projects on screen, check the All Projects Box. 1. Open the Filter dialog box 2. Mark the All Projects checkbox in the upper left hand corner 3. Click OK to execute (or remove the filter). 29

31 Opening an Existing Layout in the Activities Window Users can choose from a number of layouts to present project information from different perspectives. Layouts will be pre-created in the Activities window for the departments of MDCPS based on the information that each department needs to use. Layout Views 1. In the Activities window, choose the Layout Options Bar. 2. Choose Layout then Open. 3. If prompted to save changes to the layout click No NOTE: If any modifications are made to the current layout, you will be prompted to save those changes. 4. Select a layout to apply to the Workspace and click Open The layout view in the Activities Window in Project Management (P3eC) can be divided into top and bottom layout features. Layout Types to show on TOP: Activity Table Layout Types to show on BOTTOM: Activity Details Gantt Chart Gantt Chart Activity Table 30

32 Table, Font and Row Height Use the Table Font and Row dialog box to change the appearance of text, color, and the height of rows in your display. Font and Color customize the color and font size of the data, as well as the color displayed in the background of the Project or Activity Table and Gantt Chart Row Height adjust to accommodate the labels on the bars or the data in the columns o Optimize height by row content indicated row height is to be determined by its content. Text will wrap to next line if needed. o Select height for all rows adjusts the height of all rows 1. From the Layout Options Bar, choose Table Font and Row 2. Click to adjust the font size 3. Select Row Height options 4. Click Apply or OK 31

33 Saving Layouts Users are able to save layouts for their own personal use or create shared layouts with other users to facilitate project communication. Layouts can be global or user-specific Layout / Save saves changes to the current layout Layout / Save As prompts users to save the layout with a new name Current User on the user creating the layout has access to it All Users all licensed users have access to the layout (global) Another User current user specifies a user to have access to the layout Note: the current user will not have access to the layout 1. From the Layout Options bar, choose Layout 2. Then choose Save As 3. Type the new Layout Name 4. Select user(s) to have access in the Available to field 5. Click Save 32

34 Project Initiation Training Manual Section 5: Adding / Modifying/ Removing Activities Adding New Activities Activities are the basic work elements of a project. They are the lowest subdivision of work that is tracked in the project schedule. Activities may need to be modified or added in the project schedule to accommodate any additional work scope to be accomplished outside of the template pulled out of Methodology Manager. Components to every activity: Activity ID Activity Name Original Duration Activity Type Calendar Some of these fields have default values that fill in until you change them. Activity Details General Tab used to add general information about the activity 1. Right-click and choose Add, click the button from the command bar or press Insert from the keyboard to add a new activity 2. On the General Tab, verify the Activity ID 3. Enter the Activity Name 4. Enter the Activity Type Task Dependent Default activity type used when work is scheduled base on the activity schedule 33

35 Project Initiation Training Manual Resource Dependent Work is scheduled according to resource calendar/availability 1. Level of Effort Typically used for ongoing tasks dependant on other activities. Duration is determined on its predecessor/successor activities (similar to Hammock activity type in P3) 2. Milestones Start and Finish zero duration activities that mark the beginning or end of a project phase or used to communicate project deliverables 5. Verify the correct Activity Calendar Calendars The default calendar for every activity should be a calendar called 7-Day Workweek, (No Holidays). There will be at least one activity that a calendar should be changed and that is the Board Award activity. The Board Award activity should be assigned a calendar called Board Meeting Calendar. 1. On the General Tab in the Activity Details, click the ellipse button under Activity Calendar and it will bring up the Calendar window. 2. Choose the correct calendar for that activity. 3. Click on the Green Plus button to assign the calendar. Status Tab used to assign durations and constraints 1. Click the Status Tab 2. Enter the Original Duration and press Enter 3. Assign Constraints on the Status Tab ONLY IF NEEDED. NOTE: Constraints will be needed to hold a Milestone date in place instead of choosing the Finish date when statusing an activity. (2 commonly used constraints listed below) Start On or After Used to set the earliest date an activity can begin. Forces the activity to Start no earlier than that constraint date. Affects the early dates of activities. Finish On or After Used to set intermediate completion points in the project. Forces the activity to Finish on or anytime after the constraint date. Affects the early dates of activities. 34

