Primavera

Mahatma Education Societys Dr KM Vasudevan Pillais Campus
Unauthorized reproduction or distribution prohibited Copyright 2014, Oracle and/or its affiliates
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Primavera P6 Fundamentals
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Rel 8.2
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Student Guide
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D75456GC10
Edition 1.0
March 2012
D76314

Copyright 2012, Oracle and/or its affiliates. All rights reserved.

Author
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CONTENTS
Lesson 1: Project Management Life Cycle ....................................................1
Project Management Definitions.....................................................................2
Project Management Life Cycle......................................................................3
Initiating Process Group ..................................................................................4

Planning Process Group ..................................................................................5
Executing Process Group ................................................................................6
Controlling Process Group ..............................................................................7
Closing Process Group ....................................................................................8
Lesson Review.................................................................................................9
Lesson 2: Understanding Data in P6............................................................10
P6 EPPM .......................................................................................................10
P6...................................................................................................................11
Team Member Applications ..........................................................................13 h a s
Other Applications.........................................................................................14 in)
Enterprise Project Structure (EPS) ................................................................15 s ac
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EPS ................................................................................................................16
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Sample EPS ...................................................................................................17
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Benefits of the EPS........................................................................................18
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Organizational Breakdown Structure (OBS).................................................19
Sample OBS ..................................................................................................20
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EPS and Security ...........................................................................................21
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Enterprise Data and Project-Specific Data ....................................................22
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Enterprise Data ..............................................................................................23
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Project-Specific Data.....................................................................................24
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Lesson Review...............................................................................................25
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Lesson 3: Overviewuand Navigation.............................................................26
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Navigatinga
m a n sf
P6 ................................................................................................27
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P6 Sections
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....................................................................................................28
i P6hPages.........................................................................................................29
s o n
a th Overview:
a n Overview and Navigation ............................................................30
S Logging In...................................................................................................31
Using the P6 Title Bar and P6 Help ............................................................32
Using the P6 Navigation Bar ......................................................................34
Opening a Project via the Dialog Box.........................................................35
Opening a Project on the EPS Page ............................................................38
Opening Multiple Projects ..........................................................................39
Overview: Navigating the Projects Section...................................................40
Projects Navigation Bar ..............................................................................41
Viewing the Activities Page and Selecting an Activity View.....................43
Customizing the Activities Toolbar ............................................................44
Activity Table..............................................................................................46
Gantt Chart ..................................................................................................47
Activity Network.........................................................................................48
Customizing the Activity Network .............................................................49
Calendar View.............................................................................................50
Activity Detail Windows.............................................................................51
WBS Detail Windows .................................................................................52
Lesson Review...............................................................................................53
Lesson 4: Creating a Project.........................................................................54
Project............................................................................................................55
Creating a Project ..........................................................................................56
Required Information for Creating a Project.................................................57
Overview: Creating a Project ........................................................................58
Creating a New Project ...............................................................................59

Creating a New Project from a Template....................................................61
Overview: Editing Project Details.................................................................63
General Detail Window ..............................................................................65
Budget Log Detail Window ........................................................................67
Notebook Detail Window ...........................................................................68
Codes Detail Window .................................................................................69
Lesson Review...............................................................................................70
Lesson 5: Creating a Work Breakdown Structure .....................................71 s
WBS ..............................................................................................................72 h a
Overview: Creating a WBS ...........................................................................75 in)
Adding a Child WBS Element ....................................................................76 s ac
Specifying a WBS Code and a Responsible Manager ................................78 m e
Adding a Sibling WBS Element .................................................................79 e t
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Adding a WBS Element Using a Keyboard Shortcut .................................80
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Creating Additional WBS Levels................................................................81
Cutting and Pasting a WBS Element ..........................................................82
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Lesson Review...............................................................................................84
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Lesson 6: Adding Activities...........................................................................85
Activities........................................................................................................86
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Activity Components.....................................................................................87
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Activity Type.................................................................................................88
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Start Milestone...............................................................................................89
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Finish Milestone
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hk Dependent......................................................................................92
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Resource
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S a tHow a n Type Affects Dates .................................................................93
Question.........................................................................................................95
Level of Effort ...............................................................................................96
WBS Summary..............................................................................................97
Activity Codes ...............................................................................................98
Overview: Adding Activities.........................................................................99
Adding a Start Milestone ..........................................................................100
Adding Activities ......................................................................................101
Copying and Pasting Activities.................................................................102
Deleting Activities ....................................................................................103
Importing Spreadsheets to Add Activities ................................................104
Overview: Editing Activity Details .............................................................106
Using Steps ...............................................................................................108
Using Notebooks.......................................................................................109
Using Activity Codes ................................................................................110
Adding Activity Code Values ...................................................................111
Lesson Review.............................................................................................112
Case Study 1: Creating a Project ............................................................. 113
Lesson 7: Calendars.....................................................................................116
Calendars .....................................................................................................117
Available Calendars.....................................................................................118
Resource Calendars .....................................................................................120
Work Time Types........................................................................................121

Calendars and Activity Types .....................................................................122
Overview: Viewing Calendars ....................................................................123
Viewing an Activity's Calendar ................................................................124
Viewing Available Global Calendars........................................................126
Viewing a Global Calendar.......................................................................127
Editing a Project Calendar ........................................................................128
Setting Exceptions.....................................................................................129
Setting Nonwork Exceptions.....................................................................130
Assigning a Calendar to an Activity .........................................................131 h a s
Lesson Review.............................................................................................132 in)
Lesson 8: Creating Relationships ...............................................................133 s ac
Network Logic Diagram..............................................................................134 tm
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Precedence Diagramming Method (PDM) ..................................................135 d e n uide
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Relationship Types ......................................................................................136
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Finish to Start (FS) ......................................................................................137
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Start to Start (SS).........................................................................................138
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Finish to Finish (FF)....................................................................................139
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Start to Finish (SF) ......................................................................................140
Relationships with Lag ................................................................................141
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Finish to Start with Lag ...............................................................................142
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Start to Start with Lag..................................................................................143
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Question.......................................................................................................144
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Overview: a
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Creating Relationships...............................................................145
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a th Creating
a in the Gantt Chart ................................................149
S Editing Relationships in the Gantt Chart ..................................................150
Linking Multiple Activities.......................................................................152
Canceling Data Changes ...........................................................................153
Lesson Review.............................................................................................154
Lesson 9: Scheduling ...................................................................................155
Critical Path Method Scheduling.................................................................156
Critical Path .................................................................................................157
Data Date .....................................................................................................158
Forward Pass ...............................................................................................160
Backward Pass.............................................................................................162
Total Float ...................................................................................................164
Types of Total Float ....................................................................................166
Must Finish By Date....................................................................................167
Backward Pass with Required Finish ..........................................................168
Circular Relationships (Loops)....................................................................169
Open Ends ...................................................................................................170
Questions .....................................................................................................171
Overview: Scheduling .................................................................................174
Scheduling a Project..................................................................................175
Viewing the Schedule Log ........................................................................176
Using Schedule Check Report ..................................................................177
Viewing the Scheduled Finish Date..........................................................179
Lesson Review.............................................................................................180
Lesson 10: Assigning Constraints...............................................................181

Constraints...................................................................................................182
Must Finish By ............................................................................................183
Start On or After..........................................................................................184
Additional Start Constraints ........................................................................185
Additional Finish Constraints......................................................................186
Additional Constraints.................................................................................187
How Constraints Affect Activity Dates.......................................................188
Overview: Assigning Constraints................................................................189
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Adding a Project-Level Constraint ...........................................................190
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Viewing Total Float ..................................................................................191
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Adding an Activity-Level Constraint........................................................192
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Lesson Review.............................................................................................194
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Lesson 11: Managing Project Risks ...........................................................195
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Risks ............................................................................................................196
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Risk Enterprise Data....................................................................................197
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Risk Categories............................................................................................198
Risk Thresholds ...........................................................................................199
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Risk Scoring Matrices .................................................................................200
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Risk User Defined Fields.............................................................................201
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Risk Response Planning ..............................................................................202
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Risk Register ...............................................................................................203
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Overview: Managing r M Project e r a
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Risk..........................................................................................205
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Computing
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a thMappinga Risks
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S Viewing and Assigning Risks on the Activities Page...............................210
Creating a Risk Response Plan .................................................................211
Adding Response Actions to a Risk Response Plan .................................213
Adding Thresholds and Costs to Risk Response Actions .........................214
Viewing Risks on the Project Workspace.................................................216
Lesson Review.............................................................................................217
Lesson 12: Customizing Activity Views .....................................................218
Activity Views.............................................................................................219
Grouping......................................................................................................220
Sorting .........................................................................................................222
Filtering .......................................................................................................223
Overview: Customizing Activity Views .....................................................224
Saving a Copy of an Activity View ..........................................................225
Viewing the Customize Activity View Dialog Box..................................226
Columns Tab .............................................................................................227
Grouping Tab ............................................................................................229

Filters Tab .................................................................................................231
Modifying Filter Access............................................................................233
Bars Tab ....................................................................................................234
Gantt Chart Tab.........................................................................................236
Access Tab ................................................................................................237
Viewing the Gantt Chart and Changing the Timescale.............................238
Sorting Data and Ordering Columns.........................................................239

Selecting Detail Windows.........................................................................240
Relocating Detail Windows ......................................................................241
Lesson Review.............................................................................................242
Case Study 2: Scheduling the Project ...................................................... 243
Lesson 13: Understanding Roles and Resources.......................................245
Roles and Resources....................................................................................246
Resource Details..........................................................................................248
Relationship between Roles and Resources ................................................249 h a s
Resource Types ...........................................................................................250 in)
Overview: Viewing Roles and Resources ...................................................251 s ac
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Viewing Resources ...................................................................................252
Viewing Unit and Price Information.........................................................253
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Viewing Resource Teams .........................................................................254
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Viewing Roles...........................................................................................255
Viewing Price and Limits Information for Roles......................................256
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Viewing Role Teams.................................................................................258
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Lesson Review.............................................................................................259
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Lesson 14: Assigning Roles and Resources................................................260
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Assigning Roles...........................................................................................261
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Assigning Resources ...................................................................................263
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Summarization.............................................................................................265
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Overview:
- t r Roles and Resources.................................................266
Assigning
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Assigning
Assignments Detail Window................................................267
to an Activity.........................................................269
S Assigning a Role to an Activity ................................................................270
Filling an Unstaffed Role Assignment......................................................271
Assigning a Role to Multiple Activities....................................................272
Assigning a Resource to Multiple Activities ............................................273
Designating a Primary Resource...............................................................274
E-mail Notification....................................................................................275
Lesson Review.............................................................................................276
Lesson 15: Project Workspace....................................................................277
Project Workspace.......................................................................................278
Security Access ...........................................................................................279
Overview: Project Workspace.....................................................................280
Accessing Project Workspace Customization Options .............................281
Customizing Project Workspace Content .................................................283
Customizing Project Workspace Layout...................................................285
Using Portlet Controls...............................................................................286
Customizing Portlets .................................................................................287
Lesson Review.............................................................................................288
Lesson 16: Optimizing the Project Plan.....................................................289
Project Constraints.......................................................................................290
Optimizing the Project Plan.........................................................................291
Analyzing Schedule Dates...........................................................................292
Shortening the Project .................................................................................293
Analyzing Resource Allocation...................................................................294

Analyzing the Budget ..................................................................................295
Summary Data .............................................................................................296
Overview: Shortening the Schedule ............................................................297
Comparing Scheduled Finish to Must Finish By Date .............................298
Focusing on Critical Activities .................................................................299
Shortening Activity Durations ..................................................................300
Modifying Relationships...........................................................................301
Modifying Constraints ..............................................................................302
Confirming Results ...................................................................................304
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Overview: Using the Team Usage Page ......................................................305
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Overview: Using the Check Resource Overallocation Service ...................306
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Summarizing the Project ...........................................................................307
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Analyzing Resource Allocation on Team Usage Page .............................308
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Using the Check Resource Overallocation Service ..................................310 d
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Using Overallocation Report to Resolve Resource Usage........................312 s
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Reviewing the Budget ...............................................................................314
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Lesson Review.............................................................................................315
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Lesson 17: Baselining the Project Plan ......................................................316
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What is a Baseline? .....................................................................................317
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Baseline Types.............................................................................................318
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Overview: Baselining the Project
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Opening a Project Exclusively
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Creating Baselines.....................................................................................321
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Displaying
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a Project to a Baseline ............................................................325
S Restoring
Lesson Review.............................................................................................327
Lesson 18: Importing and Exporting Data................................................328
Import and Export Formats .........................................................................329
Overview: Importing and Exporting Projects..............................................330
Exporting a Project....................................................................................331
Importing a Project....................................................................................333
Reviewing Import Action Settings............................................................334
Lesson Review.............................................................................................336
Case Study 3: Optimizing and Baselining the Project............................ 337
Lesson 19: Methods of Applying Progress.................................................339
Preparing the Project for Updating..............................................................340
Scheduling the Initial Project Plan ..............................................................341
Data Date .....................................................................................................342
Critical Path .................................................................................................343
Creating Baselines .......................................................................................344

Maintaining Baselines .................................................................................345
Updating a Project .......................................................................................346
Factors in Selecting an Updating Method ...................................................347
Spectrum of Updating Methods...................................................................348
Auto Compute Actuals ................................................................................349
Using Auto Compute Actuals......................................................................350
Link Percent Complete With Actuals..........................................................351

Using Link Percent Complete With Actuals ...............................................352
Manually Update Activities, Expenses, and Resources ..............................353
Options for Manually Updating...................................................................354
Timesheets...................................................................................................355
Delegating Status Updates...........................................................................357
Project Scheduled Services..........................................................................358
Lesson Review.............................................................................................359
Lesson 20: Executing the Project Plan.......................................................360
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Data Date .....................................................................................................362
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The Updating Process..................................................................................363
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Overview: Executing the Project Plan.........................................................364
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Using Progress Spotlight...........................................................................365
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Updating a Start Milestone .......................................................................366
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Statusing an Activity to Completion .........................................................367
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Entering Actual Labor Units .....................................................................368
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Updating Actual Start and Actual Finish Dates ........................................369
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Updating a Completed Activity ................................................................370
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Updating a Completed Activity that is Behind Schedule..........................371
Updating Remaining Duration for an Activity in Progress.......................372
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Updating Actual Units for an Activity in Progress ...................................373
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Updating an Activity in Progress that is Behind Schedule .......................374
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m a ansfSuspending an Activity .............................................................................375
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th a n Assessing the Rescheduled Project ...........................................................377
S a Updating Status via Team Member Applications .....................................378
Reviewing Status Updates from Team Member Applications..................381
Viewing the Update History Detail Window ............................................383
Lesson Review.............................................................................................384
Lesson 21: Managing Project Issues ..........................................................385
Issues ...........................................................................................................386
Issue Forms..................................................................................................387
Overview: Managing Project Issues............................................................388
Viewing Project Issues..............................................................................389
Creating an Issue .......................................................................................390
Grouping Issues.........................................................................................392
Viewing Issues in Charts...........................................................................394
Lesson Review.............................................................................................395
Lesson 22: Analyzing the Updated Project................................................396
Steps for Analyzing the Updated Project ....................................................397
Questions to Determine How to Adjust a Schedule ....................................398
Shortening the Project .................................................................................399
Overview: Analyzing the Updated Project..................................................400
Analyzing Schedule Dates and Critical Activities ....................................401
Comparing Current and Baseline Dates....................................................404
Shortening the Schedule............................................................................405
Reducing Lag on an Activity ....................................................................407
Viewing Updated Project Information ......................................................408
Lesson Review.............................................................................................409
Lesson 23: Portfolios and Dashboards.......................................................410
Dashboards ..................................................................................................411
Comparing Functionality of Dashboards and Project Workspace ..............412
Portfolios .....................................................................................................413
Ways to Create Portfolios............................................................................414
Overview: Dashboards ................................................................................415
Filtering Portlet Data.................................................................................416
Displaying a Portlet...................................................................................417
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Modifying Portlet Layout..........................................................................419
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Displaying a Custom Portlet .....................................................................420
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Viewing the Project Health Portlet ...........................................................421
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Viewing the Project Gantt Chart Portlet ...................................................422
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Creating a Dashboard................................................................................423
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Managing Dashboards...............................................................................424
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Overview: Creating Portfolios.....................................................................425
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Viewing Portfolios ....................................................................................426
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Creating a Portfolio Manually...................................................................427
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Creating a Portfolio by Filter ....................................................................428
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Viewing a Dashboard via Filtered Portfolio .............................................430
Creating a New Portfolio View.................................................................431
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Display an Existing Portfolio View ..........................................................432
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Deleting a Portfolio ...................................................................................433
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Lesson Review.............................................................................................434
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k Reporting
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a nProcess...................................................................................436
S Oracle Business Intelligence Publisher .......................................................438
P6 Analytics and Oracle Business Intelligence ...........................................439
Overview: Reporting ...................................................................................440
Using the Reports View ............................................................................441
Configuring Report Delivery Settings ......................................................442
Scheduling a Report ..................................................................................444
Viewing a Report ......................................................................................445
Lesson Review.............................................................................................447
Case Study 4: Project Execution and Control...........................................448
Appendix A: Updating the Project Using Timesheets ..............................452
Timesheet Approval Process .......................................................................454
Data Date .....................................................................................................455
Applying Actuals.........................................................................................456
Overview: Updating the Project Using Timesheets ....................................458
Selecting a Timesheet Approval Manager ................................................459

Viewing Timesheets and Notes.................................................................460
Approving Timesheets ..............................................................................463
Applying Actuals ......................................................................................464
Rescheduling the Project...........................................................................465
Lesson Review.............................................................................................466
Appendix B: Case Study Solutions ............................................................467

Case Study 1 Solutions................................................................................467
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Course Objectives
Primavera P6 Fundamentals Rel 8.2 will cover the following topics:
Section I: Overview and Creating a Project

Lesson 1 Project Management Life Cycle
Identify the five process groups in the Project Management Life Cycle.
Describe the steps included in each process group.
Lesson 2 Understanding Data in P6
Describe P6 Enterprise Project Portfolio Management (EPPM). s
h a
Describe the Enterprise Project Structure. in)
Describe the Organizational Breakdown Structure. s ac
m e
Distinguish between enterprise data and project-specific data. en t i de
d
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Lesson 3 Overview and Navigation s
Open existing projects. m ar@ tude
h k u is S
Use context-sensitive P6 Help.
a t his se th
Navigate the Projects section.
( m s to u
Use the Activities m arto view
page n s e data in multiple formats.
project
u k u l i ce
uth rabl
Lesson 4 Creating a Project e
M
r anproject.
aCreate fe

m s
h k u View
n - t rathe EPS page.
a this a noModify project information in project detail windows.
S
Lesson 5 Creating a Work Breakdown Structure
Define a Work Breakdown Structure (WBS).
Create multiple levels of a WBS hierarchy.
Lesson 6 Adding Activities
Describe an activity and its components.
Describe activity types.
Add activities.
Add steps to an activity.
Assign activity code values to activities.
Case Study 1 Creating a Project
Section II: Scheduling the Project and Managing Data

Lesson 7 Calendars
Explain the difference between global, project and resource calendars.
Define work time types.

View calendars.
Edit a project calendar.
Assign a calendar to an activity.
Lesson 8 Creating Relationships
Understand a network logic diagram.
h a s
Describe the four relationship types.
c in)
s a
Create relationships in the Gantt chart.
m e
Create relationships in Activity windows. e t
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d
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Lesson 9 Scheduling s
a r@ tude
Describe Critical Path Method (CPM) scheduling.
k m
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Perform a forward and a backward pass.
a t his se th
Describe float and its impact on ( m s to u
a schedule.
Identify loops and open m ar ense
ends.
u k u lic
t h
Calculate auschedule. b l e
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m a the
Analyze
a s
nscheduling log report.
k u - t r
Lesson 10
i s hAssigning
o n Constraints
t h n
Sa a Describe available constraint types.
Apply a Must Finish By constraint to a project.
Apply a Start On or After constraint to an activity.
Add a Notebook topic to a constrained activity.
Lesson 11 Managing Risks
Define a risk and understand how risks can impact a project.
Create project risks.
Assign a risk to an activity.
Develop a risk response plan.
Lesson 12 Customizing Activity Views
Manage activity views.
Customize activity views.

Sort and order columns.
Manage detail windows.
Case Study 2 Scheduling the Project
Section III: Assigning Resources and Baselining

Lesson 13 Understanding Roles and Resources
Describe roles.
View the roles hierarchy.
h a s
Describe resources.
ci n)
Identify the differences between labor, nonlabor, and material resources. e s a
View the resource hierarchy. n t m de
t u de Gui
Lesson 14 Assigning Roles and Resources @ s ent
a r t u d
Assign roles to an activity. m
ku this S
Fill a role assignment. i s h
s ath use
Assign a resource.
a r (m nse to
Check resource u
k m ice
availability.
Send e-mails
u
u
th to assigned
b l e lresources.
r M f e ra
a Workspace
Lesson 15 Project
m a ns
u t
hk oDescriber
- the Project Workspace.
h i s n n
t
Sa a Add and remove portlets.
Customize the Project Workspace.
Lesson 16 Optimizing the Project Plan
Analyze schedule dates.
Shorten a project schedule.
Analyze resource availability.
Resolve resource overallocation.
Analyze project costs.
Lesson 17 Baselining the Project Plan
Create a baseline plan.
Display baseline bars on the Gantt chart.
Modify display of bars on the Gantt chart.

Convert a project to a baseline.
Restore a baseline.
Lesson 18 Importing and Exporting Data
Describe the process of importing and exporting data.

Export a project.
Import a project.
Case Study 3 Scheduling the Project
Section IV: Project Execution and Control

h a s
Lesson 19 Methods of Applying Progress i n)
s ac
Understand different updating methods.
m e
e t
n uide
Lesson 20 Executing the Project Plan d
s tu nt G
Use Progress Spotlight.
m ar@ tude
Update the status of completed activities and activities
k S
u inisprogress.
h
Reschedule the project.
a t his se th
( m s to u
Lesson 21 Managing Issues
m ar ense
View project-related
u k uissues. lic
u th able
Create an issue.
a r M fer

u m
Group issues.
t r a ns
h
s k Display
n - issues in chart form.
t h i n o
S a a
Lesson 22 Analyzing the Updated Project
Analyze schedule dates, resource availability/allocation, and project costs.
Identify areas where the project is falling behind schedule or exceeding planned costs.
Make changes necessary to address variances.
Understand the importance of analyzing a project after every status update.
Lesson 23 Portfolios and Dashboards
Create a dashboard.
Add and remove dashboards.
Filter data to display in portlets.
Create a portfolio manually.
Create a portfolio using a filter.
Lesson 24 Reporting
Navigate the P6 Reports section.
Schedule reports.
Run reports.
Case Study 4 Project Execution and Control
h a s
in)
s ac
m e
e t
n uide
d
tu nt G
s
m ar@ tude
h k u is S
a t his se th
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m ar ense
u k u lic
u t h b l e
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m a ansf
u
hk on-tr
i s
th a n
S a
h a s
i n)
s ac
m e
e t
n uide
d
tu nt G
s
m ar@ tude
h k u is S
a t his se th
( m s to u
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u k u lic
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Lesson 1: Project Management Life Cycle

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1
Project Management Definitions

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2
Project Management Life Cycle

h a s
in)
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n uide
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u k u lic
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3
Initiating Process Group

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s ac
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n uide
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4
Planning Process Group

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5
Executing Process Group

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n uide
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6
Controlling Process Group

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n uide
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7
Closing Process Group

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8
Lesson Review
Project management is the process of achieving project objectives within the constraints of schedule,
cost, and resource limitations.
The project management life cycle is a sequence of process groups that defines the overall process
from the beginning to the end of a project.
The project management life cycle can be divided into five process groups: Initiating, Planning,
Executing, Controlling, and Closing.
Review Questions
1. Which of the following characteristics is essential to a project?

a. Produces a unique result h a s
b. Temporary in nature
in)
c. Complex or consisting of myriad tasks
s ac
d. a and b
m e
e. a, b, and c e t
n uide
d
tu nt G
2. Which of the following constraints must project management address? s
a. Schedule m ar@ tude
b. Cost h k u is S
c. Resources
a t his se th
d. a and b
( m s to u
e. a, b, and c
m ar ense
u k u lic
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9
Lesson 2: Understanding Data in P6

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m e
e t
n uide
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tu nt G
s
m ar@ tude
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a t his se th
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m ar ense
P6 EPPM u k u lic
u t h b l e
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hk on-tr
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10
h a s
i n)
s ac
m e
e t
n uide
d
tu nt G
s
m ar@ tude
h k u is S
a t his se th
( m s to u
m ar ense
u k u lic
u t h b l e
P6 r M e r a
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u
hk on-tr
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11
P6
Project, portfolio, and resource management: Manage and

schedule projects, administer and assign resources, analyze

portfolios and future capacity, and create personal dashboards.
Administration and enterprise data: Administer user
accounts, preferences, views, settings, and enterprise data.
Document management: Manage documents and, with
optional features, review and collaborate on documents.
Workflows: The workflow engine bundled with P6 EPPM
has
provides Business Process Modeling Notation (BPMN)
compliant graphical notation that depicts the steps in your
c i n)
project initiation workflows.
e sa
Reports: Generate and view reports using Web browser.
n t m de
Reports can be routed via e-mail, saved to a shared or local file,de
t u G ui
or printed. s nt
m ar@ tude
h k u is S
his se th
a t
s to u
( m
m ar ense
u k u lic
u t h b l e
r M e r a
m a ansf
u
hk on-tr
i s
S ath a n
12
Team Member Applications

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m e
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s
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13
Other Applications
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s
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14
Enterprise Project Structure (EPS)

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15
EPS
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s ac
m e
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n uide
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tu nt G
s
m ar@ tude
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a t his se th
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m ar ense
u k u lic
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16
Sample EPS
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17
Benefits of the EPS

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18
Organizational Breakdown Structure (OBS)

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in)
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19
Sample OBS
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20
EPS and Security

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21
Enterprise Data and Project-Specific Data

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22
Enterprise Data
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m e
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23
Project-Specific Data
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24
Lesson Review
The Enterprise Project Structure (EPS) is a hierarchy used to organize projects. It enables access to
comprehensive scope, budget, and resource information and provides a foundation for enterprise-
wide project management.

The Organizational Breakdown Structure (OBS) is the hierarchical arrangement of an organizations
project management structure. It controls user access to project data and designation of the
responsible manager.
Enterprise data provides the global structure needed to manage multiple projects. Examples include
the EPS and OBS, resources, and roles.
Project-specific data is available only to the project in which it is defined. Examples include
activities and expenses.
Review Questions h a s
in)
1. Which of the following is enterprise data?
s ac
a. Expenses
m e
b. Resources e t
n uide
c. Risks d
tu nt G
d. Activities s
m ar@ tude
2. Which statement about the EPS is false? h k u is S
a. It includes all projects in the enterprise.
a t his se th
m s levels.
b. It enables project data to be analyzed at multiple
t o u
c. It enables control of security at any level.
a (
r nse
d. It is restricted to two levels. ku m i ce
u e l
M uth rabl
m ar ansfe
h k u -tr
i s o n
a th a n
S
25
Lesson 3: Overview and Navigation

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i n)
s ac
m e
e t
n uide
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tu nt G
s
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26
Navigating P6
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m e
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27
P6 Sections
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28
P6 Pages
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29
Overview: Overview and Navigation

P6 provides a Web-based interface to manage projects, portfolios, and resources while sharing data with
other project team members. After logging in to P6, the Dashboards section is displayed.
h a s
ci n)
s a
m e
e n t ide
s tud nt Gu
m ar@ tude
h k u is S
a t his se th
( m s to u
m ar ense
u k u lic
u t h b l e
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m a ansf
u r Oracle Primavera P6 logo and four options, including Administer and Help.
-tthe
k contains
P6 titlehbar
Clickth i s o n
n context-sensitive P6 Help, which displays information pertaining to the page you are
Help to access
S a
currently a
viewing.
Use the P6 navigation bar to access sections. Click the arrow next to each section title to display the
section menu.
Projects menu contains Open Projects, Enterprise Project Data, and Project Scheduled Services. Click
Open Projects to launch the Open Projects dialog box.
Projects menu also maintains a list of your most recently used projects. The list is not populated until
you have opened at least one project.
On the P6 title bar, click Logout to log out of P6.
30
Logging In
To launch P6, open a Web browser and type the URL specified by your organization. Type a Username and
Password in the corresponding fields. Throughout this course, log in as John Brunner, a project manager on
the HR System Upgrade project.
h a s
ci n)
s a
m e
e n t ide
s tud nt Gu
m ar@ tude
h k u is S
a t his se th
( m s to u
m ar ense
u k u lic
u t h b l e
r M e r a
a ansInf
Activity 3-1: Logging
m
Log in h tok u
P6. -tr
i s o n
t1.h Begina byn starting required services and then navigate to the P6 URL. In the Username field, type
Step Action
S a <jbrunner>.
2. In the Password field, type <jbrunner>.
3. Click Login.
4. You are logged in to P6.
31
Using the P6 Title Bar and P6 Help

The P6 title bar contains four features that can be accessed from any section within P6:
Administer - Provides access to My Preferences and administrative functions for Application

Settings, Enterprise Data, Global Scheduled Services, User Access, User Interface Views, and User
Sessions. Access to administrative functions may be restricted.

Print - Prints the contents of the browser.
Help - Provides links to P6 Help and User Productivity Kit. It also provides links to the P6 Library,
which contains additional documentation such as user and admin guides, and to the Oracle Support
site for Primavera applications.
Logout - Log out of P6.
h a s
in)
s ac
m e
e t
n uide
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tu nt G
s
m ar@ tude
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Setting My Preferences
Access My Preferences from the Administer menu on the P6 title bar. My Preferences provides options for
customizing how you and P6 interact. My Preferences is divided into three sections:
Global - General options that customize the data display format across all sections of P6. For
example, specify formats for time units, dates, and currency. Additional global options allow you to
specify calculation methods, enable automated features such as notifications, and define
performance thresholds.
View - With proper security, you can edit the User Interface View assigned to you. The User
Interface view specifies the pages and menu items available to you in each section.
Password - To change your P6 password, type your current password in the Current Password field,
and then type your new password in both the New Password and Confirm New Password fields.
32
Using P6 Help
Click Help, P6 Help in the P6 title bar to view context-sensitive Help. In a portlet, click the Help icon
to view Help. Use the Contents tab to browse for additional information or use the Search tab to
search for specific topics.
h a s
in)
s ac
m e
e t
n uide
d
tu nt G
s
m ar@ tude
h k u is S
a t his se th
( m s to u
m ar ense
u k u lic
u t h b l e
r M e r a
a athe
Activity 3-2: Using
m n sfP6 Title Bar and P6 Help
View My u -troptions and P6 Help.
hkPreferences
i s o n
t1.h On the
a nAdminister menu, click My Preferences.
Step Action
S a
2. In My Preferences, view options on the Global tab, and then click the View tab.
3. In the Projects section, click Pages.
4. View the pages available and their order in the Projects section, and then click Cancel.
5. On Help menu, click P6 Help.
6. In the P6 Help window, click the Search tab.
7. In the Enter a keyword or phrase field, type <location>.
8. Click Search.
9. When search results are returned, click the first result.
10. View the Help topic, and then click X at the top right of the dialog box to close.
11. You have displayed My Preferences and P6 Help.
33
Using the P6 Navigation Bar

Click a section name on the P6 navigation bar to display that section. Only one section can be displayed at a
time. The name of the selected section is bold and highlighted.
Click the arrow next to a section to access the section menu. Items on the menu can be set in your User
Interface View. Two sections, Portfolios and Projects, also provide shortcuts to most recently used items.
h a s
in)
s ac
m e
e t
n uide
d
tu nt G
s
m ar@ tude
h k u is S
a t his se th
( m s to u
m ar ense
u k u lic
u t h b l e
r M e r a
m a ansf
Activity 3-3:
h k uUsing -the
t r P6 Navigation Bar
n
thiP6s navigation
Use the
a a no bar to navigate through P6 sections and menus.
S1. On the P6 navigation bar, click the arrow on the Dashboards tab.
Step Action
2. View the Dashboards menu options, and then on the P6 navigation bar, click the arrow on the
Portfolios tab.
3. View the Portfolios menu options, and then, on the P6 navigation bar, click the arrow on the Projects
tab.
4. View the Projects menu options, and then, on the P6 navigation bar, click the arrow on the Resources
tab.
5. View the Resources menu option, and then, on the P6 navigation bar, click Projects.
6. Note that the Projects section is displayed. On the P6 navigation bar, click Resources.
7. Note that the Resources section is displayed. Click Dashboards.
8. You have used the P6 navigation bar to navigate through P6 sections and menus.
34
Opening a Project via the Dialog Box

Use the Projects section to create, plan, and manage projects to completion. On the Projects menu, choose:
Open Projects - Open a project or group of projects in the Projects section.

Enterprise Project Data - Manage enterprise-level data such as project, activity and issue codes,
user-defined fields, baseline types, Notebook topics, risk thresholds, and WBS, expense, and risk
categories.
Project Scheduled Services - Specify a time and frequency to run scheduled services, including
schedule, apply actuals, level, and summarize.
h a s
in)
s ac
m e
e t
n uide
d
tu nt G
s
m ar@ tude
h k u is S
a t his se th
( m s to u
m ar ense
u k u lic
u t h b l e
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m a ansf
u
hk on-tr
i s
th a n
S a
Open a single project or multiple projects simultaneously with one of these methods:
Open a project or portfolio for the first time - Click Open Projects on the Projects menu, and then
use the Open Projects dialog box or Open Portfolio dialog box. Alternatively, right-click a project on
the EPS page, and then click Open Project.
Open the project you last worked on before closing P6 - Click Projects on the P6 navigation bar.
Open a project that you used recently - Click the arrow on the Projects menu and select a project
from the most recently used list, or use the EPS page in the Projects section.
Additional methods - Select a project from a dashboard portlet or open dependent projects on the
Activities page.
35
Opening from the Open Projects Dialog Box
Use the Open Projects dialog box to open a single project, multiple projects, an EPS element or portfolio,
one or more templates, or all projects that have the same project code value. You can open a combination of
items for example, an EPS element along with projects that have a specific project code value.
In the Open Projects dialog box, move the project(s) or project group(s) you want to open from the
Available Projects section to the Selected Projects section, either by using arrows or double-clicking on the
project.
The following options are available in the Open Projects dialog box:
Select Project Type icon - Filter by projects or templates.

Group By icon - Sort projects by EPS, portfolios, or project codes. When sorting by project
h a s
code, expand project codes to display values. Only project code values can be selected.
c i n)
Columns icon - List projects by name, ID, or both. s a
m e

e n t ipage
Select Activity View icon - Choose an activity view for display on the Activities
d eafter
the project(s) opens.
s tud nt Gu

parameters. m ar@
Search icon - Search for a project. Click the arrow next to the
t u de to specify search
Search icon
h k u is S
a t his se th
( m s to u
m ar ense
u k u lic
u t h b l e
r M e r a
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u
hk on-tr
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36
Searching for Projects
Click the arrow next to the Search icon to search for a project by either project, EPS, or both. Search for
the name or ID of the project or EPS element. As you type in the Search field, P6 automatically displays
projects or EPS elements whose name or ID contains the Search field value. It is not necessary to press
Enter.
The Search function finds both Project ID and Project Name. It is not case-sensitive. The result of the search
is a flat list. To return to the EPS hierarchy, clear the Search field.
h a s
in)
s ac
m e
e t
n uide
d
tu nt G
s
m ar@ tude
h k u is S
a t his se th
( m s to u
m ar ense
u k u lic
u t h b l e
r M e r a
m a ansf
h k u -tr
i s
Activity o n
a th a3-4: n Opening a Project via the Dialog Box
S Use the Open Projects dialog box to locate and open a project.
Step Action
1. On the Projects menu, click Open Projects.

2. In the Open Projects dialog box, click + to expand EPS nodes IT - Information Technology Projects,
NORTH - Northern Division, and SU-N - System Upgrade North, and then select a project, HRSYS-03
- HRSYS - Overview and Navigation.
3. Click the right arrow to move the project to the Selected Projects section.
4. Click the left arrow to move the project back to the Available Projects section.
5. Click the Search icon.
6. In the Search field, type <ov>.
7. In the Available Projects section, double-click HRSYS-03 - HRSYS - Overview and Navigation to
move the project to the Selected Projects section.
8. Click OK.
9. A project is opened.
37
Opening a Project on the EPS Page

Use the EPS to open and close projects.
Click + next to EPS element icons to expand the elements and locate the project. Each project is denoted
by a project icon , what-if project icon , or locked project icon .
After selecting project(s) in the Projects Table, use the Actions menu or right-click and then select Open
Project.
The EPS page is particularly useful if you want to open all projects in a EPS node. Or, use grouping, sorting
and filtering to create views that organize and categorize projects.
The EPS page also offers a quick way to close all projects: On the Actions menu, click Close All.
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Activity 3-5: Opening a Project on the EPS Page

Open a project on the EPS page.
Step Action
1. Confirm you are on the EPS page. On the Actions menu, click Close All.
2. Right-click a project, HRSYS - Overview and Navigation.
3. Click Open Project.
4. A project is opened on the EPS page.
38
Opening Multiple Projects

Use the Open Project dialog box or the EPS page to open multiple projects.
To open dependent projects, where activities contain relationships between multiple projects, click Open
Dependent Projects on the Activities page Actions menu.
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Opening Projects
Openisah k u - t r
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Sa 1. On the
a Actions menu, click Close All.
Step Action
2. In the RENO Renovation Projects EPS node, right-click a project, Phase 1 - Southbound, and then
click Open Project.
3. On the P6 navigation bar, click Activities.
4. On the Actions menu, click Open Dependent Projects.
5. Click + to expand HWS - Phase 1 - Southbound.
6. Select a dependent project, HWN - Phase 2 - Northbound.
7. Click OK.
8. On the View menu, click Collapse All to view the root node of both projects.
9. On the P6 navigation bar, click EPS.
10. On the Actions menu, click Close All.
11. You have displayed dependent projects.
39
Overview: Navigating the Projects Section

When you open a project, the page listed first (from left) on the Projects navigation bar is displayed. This
can be customized via the User Interface View. Throughout this course, the EPS page is displayed.
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f below the Projects navigation bar, separated by commas.
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S aClick a nname on the Projects navigation bar to display a page. The current page is highlighted.
Use the Activities toolbar to execute features and functions on the Activities page. The toolbar can be
customized.
All functions visible on the Activities toolbar can be accessed via the Actions, Edit and View menus.
Use the Activity View list to select an activity view. Activity views determine the layout of Activity page
content. Customize the layout of content to meet your needs and then save the layout as view.
Detail windows display information about the selected activity or WBS element. P6 allows you to select
the detail windows that are available for each activity view.
40
Projects Navigation Bar

Use the Projects navigation bar to choose the page on which you want to work. Pages in the Projects section
are designed to present a specific subset of information and associated functionality.
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When multiple projects are open, Workspace and Team Usage pages require you to select the project you
wish to view in the Select Project list located toward the top right of the page.
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Viewing the Activities Page and Selecting an Activity View

The Activities page is used to create, view, and edit the WBS and activities for a single project or multiple
projects.
Display of data on the Activities page can be customized to meet your needs and then saved as a view. The
Activity View list on the Activities toolbar provides access to views that you have created or are available to
you.
Data is initially displayed in the combined Activity Table/Gantt chart format, but you can view data in
Activity Network or Activity Calendar views. Manage activity and WBS information in detail windows,
which are displayed at the bottom of the page, but can be moved as needed.
Throughout this course, if a dialog box on the Activities page asks, Do you want to save your view changes?
click No unless otherwise instructed. s
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Activity 3-7: Viewing the Activities Page and Selecting an Activity View
View the Activities page and change the display of data on the page by changing the activity view.
Step Action
1. On the EPS page Actions menu, click Close All.

2. Right-click a project, HRSYS - Overview and Navigation, and then Click Open Project.
3. On the Projects navigation bar, click Activities.
4. The Default View is displayed. In the Activity View list, select Critical Activities.
5. The Critical Activities view is displayed. Note the changes in the data layout, and then, in the Activity
View list, select Navigating.
6. An activity view is displayed.
43
Customizing the Activities Toolbar

The Activities toolbar is located below the Projects navigation bar. Icons on the Activities toolbar are
shortcuts to features and functions on the Actions, Edit, and View menus. The following are some of the
most commonly used functions, along with their corresponding icons and keyboard shortcuts:
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ce to show or hide toolbar icons:
On the View menu, u
th Toolbars,
click a b leCustomize Toolbars to launch the Customize Toolbar Items
a
dialog box. In r Mdialog
the s f er select the items that you want to appear on the Activities toolbar.
box,
On the u m menu,
View t r n Toolbars and then Actions, Edit, or View. In the expanded lists, click icons
aclick
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h or hide -
t h isshow
to
n on them. Icons set to appear on the Activities toolbar are highlighted.
Sa Right-click
a the section of the toolbar where you wish to show or hide icons. In the expanded lists,
click icons to show or hide them. Icons set to appear on the Activities toolbar are highlighted.
44
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Activity 3-8: Customizing the Activities (
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Show and hide icons on the Activities
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1. On the View menu, tclicku
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Customize Toolbars.
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2. In the Toolbar er Edit.
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Sa 5. ClickaSave. 6. Note that the Move Up and Move Down arrow icons are no longer displayed on the toolbar. Right-
click near the Move Left and Move Right arrow icons to display a menu of icons. Click the Move Up
icon to again display on the toolbar.
7. On the Activities toolbar, right-click near the arrow icons again, and then click Move Down.
8. Both arrow icons are restored to the toolbar.
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Activity Table
Use the Activity Table to view project data in a spreadsheet-like format. Each row in the table represents an
activity or a WBS element. Modify the columns displayed in the Activity Table to suit your needs.
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Gantt is
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Gantt Chart
The Gantt chart provides a graphical display of activity progress over the duration of the project.
When the Activity Table and Gantt chart are viewed together, each Gantt chart bar corresponds to the
activity to its left in the Activity Table.
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a nActivities toolbar, click the Gantt Chart icon.
Step Action
S
2. The Gantt chart is displayed alongside the Activity Table.
47
Activity Network
Use the Activity Network to display a visual diagram of the projects sequence of activities and activity
relationships. Boxes represent activities, milestones, WBS bands, and other grouping structures. Lines
represent the relationships between activities. The arrow from a predecessor activity points to its successor.
Click Full Screen Mode on the View menu to devote more space in your browser to P6 content. This
minimizes the need for vertical scrolling. Use the Zoom In and Zoom Out icons / and the Zoom To
Fit icon to manipulate the view.
In the Activity Network, solid lines represent driving relationships, which indicate when a predecessor
activity influences the start date of its successor activity. To show only driving relationships, click the Show
Only Driving Relationships icon . Dashed lines represent non-driving relationships, which include all
predecessor and successor activity relationships. To show all relationships, click the Show All Relationships s
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icon .
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Activity 3-11: Activity Network

View the Activity Network.
Step Action
1. On the View menu, click Full Screen Mode.

2. On the Activities toolbar, click the Activity Network icon.
3. Click the Zoom To Fit icon to view the entire Activity Network.
4. Click the Show Only Driving Relationships icon.
5. The Activity Network is displayed with only driving relationships shown.
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Customizing the Activity Network

Use the Activity Network tab in the Customize Activity View dialog box to customize data in activity
boxes, show only driving relationships, and show progress in the Activity Network.
Each activity box contains four rows that each can be divided for a total of eight fields. Select the Split Row
check box to display two fields in a row. Use the Field and Second Field lists to select the desired field.
If you select the Show progress check box, activities that are complete display an X over the activity box
while activities in progress display a slash.
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Activity 3-12: Customizing the Activity Network

View options for customizing the Activity Network.
Step Action
1. On the View menu, click Customize View.

2. In the Customize Activity View dialog box, click the Activity Network tab.
3. View the options in the Activity Network tab, and then click Cancel.
4. In the View menu, click Normal Mode.
5. You have viewed options for customizing the Activity Network.
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Calendar View
Use the Calendar View to view and edit your projects activities in a monthly calendar format. Bars on the
calendars grid extend from an activitys start to its finish.
Like the Activity Table, bars are displayed in the color specified on the Bars tab in the Customize Activity
View dialog box or as the color assigned to an activity code value. Critical activities display as red bars.
Milestones display as black diamonds, the same as in the Gantt chart.
The Day View displays the complete list of activities scheduled for that day and the start and finish hour of
activities that occur completely within a day. When more activities are scheduled on a day than can be
displayed in the Calendar View, an ellipsis is displayed within the day. Open the Day View by double-
clicking anywhere in a day of the calendar.
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Activity 3-13: Calendar View

View and navigate within the Calendar View.
Step Action
1. Click the Calendar View icon.

2. Click the right arrow to navigate to August 2018.
3. Double-click Wednesday, August 15, 2018, but do not click an activity.
4. The Day View is displayed within the Calendar View.
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Activity Detail Windows

Activity and WBS detail windows display information for the activity or WBS element selected in the
Activity Table. In the View menu, click Customize Detail Windows to customize display of detail windows
on the page.
Move detail windows around the Activities page as desired, or collapse them to allow for a fuller view of
the Gantt chart or Activity Table.
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u -tr Detail Windows
hk3-14:onActivity
i s
Activity
th a n
a
S View an activity detail window.
Step Action
1. On the Activities toolbar, click the Gantt Chart icon.

2. Select an activity, HR1090 - Implement the software.
3. Detail windows appear at the bottom of the page. Click the Assignments detail window to expand it.
4. Select an activity, HR1100 - Implement the external interfaces, and then note that the detail
window's contents change.
5. The Assignments detail window is displayed.
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WBS Detail Windows

Detail windows display based on the element selected in the Activity Table: Activity detail windows when
an activity is selected; WBS detail windows when a WBS element is selected.
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Activity 3-15: WBS Detail t hWindows l e
View WBS detail windows.M u r a b
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Step
1. In the Activity
u n Action
2. WBSi s k windows
hdetail o n -tr appear at the bottom of the page. Click the General detail window.
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3.
h a n detail windows appear at the bottom of the page.
tWBS-related
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52
Lesson Review
When using the Open Projects dialog box, you can choose to open an individual project, multiple
individual projects, an EPS element or portfolio, or all projects that have the same project code
value.
Pages in the Projects section are designed to present a specific subset of information and to
enable you to record project data.
The Activities page is used to create, view, and edit activities for open projects.
Activity and WBS detail windows display information for the activity or WBS element selected
in the Activity Table.
Review Questions
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1. True or False: P6 contains the following sections: Dashboards, Portfolios, Projects, Activities, and n)
Resources. s a
m e
2. True or False: The only page on which you can view data for multiple projects e n t ideis the
simultaneously
Activities page. s tud nt Gu
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3. A graphical representation of project progress featuring bars
k m s S activities) and lines
u (representing
h i
(representing relationships) is called:
a. Activity Network a t his se th
b. Gantt chart ( m s to u
c. Activity Table m ar ense
d. PERT chart u k u lic
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4. True or False:a r Mopening
After f ear a
project, the Activities page is always displayed.
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Lesson 4: Creating a Project

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Project
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Creating a Project
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Required Information for Creating a Project

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Overview: Creating a Project

Access the Add Project dialog box from the Actions menu on the EPS page. Each required field is marked
with an asterisk.
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On theh u
k menu,
Actions -trclick Add, Add Project to display the Add Project dialog box.
i s o n
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S An asterisk indicates a required field.
In the applicable fields, type a Project ID and Project Name.
Click the Select icon to select EPS and Responsible Manager. Click the Calendar icon to select
Project Planned Start and Must Finish By dates.
Click the Select icon next to the Copy from existing project or template field if you wish to use an
existing project or a template as the basis for the new project.
Click Create to create the project.
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Creating a New Project

Use the Add Project dialog box to create a new project. Click Add, Add Project on the EPS page Actions
menu to display the Add Project dialog box.
When creating a project, the following information is required: Project ID, Project Name, EPS, Responsible
Manager, and Project Planned Start. Description and Must Finish By are optional. The Project ID must be
unique.
Some fields, such as the Project ID, Project Name, and Description fields, require you to type in a value
directly.
Other fields require you to click an icon first and then select a value from the list of available items. For
example, in the EPS and Responsible Manager fields, click the Select icon and then select a value.
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Activity 4-1: Creating a New Project

Use the Add Project dialog box to create a new project.
Step Action
1. Begin by navigating to the EPS page. On the Projects navigation bar, click EPS.
2. On the Actions menu, click Close All to close all open projects.
59
3. On the Actions menu, click Add, Add Project.

4. In the Project ID field, type <HRSYS>.
5. In the Project Name field, type <HR System Upgrade>.
6. In the EPS field, click the Select icon.
7. Click + to expand Information Technology Projects and Northern Division, and then select System
Upgrade North.
8. Click OK.
9. In the Responsible Manager field, click the Select icon.
10. Click + to expand Signature Corporation and Chief Technology Officer, and then select VP of
Development.
11. Click OK.
12. In the Project Planned Start field, click the Calendar icon.
13. Select a date, 02-Jan-18.
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14. Click Create. in)
15. The newly created project is listed in the EPS. s ac
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Creating a New Project from a Template

A template is a project that is intended for use as a basis for new projects. It enables you to create projects
with less data entry and re-use elements from best-practice projects.
To base a new project on a template or an existing project, click the Select icon in the Copy from
existing project or template field in the Add Project dialog box. Then, select the template or project that you
intend to use as the basis for a new project.
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Activity 4-2: Creating a New Project from a Template

Create a new project from a template.
Step Action
1. On the Actions menu on the EPS page, click Close All.

2. Select an EPS element, RES-N Research North. The project will be placed in that node after you
create it.
3. On the Actions menu, click Add, Add Project.
4. In the Project ID field, type <ACCTSYS>.
5. In the Project Name field, type <Accounting System Training>.
6. In the EPS field, confirm RES-N, and in the Responsible Manager field, click the Select icon.
61
Training and Support.

8. Click OK.
9. In the Project Planned Start field, click the Calendar icon.
11. In the Copy from existing project or template field, click the Select icon.
12. On the Filter menu, click Templates.

13. Click + to expand IT - Information Technology Projects, NORTH - Northern Division, and RES-N -
Research North, and then select a template, Training - Training.
14. Click OK.
15. Click Create.
16. The project is created from a template and appears in the EPS.
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Overview: Editing Project Details

Use detail windows on the EPS page to edit information for the project or EPS element selected in the
Project Table. Right-click on a detail window title to choose the detail windows that are displayed.
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Projects are adisplayed
a n sfthe Project Table. They are grouped by the EPS hierarchy in the view above.
in
u
hk on-tr
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thDetailawindows,
n which initially appear at the bottom of the page, can be expanded and relocated as
S a
needed. Above, the General detail window is selected.
Click a detail window to expand it. Each detail window allows you to view or edit a different set of
project-specific details. The following project detail windows are available on the EPS page. Customize the
display of detail windows by right-clicking on a detail window title and then selecting check marks next to
each window you wish to display.
Budget Log - Create, delete, or modify the budget log.

Codes - Assign codes to projects, edit a code value assignment, or remove a code assignment.
Description - Enter a description of the selected project.
Funding - Assign, configure, or remove funding sources.
General - Contains basic project information, as well as user-specified and system-calculated
project dates.
Issues - List, add, modify, and delete issues.
Notebooks - Assign and edit Notebook topics.
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Risks - List, add, modify, and manage risks.
The selector displays the name of the selected EPS element or project. Click the arrows to view the
previous or next item according to the order shown in the Project Table.
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General Detail Window

The General detail window on the EPS page contains basic project information. Except for calculated fields,
all fields can be edited. The information is grouped into three sections - Details, Planned Dates and Actual
Dates - which contain the following fields:
Project ID - The unique identifying code for the project.

Project Name - The project name.
Project Status - Whether the project is classified as Active, Planned, Inactive, or What-if.
Responsible Manager - The projects assigned OBS element.
Project Owner - Provides the individual view-only access to the project. The Project Owner is not
the same as Responsible Manager, though the same individual can be designated for both roles.
Location - Geographical location of the project, used for reporting purposes.
Total Activities - The total number of activities in the project.
Checked Out By - The name of the user who checked out the project. If the project is not checked s
out, this field is blank. h a
Date Checked Out - The date and time the user checked out the project. in)
ac
Anticipated Start - The date on which the project is expected to start, used during the project
s
planning stage. m e
e t
n uide
Anticipated Finish - The date by which the project is expected to be completed, used during the
project planning stage.
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tu nt G
s

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Project Planned Start - The start date of the project.
m
u is S
Must Finish By - The date constraint placed on the projects end date.
k
h

a t his se th
Actual Start - This calculated field displays the earliest actual start date of an activity in the project.
Actual Finish - This calculated field displays the latest actual finish date of an activity in the project.
m s to u
Scheduled Finish - The latest early finish date based on the schedule.
(

m ar ense
Data Date - The date used as the starting point to calculate the schedule.
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65
h a s
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s a
m e
e n t ide
s tud nt Gu
m ar@ tude
h k u is S
Activity 4-3: General Detail Window a t his se th
u
ms eto atoproject.
View the General detail window, and assignra (location
Step
m
Action
a ens
1. On the EPS page Actions menu,
u k u click Close
l i c All.
uthwindow
2. Right-click a project, HR e
batlthe bottom
System Upgrade, and then click Open Project.
3. Click the General M
detail
r nsfe r a of the page.
a
m detailtrawindow, click the scrollbar down arrow, and view the contents of the General
4. In the General
detail k u
hwindow.on-
h i s
t a n field, click the Select icon.
S5.a In the Location
6. Select Redwood City, CA.
7. Click Assign.
8. Click the Save icon.
9. The General detail window is displayed, and a location is assigned to the project.
66
Budget Log Detail Window

Use the Budget Log detail window to create, delete, or modify the budget log for a selected project or EPS
node. A budget log can specify details about a budget line item, such as why it was required, or its approval
status.
Click the Add icon to add a new line item to the budget log.
The Budget Log detail window also provides a field for the projects Original Budget. Type an amount in
the field and then press Enter.
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Activity 4-4: Budget Log Detail Window
Enter an Original Budget in the Budget Log detail window.
Step Action
1. Click the Budget Log detail window.

2. In the Original Budget field, type <180,000>.
3. Press [Enter].
4. On the Activities toolbar, click the Save icon.
5. The Original Budget is updated in the Budget Log detail window.
67
Notebook Detail Window

Use the Notebook detail window on the EPS page to view or modify project notes concerning the projects
purpose, core requirements, or other project-specific details. Notebook topics are created by the application
administrator.
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Activity 4-5: Notebook t h b l
uDetailraWindow e
r M e
Assign a Notebook m a and
topic
a n sf a description.
type
htheu Step
-tr detail window.

k Notebooks Action
1. Click
i s o
h the Notebooks n
S2.atIn a n detail window, click the Assign icon.
3. In the Search field, type <tools>.
4. Verify that Tools/Techniques is selected, and then click Assign.
5. Click Close.
6. In the Description field, click the ellipsis.
7. In the Editing Tools / Techniques dialog box, type <P6 is to be used for the management of this
project.>
8. Click OK.
9. A Notebook topic is assigned and a description is typed in the Notebooks detail window.
68
Codes Detail Window

Use the Codes detail window on the EPS page to assign project codes and values, enabling you to group
projects into categories such as phase or priority.
Name - Lists project codes assigned to the project.

Value - Displays the selected value of the project code. A single project code, for example, Division,
can have numerous values, such as Marketing, Engineering, Development, etc.
Description - Displays the project code description.
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Activity 4-6: Codes Detail Window

Assign a project code to a project.
Step Action
1. Click the Codes detail window.

2. In the Codes detail window, click the Assign icon.
3. Click + to expand Product Group, and then select IT System Upgrade.
4. Click Assign.
5. Click Close.
7. A project code is assigned to the project in the Codes detail window.
69
Lesson Review
Create projects by using the Add Project dialog box, launched on the EPS page. The Add Project
dialog box requires you to: type a unique Project ID; type a Project Name; select a location for the
project in the EPS; assign a Responsible Manager from the OBS; and select a Planned Start date
from the calendar.

Use the detail windows on the EPS page to edit the selected projects details.
Review Questions
1. Which detail window would you use to change the projects Planned Start date?
a. General
b. Notebooks
c. Dates h a s
d. Codes in)
s ac
2. True or False: When creating a project, you must specify a date by which the project must
m e
finish.
e t
n uide
d
tu nt G
3. True or False: When creating a project, you must enter a unique project name.
s
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70
Lesson 5: Creating a Work Breakdown Structure

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WBS
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74
Overview: Creating a WBS

The Activities page is the central location for creating and maintaining the WBS. Create sibling and child
WBS elements, manipulate the hierarchy via arrows, and create and edit information in WBS detail
windows.
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m a ansf
Onh u tr click Add, Add Child WBS to add a child WBS element.
k Actionsn-menu,
the
i s
th a n o
S a
On the Activities toolbar, click the Delete icon to delete a WBS element.
Click the Move Left icon or the Move Right icon to outdent or indent elements in the WBS.
Click the Move Up icon or the Move Down icon to move WBS elements up or down.
Specify the selected WBS elements responsible manager and WBS code in the General detail window.
75
Adding a Child WBS Element

Click Add Child WBS on the Actions menu to add a child WBS element.
WBS elements added to the root-level element are indented to form the second level of the hierarchy. The
WBS code for each WBS element contains the code of its parent element. WBS codes are alphanumeric
they can consist of numbers, text, or both.
h a s
To delete a WBS element, click the Delete icon on the Activities toolbar or press Delete on your
in)
s ac
keyboard while the element is selected. When deleting a WBS element that has activities, choose whether
you want to delete those activities or merge them under the parent WBS.
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e t
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Activity 5-1: Adding a Child WBS Element

Add a WBS element to a project.
Step Action
3. Right-click a project, HRSYS - Creating a WBS, and then click Open Project.
76
5. In the Activity View list, select Adding WBS.

6. On the Actions menu, click Add, Add Child WBS to add a WBS element.
7. In the WBS/Activity field, type <System Development>.
9. A WBS element is added to the project.
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Specifying a WBS Code and a Responsible Manager

Use the General detail window to specify a WBS code and responsible manager for a WBS element. If you
do not specify a WBS code, P6 generates one automatically. If you do not specify a responsible manager,
the WBS element will inherit the responsible manager of its parent.
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t h
u a WBS b l e
Activity 5-2: SpecifyingM r a
m a ansf Code and a Responsible Manager
r e
Specify a WBS
h k ucode and-tra responsible manager for a WBS element.
is a WBS
1. tSelect
h n n
oelement,
Step Action
System Development.
S a
2. Click a
the General detail window.
3. In the WBS Code field, type <Dev>.
4. In the Responsible Manager field, click the ellipsis.
5. Click + to expand Signature Corporation, Chief Technology Officer and VP of Development, and then
select Development Lead.
6. Click OK.
8. A WBS code and responsible manager are specified.
78
Adding a Sibling WBS Element

As an alternative to using the Actions menu, use the right-click menu to add a WBS element.
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Activity 5-3: Adding a Sibling m ar eElement
WBS n se
u k u lic element.
Use the right-click menuuto b e
thadd a asibling
l WBS
r
Step
M e
Action
r
1. Confirm that
m a ansf System Development, is selected.
a WBS element,
h k u System
2. Right-click
- t r Development, and then click Add Sibling WBS.
n
a t3.4.hisIn a n o Code field in the General detail window, type <Test>.
the WBS
In the WBS Name field, type <System Testing>.
S
6. Click + to expand Signature Corporation, Chief Technology Officer, and VP of Development, and then
select Testing Lead.
7. Click OK.
9. A sibling WBS element is added.
79
Adding a WBS Element Using a Keyboard Shortcut

In addition to the Actions menu and right-click menu, you can also add a WBS element by using a keyboard
shortcut. Use Ctrl+Insert to add a child WBS element or Shift+Insert to add a sibling WBS element.
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in)
s ac
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m ar@ tude
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( m s to u
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u k u c a Keyboard Shortcut
liUsing
Activity 5-4: Adding a WBS t h Element
l e
Add a WBS element by M
using r b shortcut.
u the keyboard
a
r
aelement, e
sf Testing.
1. Select a WBS
u m
Step
r a n
System
Action
hkkeyboard,
2. Onisyour n -tpress
a
3. tInh the WBS
a nCode field inShift+Insert.
o
the General detail window, type <Dep>.
S
4. In the WBS Name field, type <System Deployment>.
6. Click + to expand Signature Corporation, Chief Technology Officer, and VP of Development, and then
select System Installations Lead.
7. Click OK.
9. A WBS element is added using the keyboard shortcut.
80
Creating Additional WBS Levels

Use the Move arrows on the Activities toolbar or the Edit menu to modify the WBS structure. If an arrow is
disabled, that move option is not available for the selected WBS element.
Move Up
Move Down
Move Left (Outdent)
Move Right (Indent)
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Activity 5-5: Creating Additional WBS Levels
Add a sibling WBS element and reposition it as a child WBS element.
Step Action
1. Select a WBS element, System Development.

2. Right-click System Development, and then click Add Sibling WBS.
3. Click the General detail window.
4. In the WBS Code field in the General detail window, type <Req>.
5. In the WBS Name field, type <System Requirements>.
6. Press Enter.
7. On the Activities toolbar, click the Move Up icon to move System Requirements under the System
Development element. (If arrows are disabled, refresh the browser.)
8. Click the Move Right icon to indent System Requirements.
10. A child WBS element is added to the project.
81
Cutting and Pasting a WBS Element

Use the Cut, Copy, and Paste options on the Edit menu to cut, copy, and paste WBS elements within a
project, or copy and paste WBS elements between projects.
Copying or cutting and pasting a WBS element copies the selected WBS element, all child WBS elements,
and all activities that belong to those WBS elements.
When pasting within the same project, all data belonging to a WBS and its activities (including
assignments) is pasted, with the following exceptions:
Summary data
Relationships to activities that were not copied
Content repository documents
Activity feedback
Status update history h a s
ci n)
When pasting from one project to another, all data belonging to a WBS and its activities (including
s a
assignments) is pasted, with the exceptions listed above, plus the following exceptions: m e
e n t ide
Project and EPS activity codes
s tud nt Gu
Risk assignments
Work products and documents m ar@ tude
h k u is S
Alternatively, if your organization uses templates, click t is Add WBS
hAdd, e thfrom Template on the Actions menu
a s
u WBS from the template is added as a child
to tailor a project by adding WBS elements from ( mastemplate.
t o The
to the WBS element selected in the Activity
m arTable.ense
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Activity 5-6: Cutting and Pasting a WBS Element
t h is e th
Create, cut, and paste a child WBS element within
m s a
t o us
a project.
r ( nse
Step Action
1. Select a WBS node, System Testing. a

2. Right click System Testing, k mthen iselect
uand ce Add Child WBS.
3. In the WBS/Activityth u e l
M u r a bl<System Design>.
field, type
5. Clickuthem a ansfe
4. Press Enter.r
hk a WBS n r
Save-ticon.
6. i s
Select
t7.h On the n o node, System Design.
S a a Edit menu, click Cut.
8. Select a WBS node, System Development.
9. On the Edit menu, click Paste.
10. A WBS element is relocated by cutting and pasting.
83
Lesson Review
The Work Breakdown Structure is a hierarchical arrangement of products and services produced
during and by a project.
The highest level of the WBS is the project.

The lowest level of the WBS is an activity.
The WBS structure enables you to divide a project into meaningful smaller pieces for the purpose of
planning and control.
Elements within the WBS have a parent/child relationship, meaning you can roll up and
summarize data from the lower levels.
Review Questions
1. True or False: When you create a new project, the root level of the WBS is created with the same name as
h a s
the project.
ci n)
2. True or False: You can only add a new sibling WBS element by selecting Add Sibling WBSe
a
s a right-
from
click menu. n m
t ide
e
3. What page in the Projects section should you use to build the WBS? @s
tud nt Gu
a. Details
m ar tude
b. Tools
h k u is S
c. Activities
a t his se th
d. None of the above
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84
Lesson 6: Adding Activities

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Activities
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Activity Components
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Activity Type
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Start Milestone
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Finish Milestone
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Task Dependent
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Resource Dependent
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How Activity Type Affects Dates

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Question
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Level of Effort
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WBS Summary
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Activity Codes
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Overview: Adding Activities

Add activities to a project on the Activities page in the Projects section.
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m ar@ tude
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a t his se th
( m s to u
m ar ense
u k u lic
u t h b l e
r M f e r a
a Activity
Click the Add
m a n sicon to add an activity. You can also press Insert on your keyboard, or select
u
Add Activity tr menu or right-click menu.
hk onothen-Actions
i s
th a n
a
S To cut, copy or paste an activity, right-click an activity and then click Cut, Copy, or Paste.
When an activity is selected, click the Delete icon to delete it, or select Delete on the Actions or
right-click menus. Alternatively, you can press Delete on your keyboard.
Use detail windows to create and edit information for the activity selected in the Activity Table.
99
Adding a Start Milestone

When adding activities, first select the WBS grouping band in which the activity will reside, or select an
existing activity in the WBS. Then, click Add Activity on the Actions menu or right-click menu, or click the
Add Activity icon on the Activities toolbar.
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s
m ar@ tude
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a t his se th
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u k u lic
t h
u Milestone b l e
Activity 6-1: Adding r M a Start e r a
m
Add a Start Milestone n sf
a to a aproject.
u -trto the EPS page. On the Projects navigation bar, click EPS.
hbyk navigating
i
1. Begin
h ans o n
Step Action
a tOn the Actions menu, click Close All.

S2.
3. Right-click a project, HRSYS - Adding Activities, and then click Open Project.
5. In the Activity View list, select Adding Activities.
6. Select a WBS element, System Requirements.
7. Right-click System Requirements, and then select Add Activity.
8. In the WBS/Activity field, type <HR1000>.
9. In the Activity Name field, type <Start development milestone>.
10. In the Activity Type field, select Start Milestone.
11. In the Primary Resource field, click the ellipsis.
12. In the View Resources by list, select All Resources.
13. In the Search field, type <Susan>.
14. Confirm a resource, SARN - Susan Arnold is selected, and then click OK.
100
Adding Activities
When adding an activity or changing activity information, the following icons indicate unsaved data:
Green Unsaved Change icon indicates a new item a new activity, for example that is not yet saved.
Yellow Unsaved Change icon indicates a change to an existing item such as a new Planned Duration
for an existing activity that is not yet saved.
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Step Action
1. Select a WBS element, System Requirements.