36 Codes Tab used to assign Activity Code values to the activities Activity Codes Activity Codes are ways to classify and categorize activities according to your organizational and project needs. The Activity Code Executive Report is used to pick up dates from specific activities in each project and relay those dates to the Capital Project Status Report. Attributes of Activity Codes: o Can be global, which means they would be available for any project in the database o Organize activities within a project o Unlimited number of global activity codes available o Each Activity Code has attached Code Values o Unlimited number of Code Values available for each Activity Code 1. Click the Codes Tab 2. Click the Assign button 3. Highlight the code value from the Assign Activity Codes dialog box 4. Double-click the value to assign or highlight and click the icon 5. An Activity Code can also be assigned by bringing in the column representing that code, double-clicking inside the cell, and assign the values in the Activity Table. 35

37 Relationships Tab - used to assign Predecessor and Successor relationships Predecessor the activity that comes before (precedes) the activity in focus Successor the activity that comes after (succeeds) the activity in focus 1. Click the Relationships Tab 2. The Relationships Tab is divided into two sections Predecessor and Successors 3. Click the Assign button from the Predecessor or Successor section and highlight the predecessor/successor activity and click the icon 4. Enter the Relationship type (FS, SS, FF, SF) Finish-to-Start Default relationship type. The start of the successor activity depends on the completion of the predecessor activity Start-to-Start The start of the successor depends on the start of the predecessor Finish-to-Finish The finish of the successor depends on the finish of the predecessor Start-to-Finish Successor activity cannot complete until the start of the predecessor activity 5. Enter the Lag, if any Lag is the offset of delay between and activity and its successor activity. Can be positive or negative 6. Close the Predecessor/Successor Box 36

38 Notebook Tab They can be used to report reasons for schedule delays such as weather, delivery, and owner delays. Notebook topics can also come in quite useful if a claim issues arises during the project. Topics are customized by the MDCPS Primavera administrator and are groupings of data that can be pulled into reports. There will be customized Notebook Topics for MDCPS to select from. Notebook Topics are found at the project level as well as the activity level. Users may list several notebook topics on an activity. 1. Highlight the activity 2. Click on the Notebook Tab 3. Click Add under Notebook Topics and assign the appropriate topic 4. Type the note on the right side of the screen 5. Next, to indicate that a particular activity has a note attached to it, double click inside the cell under the column Notes-Last Date Added and you will choose the current date. Notes-Last Date Added 37

39 Modifying Activities All activity elements can be modified to reflect scope differences/changes from the template project. Using the Activity Detail Tabs described in the Adding New Activities section, users are able to quickly build their schedules by making the necessary changes to the activity duration, relationships or any other modification needed on an activity. Removing Activities When removing an activity from a project, there are two options: Dissolve the activity or Delete the activity. *Dissolving an activity keeps the relationships in place and ties the predecessor of the removed activity to the successor with whichever relationship type that was originally given. *Deleting an activity also removes the relationships that the activity had with its predecessor and successor. To Dissolve an activity: 38

40 1. Choose your Edit menu bar, and select Dissolve 2. Click OK for the prompt about dissolving an activity 3. Notice the activity is gone, but the original relationships are connecting the removed activity s predecessor and successor. To Delete an activity: 1. Choose your Edit menu bar, and select Delete or choose Delete off of your Command bar. 2. Click OK for the prompt about deleting an activity 3. Notice the activity is gone as well as the relationships 39

41 Project Initiation Training Manual Section 6: Scheduling the Project Project Management (P3eC) employs the Critical Path Method (CPM) scheduling technique to calculate project schedules. CPM uses activity durations, calendar assignments, constraints and relationships between activities to calculate the schedule early (projected) and late dates. This schedule calculation is done in two passes through the activities in the project. Scheduling Concepts Critical Path Longest continuous path of activities through a project schedule that determines the project completion date. A delay in one activity delays the project as a whole. Forward Pass Calculates an activities early dates, Early dates are the earliest dates that an activity can start and finish once its predecessors have been completed Early Start + Duration -1 = Early finish Backward Pass Calculates an activities late dates. Late dates are the latest dates that an activity can start and finish without delaying the end date of the project Late Finish Duration + 1 = Late Start Total Float The amount of time an activity can slip from its early start date without delaying the project. Late Date Early Date = Total Float Critical Activities Activities with less than or equal to zero total float Backward Pass with Required Finish Uses the Required Finish date as the latest late finish when performing the backward pass. Used only during the backward pass. Late Finish Duration + 1 = Late Start Loops Circular logic between two activities, meaning a predecessor activity is also listed as a successor activity in an activity network. Project Management (P3eC) will display a dialog box showing that a loop exists. Schedule will not calculate until the loop is eliminated. Open Ends Activities that do not have a predecessor or successor activity. No Predecessor activity uses data date as early start date No Successor activity uses project finish as late finish date Driving Relationships An activity that has a predecessor relationship that determines its early start. 40