2. On the Actions menu, click Add, Add Activity.
3. In the new activity's WBS/Activity field, type <HR1010>.
4. In the Activity Name field, type <Define operational concept of new system>.
5. In the Activity Type field, select Resource Dependent.
6. In the Planned Duration field, type <4>.
8. A second activity is added to the project.
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Copying and Pasting Activities

If you want to create a new activity that is similar to an existing activity, add the new activity by copying
and pasting the existing one. All activity information is copied except the Activity ID, which must be
unique.
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2. Press the Ctrl key and select a second activity, HR1010 - Define operational concept of new system.
3. Right-click the selected activities and then select Copy.
4. Select a WBS element, System Design.
5. Right-click System Design and then click Paste.
7. Two new activities are added by copying and pasting two existing activities.
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Deleting Activities
To delete single or multiple activities, select the activities and then click the Delete icon on the
Activities toolbar or click Delete on the Actions menu or right-click menu.
Activity 6-4: Deleting Activities h a s

Delete two activities from a project. in)
Step Action
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1. Select an activity, HR1020 - Start development milestone.
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4. Click Yes to confirm your action.
5. Click the Save icon. m ar@ tude
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6. Activities are deleted from a project.
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Importing Spreadsheets to Add Activities

P6 supports the import and export of activity and resource data via spreadsheets. Use this feature when data
would otherwise have to be entered into P6 manually.
Click Import/Export, Import from Excel on the Activities page Actions menu to begin importing activity
data via spreadsheet. When importing activity data, ensure that:
The project to which you are adding data is opened.

The spreadsheet to be imported is properly formatted.
To ensure proper formatting of the spreadsheet, it is best to use an import template. To create an import
template, click Import/Export, Create Import Template on the Actions menu. The generated template
contains two rows of column headings that correspond to the chosen activity view's columns. The first row
of headings is used by P6 to identify the type of data appearing in each column of the activity view, while s
the second row contains descriptions of the headings used in the first row. Do not change the content of h a
either row of headings. Enter the data you wish to import starting in the third row. cin)
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m
If your import template does not include a heading labeled WbsName, add one to the firsttrow.
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you to type the appropriate WBS code name for each imported activity into the WbsNamen i d
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prompts P6 to place each imported activity into its intended WBS node.
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Overview: Editing Activity Details

Use Activity detail windows to view and edit activity information, such as relationships, activity codes, and
steps.
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Detail windows are initially
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thisset ofaactivity-specific
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different no General detail window is selected. Each detail window allows you to view or edit a
details.
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Click a detail window to expand it. The following activity detail windows are available on the
Activities page. Customize the display of detail windows by right-clicking on a detail window title and then
selecting windows you wish to display.
Assignments - Add/remove resource and role assignments, submit resource requests, and view units
and cost data.
Codes - View, add, modify, and assign activity codes and activity code values.
Documents - Assign documents to an activity and display the documents category, status, and
public location.
Expenses - Add, delete, and modify expense items, and view expense-related data via customized
column display.
Feedback - Collaborate with team members by sending and receiving messages.
General - View and update an activitys durations, status, constraints, units, and costs.
Issues - View, add, and delete activity-related issues.
106
Notebooks - View, add, delete, and modify Notebook topics/descriptions.

Predecessors - View, add, and modify predecessor relationships between activities.
Risks - View, add, assign, and delete activity-related risks.
Steps - View, add, delete, and review steps; update step status.
Successors - View, add, and modify successor relationships between activities.
Trace Logic - View trace logic to identify relationships between activities.

Update History - View all status changes made to an activity from P6 Team Member applications;
you can filter detail window contents by activity, assignments or steps.
The selector displays the name of the selected activity. Click the arrows to view the previous or next
item according to the order shown in the Activity Table.
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Using Steps
Steps enable you to break down activities into smaller tasks and track their completion. Unlike activities,
steps do not have duration estimates or dates. An activity can have an unlimited number of steps. Use the
Steps detail window to add/delete steps, add/revise step weights, and mark steps complete.
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1.atSelect
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3. Click the Add icon.
4. In the Step Name field, type <Describe the current system>.
6. In the second Step Name field, type <Provide justification for changes>.
8. In the third Step Name field, type <Describe concept for the modified system>.
10. Steps are added to an activity.
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Using Notebooks
The Notebooks detail window allows you to assign Notebook topics and then add topic descriptions. These
are typically instructions or descriptions that further describe the activity. Notebook topics are defined by
your application administrator.
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5. Click Assign.
6. Click Close.
8. In the Editing Purpose dialog box, type <Prepare the Operational Concept Description (OCD)
and ensure consensus among all parties involved.>.
9. Click OK.
11. A Notebook topic with a description is added to the activity.
109
Using Activity Codes

Use the Codes detail window to assign activity code values, which enable you to categorize and organize
activities for viewing and reporting. For each code, only one value can be assigned to an activity. Three
levels of activity codes are available: global-level, available to all activities; EPS-level, available to all
activities in an EPS element; and project-level, available only to activities in the project in which it was
created. The following columns are available in the Codes detail window:
Activity Code - Lists activity codes assigned to the activity. A single code Department, for
example can have numerous values, such as Marketing, Engineering, and Development.
Code Value - Displays the selected value of the code.
Code Description - Displays the code description.
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Activity 6-7: Using Activity Codes

Assign an activity code to an activity.
Step Action
1. Select an activity, HR1010 - Define operational concept of new system.

2. Click the Codes detail window.
3. Click the Assign icon.
4. At the top of the Select Code Value dialog box, select Global.
5. Click + to expand Department, and then select Development.
6. Click Assign, but do not close the Select Code Value dialog box.
7. An activity code is assigned to an activity.
110
Adding Activity Code Values

P6 allows you to create activity code values directly in the Select Code Value dialog box. You can add all
levels of activity code values, but this feature generally was designed for project managers to quickly add
project-level activity code values. Administrators may restrict your ability to create activity code values.
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Step Action
the top of the Select Code Value dialog box, select Project.
2. Select Deliverables.
3. Click Add Code Value.
4. In the Code Value field, type <WP>.
5. In the Code Description field, type <White Paper>.
6. Click Create.
7. In the Select Code Value dialog box, select White Paper.
8. Click Assign.
9. Click Close.
11. A project-level activity code value is added.
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Lesson Review
Use the Activities page to add activities and edit activity details.
Activity IDs must be unique in the project.
Activity type controls how an activitys dates are scheduled.

Use the right-click menu or Actions menu to add, copy, or delete activities.
Use activity codes to group activities by a common attribute. Create unlimited code values for each
activity code.
Review Questions
1. True or False: There are three levels of activity codes: global-level, EPS-level, and project-level.
h a s
2. True or False: You can assign a duration to a step.
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112
Case Study 1: Creating a Project

You are a project manager working for a general contractor, and your firm is using P6 to manage the
renovation of an apartment building. Following a meeting with the project team, you have been assigned to
create a project, its Work Breakdown Structure, and activities.
1) Close all open projects, and then create a new project using the information in the following table:
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3) Now that you have created the project in P6, create a WBS using the information in the table below:
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4) Add activities to the project as detailed in the table below:

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Lesson 7: Calendars
Lesson 7: Calendars
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Lesson 7: Calendars
Calendars
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Lesson 7: Calendars
Available Calendars
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Lesson 7: Calendars
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Lesson 7: Calendars
Resource Calendars
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Lesson 7: Calendars
Work Time Types

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Lesson 7: Calendars
Calendars and Activity Types

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Lesson 7: Calendars
Overview: Viewing Calendars

To view an assigned calendar, right-click on an activity, project or resource, and then click View Calendar.
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The legend beneath n scalendar indicates the color associated with each type of work time.
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t Click athenStandard Work Week tab to see a graphical representation of the calendars standard set of
Saweekly work periods.
Click Month to view a single month. Click Year view an entire year.
Click Show Exceptions Only and then select Show All Work Time to display the work hours for each
day.
Click the arrows to move from month to month. (When viewing by year, click the arrows to move from
year to year.)
123
Lesson 7: Calendars
Viewing an Activity's Calendar

View a calendar to examine its standard work week or to determine the work time type associated with
specific days. The work time type for each day is indicated by color:
White dates - Standard

Green dates - Exception

Blue dates - Nonwork exception
Gray dates - Nonwork
The name of the calendar assigned to an activity appears in the Calendar column on the Activities page. To
view the calendar, right-click an activity and select View Calendar.
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Activity 7-1: Viewing an Activity's Calendar

View the calendar assigned to an activity.
Step Action
3. Right-click a project, HRSYS - Calendars, and then click Open Project.
124
Lesson 7: Calendars

5. In the Activity View list, select Adding Activities.
6. Select an activity, HR2050 - Perform design walkthroughs.
7. Right-click HR2050 - Perform design walkthroughs, and then click View Calendar.
8. In the Standard 5 Day Workweek dialog box, click Year.
9. Use the right arrow above the calendar to advance the calendar to 2018.
10. Click any date in January 2018.
11. Click the Standard Work Week tab.
12. Mouse-over the morning work period for Monday.
13. View the work period's details, and then click Close.
14. You have viewed the calendar assigned to an activity.
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125
Lesson 7: Calendars
Viewing Available Global Calendars

Global calendars can be assigned to projects, activities, and resources. They can also be used as templates
when creating new calendars. The ability to create a calendar is controlled by the application administrator.
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View the available global
r M calendars.
f e r a
m a menu,
Step
1. On the Administer a n sclick

Action
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2. In ithe
n n click Global Calendars.
osection,
S3.a A list ofaavailable global calendars is displayed.
126
Lesson 7: Calendars
Viewing a Global Calendar

Resource and project calendars can be linked to global calendars. If you make changes to a global calendar,
changes are applied to all resource and project calendars linked to the modified global calendar.
The global calendar set as the default calendar is labeled as such in the center section of the Enterprise Data
page.
Click the Set as Default Calendar icon to set a global calendar as the default calendar.
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S a
View and navigate within a global calendar.
Step Action
1. Select a global calendar, Standard 5 Day Workweek.

2. Click Year.
3. Click the right arrow to advance the calendar to 2018.
4. Click any date in January 2018.
5. Click Show Exceptions Only, and then select Show All Work Time.
6. View the work hours. Click Show All Work Time, and then select Show Exceptions Only.
7. The global calendar is displayed.
127
Lesson 7: Calendars
Editing a Project Calendar

A project calendar is specific to a single project. Each project calendar is linked to a global calendar,
allowing the project calendar to derive its holidays, work periods, etc. from the global calendar.
Project calendars can be modified beyond the parameters of the global calendar. For example, if a U.S.
organization has a project based in India, and the organization's global calendar includes only U.S. holidays,
Indian holidays can be added to the project calendar without affecting the organization's global calendar.
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th 7-4:a Editing
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Remove and edit work periods on a project calendar.
Step Action
1. On the Enterprise Data page, in the Projects section, click Project Calendars.
2. Select a project calendar, HRSYS 5-8hr Day Workweek.
3. Click Year.
4. Click the right arrow to advance the calendar to 2018.
5. Click a month, January 2018.
6. Click the Standard Work Week tab.
7. Right-click both work periods in the Wednesday column, and then click Remove Work Period.
8. Press and hold your mouse cursor on the afternoon work periods for Monday, Tuesday, Thursday,
and Friday, and drag each up 30 minutes, so that the afternoon work period begins at 12:30 and ends at
4:30.
9. Click the Calendar tab.
10. In the Name field, type <HRSYS 4-8hr Day Workweek>.
128
Lesson 7: Calendars
Setting Exceptions
Set exceptions in the calendar as warranted by your organization's schedule. For example, when a project is
behind schedule, you may need to change some nonwork days to work days. When such a change is made,
the activities that use the changed calendar are affected accordingly.
In this case, Saturdays are normally set as nonwork days. In this exercise, create an exception on a single
Saturday, so that work is set to take place on that day.
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a n on a project calendar.
S Set Step Action
1. On the Enterprise Data page, click the Calendar tab.

2. Select a day, 13-Jan-18.
3. In the Set day as list, select Work.
4. Click OK, and note that the work hours appear on the date, which is shaded as an exception.
6. An exception is set on a project calendar.
129
Lesson 7: Calendars
Setting Nonwork Exceptions

Set a nonwork exception when nonwork time not covered by the standard workweek is required. A project
calendar can have different nonwork days than the global calendar to which it is linked.
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Activity 7-6: Setting Nonwork
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Set a nonwork exception r M e
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S3.a tClick an
4. Click Show Exceptions Only, and then click Show All Work Time.
5. View the work hours. Click Show All Work Time, and then click Show Exceptions Only.
7. A nonwork exception is set on a project calendar.
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Lesson 7: Calendars
Assigning a Calendar to an Activity

Assign an alternate calendar to one or more activities when the default calendar does not apply.
In this exercise, activity HR2050 Perform design walkthroughs can only be carried out four days per week
due to an external consultants limited availability. Assign a calendar with a four-day standard work week
to reflect this.
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Activityk7-7: - t r a Calendar to an Activity
n
this a calendar
Assign
a a no to an activity.
S 1. On the P6 navigation bar, click Projects.
Step Action
2. Confirm that a project, HRSYS-07 - HRSYS - Calendars, is open. On the Activities page, select an
activity, HR2050 - Perform design walkthroughs.
3. In the Calendar field, click the ellipsis.
4. Select a calendar, HRSYS 4-8hr Day Workweek.
5. Click OK.
7. A calendar is assigned to an activity.
131
Lesson 7: Calendars
Lesson Review
The three types of available calendars are global, project, and resource.
A calendars type determines whether you can apply it to activities, resources, or both.
Assign global calendars to projects, activities, and resources.

The default project calendar is automatically assigned to new activities.
Review Questions
1. True or False: An activitys type determines whether the activity uses the calendar of the assigned
resource(s) or its activity calendar.
2. True or False: The holidays that appear on a project calendar must be set manually.
h a s
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3. Which work time type best describes a situation wherein a four-hour day is worked, while the standard
work week normally calls for an eight-hour day?
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b. Nonwork Exception d
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c. Exception s
d. Nonwork
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Lesson 8: Creating Relationships

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Network Logic Diagram

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Precedence Diagramming Method (PDM)

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Relationship Types
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Finish to Start (FS)

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Start to Start (SS)

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Finish to Finish (FF)

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Start to Finish (SF)

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Relationships with Lag

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Finish to Start with Lag

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Start to Start with Lag

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Question
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Overview: Creating Relationships

Use the Predecessors and Successors detail windows to create relationships on the Activities page or use
your mouse to draw relationship lines directly on the Gantt chart.
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Select
h u -trin the Activity Table, and then click either the Predecessors detail window or the
kan activity
i s
Successors o n
a th adetail n window.
S
In the Predecessors detail window, click the Assign icon to assign a predecessor relationship. (In the
Successors detail window, click the Assign icon to assign a successor relationship.)
Choose a relationship type in the Relationship Type field. Enter lag by typing a number in the Lag field.
After relationships are created and saved, predecessors and successors appear in their respective
columns.
Click the Go To Activity icon to skip to the activity designated as the predecessor or successor.
The name of the currently selected activity is displayed in the Activity selector. Use the arrows on the
selector to move forward or backward through activities displayed in the Activity Table.
145
Creating Relationships in Detail Windows

Create relationships on the Activities page by selecting an activity in the Activity Table and then clicking
the Predecessors or Successors detail window. With a detail window expanded, click an icon:
Assign icon - Assign a successor in the Successor detail window.


Assign icon - Assign a predecessor in the Predecessor detail window.
Delete icon - Delete a relationship.
Go to Activity icon - Skip to the activity designated as the predecessor or successor.
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Activity 8-1: Creating Relationships in Detail h k u is S
Windows
is e th
Create a relationship by assigning a successor instheathSuccessors
us detail window.
Step Action
1. Begin by navigating to the EPS page. m e t o

r (On nthesProjects navigation bar, click EPS.
2. On the Actions menu, clickuClosem a All.ce
3. Right-click a project,th uk - Creating
HRSYS l e li Relationships, and then click Open Project.
4. On the Projects M u
navigation r a bclick Activities.
bar,
r
a View e
sf select Creating Relationships.
u m
5. In the Activity a nlist,
6. sSelect
i n -tr HR1010 - Define operational concept of new system.
hk an oactivity,
a t7.h Clickathen Successors detail window.
S 8. In the Successors detail window, click the Assign icon.
9. In the Select Successor Activity dialog box, click + to expand HRSYS-08 - HRSYS - Creating
Relationships, Dev-System Development, and Req-System Requirements, and then select HR1020 -
Perform system requirements analysis.
10. Click Assign.
11. Click Close.
13. A relationship is created by assigning a successor in the Successors detail window.
147
Creating Relationships with Lag

Lag is the offset or delay between an activity and its successor. Type a value in the Lag field in the
Predecessor or Successor detail windows.
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Activity 8-2: Creating Relationshipsu k u c Lag
liwith
t h
u with l e
b1 day of lag.
M
Create a Start to Start relationship
r e r a
1. Select anu m
Step
a HR1030
activity, a n sf- Perform interface requirements analysis.
Action
2. Click
i s hthe o n -tr detail window.
k Predecessors
h an
3.atIn the Predecessors
S detail window, click the Assign icon.
4. In the Search field, type <analysis>.
5. Select an activity, HR1020 - Perform system requirements analysis.
6. Click Assign.
7. Click Close.
8. In the Relationship Type field, select Start to Start.
9. In the Lag field, type 1.
11. A relationship with lag is created.
148
Creating Relationships in the Gantt Chart

Create relationships between activities directly in the Gantt chart. On the View menu, click Full Screen
Mode to expand the work area when working with bars in the Gantt chart. On the View menu, click Normal
Mode to go back to a normal-sized work area.
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Activity 8-3: Creating
r M f e r a in the Gantt Chart
Create a Finish
m aStartarelationship
to ns in the Gantt chart.
u
hkthe View t r
- click Full Screen Mode.
Step Action
1. isOn
h n o n menu,
t
Sa 2. Selecta an activity, HR1030 - Perform interface requirements analysis.
3. In the bar area of the Gantt chart, right-click the activity bar for the selected activity, and then select
Create Relationship.
4. Click the finish connection box at the right end of the activity bar, HR1030 - Perform interface
requirements analysis.
5. Press and hold your mouse cursor on the finish connection box and drag it to the start connection box
at the left end of the activity bar, HR1070 - Design external interfaces.
6. Release the mouse button.
7. Click the start connection box at the left end of the activity bar, HR1070 - Design external interfaces,
to create the relationship.
9. A Finish to Start relationship is created in the Gantt chart.
149
Editing Relationships in the Gantt Chart

Right-click a relationship line in the Gantt chart and then click Edit Relationship to display the Edit
Relationship dialog box. Use the dialog box to edit a relationship's type or lag. You can also right-click a
relationship line, and then click Delete Relationship to remove it.
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Activity 8-4: Editing Relationships in the Gantt Chart

Create a relationship in the Gantt chart and then edit the relationship type.
Step Action
1. Select an activity, HR1070 - Design external interfaces.

2. Right-click on the selected activity's bar in the Gantt chart and select Create Relationship.
3. Press and hold your mouse cursor on the finish connection box and drag it to the finish connection
box at the right end of the activity bar, HR1080 - Perform detailed software design.
5. Click the finish connection box at the right end of the activity bar, HR1080 - Perform detailed
software design, to create the relationship.
150
7. Right-click the relationship you just created, and then click Edit Relationship.
8. In the Type list, select Finish to Start.
9. Click OK.
11. A relationship is created and edited in the Gantt chart.
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Linking Multiple Activities

Select multiple activities and create relationships between them with one click. The activities are linked
according to the current sort order and are assigned the default Finish to Start relationship type with no lag.
Corresponding relationship lines are automatically drawn on the Gantt chart.
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Activity 8-5: LinkingMMultiple u t h b l e
Activities
r f e r a
m a anbyslinking
Create multiple relationships activities.
u
hank activity,
Step
t r
-HR1110 - Implement the database.
Action
1. Select
h i s n o n
t
S2.a Press anda hold the Ctrl key and select two additional activities, HR1120 - Perform unit testing and
HR2010 - Prepare for system integration and testing.
3. Right-click the selection, and then select Link Selected Activities.
4. Relationships are created between multiple activities by linking them.
152
Canceling Data Changes

If you have not saved your data changes, it is possible to undo them. Click the Cancel icon on the
Activities toolbar to cancel unsaved changes.
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Activity 8-6: Canceling u t h Data l e
Changes
b
Remove activitya r M nsfebyracanceling data changes.
relationships
1. Click
k u m tra Step Action
i s h oCancel
the n - icon.
h
t2. ClickaNon to confirm the decision.
Sa 3. On the View menu, click Normal Mode.
4. Data changes are canceled.
153
Lesson Review
Use the Precedence Diagramming Method to create a network logic diagram that shows the
relationships between activities. Build the diagram using boxes to represent activities and arrows to
represent logical relationships between the activities.

P6 supports four relationship types (Finish to Start, Start to Start, Finish to Finish, and Start to
Finish) that identify the type of dependency that exists between an activity and its predecessor or
successor.
Lag is the offset or delay between an activity and its successor.
Create relationships between activities using the Predecessors and Successors detail windows or in
the Gantt chart.
in)
1. Which relationship type best describes the following statement: When we are done with preliminary
s ac
testing, we can conduct a demonstration.
m e
a. Finish to Start e t
n uide
b. Finish to Finish d
tu nt G
s
c. Start to Start
d. Start to Finish m ar@ tude
h k u is S
2. True or False: Lag can be added to only three of the tfour e thtypes.
hisrelationship
a
s to u s
( m
m arwithin
3. P6 allows you to do the following directly
nthe
s eGantt chart:
a. Add relationships
u k u l i ce
b. Edit relationships th abl e
c. Delete relationships Mu
d. All of the above a r nsfer
k u m tra
i s h When o n -
4. True
a t h or False:
a n you select Link Selected Activities, P6 creates Start to Finish relationships.
S
154
Lesson 9: Scheduling
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Critical Path Method Scheduling

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Critical Path
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Data Date
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Forward Pass
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Backward Pass
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Total Float
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164
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Types of Total Float

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Must Finish By Date

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Backward Pass with Required Finish

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Circular Relationships (Loops)

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Open Ends
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Questions
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173
Overview: Scheduling
Schedule a project on the Activities page. In the Gantt chart, activities are displayed according to their
calculated start and finish dates. Critical activities are displayed in red.
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e n t ide
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u
On the Activities -tr click
toolbar,
hkRun, oScheduler the Scheduler icon to display the Schedule Project dialog box. You
also cani s
click n in the Actions menu or press F9 on your keyboard.
a th a n
S
In the Schedule Project dialog box, select a Data Date option.
Change the data date by clicking the Calendar icon in the Data Date field.
Select the Display scheduling log upon completion check box to record the results of scheduling.
Select Options to view scheduling options, including how to calculate Total Float.
Click Schedule to schedule the project.
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Scheduling a Project
Schedule a project via the Schedule Project dialog box. To display the Schedule Project dialog box, click
Run, Scheduler on the Actions menu, click the Scheduler icon on the Activities toolbar, or press F9 on
your keyboard. Confirm the data date before scheduling the project. The data date reflects the date used as a
starting point for scheduling the project plan. Click the Calendar icon in the Schedule Project dialog box
to change the data date.
When you schedule a project, activity dates are calculated according to duration and logic, and activities on
the Gantt chart shift accordingly.
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Activity 9-1: Scheduling a Project
Schedule the project.
Step Action
3. Right-click a project, HRSYS - Scheduling, and then click Open Project.
5. In the Activity View list, select Schedule.
6. On the Activities toolbar, click the Scheduler icon.
7. Select the Apply selected data date to all open projects option.
8. Confirm the data date, 02-Jan-18, and then click Schedule.
9. The project is scheduled.
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Viewing the Schedule Log

The Schedule Log records scheduling settings, statistics, errors, warnings, results, and exceptions.
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Activity 9-2: Viewing the Schedule Log
Schedule the project and view the schedule log.
Step Action

2. Select the Display scheduling log upon completion check box.
3. Click Schedule.
4. Click the arrow in the Statistics section to expand the section.
5. View the contents of the schedule log, and then click X at the top right of the dialog box to close it.
6. You have viewed the schedule log.
176
Using Schedule Check Report

Click Run, Check Schedule on the Actions menu to run the Schedule Check Report, a 14-point analysis to
ensure the project plan falls within the guidelines of industry and organizational best practices. The report
evaluates activities and dependencies of the project schedule, ensuring that they follow desired standards.
Activities falling outside configured thresholds are highlighted on the report so that appropriate corrective
action can be taken.
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Activity 9-3:uUsinga Schedule
a n sf Check Report
hk oCheck
View theisSchedule n -trReport.
a th a n Step Action
S Click the Scheduler icon.

1.
2. Clear the Display scheduling log upon completion check box.
3. Click Schedule.
4. On the Actions menu, click Run, Check Schedule.
5. Note the values in the Target column, and then click Check Schedule.
6. View the Schedule Check Report results, and then click X at the top right of the dialog box to close it.
7. You have viewed the Schedule Check Report.
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Viewing the Scheduled Finish Date

After a project is scheduled, view the Scheduled Finish date in General detail window on the EPS page.
Scheduled Finish is the latest early finish date based on the most recent schedule generated for the project. It
is based on activity durations, relationships, constraints, and other project data.
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Activity 9-4: Viewing
r M f e r a Finish Date
m a Finish
View the Scheduled a nsdate of the project.
u t
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Step Action
1. isOn o
t h n
Sa 2. Selecta a project, HRSYS - Scheduling.
4. The Scheduled Finish date is displayed in the General detail window.
179
Lesson Review
After relationship logic has been defined, schedule the project.
Schedule a project via the Schedule Project dialog box.
To display the Schedule Project dialog box, click Run, Scheduler on the Actions menu, click the
Scheduler icon on the Activities toolbar, or press F9 on your keyboard.
Schedule dates can be calculated based on the critical path, a series of activities that determine a
projects completion date.
When scheduling using the Critical Path Method, activity Early Start and Finish dates are calculated
during a forward pass, and the Late Start and Finish dates are calculated during the backward pass.
The data date is used as a starting point when scheduling all remaining work for the project.
After scheduling, activities will have a Total Float that represents the amount of time an activity can
be delayed without delaying the project.
After scheduling, results are recorded in a schedule log. h a s
ci n)
Review Questions s a
m
dee
1. True or False: A schedules late dates are calculated during the backward pass. ent
t u d Gui
2. Which of the following is not a type of float? @ s ent
a r t u d
a. Positive m S
b. Open-end
i s hku this
c. Negative
s a th use
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d. Total
a
umpath oflicactivities
3. True or False: The critical path iskthe
u
e through the project that determines the project end
date.
uth rabl e
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180
Lesson 10: Assigning Constraints

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Constraints
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Must Finish By
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Start On or After
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Additional Start Constraints

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Additional Finish Constraints

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Additional Constraints
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How Constraints Affect Activity Dates

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Overview: Assigning Constraints

Assign a project-level Must Finish By constraint in the General detail window on the EPS page.
Assign activity-level constraints in the General detail window on the Activities page.
To view the effects of the constrained activity, schedule the project.
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Select the primary constraint type in the Primary Constraint list.
Click the Calendar icon to select a date for the constraint.
After assigning a constraint, click the Scheduler icon to schedule the project, and then view the
constraint's effects.
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Adding a Project-Level Constraint

Because the Must Finish By constraint is assigned at the project level, it is applied in the General detail
window on the EPS page.
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Activity 10-1: Adding a Project-Level licConstraint
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M
Add a Must Finish By constraint
r e r a
1. Begin byu m a ato nthesfEPS page. On the Projects navigation bar, click EPS.
Step
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-tr click Close All.

hkActionsonmenu,
2. Onisthe
h a na project, HRSYS - Assigning Constraints, and then click Open Project.
3.atRight-click
S 4. Click the General detail window.
5. In the Must Finish By field, click the Calendar icon.
6. Use the arrows to advance the calendar, and then select a date, 30-Nov-18.
8. A Must Finish By constraint is added to the project.
190
Viewing Total Float

The Must Finish By date of 30-Nov-18 is earlier than the Scheduled Finish of 12-Dec-18. Therefore,
activities on the critical path will contain negative Total Float. Activities with negative Total Float have a
red activity icon in the Activity ID column, indicating they are critical activities.
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u
hkthe Projects-trnavigation bar, click Activities.
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o
t2.h In thea Activity
n View list, select Critical Activities.
S a
4. In the Schedule Project dialog box, verify the data date, 02-Jan-18, and then click Schedule.
5. The Total Float for activities is displayed.
191
Adding an Activity-Level Constraint

Use the Start On or After constraint to specify the earliest date on which an activity can begin. Activity-
level constraints are assigned in the General detail window on the Activities page. A maximum of two
constraints a primary and a secondary can be applied to an activity.
The Implement the database activity is scheduled to start 19-Apr-18. However, the server will not be
delivered until 14-May-18. Assign a constraint to reflect the new date.
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Activity 10-3: Adding an Activity-Level Constraint h k u is S
is th
ath use
Add an activity-level constraint and a Notebookstopic.
Step Action
1. Select an activity, HR1110 - Implement to

r (m nthesedatabase.
a
u k um lice
u th list,
3. In the Primary Constraint
a le Start On or After.
select
b
a rM
4. In the Primary
s f
Constrainterfield, click the Calendar icon.
5. Advance
k u - t r an and then select a date, 14-May-18.
mthe calendar,
h the oNotebooks
6. isClick n detail window.
a t h a n
S 7. Click the Assign icon.
8. Select Constraint Log, and then click Assign.
9. Click Close.
11. In the Description field, type <The new server will be delivered on 14-May-18.>.
12. Click OK.
14. Click the Scheduler icon.
15. Click Schedule.
16. An activity-level constraint and Notebook topic is added.
193
Lesson Review
Constraints are user-imposed date restrictions that reflect the real-world aspects of scheduling the
project.
After applying a constraint, the project must be rescheduled to calculate the new dates.
P6 allows you to apply constraints both at the project level and at the activity level.
On the activity level, you can add a primary and a secondary constraint.
For record-keeping purposes, add a Notebook topic when you assign a constraint to an activity.
Review Questions
1. True or False: Use the Start On or After constraint to set the earliest date an activity can begin.
2. True or False: A Finish On or Before constraint pulls the Early Finish date to the constraint date.
h a s
3. Which constraint is the most appropriate to use to set an overall project deadline? in)
a. As Late as Possible s ac
b. Must Finish By
m e
c. Finish On or Before e t
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d. Mandatory Finish d
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b. Finish On or Before a t his se th
c. Start 5 Days After ( m s to u
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Lesson 11: Managing Project Risks

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Risks
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Risk Enterprise Data

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Risk Categories
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Risk Thresholds
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Tolerance Threshold m ar ense
u k u ic directly to the probability, schedule, and cost impact levels
lrelate
Probability, schedule, andtcost h
u The b l e
thresholds
that appear in the riskM
r register.
f e r atolerance thresholds, however, have no corresponding impact levels in
the risk register. a ns
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i s
Tolerance
hkthresholds
o n -
act as markers that determine which color band a risk occupies once its score has been
a t h a n
S calculated. The tolerance thresholds work behind the scenes in conjunction with the other thresholds to
determine a risks location in the applicable Probability and Impact Diagram (graphic counterpart of the risk
scoring matrix).
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Risk Scoring Matrices

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Risk Scoring Matrices m ar ense
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u risk l e
bscoring matrices for different projects depending on a projects size,
Organizations may utilize
r M different
e r a
a anlocation,
time constraints, geographical
m sf etc. Also, different organizations may utilize different matrices for
u -tr on the organizations priorities or risk management practices. A project,
k depending
the same project
h
however,i s o n
a th can ahaven only one risk scoring matrix assigned to it at any one time.
S
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Risk User Defined Fields

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Risk Response Planning

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Risk Register
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Overview: Managing Project Risks

The Risks page contains the risk register and is your central location in P6 for managing risks in a single
project or in multiple projects across the organization.
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Use the riskuregister n sfrisks and to record their anticipated probability and impacts on schedule
and costs.
i sRed -tr threats; white dice denote opportunities.
hk diceodenote
n
a th a n
S
Use the Response Plans detail window to create response plans that list specific response actions and
their anticipated effects on a risks probability and project impacts.
Use the Activities detail window to map risks to the specific activities they are most likely to impact.
Use other detail windows to document risks fully to develop organizational risk knowledge that may
save time and money on future projects. Other detail windows include the following:
Description - Enter a fully detailed description of the risk.

Cause - Provide primary and secondary causes of the risk.
Effect - List all the potential impacts of the risk on the project, the company, and the company's
future projects.
Notes - Enter additional information.
Probability and Impact Diagram - Provides a visual representation of the risk scoring matrix
assigned to the project.
204
Creating a Risk
The P6 risk register enables you to document risks fully and to analyze their potential impacts on the
project's costs and schedule. It contains the risk enterprise data needed to add, track, and respond to project
risks. Although project risks can be added to the risk register at any time, a risk scoring matrix must be
assigned to the project in order for you to perform a qualitative analysis and generate a risk score.
Risk Type - A risk can be classified as either a Threat or an Opportunity depending on whether its potential
impact on the project is expected to be negative (threat) or positive (opportunity).
Risk Status - The default status of a new risk is Proposed. This means that the risk is under preliminary
investigation after which its status can be changed to one of the following:
Open Risk is considered serious and will be addressed with an appropriate response plan.
Active Risk is currently under active response planning.
Rejected Risk is not considered serious enough to require response planning and has been closed. h a s
ci n)
Two more status classifications can be applied following response planning: s a
m e
Managed Response planning has enabled the company to avoid the riske(changes n t toidtheeschedule)
tud ntandGthe
or to transfer it to another party (insurance company, partner, subcontractor),
u risk has been
s
closed. r@ tude
aminimize
Impacted Response planning has enabled the company
k u m to
s S the negative impacts of a
i
i h e thand the risk has been closed.
threat or to maximize the positive impacts of ansopportunity,
a t h s
Risk Owner - Assign a risk owner, an office mors o
individual
t uwithin the company, to maintain responsibility
for the risk. a r ( nse
u k um lice
u th able
a r M nsfer
k u m tra
i s h on-
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Sa
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Activity 11-1: Creating a Risk h k u is S
t his a snew
e th
Access the Risk Register on the Risks page and begin a creating
s to u risk.
Step Action
( m
1. Begin by navigating to the EPS page. On
2. On the Actions menu, click Close m ar theenProjects
All.
se navigation bar, click EPS.
u k u licRisks, and then click Open Project.
3. Right-click a project, HRSYS
t h - e
Managing
l
b Risks.
u bar,raclick
r M
4. On the Projects navigation e
5. On the Risks m a aclick n sfthe Add a Risk icon.
u toolbar,
hIDk fieldofor tr new risk, type <R08>.
-the
s
6. In ithe n
a
7.
tInh the Name
a nfield, type <Data Conversion Delay>.
S
8. In the Type field confirm Threat, and in the Status field confirm Proposed. In the Owner field, click
the ellipsis.
9. In the View Resources by field, select Opened Projects, and then select a resource, CNOR - Charles
North.
10. Click Assign.
11. A risk ID, name, type, status, and owner are listed in the risk register.
206
Computing a Risk Score

A qualitative analysis requires that probability, as well as schedule and cost impact levels, are assigned to
the risk. These levels are derived from the risk thresholds used to create the risk scoring matrix assigned to
the project. Different risk scoring matrices can be assigned to different projects, but each project can have
only one matrix assigned to it.
P6 uses the selected probability and impact thresholds to compute a risk score. The relative severity of
different risk scores can be viewed by clicking the Probability and Impact Diagram detail window and
viewing the values derived from the risk scoring matrix assigned to the project.
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Risk Exposure - In addition to a risk score, P6 also calculates a Risk Exposure value when the new risk is
saved. Risk exposure is the monetary impact for the risk calculated from the values selected for the
probability and cost impact. It is calculated by multiplying the probability midpoint and the cost midpoint.
(A midpoint is calculated by adding the lowest and the highest values for the threshold and dividing the sum
by two.) In the following activity, selected probability is M (30% to 50%, midpoint = 40%) and selected
cost impact is also M ($75,000 to $150,000, midpoint = $112,500). Exposure is therefore calculated as
$112,500 x 40% = $45,000. The Exposure Start and Exposure Finish fields are date fields that display the
earliest start and latest finish dates, respectively, of all project activities associated with the risk. If no
activities are associated with the risk, the fields display the start and finish dates of the entire project.
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Activity 11-2: Computing a Risk Score
Compute a risk score for a new risk.
Step Action
1. In the Probability list, note the probability range for each threshold level, and then select M (30% to
50%).
2. In the Schedule list, note the impact range for each threshold level, and then select H (20.0d to 40.0d).
3. In the Cost list, note the impact range for each threshold level, and then select M ($75,000 to
$150,000).
5. Note the risk score (20) for the new risk, and then click the horizontal scrollbar right arrow to scroll
to the right of the screen.
6. Note the risk Exposure ($45,000.00), and then click the Probability and Impact Diagram detail
window to view risk severity levels.
7. A new risk is created with a risk score of 20 and a risk exposure value of $45,000.
208
Mapping Risks to Activities

Use the risk register to map project risks to the specific activities they are most likely to impact. This can
serve to alert project team members to risk-sensitive activities and help ensure that planned response actions
are completed in a timely manner.
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Map s
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a t1.h In thea risk
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Step Action
S 2. In the Activities detail window, click the Assign Activities icon.

3. In the Select Activity dialog box, click + to expand groupings HRSYS - Managing Risks, Dep - System
Deployment, and Prep - System Installation Preparation, and then select an activity, HR3030 -
Convert data from previous system.
4. Click Assign.
5. Click Close.
7. A risk is mapped to an activity.
209
Viewing and Assigning Risks on the Activities Page

Just as you can assign risks to activities on the Risks page, you can also view and assign risks on the
Activities page. Viewing risks associated with specific activities can help project managers track impending
risks as they guide a project through its schedule.
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1. Onisthe o navigation bar, click Activities.

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3. Select an activity, HR3030.
4. Click the Risks detail window.
5. Note that risk R08 is assigned to the activity. In the Risks detail window, click the Assign Risk icon.
6. Select a risk, R06 Technological Complexity.

7. Click Assign.
8. Click Close.
10. A second risk is assigned to an activity.
210
Creating a Risk Response Plan

A risk response plan details the specific actions that project team members will take to minimize the
potential adverse effects of a risk and to maximize positive outcomes. Creating a response plan is similar to
creating a risk. A risk can have multiple response plans.
Response plans are classified into four different types:
Accept Accept the risk and take no actions in response.

Avoid Change the project to avoid the risk.
Reduce Reduce the probability and/or impact of the risk.
Transfer Transfer the risk to another party.
In the following exercise, your response plan will focus on reducing both the probability of the risk and its
impacts if it should occur. Therefore, you will select Reduce. s
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The remaining response plan fields cannot be edited directly but derive their values from the individual in)
response actions that make up the response plan. s ac
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Activity 11-5: Creating a Risk Response Plan

Create a risk response plan to address a risk.
Step Action
1. On the Projects navigation bar, click Risks.

2. In the risk register, select risk R08 - Data Conversion Delay.
3. In the Response Plans detail window, click the Add icon. (If necessary, drag the horizontal split bar to
enlarge the detail window.)
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4. In the Response Plans ID field, type <R08-RP1>.

5. In the Name field, type <Data Conversion Help>.
6. In the Response Type list, select Reduce.
7. A response plan ID, name, and response type are entered in the Response Plan detail window.
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Adding Response Actions to a Risk Response Plan

A response plan is made up of specific response actions targeting a risks probability or impacts. These
response actions, along with their owners, status, start and finish dates, and qualitative probability and
impact thresholds, are added below the associated response plan in the Response Plans detail window.
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Activity 11-6: Adding
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Step Action
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Sa 2. In thea ID field for the new response action, type <R08-RP1-1>.
3. In the Name field, type <Pre-Conversion Survey and Testing>.
4. In the Owner field, click the ellipsis.
5. In the View Resources by list, select All Resources.
6. Click + to expand groupings, IT - IT Resources and TST - Testing, and then select LAB - Testing
Facility.
7. Click Assign.
8. A response action is added to the response plan for a risk, R08.
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Adding Thresholds and Costs to Risk Response Actions

A response action can have one of five status classifications:
Proposed The response action has been offered for review and evaluation. This is the default
status for all new response actions.
Sanctioned The response action has been evaluated and approved for implementation.
Rejected The response action has been evaluated and rejected from further consideration.
In-Progress The response action is being carried out.
Complete The response action has been completed.
The status of a response action may be updated multiple times over the course of a project.
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Specifying Start and Finish Dates - When a response action is first added to a response plan, the Start and
Finish dates of the overall project are applied to the response action. The dates can subsequently be changed
by clicking in the appropriate field and selecting a new date. In this way, the Start and Finish dates of
individual response actions can be more closely aligned with the Start and Finish dates of activities
impacted by the associated risk.
Choosing Probability and Impact Thresholds - Just as you chose probability and schedule and cost
impact levels when you created risk R08, you must choose new threshold levels predicting the probability
and impacts that will result from completion of a response action. P6 will calculate a new risk score from
the new thresholds. If the response plan includes multiple response actions, P6 will calculate a new overall
risk score that takes all of the response actions into account.
214
Adding Response Plan Costs - The Response Total Cost column in the risk register (to the right of the
Score column) currently shows no costs, and you will not enter any in this lesson. But costs are important
both planned costs for determining whether to sanction or reject a proposed response action and actual costs
for determining the overall cost effectiveness of completed response efforts.
Planned Cost and Actual Cost columns can be added to the Response Plans detail window to track the costs
associated with individual response actions. After completion of all response plans associated with a risk,
cost totals can be transferred to the Response Total Cost column in the risk register. The column is not
calculated; cost totals must be entered directly. Documenting the total cost of risk response efforts is an
important part of developing long-term organizational knowledge.
In the following exercise, you will complete input for the first response action and add a second response
action to the risk response plan.
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Activity 11-7: Adding Thresholds and Costs to Risk Response Actions m e
Finish creating a risk response plan for a risk by adding a second response actioneand n tcompleting
i d einput for
the status, date, threshold, and cost fields. s tud nt Gu
Step Action
1. Begin by confirming that the Response Plans detail window a @ udClick

is rdisplayed. e the Response
Plans detail window. m
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h k h down arrow, and then select a date, 1-
t h is click
2. In the Start field in the Response Plans detail window,
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Oct-18. a
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3. In the Finish field, click the down rarrow, and e a date, 12-Oct-18.
4. On the Probability list, select m
L
a toe30%).
(10% n s thenIn select
the Schedule field confirm H (20.0d to 40.0d), and
u k u l i c
in the Cost field confirm
u le to $150,000).
th M a($75,000
b
5. Click the Add M
a r a Response
s f erAction icon.
6. In theuID n new response action, type <R08-RP1-2>.
mfield tforrathe
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7. isInhthe Name -
t h n onfield, type <Draft Conversion Guidelines>.
Sa 8. In thea Owner field, click the ellipsis.
9. In the Select Owner dialog box Search field, type <LDAN>.
10. Confirm selection of LDAN - Laura Daniels, and then click Assign.
11. In the Start field, click the down arrow, and then select a date, 15-Oct-18.
12. In the Finish field, click the down arrow, and then select a date, 19-Oct-18.
13. In the Probability field, confirm M (30% to 50%), and then in the Schedule list, select M (10.0d to
20.0d).
14. In the Cost list, select L ($30,000 to $75,000).
16. In the Response Plans detail window, click + to expand response plan R08-RP1, and then scroll to the
right to view the updated risk score.
17. A risk response plan reduces the risk score.
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Viewing Risks on the Project Workspace

View risks in the Dashboards section and on the Project Workspace.
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Activity 11-8: Viewing Risks onm arProject
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View the Project Risks portletton the e
Project
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Step Action
1. On the Projects navigation fe

m ar click
2. On the Workspace, n s
Customize.
h
3. In ithe k u
Project n - t raselect the Project Risks check box.
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4.atClick a
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nand
S 5. Project risks are displayed on the Project Workspace.
216
Lesson Review
A risk is any potential event or condition that could have a negative or positive impact on project
objectives.
Risk enterprise data is used to create risk categories, risk thresholds, risk scoring matrices, and risk
user-defined fields that are standard across an organization.
A risk scoring matrix is a qualitative analysis tool used to calculate the impact of risks on a project.
The risk register on the Projects Risks page is the central area in P6 where you identify and manage
risks for individual projects and across the enterprise.
Review Questions
1. True or False: A risk scoring matrix must be assigned to a project in order to perform a qualitative
analysis of the project's risks. h a s
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2. Which of the following is an example of risk enterprise data?
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3. Which of the following risk thresholds is necessary to h k
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c. Response
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d. All of the above
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4. True or False: All M
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217
Lesson 12: Customizing Activity Views

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Activity Views
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Overview: Customizing Activity Views

Use the Customize Activity View dialog box to customize an activity view, including the Gantt chart,
Activity Table, Activity Network, detail windows, grouping, sorting, filters, and access privileges.
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Click the
h u
kView icon-tr to access a list of activity view-related actions: Save View, Save View As,
i s o n
a thView, aE-mail
Delete n View, and Customize View. The same options are also available on the View menu.
S
Click Save View As to create a new activity view
Click Customize View to display the Customize Activity View dialog box.
The Customize Activity View dialog box contains seven tabs, each of which is used to manage a
different activity view component.
Click icons to control detail window position.
Click the Column icon , the Grouping icon , the Filters icon , or the Gantt Chart Options
icon to quickly access view editing functionality without displaying the Customize Activity View
dialog box.
224
Saving a Copy of an Activity View

On the View menu, click Save View As to create a copy of an existing activity view. Or, click the View icon
and then select Save View As.
In this lesson, you will create a view that groups by primary resource.
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Activity 12-1: m aSaving
a n sa fCopy of an Activity View
Saveis ah
copy
u -tr view.
k of annactivity
o
t1.h Begina byn navigating to the EPS page. On the Projects navigation bar, click EPS.
a
Step Action
S 2. On the Actions menu, click Close All.

3. Right-click a project, HRSYS - Customizing Activity Views, and then click Open Project.
5. In the Activity View list, select Critical Activities.
6. On the View menu, click Save View As.
7. Type a new activity view name, <First Quarter Primary Resources>.
8. Click OK.
9. A copy of an activity view is saved.
225
Viewing the Customize Activity View Dialog Box

The Customize Activity View dialog box is divided into tabs containing options for columns, bars, the Gantt
chart, and the Activity Network. The dialog box also contains grouping, sorting, and filtering options.
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Activity 12-2: Viewing the t h Customize
l e
M u View dialog
View the Customize Activity r a b box.
r
a ansCustomizef e
m
Step Action
1. On the View
u menu,rclick View.
h k n - t
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2. The
a no Activity View dialog box is displayed.
S
226
Columns Tab
Use the Columns tab to add or remove columns and arrange their order. The Columns tab allows you to
customize:
Available/Selected Columns - Add up to 30 columns to display. Columns display in the Activity

Table from left to right according to the list in the Selected Columns section. Use the arrows to add,
remove, or change the order of columns. Ctrl + Click to select multiple columns and double-click an
item to move it between the Available and Selected sections.
Sort By - Select a field to sort the list.
Sort Order - Select Ascending or Descending order.
Show first column as - Select whether the first column is Activity ID or Activity Name.
Font - Click the ellipsis to select the font that is displayed in the Activity Table.
To add or remove columns without displaying the Customize Activity View dialog box, click the Columns s
h a
icon on the Activities toolbar, or on the View menu, click Columns.
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Activity 12-3: Columns Tab

Add and remove columns from an activity view.
Step Action
1. In the Selected Columns section, Ctrl+click to select Start, Finish, and Total Float, and then click
the left arrow to move them to the Available Columns section.
2. Use the Search field to locate the Planned Duration, Planned Start, and Planned finish columns. In
the Search field, type <planned>.
3. Double-click Planned Duration to move it to the Selected Columns section.
4. Double-click Planned Start to move it to the Selected Columns section.
227
5. Double-click Planned Finish to move it to the Selected Columns section.

6. Verify that Activity ID is selected in the Show first column as list. In the Sort By list, select Activity
ID (in the General grouping.)
7. Columns are added to and removed from an activity view.
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Grouping Tab
Use grouping to categorize and organize activities that share a common attribute.
Groups are separated by bands that describe the attribute. Use the Band Color and Text Color lists to specify
color and text for each band. Use the Sort Order list to sort by Ascending, Descending, or Hierarchy.
When you choose to group activities by a hierarchical field, for example WBS or activity code, the To Level
list is enabled so you can choose the number of hierarchy levels to group by. For example, if your WBS is
five levels, you may want to group only to the third level.
For grouping levels you also can opt to:
Show field title - Displays the grouping level field name, followed by the field value. For example, if you
choose to group activities by WBS, the field name WBS appears to the left of the date value for the group. If
s
you do not choose this option, only the field value appears in the band. h a
c i n)
a
Show field rollups - Displays summary information for all cost, numeric, integer, start date,sand finish date
m e reflect
fields in the group. Start date rollups reflect the earliest date for the group. Finish datetrollups the
n d e
latest date for the group. Unit and cost rollups are a total of the values for eachd
t u e
activity
G
in ui
the group.
@ s ent
Hide if empty - Hides empty rows when the Activity Table is grouped a r by WBS,
t u d activity code, or primary
resource.
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u is S
h
is Resource, th
When grouping by WBS, Project, Activity Code,a orth
Primaryu s e specify the text that displays in the
grouping band. m s t o
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ID/Code - Displays the k
m value
IDuor Codelic e in the grouping band.
u e
Name/Description
M uth- Displays
r a blthe Name or Description in the grouping band.
ID/Code and
n s fe
ar Name/Description - Displays the ID/Code and Name/ Description.
k m ra without launching the Customize Activity Views dialog box, click the Grouping
uedit a grouping
t
h
To create
is noor n -
a t h
S icon onathe Activities toolbar, or select Group on the View menu.
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Activity 12-4: Grouping Tab h k u is S
Group activities by Primary Resource. a t his se th
Step Action
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1. Click the Grouping tab. a r nse
2. In the Level 1 field, type <primary
k m
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3. P6 searches the available u
th aWhen
values. le Primary Resource appears, click the Level 1 field.
u b
a r MColor
4. In the Level 1 Band
s erselect a color.
list,
f
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5. Activitiesuare
- t r an
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Sa a
230
Filters Tab
When working with large lists, focus on activities more effectively by filtering out data. P6 offers several
types of filters:
Standard - You cannot modify criteria in the predefined filters or add new filters to the list. Available
filters include:
Activities occurring within a specified number of days

Activities finishing within a specified number of days
Completed activities only
In progress activities only
Milestones only
My activities
Not started activities only s
h a
ci
Custom - Create filters by specifying your own criteria. There are three types of custom filters: n)
s a
Global - Custom filter that is available to all users. m e
Multiple User - Custom filter that is available to multiple specified users. e n t ide
User - Custom filter available only to the current user. s tud nt Gu
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In addition to standard filtering options, the is under option isuprovided toSenable you to filter on
hierarchical elements, such as filtering for projects under i s ha kspecified
t h is node and its child nodes. The is
EPS
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at Assignments
under option is also available in the EPS and Resources se views.
s u
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To add or edit filters without launchingm theicCustomize
n Activity Views dialog box, click the Filters icon
k u e
l menu click Filters.
u thuor aonbthe
on the Activities toolbar, le View
In this exercise, a r Ma custom
create s f erfilter to show activities with Planned Start dates between 01-Jan-18 and 31-
Mar-18. ku
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Activity 12-5: Filters Tab h k u is S
Create a custom filter. a t his se th
Step Action
( m s to u
1. Click the Filters tab.
a r nse
k m
2. Select Multiple User, then clickuthe Add c
i e icon.
Filter
u e l
th arules
3. In the Match __ of theufollowing bl list, select all.
4. In the Parameter M r
fe list), select Planned Start. (Planned Start is located in the Dates
r list (leftmost
m a n s
grouping.)
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5. In ithe
a
6.
o list), select is greater than or equals.
S In the Value field, click the Calendar icon.
8. Click the Add Filter Criterion icon.
9. In the Parameter list, select Planned Start.
10. In the Is list, select is less than or equals.
11. In the Value field, click the Calendar icon.
12. Select a date, 31-Mar-18.
13. A custom filter is created.
232
Modifying Filter Access

Determine the P6 users who have access to a filter in the Access tab of the Create Filter dialog box.
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Make a custom filter available
u th ablto multiple users.
M erbox, click the Access tab.
Step Action
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2. Confirm
a s
mthat thetraListn of Users option is selected. In the Available Users section, Ctrl+click tharris -
k u
h Harris, -
h i Tim
s n o n sarnold - Susan Arnold, dhansen - Donna Hansen, cnorth - Charles North, and
t bdiamond - Ben Diamond.
Sa a
3. Click the right arrow to move the users to the Selected Users section.
4. Click OK.
5. In the Customize Activity View dialog box, select the Apply to View check box for New Filter.
6. Click OK.
7. A custom filter is applied to the activity view and is available for use by specific users.
233
Bars Tab
The Bars tab enables you to control how bars are displayed in the Gantt chart.
Bar Settings - Choose to display up to three bars.

Type - For each of the three bars, choose to display the Current Bar, Late Bar, Project Baseline Bar,
Users Primary Baseline Bar, Float Bar, Free Float Bar, Plan Bar, Percent Complete Bar, or UDF
Bar.
Height - Adjust the height of each bar up to 64 points.
Color- Choose to display a specific color for the bar or display the bar color based on the activitys
activity code.
Show Necking - Select to show bar necking. Necking provides a visual distinction between work
time and nonwork time.
Current Bar Options - When displaying the Current Bar, further customize it with the following options: h a s
c i n)
Show Progress - Chart progress (or actual work) along the Current Bar. The Progress bar a
s is blue.
m
Show Critical - Represent critical activities with a red bar instead of the Current tBar
dee
color.
Bar Label - Choose an activity data field to display, and select a position and e n
font for u i label.
the
d or activity
Bar Necking - Choose to show bar necking based on calendar nonwork t u
s ent
time G nonwork
time. a r @ u d
m
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To customize Gantt chart bars without launching the Customize
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Activity 12-7: Bars Tab

Customize Gantt chart bar display settings.
Step Action
1. On the View menu, click Customize View.

2. Click the Bars tab.
3. In the Height list, select 18.

4. Select the Show necking check box.
5. Gantt chart bar height is increased and necking is shown.
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Gantt Chart Tab

The Gantt Chart tab allows you to show and customize a progress line and customize the timescale.
Show Progress Line - The progress line shows the variance between the Start/Finish dates of the
current project plan and its baseline, or the progress of an activity based on its remaining duration or
percent complete.
Timescale - Choose the major/minor timescale increment to apply to the view. You can also choose
to shade the nonwork time. The shading is adjusted from the Color list.
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a
Activity
S a nGantt Chart Tab
Adjust a Gantt chart timescale.
Step Action
1. Click the Gantt Chart tab.

2. In the Timescale list, select Quarter / Month.
3. In the Color list in the Timescale section, select a different shade.
4. The Gantt chart timescale is adjusted.
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Access Tab
The Access tab allows you to specify who has access to the view:
Current User - Available to current user only. In the Activity View list, it is listed under the
User grouping,
All Users - Available for all users. In the Activity View list, it is listed under the Global grouping.
List of Users - Available for the selected users only. In the Activity View list, it is listed under the
Multiple Users grouping.
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Make an activity view available for all users.
Step Action
1. Click the Access tab.

2. In the This view is available to field, select All Users.
3. Click OK.
4. The activity view is available to all users.
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Viewing the Gantt Chart and Changing the Timescale

Click the Gantt Chart icon to display the Gantt chart alongside the Activity Table. Right-click any area
on the Gantt chart timescale and select an option to display the chart as:
Year / Quarter
Year / Month
Quarter / Month
Month / Week
Week / Day
Financial Period
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Activity 12-10: Viewing the Gantt Chart and Changing the Timescale
View the Gantt chart and change the timescale.
Step Action
1. On the Activities toolbar, click the Gantt Chart icon.

2. The Gantt chart timescale is Quarter / Month, as specified in the Customize Activity View dialog box.
Right-click the timescale and select Month / Week.
3. The Gantt chart is displayed and its timescale is changed.
238
Sorting Data and Ordering Columns

The Activities page allows you to modify sorting preferences and change the order of columns.
Drag and Drop - Drag and drop columns to change their order in the Activity Table. However, to
remove or add columns, you must open the Customize Activity View dialog box.
Sort - Click a column header to change the sort by preference. Toggle between ascending and
descending order by clicking the same column header. An arrow indicates whether the data is
ascending (upward-pointing) or descending (downward-pointing).
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Activity
Customize column order and sort data by a column.
Step Action
1. Press and hold your mouse cursor on the Planned Duration column header and drag it to the
rightmost position.
2. Click the Planned Start column header to sort data within the grouping bands.
3. On the View menu, click Save View.
4. Column order is customized and data is sorted by a Planned Start.
239
Selecting Detail Windows

On the View menu, click Customize Detail Windows to choose the detail windows that are available in each
activity view. In the Customize Detail Windows dialog box, select the check boxes corresponding to the
windows that you want displayed in the current activity view. Select detail windows for both the Activities
and WBS areas.
Alternatively, right-click on a detail windows title bar and select the windows that you want to make
available in the current view. While using the View menu provides more functionality, the right-click list is
faster and better suited to selecting or eliminating a single detail window. Note that the right-click list only
reveals detail windows for the selected type, Activities or WBS.
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th 12-12:
a
Activity
S a nSelecting Detail Windows
Select detail windows for an activity view.
Step Action
1. Select an activity, HR1040 - Design system architecture.

2. On the View menu, click Customize Detail Windows.
3. A list of available activity-related detail windows is displayed. Click WBS.
4. Confirm that the top check box is selected, making all WBS-related detail windows available, and then
click Activities.
5. Select the Update History check box.
6. Click Save.
7. Right-click any detail window.
8. In the detail window list, clear the Update History check box.
9. The Update History detail window is no longer displayed. On the View menu, click Save View.
10. Detail windows are selected.
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Relocating Detail Windows

Detail windows can be displayed at the bottom of the Activities page or floated into a different position. Use
the following icons to manipulate detail windows:
Minimize Details icon Click to minimize a detail window.

Float icon - Click to float a detail window, making it movable.
Restore icon - Click to restore a floating detail window to its original position.
As an alternative to using the Float icon, click and drag a minimized detail window to relocate it.
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Activity 12-13: Relocating Detail Windows
Relocate a detail window.
Step Action
1. Select an activity, HR1070 - Design external interfaces.

2. Click the Predecessors detail window.
3. Click the Float icon.
4. Press and hold your mouse cursor on the Predecessors detail window title bar and drag it to the top of
the page.
6. Click the Restore icon to restore the Predecessors detail window to its previous position.
7. Click the Successors detail window.
8. Click the Minimize Details icon.
9. You have relocated a detail window and then returned it to its original position.
241
Lesson Review
The Activities page allows you to customize activity views, which determine how data is displayed.
You can save a customized activity view and then share it with a list of users or all users.
To make a copy of an existing activity view, click Save View As on the View menu. Alternatively,
you can click the corresponding icon on the Activity toolbar, and then select Save View As.
Detail windows can be made visible or invisible, and can be moved according to your preferences.
Review Questions
1. True or False: You can remove a grouping by selecting the blank item in the Level 1 list.
2. Sort activities in the Activity Table by:

a. Clicking the column header. h a s
b. Using the Sort by and Sort order lists in the Customize Activity View dialog box.
ci n)
c. Right-clicking any column and selecting Sort. s a
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3. True or False: On the Activities page, you can customize Activities-related detail G ubut not WBS-
s t
related detail windows.
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242
Case Study 2: - Scheduling the Project
Case Study 2: Scheduling the Project

The building renovation project is about to begin, and the building owner asks about the project's schedule.
You inform her that the project cannot be scheduled until relationships between activities are specified.
1) Close all projects and open a project, RENO-2 RENO Scheduling the Project. On the Activities page,
select an activity view, Creating Relationships. Create relationships between activities as indicated in the
table below. Some relationships have already been created for you.
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a. Schedule the project with a data date of 05-Mar-18.
b. Select an activity view, Adding WBS, and add a column, Total Float. At the project level, what is the
Total Float? What is the scheduled Finish date?
2) The building owner has indicated that she plans to hold a building dedication and ribbon-cutting
ceremony on Wednesday, 25-Jul-18.
a. Assign a Must Finish By constraint of 25-Jul-18 to the project.

b. Schedule the project. What is the Total Float for the project?
243
Case Study 2: - Scheduling the Project
3) As time for the project to start draws near, you receive notice from one of your suppliers that, due to
retooling by the manufacturer, the special architectural shingles you ordered will not be available until 15-
Jun-18. The supplier asks if you would prefer to substitute different shingles, but you decide to keep the
original order intact. Assign a Start On or After constraint of 15-Jun-18 to activity A1220.
4) Schedule the project again. Does the constrained activity affect the finish date of the project? Why or
why not?
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Lesson 13: Understanding Roles and Resources

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Roles and Resources

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Resource Details
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Relationship between Roles and Resources

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Resource Types
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250
Overview: Viewing Roles and Resources

View the resource and role hierarchies on the Administration page in the Resources section. Use the page to
view and modify information about resources and roles and to configure resource teams and role teams.
Those with appropriate security privileges can use the page to create resources/resource teams and roles/role
teams.
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a th The Administration
a n page is divided into four tabs: Resources, Resource Teams, Roles, and Role Teams.
S
Use the Resources tab to view the resource hierarchy and modify resource information.
Use the Resource Teams tab to configure resource teams, which enable you to organize resources
into smaller groups to facilitate assignments and analysis.
Use the Roles tab to view the roles hierarchy and modify role information.
Use the Role Teams tab to configure role teams, which enable you to centralize similar knowledge
areas and skill levels that you manage or are responsible for staffing.
Resource hierarchy lists all resources in the organization. Customize columns and group data to meet
your needs.
Detail windows enable you to enter and view information about the selected resource.
251
Viewing Resources
The Resources tab on the Administration page lists the resources you are authorized to view. The
application administrator may limit your ability to view all resources in the organization. Data on the tab can
be grouped by the resource hierarchy, primary role, or resource code.
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tOn
S2. the Resources navigation bar, click Administration and then click the Resources tab.
3. On the Resources toolbar, click the Group By icon.
4. In the Group By list, select Resource Codes, Department.
5. Click + to expand Department.
6. Click + to expand a resource code value, DEV.
7. Data is grouped in the Resources tab.
252
Viewing Unit and Price Information

Use the Units and Prices detail window to define cost and availability for the selected resource. Information
pertains to the date listed in the Effective Date field.
Max Units/Time - Indicates the number of units available during each work period.
Price/Unit - Monetary value per time period. Multiple rates can be listed for example,
Commercial, GSA (for U.S. government work), and Internal.
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Activity
a
S View unit and price information for a resource.
Step Action
1. On the Resources toolbar, click the Group By icon.

2. On the Group By list, select Resource Hierarchy.
3. Click + to expand IT - IT Resources and DEV - Development, and then select a resource, JBOY -
Jennifer Boyle.
4. Click the Units and Prices detail window.
5. Unit and price information for the resource is displayed.
253
Viewing Resource Teams

Use the Resource Teams tab to create resource teams. A resource team enables you to group personnel into
smaller groups to facilitate resource assignment and analysis. In the Resources detail window, view
members of the team and add or delete members.
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1. tClick n on Teams tab.
is the Resource
Step Action
S2.a Click + ato expand Global Resource Teams, and then select Development Team.
3. Members of the selected resource team are displayed in the Resources detail window.
254
Viewing Roles
The Roles tab lists roles in the organization, organized by hierarchy. The Resources detail window lists
resources to whom a selected role is assigned, their proficiency in the role, and whether it is their primary
role.
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S 3. Click the Resources detail window.
4. Resources assigned the role are displayed.
255
Viewing Price and Limits Information for Roles

Rates assigned to roles are listed in the Prices detail window. Like resources, roles can be assigned different
rates - for example, GSA and Internal. When a resource and a role share an activity assignment, options in
My Preferences enable you to select whether to always use the resources price/unit, always use the roles
price/unit, or be prompted to choose at the time of assignment.
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limit
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Custom value entered in the Max Units/Time field in the Limits detail window.
256
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Activity 13-5: Viewing Price and Limits Information his se tfor h Roles
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1. In the Roles hierarchy, confirm m that
the Prices detail window.u k u lic
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forbthe role, and then click the Limits detail window.
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3. Price and limit
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Viewing Role Teams

Use the Role Teams tab to create and manage role teams. Role teams provide a convenient way to gather
and organize specific work-related knowledge areas and skill sets needed for projects that you manage or for
activities that you are responsible for staffing.
In the Roles detail window, view members of the team and add or delete members.
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Activityi s13-6: o n
a
View
throle teams.
an
S Step Action
1. Click the Role Teams tab.

2. Click + to expand Global Role Teams, and then select Network Team.
3. Roles on the role team are displayed.
258
Lesson Review
A role is a job title or skill - for example, Trainer or Manager.
A resource is a specific person or thing used to complete an activity.
Roles can be assigned to resources to aid in resource management. Multiple roles, including a single
primary role, can be assigned to each resource.
Resources are divided into three categories: labor (people), nonlabor (equipment), and material
(consumable items measured in units other than time, such as $5.00/square foot).
Resources and roles are defined in the Resources section, where you can use detail windows to view
and edit information.
Review Questions
1. True or False: When resources are defined, they are assigned to a specific project and cannot be shared
h a s
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2. Which of the following is not a resource type?
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259
Lesson 14: Assigning Roles and Resources

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Assigning Roles
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Assigning Roles
1. Define roles in the roles

dictionary.
System Architect
2. Assign role to activity.

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ac i
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3. Replace role with resource. d e
s tu nt G
m ar@ tude System Architect
Susan Arnold
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Assigning Resources
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Steps for Resource Management

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Summarization
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Overview: Assigning Roles and Resources

Use the Actions menu or the Assignments detail window on the Activities page to assign roles and
resources.
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On the Actions
hk omenu, -trclick Assign Role to assign a role, or Assign Resource to assign a resource.
i s n
a th a n
S The Assignments detail window enables you to add and remove resource or role assignments, and to
view or update resource details such as units and costs.
Click the Customize Columns icon to customize the columns in the Assignments detail window.
In the Assignments detail window, click the Assign Role icon (green shirt) to assign a role, or the
Assign Resource icon (blue shirt) to assign a resource. Click the Request Resources icon to define
search criteria and then search for resources.
In the Assignments detail window, click the Delete icon to delete resource and role assignments.
Select a check box in the Primary Resource column to designate the selected activity's primary
resource.
266
Viewing the Assignments Detail Window

Click the Customize Columns icon in the Assignments detail window to see a list of the fields that are
available for display. Select a field to make it visible in the detail window. The following is a summary of
commonly used fields:
Role Name Name of the role assigned to the activity.