42 Scheduling a Project in Project Management (P3eC) When users schedule a project, Project Management (P3eC) calculates the activity dates according to durations and logic. When the project is scheduled, the Schedule Log records high-level project information that is useful in planning and managing a project schedule. 1. Choose Tools / Schedule, click the icon from the tool bar or press F9 on the keyboard. 2. Enter/Verify the correct Data Date 3. Click Schedule. *MDCPS users should be set to an automatic scheduling function. To verify that function is active: 1. Choose Tools / Schedule on the menu bar or F9 on the keyboard. 2. Choose the Advanced button. 3. Make sure the option Schedule automatically when a change affects dates is checked. 4. Automatic scheduling will not change the Data Date, that will still need to be changed manually. 41

43 Section 7: Baselining a Project This section describes the steps necessary to create a baseline of the project plan and how to perform baseline schedule comparisons. For MDCPS, there is a 2- Step Process in creating a baseline. The first step is using the Baseline function in P3eC for the project and the second step copies that baseline so that the Capital Project Status Report that goes to the Board, will reflect those baseline dates. Baselines A baseline is a copy or a snapshot of a project. Users are able to compare baseline project(s) to the current working project to evaluate project progress. Attributes of a baseline Create a baseline of the initial project plan after completing any modifications to the project Create a baseline before any updating is done to the project schedule Save up to 50 baselines per project Compare up to 3 baselines at a time to the current project Can use a copy of the current project or a copy of another project as a baseline Creating a Baseline in P3eC To create a baseline, the project must first be open. 42

44 1. Open the project the needs to be baselined 2. Choose Project/Baselines from the menu bar 3. Click Add 4. Select the option to Add New Baseline Save a copy of the current project as a new baseline Convert another project to a new baseline of the current project 5. Click OK Categorizing the Baseline Users can assign a baseline type to categorize the baseline. Using this feature will give a distinction between baselines for the project as more are added. 1. Select the baseline to assign the Baseline Type 2. Click the drop down arrow and select the Baseline Type. (The Baseline Type options can be customized by the MDCPS Primavera administrator.) 43

45 Assigning a Baseline Use the Baselines dialog box to assign the baselines that will be used for schedule comparison. IMPORTANT NOTE: Each user under their user name must check off the Primary Baseline box to see the frozen baseline dates captured. Three baselines can be assigned for comparison If no baseline is selected for comparison, the current project plan is used as the baseline 1. Check the box under the Primary Baseline column 2. Click Close Capturing Baseline Dates for the Capital Project Status Report This step must be done immediately after Assigning the baseline to ensure matching baseline date for the Capital report. 1. Choose Tools, Global Change. 2. Highlight Set Baseline 1 and choose Apply Changes. 3. Review New Values and choose Commit Changes. 4. Choose No to save changes to log. 44

46 Displaying Baseline Bars By displaying baseline bars in the Gantt Chart, users can visually compare the baseline plan s schedule date to the current project plan s schedule dates. 1. From the Layout Options Bar, choose Bars or click the icon from the tool bar 2. Check the box beside the bar named Primary Baseline and Baseline Milestone 3. Verify the placement of the bar is on Row 2 or higher 4. Click OK to close the Bars dialog box 45

47 Section 8: Statusing a Project Data Date The data date is the date up to which actual performance data is reported and the date from which future work is scheduled. The system knows it as the most current date and we know it as the last time the project was statused. The data date is always the same as the start date of the project before the project starts The data date always starts at the beginning of the day Example: If you are statusing on Friday, you will status the project through the end of the day on Friday and make the data date the next business day, which should be Monday in most cases. It will change each time you status your project. Critical Path The critical path is the longest, continuous path of activities that dictates the finish date of the project. It is usually displayed in the Gantt chart by red bars. Critical Path Activities (Red) Data Date 46

48 Statusing Activities in a Project It is important to establish consistent timing on how often and when the projects will be updated. The organization or department Directors usually set the standard on the frequency of updating -- weekly, monthly, twice a month. When statusing a project, the following items must be recorded: Actual Start Date Begin with the actual start date. Start Milestones will only have an actual start date (no actual finish). Actual Finish Date ONLY if the activity has been completed, will an actual finish date be recorded. Finish Milestones will only have an actual finish date (no start date). Remaining Duration OR Finish Date ONLY if the activity is still in progress, will a remaining duration amount (in days) be recorded. A projected Finish Date could be recorded in place of the remaining duration. *Either entering the Remaining Duration or Finish Date will calculate the other accordingly. Activity % Complete ONLY if the activity is still in progress, will an activity percent complete be recorded. 47