Resource Name Name of the resource assigned to the activity.
Primary Resource Indicates whether the corresponding resource is the activity's primary
resource.
Planned Units Number of work units the resource has planned for the activity.
Actual Units Number of work units the resource has spent working on the activity.
Remaining Units Number of work units the resource needs to complete the activity.
Planned Units/Time Planned units per time for which the resource is expected to work on the
activity. For example, a person assigned full-time might work for eight hours per day (8h/d).
h a s
Remaining Units/Time Units per time for which the resource is expected to perform the in)
remaining work on the activity.
s ac

m e
Price/Unit Non-overtime price per unit of time for the resource or role. This is set in the
t
n uide
Units/Prices detail window on the Administration page in the Resources section.
e
d
tu nt G
Rate Type Determines the price/unit used to calculate costs for the activity assignment.
s

m ar@ tude
Rate Source If a single activity assignment includes both a resource and a role, you can choose
to use the rates or price/unit values defined for the resource or use the rates defined for the role. You
h k u is S
can also choose Override as the Rate Source, which allows you to manually enter a price/unit for the
t his se th
assignment. The default Rate Source is set in My Preferences.
a
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t hisWindow e th
Activity 14-1: Viewing the Assignments Detail a
s to u s
View the Assignments detail window. (
r nsem
Step
m a
Action
1. Begin by navigating to the EPSupage. On c e Projects navigation bar, click EPS.

the
u k e l i
2. On the Actions menu, click th abl
Close
uHRSYS All.
r nsfe-rAssigning Roles and Resources, and then click Open Project.
M
3. Right-click a project,
a
k u m navigation
4. On the Projects
t r a bar, click Activities.
shActivity
5. In ithe
o -
n list, select Roles and Resources.
View
t h n
S6.a Select anaactivity, HR1020 - Perform system requirements analysis.
7. Click the Assignments detail window.
8. The Assignments detail window is displayed.
268
Assigning a Resource to an Activity

Click the Assign Resource icon in the Assignments detail window to assign a resource.
Assigning a resource directly without first assigning a role is recommended if you are familiar with the
skills and competencies of the resource pool and have a particular individual in mind for the assignment.
Your administrator may restrict the resources you can see in the Select Resource dialog box. Project
resources those already assigned to the project are always available for assignment, even if you do not
normally have access to them because of your resource security settings. Project resources are displayed in
the Project Resources folder as a flat list in the Select Resource dialog box.
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Activity 14-2: Assigning a Resource to an Activity

Assign a resource to an activity.
Step Action

2. In the Assignments detail window, click the Assign Resource icon.
3. Click + to expand IT Resources and DEV - Development, and then select JBOY - Jennifer Boyle.
4. Click Assign.
5. Click Close.
6. A resource is assigned.
269
Assigning a Role to an Activity

Click the Assign Role icon in the Assignments detail window or click Assign Role on the Actions menu
to assign a role to an activity.
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a t his se th
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m ar ense
Activity 14-3: Assigningth
ku eanlicActivity
auRole to
M u r a bl
m ar ansfe
Assign a role to an activity.
Step Action
1. Select an
h k uactivity,-HR1080
t r - Perform detailed software design.
s Assignments n
thithe
2. In
a a no detail window, click the Assign Role icon.
S3. Click to expand IT - IT Roles and SDEV - Software Developer, and then select SA - System Analyst.
4. Click Assign.
5. Click Close.
6. A role is assigned to an activity.
270
Filling an Unstaffed Role Assignment

When filling an unstaffed role assignment, choose Assigned Role in the Select Resource dialog box to
display only resources who possess the role assigned to the activity.
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Activity 14-4:aFilling r M nan f e r a
Unstaffed Role Assignment
m s
Assign a k
h u to-tfill
resource
n raan unstaffed assignment.
t1.hisSelecta annoactivity, HR1080 - Perform detailed software design.
Step Action
a
S 2. In the Assignments detail window, in the Resource Name field, click the ellipsis.
3. On the View Resources by list, select Assigned Role.
4. Select a resource, CNOR - Charles North.
5. Click OK.
6. A resource is assigned to an activity.
271
Assigning a Role to Multiple Activities

To assign a single role to multiple activities, select the activities in the Activity Table and then click Assign
Role on the Actions menu.
To select multiple activities:

If the activities are contiguous - Select the first activity and then Shift+Click to select the last
activity.
If the activities are not contiguous - Use Ctrl+Click to select activities individually.
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Activity 14-5: Assigning a Role to Multiple Activities
Assign a role to multiple activities.
Step Action
1. Select activity HR1040 - Design system architecture and then Shift+click to also select HR1050 -
Perform high-level software design.
2. On the Actions menu, click Assign Role.
3. In the Select Role dialog box Search field, type <system>.
4. Select a role, SARC - System Architect.
5. Click Assign.
6. Click Close.
8. A role is assigned to multiple activities.
272
Assigning a Resource to Multiple Activities

To assign a single resource to multiple activities, select the activities in the Activity Table and then click
Assign Resource on the Actions menu.
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Activity 14-6: Assigning u au
k Resource
e lic to Multiple Activities
t h b
u activities. l
Assign a resource to M
r multiple
e r a
1. Select anm a aHR1080
Step
activity n sf - Perform Detailed software design and then Shift+Click to also

Action
u
hk HR1090
select -t-rImplement the software.
i s o n
a t2.h On the nActions menu, click Assign Resource.
S 3. In thea Select Resource dialog box Search field, type <Don>.
4. Select a resource, DHAN - Donna Hansen.
5. Click Assign.
6. Click Close.
8. A resource is assigned to multiple activities.
273
Designating a Primary Resource

The primary resource is responsible for coordinating an activity's work. An activity can have one primary
resource or none. If multiple resources are assigned to an activity, the first resource assigned is designated
the primary resource by default.
A primary resource can update steps and assign actual dates to an activity via timesheets. Other resources
can record time against an activity, but they cannot assign actual dates.
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m a ansf
u -tr
hk Designating
i
Activity s14-7: o n a Primary Resource
a th a n
S a primary resource to an activity.
Assign Step Action
1. Select an activity, HR1080 - Perform detailed software design.

2. In the Assignments detail window, select Charles North and clear the check box in the Primary
Resource column.
3. Select Donna Hansen and select the check box in the Primary Resource column.
4. A primary resource is assigned to the activity.
274
E-mail Notification
P6 enables you to notify resources via e-mail when they are assigned to, or removed from, an activity. The
e-mail notification can be automated or manual:
Automated e-mail notification - A setting in My Preferences enables you to notify resources via e-
mail when they are assigned to, or removed from, an activity. You can also choose to be prompted
before the e-mail is sent.
Manual e-mail notification - If e-mail notification is not automated, you can e-mail resources by
clicking E-Mail Activity Details on the Actions menu.
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Activity 14-8: E-mail Notification
Send a manual e-mail notification to a resource.
Step Action

2. On the Actions menu, click E-mail Activity Details.
3. Review the e-mail, and then click Send E-mail.
4. You have sent a manual e-mail notification to a resource.
275
Lesson Review
Role assignments can be used as placeholders, replaced later with specific resources.
Three steps in resource management are defining resources, assigning resources, and analyzing
resources.
P6 allows you to notify resources via e-mail when they are assigned to, or removed from, an activity.
Review Questions
1. True or False: Resources already assigned to a project are listed in a Project Resources folder in the Select
Resource dialog box.
2. True or False: You can assign a role or resource to multiple activities simultaneously by using the
h a s
Assignments detail window.
c in)
s a
3. True or False: Remaining Units are the same as Actual Units.
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276
Lesson 15: Project Workspace

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Project Workspace
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Security Access
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279
Overview: Project Workspace

The Project Workspace serves as a home page for a project. Its content, contained in portlets, is managed
only by those with the proper privilege and is shared with those associated with the project.
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m ar@ tude
h k u is S
a t his se th
( m s to u
m ar ense
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u t h b l e
r M e r a
f click Workspace to display the Project Workspace.
On the Projects
m anavigation
a n sbar,
u
hk on-tr
i s
th Customize
S aClick a n to choose the portlets that appear in the Project Workspace (Content tab) and control
portlet location and width (Layout tab).
In a portlet, click Customize to customize data in the portlet. Not all portlets can be customized.
Icons in each portlet title bar enable you to access Help, refresh the portlet, maximize/minimize, and
close the portlet.
280
Accessing Project Workspace Customization Options

Customize the Project Workspace by:
Customizing content and layout - Choose the portlets that appear on the Project Workspace
(Content tab) and organize their layout and size (Layout tab).
Customizing portlets - Choose data that is displayed in customizable portlets.
Click Customize to view Project Workspace customization options. If more than one person has the
privilege to modify the Project Workspace, the name/date of the last modification is listed at the bottom of
the Content tab.
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s
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Activity 15-1: Accessing Project Workspace t is e th Options
hCustomization
m s
View customization options for the Project Workspace.
a
t o us
Step Action
a r ( nse
2. On the Actions menu, click u umAll.Onlicthee Projects navigation bar, click EPS.
1. Begin by navigating to the EPS page.
k
Close
3. Right-click a project, u
HRSYS a le Workspace, and then click Open Project.
th - Project
b
a
4. On the Projects
r M nsfbar,
navigation
er click Workspace.
k um -tra
5. ClickhCustomize.
h is non
6. tCustomization
Sa a options for the Project Workspace are displayed.
282
Customizing Project Workspace Content

Use the Content tab to select which portlets are visible on the Project Workspace. Portlets listed on the
Content tab are grouped by type. To display a portlet, select its check box; clear the check box to remove the
portlet. Click the arrow next to some portlets to see additional options.
Click Save before changing tabs or changes will be lost.
Following is a list of portlets available on the Project Workspace:
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s
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Activity 15-2: Customizing Project Workspace t hisContent
e th
a
sWorkspace.u s
Add portlets to and remove portlets from a Project( m t o
Step
1. In the Project section, clear theu m ar Status

Action
Milestone n s e
e check box.
u k l i c
2. In the Project section, select
u b le Notebooks check box.
th theaProject
r Mboxes.
3. In the Project Collaboration
f r clear the Communication Center, Project Calendar, and
esection,
Workgroups a
check s
an section, select the Schedule Performance check box.
k umPerformance
4. In thehProject - t r
s Custom
hithe n n
oPortlets
5.atIn section, select the Custom Portlet1 check box.
S6. Next to aCustom Portlet 1, click the arrow.
7. In the Title field, type <Oracle>.
8. In the URL field, type <http://www.oracle.com>.
9. Click Save.
10. Portlets are added to and removed from a Project Workspace.
284
Customizing Project Workspace Layout

After you select portlets on the Content tab, use the Layout tab to specify each portlets size and location on
the Project Workspace.
Drag and drop portlets, or use icons to reposition portlets.

For each portlet, select Narrow or Wide to change the amount of horizontal space it occupies on the
Project Workspace.
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m ar@ tude
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a t his se th
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m ar ense
u k u lic
u t h b l e
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m a ansf
u
hk on-tr
i s
th a15-3:
Activity n Customizing Project Workspace Layout
S a
Customize portlet layout in a Project Workspace.
Step Action
1. Click the Layout tab.

2. In the Oracle portlet, select Wide.
3. In the Project Documents portlet, select Narrow.
4. Select the Oracle portlet.
5. Click the up arrow until the Oracle portlet is located directly below the Project Statistics portlet.
6. Click Save and Close.
7. The portlet layout in a Project Workspace is customized.
285
Using Portlet Controls

Icons in a portlet allow you to manipulate its display, refresh its contents, or access context-sensitive help:
Collapse Expand
Help
Refresh
Maximize/Minimize
Close
Click Expand All or Collapse All to expand or collapse all portlets on the Project Workspace.
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Activity 15-4: Using Portlet Controls

Use portlet controls and view a Custom portlet.
Step Action
1. In the Oracle portlet, click the Maximize icon.

2. View the contents of the Oracle portlet, and then click the Minimize icon to return the portlet to its
original size.
3. On the Project Documents portlet, click the Collapse icon.
4. On the Project Documents portlet, click the Expand icon.
5. On the Notebook Topics portlet, click the Help icon.
6. View Help for the Project Notebooks portlet, and then click X to close the P6 Help 8.2 window.
7. Portlet controls are demonstrated, and a Custom portlet is displayed.
286
Customizing Portlets
Some portlets on the Project Workspace can be customized. For example, the Project Statistics portlet
allows you customize columns to view project data that meets your needs.
(The message No information is available. appears when there is no data to populate a portlet. When a
project is newly created, it is normal to see the message in some Project Workspace portlets.)
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m a ansf
Activity u -tr
hk15-5:onCustomizing Portlets
i s
th aa portlet
Customize n by adding and removing columns.
S a Step Action
1. In the Project Statistics portlet, click Customize.

2. In the Selected Columns section, Ctrl+click Start and Finish, and then click the left arrow to move
both columns to the Available Columns section.
3. In the Available Columns section, click + to expand Budget, and then double-click Original Budget
to move it to the Selected Columns section.
4. In the Available Columns section, click + to expand Cost, and then double-click At Completion Total
Cost to move it to the Selected Columns section.
5. Click Save.
6. Columns are added to and removed from a column in a portlet.
287
Lesson Review
The Project Workspace is the home page for a project that displays information about a single
project, including project management and performance data.
Project data is displayed in portlets.

Proper security privileges are required to customize the Project Workspace.
Review Questions
1. True or False: The Project Workspace displays information about a single project.
2. True or False: All members of the project team can customize the Project Workspace.
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Lesson 16: Optimizing the Project Plan

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289
Project Constraints
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290
Optimizing the Project Plan

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291
Analyzing Schedule Dates

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e n t ide
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m ar@ tude
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a t his se th
( m s to u
Scheduled Finish Date vs. Must Finish m arDateense
By
u k u lic
t h l e
b P6 generates based on activity durations and relationships when it
uthe daterathat
The Scheduled Finish date M is
r
a ansf
schedules the project.
e
u m
i s h k
o n -tr
The Must
thmayFinish nBy date is a constraint applied to the project based on date commitments. A building
S a
project a
need to be completed by a certain date in order to qualify for a particular funding source or a
government tax credit. A commercial project may need to be completed by a certain date in order to take
advantage of a holiday sales period.
Compare a projects Scheduled Finish date and Must Finish By date in the General detail window on the
EPS page. Not all projects have a Must Finish By date. There is no requirement to have one.
292
Shortening the Project

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Guidelines for Shortening a Project m ar ense
u k u lic
u t h l e
b are the activities that determine the overall duration of the project. A
First, focus on critical
r M activities.
e r a
They
m a of any
change in duration
a n sf activity will result in a change in duration of the project. A change in
critical
u -tr activity may have no impact on the duration of the overall project.
hk a non-critical
duration of
i s o n
a th duration
a n estimates. Would a shorter duration be more accurate? Sometimes, duration estimates are
S Refine
too conservative. Can a long activity be broken down into several shorter, more easily managed activities?
Can those shorter activities be structured to reduce overall duration? Perhaps there are additional resources
available that could shorten an activitys duration.
Use relationships to overlap activities. Instead of typical Finish to Start relationships, can Start to Start
relationships be used to schedule simultaneous or overlapping activities?
Apply/modify constraints. Are there constraints that can be added or removed that will allow the project to
finish on time? Are the constraints realistic can the desired effect on activity dates be achieved?
Change calendar assignments. Can resources work 10 hours a day instead of eight? Can they work six or
seven days a week instead of five? Can holidays or vacation days be changed to regular working days?
293
Analyzing Resource Allocation

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294
Analyzing the Budget

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Reviewing Budgeted Costs m ar ense
u k u lic
t h l e
b how to use P6 to review projected costs for the project or individual
uyou willralearn
In this lesson's activities,
M
activities or WBS r
aelements. e
f costs are calculated by P6 based on the resources assigned to each activity.
sThe
u m a n
Setting the
i s h o -tra large project is outside the scope of this course, and is outside the responsibility of
k budgetnfor
most
th project managers
n as well. Nevertheless, project managers must know how to review budgeted and
S a
actual a
costs in order to determine whether their projects are within budget or whether to take corrective
action.
295
Summary Data
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a t his se th
( m s to u
Summary Data m ar ense
u k u lic
t h
uhere because l e
b you will summarize a project for the first time in this lesson.
Summary data is introduced
r M e r a
f to see current values in some areas of P6. Examples of areas containing
a ainnsorder
Summarization is necessary
m
u
h on-tr page, the Project Workspace, and the Resource Usage sections.
summary datakare the EPS
i s
th a n
S a
296
Overview: Shortening the Schedule

Use the Activities page to shorten the schedule if the Must Finish By date cannot be met. Several methods
can help you accomplish this goal:
Refine duration estimates by breaking down long activities.

Assign additional resources to reduce duration.
Modify relationships to overlap activities.
Apply/modify constraints.
Modify calendar assignments.
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The Total Float column on the Activities page allows you to see which activities are driving the critical
path.
Shorten activity durations by typing a new value in the Planned Duration field.
Use the Primary Constraint list to edit or remove constraints. To remove constraints, select the blank
item at the top of the list.
Click the Scheduler icon to reschedule the project after making changes to an activitys duration,
relationships, or constraints.
297
Comparing Scheduled Finish to Must Finish By Date

Determine whether the project will finish on time by comparing the Scheduled Finish date to the Must
Finish By date in the General detail window on the EPS page.
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Activity 16-1: Comparing Scheduled
u k u c
liFinish to Must Finish By Date
u t h b l e
Compare a project's Scheduled
r M Finish
f e raand Must Finish By dates.
a ato nthes EPS page. On the Projects navigation bar, click EPS.
Step
1. Begin by navigating
m
Action
2. On the
u -tr click Close All.
hkActionsonmenu,
i s
h a na project, HRSYS - Optimizing the Project Plan, and then click Open Project.
3.atRight-click
S 4. Select a project, HRSYS - Optimizing the Project Plan.
5. Click the General detail window to compare the Scheduled Finish date and the Must Finish By date.
6. Dates indicate that the project is behind schedule.
298
Focusing on Critical Activities

Focus on critical activities to shorten the project. Critical activities are defined in the General tab in
Scheduling Options as either the longest path or a value of Total Float.
Critical activities determine the overall duration of the project. A change in duration of any critical activity
will result in a change in duration of the project. A change in duration of a non-critical activity may have no
impact on the duration of the overall project.
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Activity 16-2: Focusing on Critical Activities
Define and view a project's critical activities.
Step Action

3. Click Options.
4. In the Define critical activities as field, select Longest Path.
5. Click Save.
6. In the Schedule Project dialog box, click Schedule.
7. In the Activities View list, select Critical Activities.
8. Critical activities show a Total Float of -11 days or -9 days.
299
Shortening Activity Durations

Begin the analysis by reviewing the activities with the longest duration. In general, these activities offer the
greatest flexibility in altering durations.
Would a shorter duration be more accurate? Sometimes, duration estimates are too conservative and should
be refined. Can a long activity be broken down into several shorter, more easily managed activities? Can
those shorter activities be structured to reduce overall duration?
Perhaps there are additional resources available that could shorten an activitys duration. For example, an
activity that requires one carpenter 10 days to complete could be completed in 5 days if two carpenters are
assigned.
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Activity 16-3: Shortening Activity Durations

Shorten the duration of an activity in order to shorten the duration of a project.
Step Action

3. In the Planned Duration field, type <45>.
4. Press Enter on your keyboard.
8. The activity and the project are shortened. Total Float for critical activities has been reduced from -11
days to -6 days.
300
Modifying Relationships
You may be able to shorten the schedule by changing relationships between activities. Instead of typical
Finish to Start relationships, use Start to Start or Finish to Finish relationships to schedule simultaneous or
overlapping activities.
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Activity 16-4: Modifying t h b
u Relationships l e
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a abetween
Change the relationship
m n sf an activity and its successor from Finish to Start to Finish to Finish to
u
reduce thekduration -of
h tra project.
i s o n
Step Action
a t1.h In thea Activity

n Table, select HR1060 - Design database.
S 2. Click the Successors detail window.
3. In the Relationship Type list, select Finish to Finish.
4. In the Lag field, type <5>.
5. Press Enter on your keyboard.
9. An activity relationship is modified. The project's Total Float is reduced to -1 day.
301
Modifying Constraints
Constraints assigned earlier in the project life cycle may need to be modified based on the latest information
from the project team. If you modify or delete a constraint, be sure to also modify or delete the Notebook
topic that was created to document the constraint.
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The constraint on activity HR1060 - Design database can be removed because a resource, with the same
qualifications as John Sanford will now be available when the project starts.
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Activity 16-5: ModifyinguConstraints k u lic
Remove a constraint from t h
u an activity l e
bto reduce the duration of a project.
r M f e r a
a Table, sconfirm
Step Action
1. In the Activity n that activity HR1060 - Design database is selected, and then click the
k u
General
m detail t r a
window.
i s hthe o n -
a h
2. In
t constraint.
a n Constraint list, select the blank item at the top of the list to clear the Start On or After
Primary
S
3. Click the Notebooks detail window.
4. Confirm that the Constraint Log notebook topic is selected, and then click the Delete icon.
5. When prompted, click Yes to delete the Notebook assignment.
9. A constraint is removed from an activity. Total Float for critical activities is 1 day.
303
Confirming Results
After rescheduling, note that no activities have negative Total Float, meaning t he project is scheduled to
finish 28-Nov-18, before the Must Finish By date of 30-Nov-18. You can confirm this by once again
comparing the project's Scheduled Finish date to its Must Finish By date in the General detail window on
the EPS page.
Although no activities now have negative float, critical activities still determine the duration of the overall
project, and a delay in any one of them could potentially put the project behind schedule again.
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th 16-6:
a
Activity
S a nConfirming Results
Confirm that a project is scheduled to finish on time by comparing the Scheduled Finish and Must Finish By
dates. Step Action
1. On the Projects navigation bar, click EPS.

2. In the Project Table, select a project, HRSYS - Optimizing the Project Plan.
4. Confirm that the Scheduled Finish date, 28-Nov-18, is before the Must Finish By date, 30-Nov-18,
and then on the Projects navigation bar, click Activities.
5. On the Activities toolbar, click the Gantt chart icon.
6. Although the project is scheduled to finish on time, most of the project's activities are still critical, as
indicated by the red bars.
304
Overview: Using the Team Usage Page

The Team Usage page displays cost or usage data at the team and individual level. Use it to review
individual roles and resources assigned to the project. Summarize the project before analyzing allocation to
ensure accurate results.
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Use theuOrganized
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i s hk on-tr
a thClick aCustomize
n to filter the data and show current project allocation or allocation across all projects.
S
Display data in histogram or spreadsheet format.
305
Overview: Using the Check Resource Overallocation Service

The Check Resource Overallocation service generates a report listing all resources in the open project(s)
that are overallocated. The Resource Overallocation report enables you to edit resource assignments directly
within the report.
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Inth i s o n
n view the names of resources overallocated in the open project(s) and the activities to
the left pane,
S a
which they a
are assigned.
In the central pane, view information detailing the assignments of the overallocated resources.
In the right pane, view a spreadsheet showing available and remaining units for each resource by weekly
time periods.
Use toolbar options to resolve resource overallocation.
306
Summarizing the Project

Most resource usage data in P6 is based on summary data. To ensure that resource data is up to date,
summarize the project before and after making changes in resource allocation. Changes in resource
allocation based on resource assignments or changes made to resource assignments are generally not
displayed in the application until you summarize the project.
Click Run, Summarize Projects on the Actions menu on the Activities page to summarize one or more
project currently opened projects.
You also can summarize projects via the Actions menu on the EPS page. Click Run, Summarize Projects to
summarize any project(s) selected in the EPS/Project Table. If an EPS node is selected, all projects within
the node are summarized.
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Activity 16-7: Summarizing the Project

Summarize a project before analyzing resource allocation.
Step Action
1. On the Actions menu, click Run, Summarize Projects.

2. Allow a moment for the summarization service to run, and then, on the Actions menu, click View
Service Status.
3. In the Service Status dialog box, confirm that the Status field displays Completed, and then click
Close.
4. A project is summarized in preparation for resource analysis.
307
Analyzing Resource Allocation on Team Usage Page

Customize the Project Workspace to display the Overallocated Resources portlet to analyze resource
overallocation.
Click the name of a resource in the Overallocated Resource portlet to launch the Team Usage page, which
displays the selected resources allocation in histogram or spreadsheet format.
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Customize the Team Usage histogram to display allocation in the current project
t u de or all projects. You
only,
k u is S
can also customize the timescale and display either units or costs.
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In the Display section, select Spreadsheet for a more detailed view of a resource's overallocation. The top
row of the spreadsheet contains allocation totals for each period. Red type in the middle row indicates
overallocation. Cells in the spreadsheet indicate units allocated to each project.
Click the name of the project to view activities to which a resource is assigned or to e-mail the project
manager to discuss resource allocation.
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Activity 16-8: Analyzing Resource Allocation on k uTeamisUsageS Page
h
is e and th view overallocated resources.
Add the Overallocated Resources portlet to a Project
a t hWorkspace
s
Step Action
m s to u
1. On the Projects navigation bar, click (Workspace.
ar ense
2. In the Project Workspace, click Customize.
m
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3. In the Project Section, select
u uthe Overallocated
lic Resources check box.
u
4. Click Save and Close. t h b l e
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5. In the Overallocated
m sf
a anResources portlet, select a resource, Jennifer Boyle.
6. On k u
h the Team tr page, click + to expand HRSYS - Optimizing the Project Plan and then select a
-Usage
i s o n
a t7.h Noteathatn Jennifer isBoyle.
resource, Jennifer
overallocated during the weeks of 7-Jan-18 and 14-Jan-18. (Press and hold your
S
mouse cursor on a bar to view detailed information). In the Display field, select Spreadsheet.
8. Click a project, HRSYS - Optimizing the Project Plan, to view the activities to which Jennifer is
assigned. (You may need to drag the split bar to view all columns.)
9. Confirm that activities HR1020 - Perform system requirements analysis and HR1030 - Perform
interface requirements analysis overlap, causing Jennifer's overallocation, and then click Close.
10. In the Display field, select Histogram.
11. Select a resource, Donna Hansen, to see if she is available during the period of Jennifer Boyle's
overallocation, the weeks of 7-Jan and 14-Jan, 2018.
12. Resource Donna Hansen is available during 7-Jan and 14-Jan, 2018.
309
Using the Check Resource Overallocation Service

The Overallocated Resources portlet on the Project Workspace provides a quick method for identifying
resource overallocation. However, it requires users to navigate from one page to another within P6 in order
to analyze resource data, resolve overallocation, and then to confirm that the overallocation has been
corrected. In addition, projects across the enterprise are often summarized by different project managers at
different times, raising questions as to whether the resource information being analyzed is truly up to date.
Use the Check Resource Overallocation service as an efficient way to identify and resolve overallocated
resources using current data in a single location. The Check Resource Overallocation service uses data from
Publication Services, which run in the background to provide near real-time reporting data to the P6
Extended Schema, an extension of the P6 database that includes tables and views optimized for reporting
purposes. The data is split into two general categories: project data and global data:
Published project data includes all information about your projects, including summary and s
calculated data. h a
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Published global data includes enterprise data, resource and role data, portfolio data, and security
data. s a
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To use the service, click Run, Check Resource Overallocation on the Actions menudon e nthet Activities
u i d epage.
s
In the Check Resource Overallocation dialog box, select a Start date for the report. tu (Start
n t G
date of the open
r
project is the default.) In the Finish field, select a period of up to six months@
a after e
d Start date during
which to check for overallocation. Click Run to run the service.kum S tuthe
i s h t h is
The service runs in the background. A Notificationsstab
h
at appearsuinsethe bottom left corner of the page when
the service is complete. Click Notifications to r open to
(m theseNotifications box, and then click the notification text
to view the Overallocation Report. a n
u k um lice
u th able
a r M nsfer
k u m tra
i s h on-
t h an
Sa
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The Overallocation Report lists all resources assigned to the open project(s) who are overallocated during
the specified time period. It also lists the activities to which each resource is assigned, along with the dates,
units, and units/time for each assignment. The report's right pane details available and remaining units by
week, enabling you to quickly identify the cause of each overallocation. Template projects, requested
projects, and what-if projects are not included in the Check Resource Overallocation service.
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Activity 16-9: Using
r M e r a
Use the Check m Resource
sf
a anOverallocation service to check for resource overallocation.
k u -
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1. isOn on navigation bar, click Activities.
Step Action
t h n
Sa 2. On thea Actions menu, click Run, Check Resource Overallocation.
3. In the Finish months list, select 6.
4. Click Run.
5. Click OK.
6. On the Actions menu, click View Service Status.
7. Wait a few moments, and then, in the Service Status dialog box, click the Refresh icon.
8. Refresh as needed until the Status for Check Resource Overallocation reads Completed, and then click
Close.
9. In the bottom left corner of the screen, click Notifications (1).
10. Note the message stating that there are overallocated resources on the project, and then click the
notification text.
11. In the right pane of the report, click the right scrollbar arrow to display the columns for 7-Jan-18
and 14-Jan-18.
12. The report shows that Jennifer Boyle is assigned to two overlapping activities during the specified
weeks, resulting in her overallocation.
311
Using Overallocation Report to Resolve Resource Usage

To resolve resource overallocation from within the Overallocation Report, select an activity in the report
and then click the Assign Resource icon or the Assign Resource by Role icon .
Overallocation may be caused by assignments in projects other than the one(s) open in the application.
Because individual users of the report might not have access to all projects, the report attributes remaining
units in such cases to Other Projects without naming the projects. A resource manager or other user with
full security privileges, however, can determine which projects a resource is assigned to by adding the
Project Name column and filtering for the resource on the Assignments page in the Resources section.
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In addition to the Overallocation Report, resource overallocation can also be resolved on the Activities or
Resource Assignments pages. To replace one resource with another on the Activities page, select the
activity in the Activity Table, and then click the Assignments detail window. In the Assignments detail
window, double-click on the name of the resource you wish to replace in the Resource Name field, and then
click the ellipsis. In the Select Resource dialog box, select the new resource, and then click OK. To see the
effect of changing the resource assignment, summarize the project.
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Activity u
hk16-10: -tr Overallocation Report to Resolve Resource Usage
Using
i s o n
th resource
Resolve
a a n overallocation by using options on the Overallocation Report.
S Step Action
1. Jennifer Boyle is assigned to two overlapping activities, causing her overallocation. In the Activity
Name column for Jennifer Boyle, select an activity, Perform interface requirements analysis.
2. On the Overallocation Report toolbar, click the Assign Resource by Role icon.
3. Click + to expand SARC - System Architect, and then select DHAN - Donna Hansen.
4. Click Assign.
5. Click Close.
7. Drag the split bar to expose remaining units for resource John Sanford's overallocation. John Sanford's
overallocation is due strictly to assignments in other projects; he is not overallocated in the open
project. Since you may not have access to the other projects to which John is assigned, you will refer
the matter to a resource manager for resolution. Click Close.
8. Resource overallocation is resolved by using options on the Overallocation Report.
313
Reviewing the Budget

Before finalizing the project plan, ensure that planned costs do not exceed the budget allocated by your
organization.
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Activity 16-11: Reviewing u k
theuBudgetlic
View At Completion Total u
Cost a le Budget on the Project Statistics portlet.
thand Original
b
a r M fer
ns Run, Summarize Projects.
Step Action
1. On the Actions
m menu,aclick
2. Allow
u
hakmoment t r
-for the summarization service to run, and then, on the Projects navigation bar, click
h i s o n
a n Workspace, click the scrollbar down arrow to view the Overallocated Resources
tWorkspace.
S3.a On the Project
portlet and verify that Jennifer Boyle is no longer listed.
4. Click the scrollbar up arrow to scroll to view budget information in the Project Statistics portlet.
5. The Original Budget and At Completion Total Cost are compared. The project is still within budget.
314
Lesson Review
Optimizing the project plan is the last step in planning your project. Ensure that the project plan
meets its date, resource, and cost requirements.
If the Scheduled Finish date of the project is beyond the Must Finish By date, the project should be
shortened.
You can use various methods to shorten the project, such as refining duration estimates, modifying
relationships, and applying constraints. Focus your efforts on critical activities.
Use the Overallocated Resources portlet or the Check Resource Overallocation service to identify
resources with overallocation. View general resource allocation on the Team Usage page.
Summarize the project after any resource assignment changes.
Evaluate costs to ensure that the project can be completed within budget.
in)
ac
1. True or False: You can quickly determine whether the project will finish on time by comparing dates in
s
the General detail window on the EPS page. m e
e t
n uide
2. Which of the following is a method for removing resource overallocation? d
tu nt G
s
a. Decrease the resources workweek.
b. Assign the resource to more activities in the selected time frame. m ar@ tude
c. Re-assign the work to a different resource. h k u is S
d. All of the above a t his se th
( m s to u
3. True or False: When trying to shorten
m ara project,
n siteis best to focus on critical activities.
u k u l i ce
4. Which of the followingtisha method e
l for shortening the duration of a project?
M
a. Use relationshipsr to overlapfe rab
u activities.
b. Add resourcesm ato reduce
a nsdurations.
c. Review
u t r
hklong oactivities
- to determine if durations can be refined.
h i s n
n assignments.
d.t Change calendar
Sae. All of thea above
315
Lesson 17: Baselining the Project Plan

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What is a Baseline?
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Baseline Types
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Overview: Baselining the Project Plan

Use the Baselines dialog box to set a project or users primary baseline. Choose an existing baseline in the
Project Baseline and Users Primary Baseline lists.
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On the u
hk Actions tr click Define Baselines to launch the Baselines dialog box.
-menu,
i s o n
a th a n
S Click the Add Baseline icon in the Baselines dialog box to add a baseline.
Choose the type of baseline from the Baseline Type list.
Assign a baseline as a project baseline, users primary baseline, or both.
Once a baseline has been established, display baseline bars in the Gantt chart to visually compare the
two schedules.
319
Opening a Project Exclusively

Opening a project exclusively enables you to prevent others from making changes to a project so that you
can run reports, schedule the project, level resources, or create a baseline of the project, while ensuring that
project data is unchanged. To open a project exclusively, click Open, Open Exclusively on the Actions
menu, or right-click a project, and then click Open Exclusively.
Closing the project or logging out of P6 ends exclusivity. To end exclusivity while keeping a project open,
click Release Exclusive Lock on the Actions menu.
You must have the proper security privileges to open a project exclusively.
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Activity 17-1: Opening a Project Exclusively

Close all projects and open a project exclusively.
Step Action
3. Right-click a project, HRSYS - Baselining the Project Plan, and then select Open Exclusively.
4. A project is opened exclusively.
320
Creating Baselines
A baseline is a copy, or snapshot, of project data at a given time; it can be used as a performance benchmark
as the project progresses.
Baseline functionality in P6 enables you to:

Create baselines. When you create a baseline, you are copying the project in its current state.
Assign baseline types to categorize baselines. Examples include initial planning, what-if, or mid-
project baselines. Baseline types, which are usually created by an application administrator, are used
to standardize baselines and can help you benchmark performance across multiple projects.
Designate one project baseline and one user's primary baseline for comparison to the current project.
Copy baselines when you copy a project.
Typically, you should create an initial baseline when the project plan is approved, and then create additional s
baselines according to your organization's requirements. For example, you might create new baselines at h a
specific reporting intervals. ci n)
s a
When creating a baseline, a Baseline Name is required. m e
e n t ide
ttheudbaseline G u
Selecting a Baseline Type is optional. Select a Baseline Type to categorize s t based on how you
en project plan. Another
intend to use it. For example, the Initial Plan baseline type can be a r@for your
used
u d initial
baseline type, Mid-Project Status, can be used after the project
k u m
i s St Baseline types are also useful
is underway.
in organizing multiple baselines in the project.
t h ish e th
sa to umenu. s
To create a baseline, click Define Baselines(mon the Actions Then, select a project in the Baselines
a r nse
u k um iconlice .
dialog box, and click the Add Baseline
u th able
a r M nsfer
k u m tra
i s h on-
t h an
Sa
Activity 17-2: Creating Baselines

Create a baseline of a project.
Step Action

2. In the Activity View list, select Schedule.
3. On the Actions menu, click Define Baselines.
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4. In the Baseline Name field, select HRSYS - Baselining the Project Plan, and then click the Add
Baseline icon.
5. In the Baseline Name field, type <Baseline 1: HR System Upgrade>.
6. In the Baseline Type list, select Initial Plan.
8. A baseline is created.
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Assigning Baselines
After a baseline is created, assign it as a project baseline or users primary baseline by selecting it in the
appropriate list. If no baselines have been created for the project, the placeholder <Current Project>
appears in the lists.
Click a baseline to edit its name or its currently assigned type.

To delete a baseline, click a baseline and then click the Delete icon . You cannot delete a baseline if it is
assigned as a project baseline or users primary baseline. In that case, assign another baseline or the current
project before deleting the baseline.
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Activity 17-3: Assigning Baselines
Assign a project baseline to a project.
Step Action
1. In the Project Baseline list, select Baseline 1: HR System Upgrade.

3. Click Close.
4. A project baseline is assigned to a project.
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Displaying Baseline Bars

Use options in the Customize Activity View dialog box to display baseline bars in the Gantt chart. Doing so
allows you to visually compare the baselines schedule dates to the current project plans schedule dates.
After customizing the activity view to show baseline bars in the Gantt chart, you can save it with a new
name.
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m a ansBaseline
Activity 17-4: Displaying Bars
u
hk bars
Display baseline t r
in- the Gantt chart.
h i s o n
t a n menu, click Customize View.
Step Action
S1.a On the View 2. Click the Bars tab.

3. In the Second Bar section, select Project Baseline Bar from the list.
4. Click OK.
5. View the bars in the Gantt chart, and then, on the View menu, click Save View As.
6. In the Please specify the view name field, type <Schedule with Baseline>.
7. Click OK.
8. The project baseline bar is displayed in the Gantt chart.
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Converting a Project to a Baseline

Click the Convert a Project to a Baseline icon in the Baselines dialog box to convert an existing project
to a baseline.
After you convert a project to a baseline, it is no longer available in the project hierarchy. For that reason, if
you wish to have access to the original project, you should make a copy of it before converting it to a
baseline.
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Activity n Converting a Project to a Baseline
S a
Convert a project to a baseline.
Step Action
1. On the Actions menu, click Define Baselines.

2. Select HRSYS - Baselining the Project Plan, and then click the Convert a Project to Baseline icon.
3. In the Search field, type <base>.

4. Select a project, HRSYS-17B - HRSYS - Baseline 2, and then click OK.
5. In the new baseline's Baseline Name field, type <Baseline 2: HR System Upgrade>.
7. In the User's Primary Baseline list, select Baseline 2: HR System Upgrade.
9. A project is converted to a baseline, and then assigned as a user's primary baseline.
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Restoring Baselines
Baselines do not exist as separately accessible projects; they exist only in conjunction with the projects to
which they are linked. For that reason, if you wish to modify a baseline project, you must first unlink it from
its associated project by restoring it. After restoring the baseline project, you can work with it as you would
any other project in the EPS.
Select the baseline you wish to restore, and then click the Restore a Baseline icon .
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Activity 17-6:u -tr Baselines
hk Restoring
i s o n
th a baseline
Restore
a a nback to a separate project.
S Step Action
1. In the User's Primary Baseline list, select <Current Project>.

2. Select a baseline, Baseline 2: HR System Upgrade.
3. Click the Restore a Baseline icon.
4. Click Yes to confirm that you want to restore the baseline as a project.
6. Click Close.
7. The baseline is restored as a separate project.
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Lesson Review
A baseline is a copy of a project that is compared to the current project in order to evaluate progress.
Create a baseline plan before actual work on the project begins.
Assign a baseline type to categorize and standardize baselines across all projects.
A project baseline is the baseline selected by the project manager for the project and is controlled by
a security privilege. Each user can designate his or her own primary baseline.
The Bars tab in the Customize Activity View dialog box allows you to modify the type, size, color,
and shape of the baseline bars displayed in the Gantt chart.
Review Questions
1. True or False: You can assign multiple project baselines to a project.

h a s
2. True or False: Baseline bars are used to visually compare current project dates with baseline dates.n)
a ci
e s
3. True or False: After converting a project into a baseline, it still exists as an editable project.
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Lesson 18: Importing and Exporting Data

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Import and Export Formats

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Overview: Importing and Exporting Projects

Launch the Import/Export dialog box from the Actions menu on the EPS page.
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th the Import
S aUse
a n tab to import projects.
Use the Export tab to export projects.
Use the Status tab to check on the progress of projects being imported and to view logs.
Use the Select Import Action section to select Create New Project or Update Existing Project.
Click Advanced to display the Import Actions available for global and project data. When the Advanced
options are displayed, click Basic to hide them.
Use Import Action options to specify P6 behavior when data in an import file differs from the existing
data in a project being updated.
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Exporting a Project
Exporting and importing of data is useful in two cases:
Create a backup of a project plan - It is a good practice to create a backup of the project plan
before executing it.
Share information - Share information with other P6 users and other project management tools
(such as Microsoft Project and Microsoft Excel). You can also use external files to archive your
projects.
Import and export between P6 and other applications using the following file formats:
P6s XML format - Share project information between P6 databases.

Microsoft Project XML format - Share information with Microsoft Project 2007 and 2010.
On the Export tab, choose the project you want to export from the Select Project dialog box. Note that a h a s
copy of the project is exported; the source project remains in the EPS. The project need not be open to be in)
exported. Only one project at a time can be exported. s ac
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Activity 18-1: Exporting a Project

Export a project
Step Action
2. On the Actions menu, click Import/Export, XML Project Import/Export.
3. Click the Export tab.
4. In the Export Type list, select Primavera XML.
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5. In the Export Project field, click the Select icon.

6. Click + to expand Information Technology Projects, Northern Division, and System Upgrade North,
and then select HRSYS - Importing and Exporting Data.
7. Click Assign.
8. Click Export.
9. When prompted to open or save the file, click Save.

10. Specify a location for the file, click C:\Training Docs.
11. In the File Name field, type HRSYS - IMP-EXP.
12. In the Save as type field, confirm XML Document, and click Save.
13. A project is exported.
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Importing a Project
A user must have security access to all resources to import projects. If the user does not have access, the
import tab is not displayed.
When importing a project, choose to create a new project or to update an existing one.
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Activity 18-2:aImporting
m a n sf a Project
Specifyhan u
k EPS node r importing a project.
-tfor
i s o n
t1.h In thea Import/Export
n
Step Action
a Project dialog box, click the Import tab.

S 2. In the Import Type list, select Primavera XML.
3. In the Import File field, click Browse.
4. In the location field, confirm Training Docs, and then select HRSYS-IMP-EXP.xml.
5. Click Open.
6. In the Select Import Action section, confirm Create New Project, and then in the Select EPS field,
click the Select icon.
7. Click + to expand Information Technology Projects and Northern Division, and then select System
Upgrade North.
8. Click OK.
9. An EPS node is specified for the imported project.
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Reviewing Import Action Settings

If imported data conflicts with existing global or project data, click Advanced on the Import tab:
Insert New - Retains data in the existing project and adds new data items. P6 appends a number to
generate a unique name for new data. For example, if a new role was added in the XML file, but you
do not want to change existing roles, click Insert New to add the new role to the existing project.
Keep Existing - Retains data in the existing project and does not overwrite it with the updated data;
adds new data if the record does not exist and you have the appropriate security privileges.
Update Existing - Overwrites data in the existing project with updated data; adds new data if the
record does not exist.
Do Not Import - Retains data in the existing project and does not import the new or updated data.
The default setting for global data and project calendars is Keep Existing; for all other project data, the
setting is Update Existing. s
h a
Select the Delete check box to indicate that the import file is the master copy. If the record is not in the in)
s ac
import file, it will be deleted from the database. This option is available for project thresholds, activities and
resource assignments, and activity relationships. Global data types are not affected. m e
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After reviewing the import actions, you are ready to import the project. Use the Status tab to review the
progress of the import. When the import is complete, the EPS page displays both the original exported
project and the new, imported project.
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Activity 18-3: Reviewing Import Action Settings
a t his se th
Review Import Action settings and the progress m o u process.
sof the timport
Step Action
(
ar eImport se Action settings.
1. Click Advanced to review the available n
2. View the import actionu k m
u andlithen
settings, c click Import.
3. On the Status tab, u t h l e
b until the Status column displays Completed.
r M e a
click Refresh
r
4. Click Xm toa sf
close thenImport/Export
a dialog box.
5. The u
hkimported t r
-project is displayed on the EPS page.
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Sa
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Lesson Review
Export and import information such as activities, resource data, projects, and expenses to and from
P6 using external files and then share this information with other P6 users.
Import and export between P6 and other applications using P6s XML format, or Microsoft Project
XML 2007 or 2010.
When data conflicts with existing global or project data, you can choose the action to take when
importing the file.
Review Questions
1. True or False: You can use export to back up projects in a database.
2. Which of the following is not an import action while importing data:

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a. Insert New
in)
b. Keep New
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c. Update Existing
m e
d. Do Not Import
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3. True or False: You can export multiple projects simultaneously. s
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Case Study 3: Optimizing and Baselining the Project

The building renovation project has been created and scheduled with a start date of 05-Mar-18. As project
manager, you will assign resources, optimize the project plan to ensure it can be completed by the Must
Finish By date, and then assign a baseline.
1) Close all projects and open RENO-3 RENO Optimizing and Baselining. On the Activities page, select
an activity view, Default View.
2) Assign resources to activities and update Planned Units/Time as indicated in the table below:
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3) Schedule the project with a data date of 05-Mar-18, and then summarize
m u e
dproject.
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t th
his theseScheduled
4) In the General detail window on the EPS page, s acompare u Finish to the Must Finish By date.
m
r ( nse t o
a. What is the Scheduled Finish date? a_________________________________________
b. What is the Must Finish By u k um___________________________________________
date? l i ce
uthto finish
c. Is the project scheduled
e
bonl time? ____________________________________
M r a
m ar ansfe
h k u -tr for reducing the duration of the project. Which option would you choose and
i s
5) Below are n
three
o options
a th a n
why?
S
Option 1: The durations of the three activities in the Utility Systems WBS have been generously
estimated. The three activities can each be reduced by 4 days.
Option 2: The Finish to Start relationship between activities A1090 and A1110 includes 7 days of
lag. This lag can be reduced to 3 days.
Option 3: The special-order shingles required for activity A1220 are available sooner than expected.
The Start On or After constraint can be removed, enabling the activity to start 9 days earlier.
6) Select an option in Objective #5 and revise the project plan. After making the change, schedule the
project with a data date of 05-Mar-18 and then summarize. Is the project now scheduled to finish on time?
7) Now that the schedule has been optimized, your next step is to ensure that no project resources are
overallocated. Use the Overallocated Resources portlet on the Project Workspace or the Check Resource
Overallocation service to identify overallocated resources.
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a. Are any project resources overallocated? ____________________________________

b. Which weeks show overallocation for the resource? ____________________________
c. Using the table below, list the overallocated resource's activities that occur in the weeks showing
overallocation.
h a s
d. Which activity occurs in all three weeks? __________________________________
e. On the activity identified in Objective 7d above, replace the overallocated resource with another
n)
ci
s a
e
resource, Joe Couto. Do not delete the assignment. Instead, double-click in the Resource Name column for
m
e n t ide
the overallocated resource and then select the new resource, Joe Couto, to replace him. After replacing the
resource, summarize the project.
s tud nt Gu
f. View the Overallocated Resources portlet, the Team Usage page, or the Check Resource Overallocation
service report. Is the overallocation resolved?
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8) Now that the schedule and resources have been optimized,
m u that the cost is acceptable as well. The
s to ensure
(
ar enIssethe project still within budget?
RENO-3 project has an original budget of $190,000.
m
_____________________________________________________________________
u
h u k
l e lic
u t a b
r M e r
f first, you should create a baseline.
m a to begin
9) The project is ready
a n sbut,
k u
hbaseline r
-tassign
a. Create
h i sa n o n
and it as the project baseline.
b. a t a
S Display the project baseline in the Gantt chart.
c. Save the project plan and export it to C:\Training Docs in XML format.
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Lesson 19: Methods of Applying Progress

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Preparing the Project for Updating

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Scheduling the Initial Project Plan

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Data Date
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Critical Path
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Creating Baselines
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Maintaining Baselines
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Updating a Project
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Factors in Selecting an Updating Method

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Spectrum of Updating Methods

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Auto Compute Actuals

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Using Auto Compute Actuals

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Link Percent Complete With Actuals

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Using Link Percent Complete With Actuals

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Manually Update Activities, Expenses, and Resources

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Options for Manually Updating

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Timesheets
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Delegating Status Updates

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Project Scheduled Services

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Lesson Review
Updates can be monthly, weekly, daily, or hourly depending on project length and the precision of
project control. A variety of methods can be used for updating the project; a single method need not
be used exclusively.
Manual updating provides the highest degree of data precision. The more a method automates the
updating process, the lower the degree of data precision.
Review Questions:
1. Which of the following updating methods provides the highest degree of data precision?
a. Link Percent Complete with Actuals
b. Auto Compute Actuals
c. Critical Path Method
h a s
d. Timesheets
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2. True or False: To update a project manually, values must be entered on the Activities page.
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Lesson 20: Executing the Project Plan

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Updating a Project
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Data Date
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The Updating Process

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Overview: Executing the Project Plan

Update the project plan on the Activities page. Use Progress Spotlight to display an update period on the
Gantt chart and in the Activity Table. Enter activity progress in the General detail window.
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On the Viewm a click
menu,
a n sf Spotlight to define a status updating period and identify activities for
Progress
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hk hasooccurred.
which progress
i s n
a th a n
S Enter actual dates for the selected activity in the Status section of the General detail window.
Enter Remaining Duration in the Durations section of the General detail window.
Enter the actual number of units that each resource worked in the Actual Units column of the
Assignments detail window.
After entering Actual Units, click the Save icon in the Assignments detail window to apply changes
and calculate Remaining Units.
Click the Scheduler icon on the Activities toolbar to reschedule the project after activities have
been updated.
364
Using Progress Spotlight

Define the status updating period before updating activities. The updating period usually begins at the
current data date and ends in the future. The length of the updating period depends on the frequency of your
updates. For example, create an updating period one week from the current data date. The end of the
updating period will become the new data date -- the date up to which actual performance is measured.
Define the status updating period in the Gantt chart by activating the Progress Spotlight. (Activating the
Progress Spotlight and changing the update period does not change the current data date.)
Progress Spotlight allows you to focus on activities on which progress should have been made within a time
period. On the View menu, click Progress Spotlight to highlight one interval in the minor timescale. You
can also drag the spotlight curtain to highlight activities on which progress should be reported.
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Activity 20-1: Using Progress Spotlight

Activate Progress Spotlight.
Step Action
3. Right-click a project, HRSYS - Executing the Project Plan, and then click Open Project.
5. In the Activity View list, select Record Activity Progress.
6. On the View menu, click Progress Spotlight. (If Progress Spotlight is not available, refresh the page.)
7. Press and hold down your mouse cursor on the right edge of the Progress Spotlight curtain and drag
it to 12-Feb-18.
9. Progress Spotlight is activated.
365
Updating a Start Milestone

To update a start milestone, mark the Started check box in the General detail window and enter the Actual
Start date. You do not need to enter data in the Finished field because the activity is a Start Milestone,
which has zero duration.
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Activitys20-2: -tr a Start Milestone
i o n
a tha milestone
Update a n activity.
S Step
1.
Action
Select milestone activity HR1000 - Start development milestone.

3. Select the Started check box and confirm 02-Jan-18.
5. The milestone activity is updated.
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Statusing an Activity to Completion

To update an activity to completion:
Select the Started and Finished check boxes.

Enter Actual Start and Actual Finish dates. Be sure to select the check box and then select a date. If
you select the date first, you will be changing the Planned Start or Finish date -- not the Actual Start
or Finish.
Enter Actual Units for resources. If the project-level option Link Percent Complete with Actuals is
enabled, units for resources are automatically calculated based on the Percent Complete of the
activity. You can, however, still manually update units in the Assignments detail window. (The Link
Percent Complete with Actuals setting is not enabled for this lesson.)
Enter Actual Cost for expenses.
In the following two of exercises, you will update activity HR1010 - Define operational concept of new s
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Activity 20-3: Statusing an Activity to Completion

Set Actual Start and Actual Finish dates.
Step Action
1. Select an activity, HR1010 - Define operational concept of new system.

2. In the General detail window, select the Started check box and confirm 02-Jan-18.
3. Select the Finished check box and confirm 05-Jan-18.
5. The Actual Start and Actual Finish date are set.
367
Entering Actual Labor Units

Actual Units refers to the number of units that a resource actually worked on the activity. Remaining Units
refers to the amount of remaining work (units) required to complete the activity.
The value in the Remaining Units column is calculated as Planned Units minus Actual Units.
Click the Save icon in the Assignments detail window to apply changes and calculate new unit values.
For example, type a value in the Actual Units column and then click the Save icon in the Assignments
detail window to calculate Remaining Units.
The icon is active when an update to a resource or role assignment is made. Only data for the updated
assignment is saved. Unsaved changes to other activities that may be pending are not affected.
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Activity 20-4: Entering Actual Labor Units

Enter Actual Units for resources.
Step Action
1. Confirm activity HR1010 - Define operational concept of new system is selected, and then click
the Assignments detail window.
2. In the Actual Units field for Charles North, type <34> and press Enter on your keyboard.
3. In the Actual Units field for Susan Arnold, type <32> and press Enter.
4. In the Assignments detail window, click the Save icon.
5. Actual Units for resources are updated.
368
Updating Actual Start and Actual Finish Dates

Activity HR1020 - Perform system requirements analysis was completed during this status updating period.
The activity started on time, but finished two days late. Resource Ben Diamond worked an additional 16
hours and Jennifer Boyle worked an additional eight hours on the activity.
When selecting a new date for the Started or Finished field in the General detail window, be sure to select
the check box first and then select the date.
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Activity 20-5: Updating Actual Start and Actual Finish Dates
Set Actual Start and Actual Finish dates for an activity that deviates from the schedule.
Step Action

3. Select the Started check box and confirm 08-Jan-18.
4. Select the Finished check box.
5. In the Finish field, click the Calendar icon.
8. In the Actual Units field for Ben Diamond, type <96> and press Enter.
9. In the Actual Units field for Jennifer Boyle, type <88> and press Enter.
11. The Actual Start and Actual Finish dates are updated.
369
Updating a Completed Activity

Activity HR1030 - Perform interface requirements analysis finished one day early. Resource Donna Hansen
worked eight hours less than planned on the activity.
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liActivity
Activity 20-6: Updating u t
a hCompleted
b l e
Update a completeda r M nsfera
activity.
1. Select an
k u m HR1030
Step
activity, t ra - Perform interface requirements analysis.

Action
h n -
his theaGeneral
2. tClick
a no detail window.
S3. Select the Started check box and confirm 09-Jan-18.
4. Select the Finished check box.
5. In the Finished field, click the Calendar icon.
8. In the Actual Units field for Donna Hansen, type <32> and press Enter.
10. The completed activity is updated.
370
Updating a Completed Activity that is Behind Schedule

Since activity HR1030 - Perform interface requirements analysis finished two days late, the next activity,
HR1040 - Design system architecture, has been delayed and will now start on 24-Jan-18.
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Activity 20-7: Updating
u t h a l e
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b
Update a completed r M
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u
Step Action
1. Select
h k an
n - t r HR1040 - Design system architecture.
activity,
a t2.3.hisClick
a
the
n oGeneral detail window.
Select the Started check box.
S
4. In the Started field, click the Calendar icon.
6. Select the Finished checkbox.
7. In the Finished field, click the Calendar icon.
8. Select a date, 05-Feb-18.
10. In the Actual Units field for Charles North, type <72> and press Enter.
13. The completed activity is updated.
371
Updating Remaining Duration for an Activity in Progress

To update an activity in progress:
Enter Actual Start date. (The Started check box must be selected before a new date is selected.)
Enter Activity Percent Complete and/or Remaining Duration.
Enter Actual Units and Remaining Units for resources.

Enter Actual Cost and Remaining Cost for expenses.
In the following exercise, activity HR1050 - Perform high-level software design was started during the
status period but is now falling behind schedule. Indicate this by increasing the Remaining Duration.
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Activity 20-8: Updating Remaining Duration for an Activity in Progress
Update the Remaining Duration for an activity in progress.
Step Action
1. Select an activity, HR1050 - Perform high-level software design.

3. Select the Started check box.
6. In the Remaining Duration field, type <1> and press Enter.
7. The Remaining Duration is updated.
372
Updating Actual Units for an Activity in Progress

In the following exercise, you will enter Actual Units for each resource equal to Planned Units. Because
there is still one day of Remaining Duration, however, both resources still have eight hours of Remaining
Units.
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Activity 20-9: m aUpdating
a n sfActual Units for an Activity in Progress
u
hthek Actual -tr for an activity in progress.
Updatei s o n Units
a t1.h Confirma nthat activity HR1050 - Perform high-level software design is selected, and then click
Step Action
S the Assignments detail window.

2. In the Actual Units field for Charles North, type <32> and press Enter.
5. The Actual Units are updated for an activity in progress.
373
Updating an Activity in Progress that is Behind Schedule

In the following exercise, activity HR1060 - Design database was started during the status period but is now
falling behind schedule. Indicate this by keeping the Remaining Duration the same, even though progress
has been made on the activity.
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Activity 20-10: Updating
r M e r a in Progress that is Behind Schedule
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Update an activity
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i s
1. tSelect o n
Step Action
n HR1060 - Design database.

h anaactivity,
S a
3. Select the Started check box.
6. In the Remaining Duration field, confirm 20.0d, and then click the Assignments detail window.
7. In the Actual Units field for John Sanford, type <32> and press Enter.
9. An activity in progress that is behind schedule is updated.
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Suspending an Activity
When an activity starts, but is unexpectedly delayed or stopped for a period of time, you may suspend it.
A suspended activity must have an Actual Start.

Display columns on the Activities page to enter Suspend and Resume dates. The Suspend Date is the
last day that work was conducted on the activity; the Resume Date is the first day that work will
continue.
The actual duration of the activity excludes suspension time.
Use the Notebooks detail window to document the reason for the suspension.
To suspend or resume an activity, double-click in a cell in the appropriate column and select a date.
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Activity 20-11: Suspending an Activity

Display Suspend Date and Resume Date columns in the Activities view.
Step Action
1. On the View menu, click Columns.

2. In the Available Columns section, click + to expand Dates, and then select Suspend Date.
3. Click the right arrow to move Suspend Date to the Selected Columns section.
4. In the Available Columns section, select Resume Date.
5. Click the right arrow to move Resume Date to the Selected Columns section.
6. Click OK. You will not enter Suspend or Resume dates for an activity in this update period.
7. The Suspend Date and Resume Date columns are displayed in the view.
375
Rescheduling the Project

Now that actuals have been entered for all the activities in the status updating period, reschedule the project
based on the new data date. Any activities on the critical path that did not finish on time will delay their
successor activities.
Schedule Preview is an optional feature that enables you to estimate schedule changes without actually
committing them to the project. Schedule Preview automatically recalculates the project schedule each time
you add or delete an activity relationship, change an activity duration or relationship type, or change
anything that affects schedule dates. You can then decide to commit these changes to the schedule or, if the
preview produces unwanted results, discard them. The feature is available on the Activities page. (On the
Actions menu, click Run, Schedule Preview.) when you open a single project; it is disabled if more than one
project is open.
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Activity 20-12: Rescheduling the Project

Reschedule the project with a new data date, and then summarize.
Step Action
1. On the Activities page toolbar, click the Scheduler icon.

2. Confirm that Apply selected data date to all open projects is selected, and then click the Calendar
icon.
4. Click Schedule.
5. In the Activity View list, select Analyzing Progress.
6. The project is scheduled with a new data date.
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Assessing the Rescheduled Project

After the project has been rescheduled, assess the project as follows:
Evaluate the projects performance to date.

Analyze activities on the critical path.
Develop new strategies for putting the project back on track and meeting project deadlines.
Build consensus within your project team.
Implement the revised project plan.
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S Activity 20-13: Assessing the Rescheduled Project
View the impact of progress on the project schedule.
Step Action

3. Select a project, HRSYS - Executing the Project Plan.
4. View the project's Total Float, and then click the General detail window to view the project's
Scheduled Finish date.
5. The impact of project progress is displayed in the General detail window.
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Updating Status via Team Member Applications

The P6 Team Member suite of applications is designed for individual contributors, or team members, to
record status on their activities (tasks) remotely and without using P6. The P6 Team Member applications
include:
P6 Team Member for iPhone app

P6 Team Member Web
P6 Team Member E-mail Statusing Service
These applications provide access to assigned tasks using the platform or device that accommodates the way
you work. If you are an activity owner or are associated with a resource assigned to tasks in P6, all P6 Team
Member applications enable you to:
View only your assigned tasks. s

Provide status on your tasks. The project manager can customize the status fields in your view to h a
include time spent, time left, % complete, remaining duration, and start and finish dates. i n)
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P6 Team Member for iPhone App

The P6 Team Member for iPhone app is a native iPhone application you can download to your iPhone. Use
the app to:
Group your task list by project and by current status, including Active, Overdue, Starred, or
Completed.
Mark a task with a star to signify importance. You can view all starred tasks in one list when you
view your task list by the Starred option.
Communicate with the project manager or other team members through e-mail. If a picture helps
illustrate your message, you can also take a photograph with your iPhone and attach it to your e-
mail.
Work with multiple tasks at one time. You can star or mark complete one or more tasks when in edit
mode.
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P6 Team Member Web

The P6 Team Member Web is a browser based application that enables you to:
Filter your task list by project and by current status, including Active, Overdue, Starred, or
Completed.
Mark tasks with a star to signify importance.

View a list of all steps for a task. Enter the % complete to show progress and mark as complete when
you finish a step.
View predecessor and successor tasks and send task owners e-mail.
Communicate with the project manager or other team members through e-mail.
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P6 Team Member E-mail Statusing Service

The P6 Team Member E-mail Statusing Service provides advantages of the P6 Team Member for iPhone
app and P6 Team Member Web with the added benefit of no specific device or private network
requirements. Use the service to:
Request a list of your current tasks through e-mail using the e-mail account associated with your P6
user account. You can request a list of tasks filtered by project, time frame, or by current status,
including Active, Overdue, Starred, or Completed.
Reply to the e-mail you receive with your task list, record your progress, and send your updates.
The P6 Team Member applications are incompatible with Progress Reporter. If users need to use timesheets,
they should use only P6 Progress Reporter and avoid using P6 Team Member applications for updating the
status of activities.
380
Reviewing Status Updates from Team Member Applications

In P6, project managers can use the Review Status Updates dialog box to review team member status
updates before the updates are committed to the schedule. The Review Status Updates dialog box displays
all changes submitted from P6 Team Member applications (E-mail Statusing Service, P6 Team Member
Web, and P6 Team Member for iPhone app) that a project manager is responsible for reviewing.
To access the Review Status Updates dialog box, click Review Status Updates on the Activities page
Actions menu. If updates are pending for a project you have open, click Click to review updates now in the
notification box that appears on the Activities page.
Updates are available for review in the Review Status Updates dialog box only when reviews are allowed in
Project Preferences. Selecting a reviewer is optional; if a reviewer is not set, any project or admin superuser
can review updates.
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If project managers access the Review Status Updates dialog box via a notification, it shows changes for all
projects they are responsible for approving. If project managers access the dialog box via the Actions menu
on the Activities page, the dialog box shows changes for all open projects. The notification service
associated with the Review Status Updates feature runs once daily; it must be enabled in Primavera
Administration.
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Activity 20-14: Reviewing t h
u Status l e
b Updates from Team Member Applications
r M e r a
a fromaTeam
Review status updates
m n sf Member applications.
1. On the u
hkProjects
Step
-tr
navigation
Action
bar, click EPS.

h
2. tOni s n o
the Actions
nmenu, click Close All.
a a
S3. Right-click a project, HRSYS - Reviewing Status Updates from Team Member Applications, and then
click Open Project.
5. On the Actions menu, click Review Status Updates.
6. Click the scrollbar down arrow to view the status updates awaiting review.
7. In the update for an activity, Prepare Refined Design, click Override to initiate changes to the update.
8. In the Remaining Units field, type <4> to indicate that four hours of work remain on the activity.
9. Click the scrollbar down arrow to view additional updates awaiting review.
10. In the update for an activity, Develop Product, click Hold. The update is now displayed in the Held
grouping.
11. Click Accept. (If Accept is not displayed, resize the dialog box by dragging the title bar downward.)
12. Since P6 does not process updates placed on hold, the update for an activity, Develop Product is still
listed in the Review Status Updates dialog box. All other updates are processed. Click Close.
13. In the dialog box that appears, click Yes to confirm the changes.
14. You have reviewed status updates from Team Member applications.
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Viewing the Update History Detail Window

The Update History detail window is available on the Activities page when you select an activity. It displays
all status changes made to the activity from P6 Team Member applications; you can filter detail window
contents by activity, assignments, or steps.
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Activity 20-15: Viewing t h b
u theraUpdate l e History Detail Window
r M e
f activities in the Update History detail window.
View the updatea history for
n sthree
u m a
hkthe View -tr click Customize Detail Windows.
Step Action
1. On nmenu,
i s o
t2.h In thea Customize
n Detail Windows dialog box, select the Update History check box.
a
S 3. Click Save.
4. Select an activity, HR1010 - Identify Current Design Shortcomings.
5. Click the Update History detail window and review the update.
6. Select an activity, HR1050 - Prepare Refined Design.
7. In the Update History detail window, click the scrollbar right arrow to view additional update
information.
8. Crossed out values in the Update History detail window indicate that an update was overridden. Select
an activity, HR2010 - Develop Product.
9. Review the Update History detail window, noting that the value listed in the Status column is Held.
10. Update history is displayed in the Update History detail window.
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Lesson Review
Once a project has started, update actual schedule information and resource usage at regular
intervals.
Summarize project data if resource assignment information has changed.