49 Steps to Status Activities in a Project: 1. Record Actual Start Date Double-click inside the cell that correlates to the activity that has started and a calendar will pop up. Choose the date and click Select. 2. Record Actual Finish Date (if activity is actually complete) Double-click inside the cell that correlates to the activity that has finished and a calendar will pop up. Choose the date and click Select. 3. Change the Project s Data Date Click on the Tools menu bar and choose Schedule or press the F9 key on the keyboard. Choose the ellipse button next to the data date and select the new Data Date. *REMEMBER: Choose the next business day after the update as the new data date. Then click on Schedule and the dates will be calculated and the data date line will move accordingly. 4. Record Remaining Duration OR Finish Date (if activity is in progress) a. Remaining Duration should represent the number of days necessary to complete the balance of work on a given activity as of the Current Data Date b. Finish Date represents the date the activity is anticipated to finish based on the current state of the project. NOTE: Constraints will be needed to hold a Milestone date in place instead of choosing the Finish date when statusing an activity. 5. Record Activity % Complete (if activity is in progress) Doubleclick inside the cell for Activity % Complete and type in actual percentage complete for the activity as of Current Data Date. 48

50 Notebook Topics A notebook topic and description is used for as a place to keep notes on specific activities for a reference as well as historical purposes. Show / Hide Button 1. Click once on (or highlight) the activity. 2. Click on the Layout Options Bar, Show on Bottom, Activity Details or from the Activity tool bar, click the show-hide button to hide or display the activity details. 3. Choose Add in the lower left corner of the Notebook Tab. 4. From the right-pane of the Notebook Tab, type any notes that should correspond to the selected activity. TIPS: a. Always keep the top note as the most current note. b. Next, date the note with the current date. c. Add your name or initials at the end of each note recorded for historical purposes 49

51 Capital Project Status Report: Recording Comments 1. Open Project a. Navigate to the Projects Window b. Highlight project > right-click on project > choose Open 2. Navigate to Issues Window a. From the Directory Bar, click the Issues button 3. Add Issue a. From the Project Issues Window, using the Command Bar, click the Add button Command Bar 4. Record Issue Label and Status a. Using the Issue field, record the title of the Issue or comment b. Using the Date Identified field, verify or modify the date the issue was identified c. Using the Status field, record the appropriate issue status i. Open: the issue is currently active or relevant to the project the issue title and issue history will be displayed in the Comments section of the Capital Status Report ii. On Hold: the issue is on hold the issue title and issue history will NOT be displayed in the Comments section of the Capital Status Report iii. Closed: the issue has been closed or resolved 50

52 Project Initiation Training Manual the issue is no longer relevant to the current state of the project the issue title and issue history will NOT be displayed in the Comments section of the Capital Status Report When an issue has been resolved and no longer applies to the project, do NOT delete the issue. Instead, change the Issue Status to Closed. 5. Record the Issue History a. From the Command Bar, click the Issue History button b. From the Issue History dialogue box, type comments in the Add to Notes section c. From the Issue History dialogue box, click the Add button. i. The comments have now been added to the Issue History and are saved for historical purposes d. Additional comments can be added to the same issue using the Issue History dialogue box. Each added comment will be stamped with the date and user 51

53 Section 9: Reporting There are two forms of reporting: Printing a Layout and Reporting from the Reports Window. Printing a layout prints what is visible on the screen (with a few exceptions) and reporting from the Reports window incorporates an internal Report Writer that allows the creation of a report with a Report Wizard or just run an existing report. Printing a Layout Layouts can be printed from the Projects window as well as the Activities window by using the Print Preview function. 1. Choose File, Print Preview from the menu bar 2. Click on the Page Setup icon farthest to the left on the toolbar (white square) to modify settings. 3. Make any changes from the Page Tab, Margins Tab, Options Tab or Header/Footer Tabs. 52

54 Reporting from the Reports Window Primavera has the ability to create new reports and the software also comes standard with several pre-defined reports that can be used as-is or modified. There will be reports that are created and customized for the MDCPS organization based on the specific pieces of information used. 1. Choose the Reports button on the Directory Bar. 2. Highlight the report. 3. Choose Run Report on the Command Bar (right side of the screen) 4. Choose Ok to preview it first. 53