Use the Progress Spotlight to highlight activities on which progress should be reported.
Reschedule the project and analyze the impact of actuals entered in the time period.
Review Questions
1. True or False: The data date is the date used as the starting point for schedule calculations.
2. True or False: You can drag the Progress Spotlight curtain in the Gantt chart.
h a s
3. Which Activity detail window enables you to enter resource assignment actuals?
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a. Notebooks
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Lesson 21: Managing Project Issues

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Issues
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Issue Forms
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Overview: Managing Project Issues

The Issues page enables you create issues, view issues in list or chart form, and view issue details.
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Click Addkan Issue -totrcreate an issue.
t h ish non
SaClick Customize
a to select columns and customize the display of issues, including grouping and sorting.
Select an option in the Display field to view issues in list or chart form.
Click an issue name to view or edit issue details.
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Viewing Project Issues

Click an issue to view its details. Assign an issue owner, change issue priority and status, designate a
Resolution Date, and assign the issue to a specific activity.
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Activity 21-1: Viewing t h
u Project l e
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View issue details.
m
1. sBegin
u -tr to the EPS page. On the Projects navigation bar, click EPS.
hk by onavigating
Step Action
i n
a t2.h On the
a nActions menu, click Close All.
S 3. Right-click a project, HRSYS - Managing Issues, and then click Open Project.
4. On the Projects Navigation bar, click Issues.
5. Click the arrow to expand Project: HRSYS-21 - HRSYS - Managing Issues.
6. Click an issue, Application hosting.
7. View issue details, and then click Cancel to close.
8. Issue details are displayed.
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Creating an Issue
Create an issue by filling out an issue form.
When you click Add an Issue, you are prompted to select an issue form assigned to the project:
Expand issue form categories to select an issue form.

Select the Default Form to create an issue based on the standard issue form.
Required fields are marked with an asterisk.
After saving, view the newly created issue on the Issues page.
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Activity 21-2: Creating an Issue

Create an issue. Step Action
1. Click Add an Issue.

2. Confirm a form, Default Form, and then click OK.
3. In the Select the Project to associate with this issue field, click the Select icon.
4. Confirm a project, HRSYS - Managing Issues, and then click OK.
5. In the Issue Name field, type <System installation bugs> and press Enter on your keyboard.
6. In the Date Identified field, click the Calendar icon.
7. Select a date, 2-Apr-18.
8. In the Priority field, confirm Normal, and then in the Responsible Manager field, click the Select icon.
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Development.
10. Click OK.
11. In the Status field, confirm Open, and then click Save.
12. Click the arrow to expand Project: HRSYS-21 - HRSYS - Managing Issues.
13. The newly created issue is displayed.
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Grouping Issues
Group issues and view them in chart form for enhanced analysis.
Grouping organizes issues based on a common value for a selected field. In the Group tab, select up to three
levels, or fields, for grouping issues. For example, if you select to group by Priority, all issues with a Top
priority are grouped together, all issues with a Normal priority are grouped together, etc.
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u tr appears with a colored band when displaying issues in the List format. In the
Each selectedkgrouping-level
h
i
BandtColors
h list, o n
select
n the background color for each grouping level. Select color for text in the grouping
S a
band in the a
Text Color list.
Other options:
Show field title in band - Displays the selected grouping level field name, followed by the field
value.
Show field rollups in band - Displays summary information for all cost, numeric, integer, start date,
and end date fields in the grouping level.
Show ID/Code Value in band - Displays the issue code value associated with the grouping level,
when grouping by an issue code.
Show Name/Code Description in band - Displays the issue code description associated with the
grouping level, when grouping by an issue code.
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Activity 21-3: Grouping Issues
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Group issues.
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Step
1. Click Customize. k
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2. Click the Group tab. t h b l e
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3. In the Level
m a1 Fielda n sf select Priority.
list,
4. In the u tr list, select Responsible Manager.
Level 2-Field
hk Save.
5. i s
Click o n
a t6.h ClickaExpand
n
S All.
7. Issues are grouped on the Issues page.
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Viewing Issues in Charts

Issues can be viewed in three types of charts: histogram, stacked histogram, and pie chart. Click Customize
to change chart type or color scheme.
To display issues in the chart format, issues must be grouped at least one level. A pie chart can only be
grouped to one level.
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Activity 21-4: Viewing Issues in Charts
View issues in chart form.
Step Action
1. In the Display field, select Chart.

2. Click Customize.
3. Confirm that the Chart tab is selected and in the Chart Type list, select Stacked Histogram.
4. Click Save.
5. You have displayed issues in multiple chart formats.
394
Lesson Review
Issues are known problems within a project that require attention or corrective action.
Issues are created on the Issues page within the Projects section.
Create issues using issue forms.

Issues can be grouped and sorted, and viewed in list or chart form.
Review Questions
1. True or False: The selected issue form determines the fields that are available when creating a new issue.
2. Which two statements about issues are true?

a. When issues are displayed as a pie chart, they are grouped to only one level.
b. Issues pertain to multiple projects within the EPS.
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c. Issues cannot be grouped in list form.
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d. After an issue has been created, it can be updated/edited.
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Lesson 22: Analyzing the Updated Project

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Steps for Analyzing the Updated Project

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Questions to Determine How to Adjust a Schedule

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Shortening the Project

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Overview: Analyzing the Updated Project

The Project Workspace provides a number of methods for assessing the progress of the project: Analyzing
the budget, viewing overallocated resources, checking for critical activities behind schedule, and comparing
the Must Finish By date to the Scheduled Finish date. Click Workspace on the Projects navigation bar to
display the Project Workspace.
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S aUse a n Statistics portlet to compare Scheduled Finish and Must Finish By dates to quickly
determine if the project is on schedule. Analyze the budget by comparing Original Budget and At
Completion Total Cost.
Use the Overallocated Resources portlet to identify resources who are assigned to more work than they
have time to perform.
The Critical Activities behind Schedule portlet displays activities that are behind schedule according to
the options you selected in the Scheduling Options dialog box.
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Analyzing Schedule Dates and Critical Activities

The HR System Upgrade project has been updated through 12-Feb-18 and rescheduled. To ensure that the
resource and budget information is up to date, summarize the project before analyzing it.
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A quick comparison of the Scheduled Finish and Must Finish By dates in the Project Statistics portlet on the
Project Workspace shows that the project is behind schedule. Analyze the project and devise corrective
actions to put it back on schedule.
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The Critical Activities behind Schedule portlet identifies critical activities according to the scheduling
options you select in the Schedule Options dialog box. The portlet indicates that Total Float is -6.0d but that
critical activities are each seven days late. This is due to the fact that the project was one day ahead of
schedule when it was originally optimized and baselined.
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Activity 22-1: Analyzing Schedule Dates and
t e thActivities
his Critical
a
s Activities
View the Project Statistics portlet and the Critical s
uBehind Schedule portlet on the Project
( m t o
m ar iseon
Workspace to determine whether the project
n e
sschedule.
u page.licOn the Projects navigation bar, click EPS.
Step Action
1. Begin by navigating to thekEPS

2. On the Actions menu,
u leAll.
thclick aClose
u b
a M HRSYS
3. Right-click arproject,
s f er - Analyzing the Updated Project, and then click Open Project.
4. Confirm
k u mthat HRSYS
- t r an- Analyzing the Updated Project is selected in the Project Table, and then on the
h menu,
isActions o n click Summarize Projects.
t h n
Sa 5. On thea Projects navigation bar, click Workspace.
6. In the Project Statistics portlet, click Customize.
7. In the Available Columns section, click + to expand Dates, select Must Finish By and then use
Ctrl+click to select Scheduled Finish.
8. Click the right arrow to move the columns to the Selected Columns section.
9. Click + to expand Durations and select Total Float.
10. Click the right arrow to move Total Float to the Selected Columns section.
11. Click the up arrow up to arrange the columns in the following order: Total Float, Must Finish By,
Scheduled Finish, Original Budget, and At Completion Total Cost.
12. Click Save.
13. In the Project Statistics portlet, note that the Scheduled Finish date is later than the Must Finish By
date. Click the scrollbar down arrow to view the Critical Activities behind Schedule portlet.
14. In the Critical Activities behind Schedule portlet, click the maximize icon.
15. Click Next to view additional activities.
16. Critical activities behind schedule are displayed.
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Comparing Current and Baseline Dates

In the Gantt chart, compare the current project bars to the baseline bars to see which activity was delayed
first and the impact of that delay on successor activities. Remember to focus on critical activities.
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Activity 22-2: a ansCurrent
Comparing
m and Baseline Dates
k u - t r
h andonbaseline activity bars.
Compareiscurrent
t h a n navigation bar, click Activities.
S1.a On the Projects
Step Action

3. In the Gantt chart, right-click the timescale and select Month / Week.
4. Current and baseline bars for critical activities are displayed in the Gantt chart.
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Shortening the Schedule

The project is six days behind schedule. Put the project back on schedule by increasing resources on a
critical activity.
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In the following exercise, an additional resource has become available for activity HR3040 - Install the
system. By doubling resources, the duration of the activity can be reduced from 10 days to five. After
rescheduling and summarizing, the project is only one day behind schedule (Total Float = -1 day).
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f Schedule
a ansthe
Activity 22-3: Shortening
m
k u
Shorten thehschedule r
by-treducing the duration of an activity and assigning an additional resource.
h i s n o n
t
Step Action
S1.a Select anaactivity, HR3040- Install the system.

3. In the Planned Duration field, type <5> and press Enter.
6. Click the Assign Resource icon.
7. In the Search field, type <williams>.
8. Confirm that FWIL - Frederick Williams is selected, and then click Assign.
9. Click Close.
10. On the Activities toolbar, click Scheduler.
11. In the Schedule Project dialog box, confirm the Data Date, 12-Feb-18, and then click Schedule.
13. The project is shortened.
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Reducing Lag on an Activity

There is still -1 day of Total Float on the project. Eliminate it by reducing the lag on a relationship between
two activities.
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Activity 22-4:aReducing
u
r M nsfeLag rabon an Activity
u
Put the project
k mfully on t raschedule by reducing the lag on an activity.
h n -
t1.hisSelecta annoactivity, HR1060 - Design database.
Step Action
a
S 2. Click the Successors detail window.
3. In the detail window, confirm that activity HR1070 - Design external interfaces is selected, and then
in the Lag field, type <4> and press Enter.
5. On the Actions menu, click Run, Scheduler.
6. In the Schedule Project dialog box, confirm the Data Date, 12-Feb-18, and then click Schedule.
7. The lag on the activity is reduced, and critical activities no longer display negative Total Float.
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Viewing Updated Project Information

After making changes to the schedule, summarize the project and view the updated information on the
Project Workspace. Use the Project Statistics portlet to confirm that the Scheduled Finish date is earlier than
the Must Finish By date and that the At Completion Total Cost is still within the Original Budget.
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Activity 22-5: Viewing Updated Project Information
Summarize and then view project information.
Step Action

2. On the Projects navigation bar, click Workspace.
3. In the Project Statistics portlet, confirm that the project is back on schedule and within budget, and
then click the scrollbar down arrow to view the Overallocated Resources portlet.
4. There are no overallocated resources on the project.
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Lesson Review
To determine whether the project finishes on time, view the General detail window on the EPS page
or use the Project Statistics portlet on the Project Workspace.
If the Scheduled Finish of the project is beyond the Must Finish By date, the project must be
adjusted.
P6 provides several tools to assist you with the analysis before you adjust the project: baseline
analysis, displaying critical activities, and portlets for project performance analysis.
Review Questions
1. True or False: One method of identifying delayed activities within a project is to view the Gantt chart and
compare current activity bars against baseline bars.
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a project. c in)
2. True or False: Changing relationships and adding resources can both be effective methods for shortening
e sa
t
3. In which two locations can you view the projects Scheduled Finish and Must Finish
n m e
By dates?
d
e i
a. The Project Statistics portlet
b. The Schedule Performance portlet s tud nt Gu
c. The General detail window on the EPS page
m ar@ tude
d. The General detail window on the Activity page
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Lesson 23: Portfolios and Dashboards

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Comparing Functionality of Dashboards and Project Workspace

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Portfolios
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Ways to Create Portfolios

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Overview: Dashboards
The Dashboards section is your personalized homepage in P6. It enables you to display dashboards
containing portlets that are filtered to display data on your projects or portfolios.
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Click the arrowr adjacent e
to r
the
aDashboards tab to access the Dashboards menu, where you can choose:
m a ansf
sh
ku Dashboards
Manage n -tr - Create, edit, or delete dashboards.
t h i n
Approve
o Timesheets - Approve or reject timesheets, run a timesheet details report, and assign a
Sa a
timesheet approval manager.
Click a dashboard to display it.
Click Customize to choose the portlets that appear in the workspace (Content tab), organize the
workspace layout into wide and narrow columns (Layout tab), and determine access (Access tab).
Click the Select icon to set the Filter by field, which determines data displayed in the dashboard.
You can filter by a single project, a portfolio of projects, or projects with a specified project code value.
In a portlet, click Customize to customize data in the portlet. Not all portlets can be customized.
Use icons to control portlet display: refresh ; collapse ; expand ; maximize/minimize ;

and close .
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Filtering Portlet Data

The Filter by field on the dashboard allows you to filter portlet data by:
Project - Portlet data relates to the selected project.

Portfolio - Portlet data relates to projects in the selected portfolio.
Project Code - Portlet data relates to the projects assigned the selected project code value.
Preferences for some portlets enable you to further filter data based on project association. For example, in
the My Projects portlet, you can choose to view projects for which you have access rights, you are a
resource, or you are a project owner.
(Data in the Resource Team Summary and Open Requests for Resources is not filtered by the Filter by
field.)
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Activity 23-1: Filtering Portlet Data

View Filter by options.
Step Action
1. Begin by navigating to the Dashboards section. On the P6 navigation bar, click Dashboards.
2. Verify that the John's Projects dashboard tab is selected. In the Filter by field, click the Select icon.
3. Click + to expand and view the available portfolios.

4. You will not change the selected portfolio, New Systems. Click Close.
5. Filter by options are displayed.
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Displaying a Portlet
Customize dashboards by choosing which portlets are displayed, the type of data shown in the portlets, how
the portlets are organized, and to whom they are available.
Content tab - Select a check box to display a portlet. A maximum of 12 portlets can be displayed on
a dashboard. Click the arrow to display additional portlet options.

Layout tab - Use right/left arrows or drag/drop to move portlets. Select wide or narrow display.
Access tab - Select user(s) who can access the dashboard.
Following is a list of the portlets available on dashboards.
My Projects - View projects you are the owner of, have OBS access to, or are assigned to as a
resource or as an activity owner.
My Workgroups - View, by project, all workgroups with which you are associated.
a
My Activities - View activities to which you are either assigned as a resource or designated as the
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activity owner. in)
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My Risks - Display information about your associated risks.
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My Issues - View information about issues with which you are associated.

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Communication Center - Communicate with other users who are associated with a project.
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My Calendar - View a weeks worth of activities that pertain to your projects.
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Custom Portlet - Display frequently used web sites, intranets, and other online data.
Portfolio View - Analyze project data for an entire portfolio in a chart or scorecard format.

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Schedule Performance - View both current and forecast schedule summary performance
his se th

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information, in either cost or labor units.
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Earned Value Performance - View both current and forecast earned value schedule variance, cost
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variance, or labor unit variance calculations.
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Index Performance - View schedule performance index, cost performance index, and use to
u t h l e
complete performance index calculations.
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Project Statistics - Analyze project information in row and column format for a particular project or
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m a ansf project group.
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u -tr Project Health - View how well a portfolio or individual project is performing.
i s o n
a th a n Project Notebooks - View all Notebooks assigned to the selected project.
S Project Gantt Chart - View the status of projects and review its milestones.
Resource Team Summary - View the resources, their primary roles, and the number of active
projects for a team you select.
Open Requests for Resources - View the staffing for projects to which you are associated.
Resource Analysis Chart - View a variety of chart formats plotting the total (remaining plus actual)
units or costs for a resource, resource team, or resource code you select.
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My Issues is among a handful of portlets in which you can customize columns. In this exercise, select the
check box to display the portlet and then click Customize to customize columns.
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Activity 23-2: Displaying a Portletar n s e
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Add the My Issues portlet to the dashboard
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1. On the John's Projects

M udashboard,
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2. In the PersonalaInformation
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sf section of the Content tab, select the My Issues check box.
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3. Nexth
i s o n -tclick
tokMy Issues,
h the Customize
4. tIn
a a n My Issues dialog box, click + to expand General, and then select a
S column, Description.
5. Click the right arrow to move it to the Selected Columns section.
6. Click Save.
7. In the Content tab, click Save.
8. The My Issues portlet is added to the dashboard and customized.
418
Modifying Portlet Layout

Use the Layout tab to control how portlets are displayed in the dashboard:
Click the arrows or drag and drop to move portlets.

For each portlet, select Narrow or Wide.
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Activity 23-3: m aModifying
a n sf Portlet Layout
u r
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Move i sahportlet o of the dashboard.
t h n
Sa 1. Clickathe Layout tab.
Step Action
2. Press and hold your mouse cursor on the My Issues portlet and drag it to the top.
4. In the My Issues portlet, select Wide.
6. The portlet layout is customized.
419
Displaying a Custom Portlet

Custom portlets can be used to display a Web-based application or a Web site. For example, use a custom
portlet to display your organizations intranet or a frequently used Web site, and then access it directly on a
P6 dashboard. Up to 50 custom portlets can be displayed on a dashboard.
Select a check box next to each Custom Portlet to display it on a dashboard.

Click the arrow to specify a portlet title and portlet URL.
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hk Displaying
i
Activity s23-4: o n
a th a n
S a Custom portlet to the dashboard.
Add Step Action
1. On the John's Projects dashboard tab, click Customize.

2. In the Custom Portlets section, click Add.
3. Select the Custom Portlet1 check box.
4. In the Title field, type <Oracle>.
5. In the URL field, type <http://www.oracle.com/us/products/index.html>.
6. Click Save and Close to view the Custom portlet, Oracle.
7. In the Oracle portlet, click maximize.
8. The Custom portlet is displayed.
420
Viewing the Project Health Portlet

Portlets listed in the Project Performance section are useful for routine monitoring of project progress.
Graphical indicators enable you to quickly assess how a project is performing and whether corrective action
is needed.
For example, the Project Health portlet provides a snapshot of the overall health of each project or portfolio,
including:
Percent of the project that is complete, according to the budget-based calculation (assuming the
project has started).
Whether the project is on- or over-budget.
Whether the project is on or behind schedule.
An icon next to each project serves as a quick indicator of project health. These indicators are based on s
performance thresholds set in My Preferences. h a
c in)
Exceptional - Indicates that the project or portfolio is exceeding expectations. e s a
n t
Acceptable - Indicates that the project or portfolio is performing as expected.
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Warning - Indicates that the project or portfolio needs attention
@ t critical.
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Critical - Indicates that the project or portfolio requires d
tu corrective action.

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Click a project name to open the project.
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Activity 23-5: Viewing the Project Health Portlet

View the Project Health portlet.
Step Action
1. In the Oracle portlet, click the Minimize icon.

2. In the John's Projects dashboard, click the scrollbar down arrow to view the Project Health portlet.
3. The Project Health portlet is displayed.
421
Viewing the Project Gantt Chart Portlet

The Project Gantt Chart portlet enables you to review the status of projects in a portfolio. Customize the
contents of the portlet by clicking the following icons:
Filters - Click and then select Set Filter to filter the portlets contents by a global activity code.

To clear the filter, click the icon again and select Clear Filter.
Columns - Add or remove columns from the section to the left of the Gantt chart.
Timescale - Select a timescale for the Gantt chart.
Open project - Click to open a project.
Print - Print contents of the portlet.
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Activity 23-6: Viewing the Project Gantt Chart Portlet

Change the layout for the Project Gantt Chart portlet.
Step Action
1. On the John's Projects dashboard, click Customize.

2. Click the Layout tab.
3. In the Project Gantt Chart portlet, select Wide.
5. Click the scrollbar down arrow to view the Project Gantt Chart portlet.
6. The Project Gantt Chart portlet is displayed.
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Creating a Dashboard
Click Create Dashboard on the Manage Dashboards page to create a dashboard. Base the dashboard either
on a copy of an existing dashboard or the default dashboard.
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Activity 23-7: Creating a
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Create a dashboard. Mu r a
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Step
e
sf click Manage Dashboards.
Action
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u
hk Create tr
-Dashboard.
2. sClick
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a t3.h Clicka+nto expand Multi-user Dashboards and then select the Project Performance dashboard.
S 4. Click OK.
5. In the Dashboard Title field, type <Q4 Projects>.
6. Clear a check box, Project Health, so the portlet is not displayed on the dashboard.
8. On the P6 navigation bar, click Dashboards.
9. Click the Q4 Projects dashboard tab.
10. A dashboard is created.
423
Managing Dashboards
The Manage Dashboards page enables you to create, modify, delete, display, or remove dashboards.
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Activity 23-8: Managing Dashboards m ar@ tude
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Display a dashboard.
Step Action
1. On the Dashboards menu, click Manage Dashboards. a t his se th

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2. Click the arrow to expand the Available r nse section.
Dashboards
a
3. Select the Personal Workspace
u k umcheckbox.e
licin the Displayed Dashboards section. On the P6 navigation
4. Confirm that Personal Workspace
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5. Click the Personal
e
sf dashboard.
u m a n
6. A dashboard
i s -tr
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a th a n
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Overview: Creating Portfolios

Click Create Project Portfolio on the Manage Portfolios page to create a portfolio.
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In the Manage this portfolio
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Click the Search icon to search for projects to add to the portfolio.
Use the Search field to search by Project Name or Project ID.
Use the Available Projects list to choose projects when manually creating a portfolio.
425
Viewing Portfolios
On the Portfolios menu, click Manage Portfolios to display the Manage Portfolios page, where you can
create, edit, and delete portfolios.
Portfolios are represented by the following icons:

Manual portfolios are indicated by User or Global.

Filtered portfolios are indicated by User or Global.
Click the arrow next to a portfolio to display the projects it contains.
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Activity 23-9: Viewing Portfolios

View portfolios and the projects within them.
Step Action
1. On the Portfolios menu, click Manage Portfolios.

2. Click the arrow next to a portfolio, New Systems.
3. Projects in the New Systems portfolio are displayed.
426
Creating a Portfolio Manually

Click Create Project Portfolio on the Manage Portfolios page. To create a manual portfolio, move projects
from the Available Projects section to the Selected Projects section.
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Activity 23-10: Creating u k
a
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Portfolio
t h
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b selected projects.
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Create a portfolio containing
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m
1. ClickuCreate
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Step
a n sPortfolio.
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k
2. isInhthe Project
n tr
-Portfolio Name field, type <IT Maintenance Projects>.
t h n o
Sa 3. In thea Manage this portfolio field, select Manually.
4. In the This portfolio is available field, select All Users.
5. In the Available Projects section, click + to expand Information Technology Projects, Northern
Division, and Research North, select Upgrade Network and then use Ctrl+Click to select Integrate
S/390.
6. Click the right arrow to move the projects to the Selected Projects section.
7. Click Save.
8. The new portfolio is listed on the Manage Portfolios page.
427
Creating a Portfolio by Filter

Use one or more parameters to build a filtered portfolio. When using multiple parameters, specify whether a
project must meet all or any of the parameters to be included in the portfolio.
Each filter component consists of three elements:

Parameter - Select a parameter field from the list. Available parameters include cost, labor, and
date-related fields. Project code values and user-defined fields enable you to further customize a
filter with data specific to your organization.
Is - Select an operator from the list: equals; is not equal to; is greater than; is greater than or equals;
is less than, is less than or equals; is empty; or is not empty.
Value - Type a value or use the Select icon to select a value.
Filtered portfolios are automatically refreshed. Projects that no longer meet filter criteria are automatically
h a s
removed from the portfolio; projects that meet filter criteria are automatically retained or added. The most
in)
recent refresh date can be viewed on the Details page in the Portfolios section.
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Activity 23-11: Creating a Portfolio by Filter

Create a filtered portfolio.
Step Action
1. Click Create Project Portfolio.

2. In the Project Portfolio Name field, type <Important Projects>.
3. In the Manage this portfolio field, select By Filter.
4. In the This portfolio is available to field, select Current User.
428
5. In the Select Filter Criteria list, select All of the following.

6. In the first Parameter list, scroll to the Project Codes grouping, and then select Priority Code.
7. In the Is list, select equals.
8. In the Value field, click the Select icon.
9. Click + to expand Project Code: Priority Code, and then select a project code value, IMP -
Important.
10. Click OK.
11. Click Save.
12. Click the arrow next to the Important Projects portfolio to view the projects it contains.
13. A portfolio is created by filter and displayed on the Manage Portfolios page.
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429
Viewing a Dashboard via Filtered Portfolio

If you specify a filtered portfolio in a dashboard's Filter by field, dashboard data changes as the portfolio is
automatically refreshed and new projects are added or deleted from the portfolio.
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Activity 23-12: Viewing tahDashboarduku le licvia Filtered Portfolio
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Select a filtered portfolio.
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Step
1. On the P6unavigation
t r n Action
Dashboards.
h k n -
2. Click
t h is nothe John's Projects dashboard tab.
S3.a In the Filter
a by field, click the Select icon.
4. Click + to expand Filtered Portfolio, and then select a portfolio, Important Projects.
5. Click OK.
6. In the Project Statistics portlet, click the maximize icon and view projects in the filtered portfolio.
7. The dashboard displays content from a filtered portfolio.
430
Creating a New Portfolio View

Portfolio views contain portfolio data in a variety of formats, including bubble chart, pie chart, scorecard,
and histogram.
There are two ways to display a portfolio view on a dashboard:

Create a new portfolio view in the Dashboards section's Content tab. Specify title, type, and chart
options.
Display an existing portfolio view created in the Portfolios section or click Customize to modify it.
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Activity 23-13: Creating a New Portfolio m s View t o u
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Add a newly created portfolio viewm to athe dashboard.
Step
u k u
Action
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1. On the dashboard, click
uthsection, l e
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2. In the PortfolioM Views r a
febox, click Add.
rView ndialog
a
3. In the Create
m a s + to expand New Portfolio View and then select a portfolio
u
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view, t r
- Chart.
h i s n n
t4. Click OK.
Sa 5. In thea Title field, type <Total Cost by Project>.
6. In the Data list, select At Completion Total Cost. (At Completion Total Cost is located in the Cost
grouping.)
7. In the Group By list, select Project. (Project is located in the General grouping.)
9. In the Total Cost by Project portlet, click the Table icon.
10. The new portfolio view is displayed on the dashboard.
431
Display an Existing Portfolio View

Display a portfolio view on a dashboard that was previously created on the Portfolio Views page.
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Activity 23-14: Display an Existing Portfolio View m e
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Add a portfolio view to the dashboard. d
Step Action
1. On the dashboard, click Customize. s tu nt G

2. In the Portfolio Views section, click Add. m ar@ tude
3. In the Create View dialog box, click + to expand Existing kView and
S
u isHistogram, and then select a
i s h t h
view, Current Budget by Division.
at h se
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4. Click OK.
5. Click Save and Close. a
umdashboard.
6. The portfolio view is addedutokthe l i ce
uth rabl e
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432
Deleting a Portfolio
Delete portfolios on the Manage Portfolios page. If you do not have security privileges to edit global
portfolios, the portfolio name is not active as a link and the Delete link does not appear.
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Activity 23-15: Deleting uak u
Portfoliolic
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Delete a global portfolio.
r e r a
1. On the m a menu,
Step
Portfoliosa n sf click Manage Portfolios.

Action
u -tr Projects row, click Delete to delete the portfolio.

k IT Maintenance
2. isInhthe o n
a t3.h ClickaOKn when prompted.
S 4. A global portfolio is deleted.
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Lesson Review
Dashboards display data in portlets.
Choose portlets and customize how they appear in dashboards.
The data displayed in most portlets is filtered by the Filter by field.

Manage dashboards by clicking Manage Dashboards on the Dashboards menu.
Create portfolios manually or automatically using filters.
User portfolios can be accessed only by selected users. Global portfolios are available to all users.
Review Questions
1. True or False: You can create unlimited Custom Portlets.
2. Which tab allows you to choose the portlets that display on a dashboard?
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c. Access
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tud must
3. True or False: P6 allows you to display portfolio views on a dashboard, but views u on that
be created
G
s t
dashboards Content tab.
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Lesson 24: Reporting

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P6 Reporting Process
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Oracle Business Intelligence Publisher

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P6 Analytics and Oracle Business Intelligence

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Overview: Reporting
BI Publisher must be installed and running to access the Reports section, which enables you to view reports
and schedule reports to run. Click Reports on the P6 navigation bar to access the Reports section.
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Reportshare -tbyr subject area. The report list, group names, and hierarchical structure are defined
i
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in BItPublisher. o n
S a
Use the View list to switch between the Reports and Schedules view.
The Description detail window displays a description of the report. The Schedule detail window enables
you to configure report delivery settings.
440
Using the Reports View

Reports are listed on the Reports page.
In the View list, toggle between the Reports view and the Schedules view. The Reports view displays
columns that include additional report information, such as the available and default file formats and
templates for the report. The Schedules view displays a list of all the reports scheduled to run, organized by
run frequency.
To run a report instantly, right-click the report name and select Run Report. On the Report toolbar, click the
Export icon to export a list of available reports to a spreadsheet.
In the following exercise, view a list of available reports in the Reports section of P6.
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Activity 24-1: Using the Reports View

View reports in the Reports section.
Step Action
1. Begin by navigating to the Reports section of P6. On the P6 navigation bar, click Reports.
2. Click + to expand P6REPORTS2 and Project, and then select Project Plan Hierarchy.
3. The report and its description are displayed.
441
Configuring Report Delivery Settings

In the Schedule detail window, click the Add icon to define the schedule settings for the selected report.
On the Report Settings dialog box Options tab, specify the schedule name, template, file type, and delivery
type for the report. When initially setting up report schedules, decide who needs to receive reports and how
often they should receive them. For example, schedule weekly reports to be e-mailed to key people in the
organization to keep them current on project status. To do this, select E-mail in the Delivery Type list, and
then click the ellipsis to add e-mail addresses.
In the Notification field, choose what type of notification to receive about the report:
Report Completed - The report has run successfully.

Report Complete with warnings - The report has run, but there were errors or warnings.
Report Failed - The report did not run successfully.
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In the following exercise, configure the Project Plan Hierarchy report to be e-mailed as a PDF file to
yourself at jbrunner@scorp.example.com.
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Activity 24-2: Configuring Report Delivery Settings

Configure options for running the report.
Step Action
1. Confirm that the Project Plan Hierarchy report is selected in the Reports table, and then click
the Schedule detail window.

3. In the Delivery Type field, confirm E-mail, and then click the ellipsis.
4. Confirm the To: address, jbrunner@scorp.example.com, and then click Save.
5. Delivery options for the report are selected.
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Scheduling a Report
On the Schedule tab in the Report Settings dialog box, choose to run the report once, daily, weekly, or
monthly. In the Schedule Options section, specify the start date and time for the report.
In the following exercise, schedule a weekly report and view a list of scheduled reports in the Schedules
view.
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Activity 24-3: Scheduling a Report

Define the schedule for the report.
Step Action
1. Click the Schedule tab.

2. On the Run list, select Weekly.
3. Confirm the default dates and times in the Schedule Options section, and then click Save.
4. In the View list, click Schedules.
5. In the Schedule Name column, click + to expand Weekly, and then select Project Plan Hierarchy.
6. The report is scheduled and its description displayed.
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Viewing a Report
On the Reports page toolbar, click the Run Report icon to run a selected report. In the Report Settings
dialog box, select a Template, output data Format, and Delivery Type for the report. Many reports include
multiple templates, which can be used to change the formatting and overall look of the report. PDF is the
default output format, but reports can also be created in Rich Text Format (RTF) or Extensible Markup
Language (XML). P6 can deliver reports either as e-mail or as data files.
The Report Parameters section of the Report Settings dialog box enables you to choose the project or
projects on which you want to run the report. Double-click in the Project ID Value field, and then click the
ellipsis to select one or more projects.
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In the following exercise, run the Project Plan Hierarchy report and view it as a PDF file.
445
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Activity 24-4: Viewing a Report u k u lic
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Run a report.
r M e r a
1. In the Viewm list, n sf
aclickaReports.
Step Action
2. Confirm
u -tr Plan Hierarchy is selected, and then click the Run Report icon.
hk that oProject
i s n
a
3. tInh the Report
a n Settings dialog box Delivery Type list, select File.
S
4. In the Report Parameters section, double-click in the Value field, and then click the Ellipsis.
5. In the Selected Projects section, select BENE - Online Benefits Portal.
6. Click the left arrow to remove the project from the Selected Projects section.
7. In the Available Projects section, click + to expand IT - Information Technology Projects, SOUTH -
Southern Division, and RES-S - Research South, and then select GPORTAL - Global Learning
Portal.
8. Click the right arrow to move the project to the Selected Projects section.
9. Click OK.
10. Click Run.
11. When prompted to open or save the Project Plan Hierarchy.pdf file, click Open.
12. View the report, and then click the X in the upper right corner to close it.
13. The report is run, displayed, and closed.
446
Lesson Review
Publication services continually update extended tables and views in the Project Management
Database (PMDB) that are optimized for reporting purposes to provide near real-time operational
reporting.
Periodic Extract, Transform, and Load (ETL) process moves data from the PMDB to the P6
Reporting Database to provide static operational reporting and analytical reporting (with P6
Analytics).
Reports are defined in BI Publisher and run in the Reports section of P6.
Reports that are available for the user to run are listed on the Reports page in the Reports section.
Schedule when to run reports in the Schedule detail window.
Review Questions
1. True or False: BI Publisher must be installed to use the Reports section in P6. h a s
in)
ac
2. Which of the following report delivery types is supported in P6?
s
a. PDF files
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b. E-mail e t
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c. HTML files d
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d. All of the above
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Case Study 4: Project Execution and Control

The project started on 05-Mar-18 as planned and has been updated at weekly intervals to 23-Apr-18. So far,
the project is progressing according to plan. In this case study, you will update the project through the next
three status updating periods.
Please note: The project-level setting, Recalculate actual units and cost when Duration % Complete
changes, is activated for this case study. This will enable Actual Units to be automatically calculated based
on the Percent Complete of the activity. You will, however, manually update the Actual Units of some
activities below to account for changes in the project plan.
1) Close all open projects and then open RENO-4 RENO Project Execution and Control. On the Activities
page, select a view, Default View.
h a s
2) Update the project for the status period 23-Apr-18 to 30-Apr-18: ci n)
s a
m
a. Activate the Progress Spotlight (on the View menu) and confirm the status updating period,
e
de to
23-Apr-18
n t
30-Apr-18.
t
b. In the General and Assignments detail windows, update activities as specifieduin
e
dthe G ui table:
following
@ s ent
a r t u d
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i s hku this
s ath use
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c. Save changes, schedule the project with a new data date of 30-April-18, and then summarize the project.
d. Is the project still on schedule? ____________________________________________
448
3) Next, you will update the project for the status period from 30-Apr-18 to 7-May-18. During this period, it
was discovered that vandals had gained access to the work site over the weekend, causing damage to several
floor structures and to the hydraulic equipment being used to repair them. Work on activity A1120 was
suspended to enable an inspection by insurance adjusters and an investigation by local police. Replacement
parts for the damaged hydraulic equipment were ordered through suppliers.
a. On the Activities page, confirm that the Progress Spotlight is activated, with a status updating period of
30-Apr-18 to 7-May-18. In the General and Assignments detail windows, update activities as detailed in the
following table. (To suspend an activity, you must add the Suspend Date and Resume Date columns to the
activity view and enter the appropriate dates directly into the columns in the Activity Table.)
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b. The vandalism to theuwork l e
b documented. In the Notebooks detail window for activity A1120,
be
M
add a Notebook topic, Problems r
fone A1120
Encountered, and type a description <Work site vandalized during the
m
weekend ofuAprilar28. Work
a n s suspended on April 30. New parts ordered for hydraulic
k - t r
t h ish non
jacks.>.
Sac. In the Expenses

a detail window, add the Actual Cost column and enter a new expense for activity A1120
as specified in the table below:
d. Save changes, schedule the project with a new data date of 07-May-18, and then summarize the project.
e. Is the project still on schedule? ____________________________________________________
449
4) Next you will update the project for the status period 07-May-18 to 14-May-18. During this time, work
resumed on activity A1120.
a. Confirm that the Progress Spotlight is activated, with a status updating period of 7-May-18 to 14-May-
18.
b. In the General and Assignments detail windows, update activities as specified in the following table:
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c. On the Notebook tab for activity A1120, update s
m the Problems
t o u Encountered topic to reflect that work
resumed on the activity on 10-May-18. ar ( s e
m
d. Save changes, schedule the projectuwith a new c e n
data date of 14-May-18, and then summarize the project.
e. How far behind schedule isth u k
the projectlnow?l i
e _____________________________
u a b
a r M nsfer
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5) Due to thekvandalism rathe suspension of activity A1120, the project has slipped significantly behind
h n -
a t hisYouawillnoadd a second laborer to the activity, enabling the activity to be completed in half the
schedule.
S 5 days instead of 10 days. Show the addition of a second laborer by doubling the Remaining
time:
Units/Time from 8h/d to 16 h/d. This reflects two laborers, each working 8 h/d.
a. Select activity A1120. In the Durations section of the General detail window, change Remaining
Duration to 5d. On the Activities toolbar, click the Save icon . When you changed the Remaining
Duration to 5 days above, P6 calculated that 10 days of work have already been done: Original Duration
(15d) Remaining Duration (5d) = 10d. However, in reality, only 5 days of work have been completed. You
will manually change values in the Assignments detail window to reflect the revised Remaining Duration
and the addition of a second laborer.
b. In the Assignments detail window, add the Remaining Units/Time column and organize columns as
follows: Resource Name, Planned Units, Actual Units, Remaining Units, and Remaining Units/Time.
c. In the Assignments detail window, confirm/change values for the Laborer-Renovation resource as
indicated in the table below:
450
d. In the Assignments detail window, click the Save icon . After saving, confirm that values match those
in the table above.
e. Schedule the project with a data date of 14-May-18 and then summarize the project.
f. Is the project on schedule now? ___________________________________
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s two of
6) To put the project fully back on schedule, you will make a change to the relationship between
m e
activity A1120's successors, which were all affected when A1120 was suspended. There
e n t is aiFinish
d e to Start
Buildunew interior non-
relationship between activity A1130 Install subflooring and its successor, A1370
bearing walls. Instead of waiting for the subflooring to be completed, however, s tudthere
n t G
should be enough
ar@walls.
subflooring installed after a couple of days to begin building the interior
m t u de
h k u is S
a. Select activity A1130. In the Successors detail window,
t h is changee ththe Finish to Start relationship with
successor A1370 to a Start to Start relationship s a
with 2 daysu s
of lag.
b. Add a Finish to Start relationship between (
r nsemA1130 t
and
osuccessor A1280 Install new floors and
a
m iOn
carpeting to close the open endkon
u uA1130. l cethe Activities toolbar, click the Save icon .
uthanow?
c. Schedule the project with e
bl of 14-May-18 and then summarize the project.
data date
M
d. Is the project onr schedule r a__________________________________
m a ansfe
h k u -tr
7)th i s n o n
After re-optimizing the project plan, check for impact on the projects budget. Add the At Completion
a a
S Total Cost column to the Default View activity view, and check the total for the entire project at the top of
the Activity Table. Is the project still within its Original Budget of $190,000?
451
Appendix A: Updating the Project Using Timesheets

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Updating a Project
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Timesheet Approval Process

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Data Date
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Applying Actuals
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Overview: Updating the Project Using Timesheets

The Timesheet Approval page enables you to view timesheets that affect your project and to approve or
reject timesheets.
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Select approving
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from
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th a time
S aSelect a nperiod for the timesheets from the Action Required Timesheets for list.
View all activities for a resource in the Activity Table.
Click the View Note icon to view notes created by the resource about the timesheet.
Click the Approve Selected Timesheets icon to approve timesheets.
Click the Filter icon to filter timesheets by status.
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Selecting a Timesheet Approval Manager

An assigned timesheet approval manager can approve or reject timesheets, notify resources about timesheet
status, add timesheet notes, and run timesheet reports. The manager can determine if a resource has not
started or not submitted a timesheet and delegate an approval manager to process timesheets.
Your application administrator specifies whether the resource manager, the project manager, or both, must
review and approve a resources timesheet.
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hkA-1:oSelecting
i s
Activity n a Timesheet Approval Manager
a th a n
S Select an approval manager.
Step Action
1. Begin by navigating to the Dashboards section. On the P6 navigation bar, click Dashboards.
2. On the Dashboards menu, click Approve Timesheets.
3. In the Approving as field, select Resource Manager.
4. An approval manager is selected on the Timesheet Approval page.
459
Viewing Timesheets and Notes

The Timesheet Approval page displays a Timesheet Table (top) and Activity Table (bottom).
In the Timesheet Table, select a time period in the list and then click the Filter icon to specify the
timesheets that are displayed for example, timesheets that require your action or those that already have
been approved or rejected.
The Activity Table displays regular, overhead, and total hours for each resource in the timesheet time
period.
Icons in the Timesheet and Activity Tables enable you to group and sort, customize columns, search for
timesheets or activities, and print the contents of the table.
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In this exercise, Nancy Botts performed work on one activity, Activity B. She worked 8 h/d from Monday to
Wednesday. Nancy was scheduled to work on this activity all week, but she was out sick on Thursday and
Friday. She added a timesheet note explaining that there will be a delay in the activity due to her absence.
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Damon Edwards performed work on Activity C. He worked 8 h/d from Monday to Friday plus 2 additional
hours on Wednesday.
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Activity A-2: Viewing Timesheets
u k u and l i cNotes
View timesheets and notes. uth bl e
M r a
sfe for field, verify or select 03-Mar-19 -- 09-Mar-19.
ar anTimesheets
Step Action
1. In the Action Required

k u m
2. In the Timesheet tr select Nancy Botts.
i s h o n -table,
h aNancy
3. tReview
a n Botts' hours and then, in the Timesheet table, click the View Note icon next to Nancy
S Botts.
4. If you do not wish to launch a dialog box, you can also point your cursor on the View Note icon to read
the note without opening it. Click Close to close Nancy's note.
5. The notes and timesheets are reviewed.
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Approving Timesheets
To approve a timesheet, select the resource name and then click the Approve Selected Timesheets icon .
To confirm that the timesheets were approved, click the Filter icon to filter the view to display
approved timesheets.
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Activity A-3: a
m
Approving
a n sf Timesheets
Approve k u -tr
h the timesheets.
i s o n
t1.h In thea Timesheet
n
Step Action
table, select Damon Edwards and then press Ctrl+Click to select Nancy Botts.
a
S 2. Click the Approve Selected Timesheets icon.
3. Click the Filters menu, and then select Approved to confirm the timesheets are approved.
4. Approved timesheets are displayed.
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Applying Actuals
After progress is recorded by approving timesheets, run Apply Actuals to apply the timesheet hours. The
Apply Actuals feature runs as a service and schedules activities with progress and/or activities that have the
Auto Compute Actuals option set.
The application administrator can set Apply Actuals to run as a scheduled service on a regular basis, or a
project manager with the appropriate privileges can run Apply Actuals on projects, as needed.
When running Apply Actuals, move the data date forward to the day after the last timesheet period. This
ensures actuals from the last timesheet period are applied to the project. P6 schedules activities only within
the specified time period (between the current data date and new data date) and calculates progress for those
activities.
In this cycle, the project has progressed from Monday, 04-Mar-19 to Friday, 08-Mar-19. Since no work will s
occur over the weekend, you will move the data date to Monday, 11-Mar-19, when you apply actuals. h a
in)
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Activity A-4:u -tr Actuals
hk Applying
i s o n
th the data
Advance
a a ndate and apply actuals.
S1. In the P6 navigation bar, click Projects.
Step Action

4. Right-click a project, HRSYS - Updating the Project Using Timesheets, and then click Open Project.
7. On the Actions menu, click Run, Apply Actuals.
8. In the New Data Date field, select a date, 11-Mar-19.
9. Click Apply.
10. Actuals are applied to the project.
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Rescheduling the Project

The Gantt chart shows that Activity B is finishing late compared to the baseline because Nancy was sick on
March 7 and 8, when she was scheduled to begin work on the task. The successors to the activity, however,
are not showing a delay on the Gantt chart because the project has not yet been rescheduled.
Reschedule the project based on the new data date. Any activities that were delayed during the apply actuals
process will delay their successor activities.
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Activity Rescheduling the Project
Reschedule the project.
Step Action

2. Confirm data date, 11-Mar-19, and then click Schedule.
3. The project is rescheduled.
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Lesson Review
Applying actuals is a process in which the hours from timesheets are applied to the appropriate
activities.
When applying actuals, select a new 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.
Applying actuals to a project differs from scheduling a project: When applying actuals, only
activities that have been progressed are recalculated, allowing you to focus immediately on activities
that may be causing the project to slip.
Use the Timesheet Approval page to view timesheet and resource information and to approve/reject
timesheets.
Review Questions
h a s
1. True or False: The data date should be advanced after applying actuals.
c in)
s a
2. The Timesheet Approval page can be accessed via:
m e
a. Projects menu
e t
n uide
b. Dashboards menu d
tu nt G
c. Projects section s
d. Resources section
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Appendix B: Case Study Solutions

Case Study 1 Solutions
Compare your answers for Case Study 1 to the text and screenshots below. Numbers in the solutions refer to
objectives in the case study.
1) Close all open projects and create a new project:
On the Actions menu on the EPS page in the Projects section, click Close All. Then, o n the Actions menu,
click Add, Add Project. In the Add Project dialog box, enter information into the fields, and then c lick
Create.
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2) After creating the project, record an Original Budget, and add a Notebook topic:
On the EPS page, select the newly created project, RENO - Creating a Project, and then click the Budget
Log detail window at the bottom of the screen. In the Budget Log detail window, type <190,000> in the
Original Budget field and then press Enter on your keyboard. On the EPS toolbar, click the Save icon to
save your work.
467
Click the Notebooks detail window at the bottom of the screen. In the Notebooks detail window, click the
Assign icon , select and assign the Notebook topic, Project Status. In the Description field, click the
ellipsis, and then in the Editing Project Status text box, type <Project budget of $190,000 approved on 03-
Dec-17 by Daphne Coombs, VP of Property Development.>. Click OK to close the Editing Project Status
dialog box. On the EPS toolbar, click the Save icon to save your work.
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3) Create the WBS structure:
On the Projects toolbar, click Activities. In the Activity View list, select a view, Adding WBS. The project
(and highest level of the WBS), RENO - Creating a Project, is already displayed. On the Actions menu,
click Add, Add Child WBS or Add, Add Sibling WBS to add WBS elements. Then, o n the Activities toolbar,
click the Save icon to save your work.
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4) After creating the WBS, use the Adding Activities view to populate the WBS structure with project
activities:
In the Activity View list, select a view, Adding Activities. In the Activity Table, select the WBS element to
which you want to add an activity. On the Actions menu, click Add, Add Activity to create a new activity.
Use the Activity Table columns or the General detail window to enter an Activity ID, Activity Name,
Activity Type, and Planned Duration for each new activity. On the Activities toolbar, click the Save icon
to save your work.
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Compare your answers for Case Study 2 to the text and screenshots below.
1) Create relationships with the Predecessors and Successors detail windows on the Activities page. After
opening the project and navigating to the Activities page, click the Predecessors detail window to assign
predecessors to activities selected in the Activity Table and click the Successors window to assign
successors. (Hint: By undocking the Predecessors and Successors detail windows, you can keep them both,
along with the Select Predecessor Activity and Select Successor Activity dialog boxes, open at the same
time. Then, use the Search field in the dialog boxes to make assignments easier.) After creating the
relationships in the table in Objective 1, click the Save icon to save your work.
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a. Schedule the project: On the Activities toolbar, click the Scheduler icon , select Apply selected data
date to all open projects, confirm the data date, 05-Mar-18, and then click Schedule.
b. In the Activity View list, select Adding WBS. (Adding WBS is an activity view that is grouped by WBS.)
On the View menu, click Columns, and add the Total Float column to the activity view. (Total Float is
listed under Durations in the Customize Columns dialog box.) Check the Finish and Total Float columns in
the Activity Table. The scheduled Finish date is 30-Jul-18, and the Total Float is 0.0d.
471
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472
2) Assign a Must Finish By constraint to the project, and then schedule the project:
a. Navigate to the EPS page, and confirm that RENO-2 is selected in the Project Table and then click the
General detail window at the bottom of the page. In the Must Finish By field, click the calendar icon ,
and then select the date, 25-Jul-18. Click the Save icon to save your work.
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h k u -tr
b.th i s o n
n navigation bar, click Activities. On the Activities toolbar, click the Scheduler icon ,
On the Projects
a a
S confirm the data date, 05-Mar-18, and then click Schedule. View the Total Float column. Total Float is now
-4.0d.
473
3) Assign a Start On or After constraint to activity A1220: Navigate to the Activities page. In the Activity
Table, select activity A1220. Click the General detail window, and in the Constraints section, select Start On
or After in the Primary Constraint field and in the corresponding date field, click the Calendar icon , and
select the date, 15-Jun-18. Click the Save icon to save your work.
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4) Reschedule them a a
project: sf Activities toolbar, click the Scheduler icon , confirm the data date, 05-
Onnthe
Mar-18, and u -tr Total Float for the project is still -4.0d. Although the constraint delayed the
hkclick Schedule.
i s o n
thactivityaA1220,
start of
a n it did not affect the projects Scheduled Finish date because A1220 had sufficient
S The constraint reduced the float on activity A1220 from 15.0d to 8.0d.
float.
474

1) Close all projects and open RENO-3 RENO Optimizing and Baselining. On the Activities page, select
an activity view, Default View.
2) Assign resources to activities and update Planned Units/Time as indicated in the table below:
h a s
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a
To assign resources to project activities, select the desired activity in the Activity Table, and then, in the
s
m e
dspecified
Assignments detail window, click the Assign Resource and Save icon . After making
resource assignments, change the Units/Time for resources Bryce Manthorne and e n t the
i e
Inspector-Renovation in
t u d Gu
the Planned Units/Time column in the Assignments detail window.
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3) Schedule the project with a data date of 05-Mar-18, and then summarize the project: To summarize the
project, on the Activities page Actions menu, click Run, Summarize Projects.
475
4) In the General detail window on the EPS page, compare the Scheduled Finish to the Must Finish By
date.
a. What is the Scheduled Finish date? The scheduled finish date is 30-Jul-18.
b. It is the Must Finish By date? The Must Finish By date is 25-Jul-18.
c. Is the project scheduled to finish on time? The project is behind schedule. The Total Float is -4.0d,
displayed in Total Float column in the Project Table.
5) Below are three options for reducing the duration of the project. Which option would you choose and
why?
h a s
Option 1: The durations of the three activities in the Utility Systems WBS have been generouslyn)
estimated. The three activities can each be reduced by 4 days.
a ci
Option 2: The Finish to Start relationship between activities A1090 and A1110 includes e s7 days of
lag. This lag can be reduced to 3 days. n m
t ide
Option 3: The special-order shingles required for activity A1220 are available e
d sooner uthan expected.
s tustart t G
a r@ tuden
The Start On or After constraint can be removed, enabling the activity to 9 days earlier.
k u
When trying to shorten a project, focus on critical activities. Option
m2 is thes only
S choice involving critical
h i
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a t his overall
activities and is therefore the only choice capable of reducing
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476
6) Select an option in Objective #5 and revise the project plan. After making the change, schedule the
project with a data date of 05-Mar-18 and then summarize.
On the Activities page, select activity A1090 in the Activity Table and then click the Successors details
window. For activity A1110, change the lag from 7 to 3 days. Schedule and summarize the project.
h a s
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u to finish l e
b on time? The project will finish on time. (Scheduled Finish = 24-Jul-
M
Is the project now scheduled
r e r a
18, Must Finishm a n sf Total Float = 0.0d)
aBy = 25-Jul-18,
h k u -tr
i s o n
n select RENO-3 in the Project Table. Check Total Float in the column and click the
On
a ththe EPSa page,
S General detail window to view the Scheduled Finish and Must Finish By dates.
7) Now that the schedule has been optimized, your next step is to ensure that no project resources are
overallocated. Use the Overallocated Resources portlet on the Project Workspace or the Check Resource
Overallocation service to identify overallocated resources.
a. Are any project resources overallocated? Resource Bryce Manthorne is overallocated.
From the Overallocated Resources portlet: Navigate to the Workspace page and scroll to the Overallocated
Resources portlet to see the list of resources.
From the Check Resource Overallocation report. Select the Activities page, on the Actions menu, click Run,
Check Resource Overallocation. In the Check Resource Overallocation dialog box Start field, confirm 05-
Mar-18, and in the Finish months list, select 5 to cover the length of the project. Then, click Run. When the
477
service finishes running, click Notifications in the lower left corner of the screen. It will display which
resources are overallocated.
b. Which weeks show overallocation for the resource? Bryce is overallocated for three weeks: Week #1:
22-Apr-18; Week #2: 29-Apr-18; Week #3: 6-May-18.
From the Overallocated Resources portlet. Click Bryce Manthorne to display the Team Usage page. In the
Organized By field in the left pane, confirm Resources, and then click + to expand the list of project
resources and select Bryce Manthorne.
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ththe Check n
a
From
S a Resource Overallocation report. Open the Overallocation Report, scroll through the
Availability and Period Remaining Units pane until you see overallocation noted in red.
c. Using the table below, list the overallocated resource's activities that occur in the weeks showing
overallocation.
Based on activity Start and Finish dates, Bryces overallocation is due to the following activities:
478
From the Overallocated Resources portlet. In the Display field, select Spreadsheet. In the Resource/Project
section, click RENO Optimizing and Baselining to display Bryce Manthornes activities for the project.
From the Overallocated Resources portlet (Note: the report does not show Activity ID). Scroll to the three
weeks of overallocation - 22-Apr-18, 29-Apr-18, and 06-May-18 - and view the Period Remaining Units for
each listed activity.
d. Which activity occurs in all three weeks? Activity A1120 is present in each week of overallocation.
h a s
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S e. On the activity identified in Objective 7d above, replace the overallocated resource with another
resource, Joe Couto. Do not delete the assignment. Instead, double-click in the Resource Name column for
the overallocated resource and then select the new resource, Joe Couto, to replace him. After replacing the
resource, summarize the project.
To replace Bryce Manthorne with Joe Couto, on the Projects navigation bar, click Activities. In the Activity
Table, select A1120, and then click the Assignments detail window. In the Assignments detail window,
double-click in the Resource Name column for Bryce Manthorne. Click the ellipsis and then select Joe
Couto, click Assign, and then click Close. Summarize the project.
Or from the Check Resource Overallocation report, select an activity, Inspect and repair floor structures.
On the report toolbar, click the Assign Resource By Role icon . In the Select Resource dialog box, click
+ to expand CE-R - Civil Engineer-R and select JCOUT - Joe Couto. Click Assign and then click Close. In
the report toolbar, click the Save icon , and then click Close.
479
f. View the Overallocated Resources portlet, or the Team Usage page, or the Resource Overallocation
report. Is the overallocation resolved?
The overallocation is resolved. The Backhoe resource still appears on the report, but its overallocation is
due strictly to assignments in other projects; it is not overallocated in the open project. Because you do not
have access to all projects, the report attributes remaining units in such cases to Other Projects, without
naming the projects.
8) Now that the schedule and resources have been optimized, ensure that the cost is acceptable as well. The
RENO-3 project has an original budget of $190,000. Is the project still within budget?
To check project costs, on the Projects navigation bar, click Workspace. Click Customize in the Project
Statistics portlet. In the Available Columns section, expand the Budget grouping and add the Original
Budget column to the portlet. Expand the Cost grouping and add the Planned Total Cost column to the
portlet. Planned Total Cost is $184,626, which is within the Original Budget of $190,000.
h a s
9) The project is ready to begin, but first, you should baseline the project.
n)
ci
s a
m e
a. Create a baseline and assign it as the project baseline. Navigate to the Activities page,
e n ton theiActions
d e
menu, click Define Baselines. In the Baselines dialog box, click the Add Baselines
d G
tuicon, t . Inuthe Baseline
Name field for the new baseline, type a name, such as <Base 1: Renovation
a r@Project>,
u d enand in the Baseline
Type field, select Initial Plan. In the Project Baseline field for RENO
k u i s St and Baselining, select
m- Optimizing
Base 1:Renovation Project. Click Save and then click Close.
t h ish e th
b. Display the project baseline in the Gantt chart. m s
To t o usproject baseline in the Gantt chart, on the
adisplay the
a r ( nsActivity
View menu, click Customize View. In the Customize e View dialog box, click the Bars tab. In the
Second Bar section Type field, select k m i ce Bar, and then click OK. Drag the vertical split bar to
uProject lBaseline
the left to view the Gantt chartth u e
M a bl bars.
u with rbaseline
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480
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c. Save the project plan and export it to C:\Training Docshin k uXML format.
i s S
a t his se th
m s bar,
To export the project plan, on the Projects navigation t o u EPS. On the Actions menu, click
click
Import/Export, XML Project Import/Export.
(
ar InenthesImport/Export
e Project dialog box, click the Export tab. In
k u m
the Export Type field, confirm Primavera XML,
i c and in the Export Project field, select RENO Optimizing
u e l
u th abl
and Baselining. Click Export and save the export file to C:\Training Docs.
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481

1) Close all open projects and then open RENO-4 RENO Project Execution and Control. On the Activities
page, select a view, Default View. After closing all open projects and opening RENO-4 RENO Project
Execution and Control, click Activities on the Projects navigation bar, and in the Activity View list, select
Default View.
2) Update the project for the status period 23-Apr-18 to 30-Apr-18:
a. Activate the Progress Spotlight (on the View menu) and confirm the status updating period, 23-Apr-18 to
30-Apr-18. On the View menu, click Progress Spotlight and confirm that the right edge of the Progress
Spotlight curtain ends at 30-Apr-18.
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Use the Status and
m Durations sf of the General detail window to update Started, Finished and
a ansections
Remainingh k u
Duration -tr
information for the specified activities. Use the Assignments detail window to update
i s o n
thea th aActual
resources n Units, and after updating each activity, click the Save icon in the Assignments
S
detail window to apply changes.
c. Save changes, schedule the project with a new data date of 30-April-18, and then summarize the project.
To schedule and summarize the project, on the Actions menu, click Run, Scheduler and then Summarize
Projects. When scheduling select a new Data Date, 30-Apr-18.
d. Is the project still on schedule? The project is still on schedule.
Click EPS on the Projects navigation bar, select RENO-4 and in the General detail window, compare the
projects Scheduled Finish (24-Jul-18) with its Must Finish By (25-Jul-18). View the projects Total Float
(0.0d) in the Total Float column in the Projects table.
3) Next, you will update the project for the status period from 30-Apr-18 to 7-May-18. During this period, it
was discovered that vandals had gained access to the work site over the weekend, causing damage to several
floor structures and to the hydraulic equipment being used to repair them. Work on activity A1120 was
482
suspended to enable an inspection by insurance adjusters and an investigation by local police. Replacement
parts for the damaged hydraulic equipment were ordered through suppliers.
a. On the Activities page, confirm that the Progress Spotlight is activated, with a status updating period of
30-Apr-18 to 7-May-18. In the General and Assignments detail windows, update activities as detailed in the
following table. (To suspend an activity, you must add the Suspend Date and Resume Date columns to the
activity view and enter the appropriate dates directly into the columns in the Activity Table.)
h a s
ci n)
s a
m e
e n t ide
s tud nt Gu
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k i s S
u at 7-May-18.
h
Confirm that the right edge of the Progress Spotlight curtain ends
a t his se th
Use the Status and Durations sections of the m s detail
General t o uwindow to update Finished, Started and
Remaining Duration information for the
(
arspecifieds e
activities. Use the Assignments detail window to update
u m e n
k eActual
resources Actual Units. Afteruupdating
h l lic Units, click the Save icon in the Assignments detail
window to apply changes. u t a b
r M e r
m a ansf
To suspend
h k uactivity
- t r add the Suspend Date and Resume Date columns to the activity view. To add the
A1120,
n
a thisgrouping
columns,
Dates
on theoActivities page View menu, click Columns. In the Available Columns section, expand the
a n and select Suspend Date and Resume Date. Once the new columns have been added to the
S activity view, click in the appropriate cell to assign a date.
483
h a s
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s a
m e
e n t ide
s tud nt Gu
m ar@ tude
b. The vandalism to the work site must be documented. In the k S window for activity A1120,
u isdetail
h Notebooks
is e <Work th site vandalized during the
add a Notebook topic, Problems Encountered, and typeth a description
s
weekend of April 28. Work on A1120 suspended
a
son April u New parts ordered for hydraulic
30.
( m t o
jacks.>. Click the Notebooks detail window,m arclickethe
n e icon , to assign a Notebook topic,
sAssign
Problems Encountered. Double-click u k uthe Description
lic field to add the detailed description.
u t h b l e
r
c. In the Expenses detail M window,f e r
add
athe Actual Cost column and enter a new expense for activity A1120
m a n s
as specified in u
h k n - ra
the table below:
t
a this a no
S
Projects. When scheduling select a new Data Date, 7-May-18.
e. Is the project still on schedule? The project has fallen 5 days behind schedule (Total Float = -5.0d).
Check Total Float by navigating to the EPS page, selecting RENO-4, and viewing the Total Float column.
484
4) Next you will update the project for the status period 07-May-18 to 14-May-18. During this time, work
resumed on activity A1120.
a. Confirm that the Progress Spotlight is activated, with a status updating period of 7-May-18 to 14-May-
18. Confirm that the right edge of the Progress Spotlight curtain ends at 14-May-18.
h a s
ci n)
s a
m e
e n t ide
s tud nt Gu
m ar@ tude
h k u is S
t h is e th
Use the General and Assignments detail windows s a s Finished, Started, Remaining Duration, and
to updateuthe
m t o
( seAfter updating Actual Units, click the Save icon in
r activities.
Actual Units information for the specified a
the Assignments detail windowktouapply m changes.
c e n For activity A1120, double-click in the Resume Date
l i
thu abltoeshow that work is no longer suspended.
column and select a date, 10-May-18,
u
a rM s f er A1120, update the Problems Encountered topic to reflect that work
c. On the Notebook
resumed k
onu mactivity
the -
tab
t r aonn10-May-18. Click the Notebooks detail window, double-click the Description
for activity
h
field
t isandh editntheontext to reflect that work was continued on 10-May-18.
Sa a
Projects. When scheduling select a new Data Date, 14-May-18.
e. How far behind schedule is the project now? The project is 8 days behind schedule. On the EPS page, the
Scheduled Finish is 03-Aug-18, and Total Float is -8.0d.
5) Due to the vandalism and the suspension of activity A1120, the project has slipped significantly behind
schedule. You will add a second laborer to the activity, enabling the activity to be completed in half the
time: 5 days instead of 10 days. Show the addition of a second laborer by doubling the Remaining
Units/Time from 8 h/d to 16 h/d. This reflects two laborers, each working 8 h/d.
a. Select activity A1120. In the Durations section of the General detail window, change Remaining
Duration to 5d. On the Activities toolbar, click the Save icon .
485
When you changed the Remaining Duration to 5 days above, P6 calculated that 10 days of work have
already been done: Original Duration (15d) Remaining Duration (5d) = 10d. However, in reality, only 5
days of work have been completed. You will manually change values in the Assignments detail window to
reflect the revised Remaining Duration and the addition of a second laborer.
b. In the Assignments detail window, add the Remaining Units/Time column and organize columns as
follows: Resource Name, Planned Units, Actual Units, Remaining Units, and Remaining Units/Time.
In the Assignments detail window, click the Columns icon to customize the columns. Drag and move
the columns in the appropriate order.
c. In the Assignments detail window, confirm/change values for the Laborer-Renovation resource as
indicated in the table below:
h a s
ci n)
s a
m e
e n t ide
s tud nt Gu
m ar@ tude
h k u is S
a t his se th
( ms e to u
Update the values for the resource, Laborer-rRenovation.
m a ens
u
uk clicklethelicSave icon . After saving, confirm that values match those
u t h
d. In the Assignments detail window,
b
in the table above.
r M e r a
m a ansf
e. Schedule h u
k project
the tr a data date of 14-May-18 and then summarize the project. To schedule and
-with
summarizei s
h theaproject,o n
n on the Actions menu, click Run, Scheduler and then Summarize Projects. Keep the
a tData
S
same Date, 14-May-18.
f. Is the project on schedule now? The project is 3 days behind schedule.
Return to the EPS page to view the projects Total Float and to compare the Scheduled Finish date to the
Must Finish By date. Total Float is -3.0d, and the Scheduled Finish date is 27-Jul-18.
6) To put the project fully back on schedule, you will make a change to the relationship between two of
activity A1120's successors, which were all affected when A1120 was suspended. There is a Finish to Start
relationship between activity A1130 Install subflooring and its successor, A1370 Build new interior non-
bearing walls. Instead of waiting for the subflooring to be completed, however, there should be enough
subflooring installed after a couple of days to begin building the interior walls.
a. Select activity A1130. In the Successors detail window, change the Finish to Start relationship with
successor A1370 to a Start to Start relationship with 2 days of lag. On the Activities page, select activity
486
A1130. Click the Successors detail window, and then double-click in the Relationship Type field for the
relationship with A1370, select Start to Start. Double-click in the Lag field and change the value to 2d.
b. Add a Finish to Start relationship between A1130 and successor A1280 Install new floors and
carpeting to close the open end on A1130. Click the Assign icon to add a Finish to Start relationship
with A1280. On the Activities toolbar, click the Save icon .
h a s
ci n)
s a
m e
e n t ide
s tud nt Gu
m ar@ tude
h k u is S
a t his se th
( m s to u
m ar ense
u k u lic
u t h b l e
r M e r a
m a ansf
c. Scheduleu
hk thetheo -tr onwiththeaActions
project data date of 14-May-18 and then summarize the project. To schedule and
i s
summarize
h n n
project, menu, click Run, Scheduler and then Summarize Projects. Keep the
a t a
S same Data Date, 14-May-18.
d. Is the project on schedule now? The project is back on schedule. The EPS page displays a Total Float of
0.0d and a Scheduled Finish of 24-Jul-18.
7) After analyzing the schedule and resources and re-optimizing the project plan, check for the impact of the
changes on the projects budget. Add the At Completion Total Cost column to the Default View activity
view, and check the total for the entire project at the top of the Activity Table.
Is the project still within its Original Budget of $190,000?

The At Completion Total Cost for the project is $192,111, which is over the projects Original Budget of
$190,000.
487
To check for the impact on the projects budget, return to the Activities page and customize the activity
view. To do so, on the View menu, click Columns. In the Available Columns section, expand the Costs
grouping and select At Completion Total Cost to add the column.
After adding the At Completion Total Cost column, view the value for the entire project, which is
represented by the top WBS element, RENO Project Execution and Control.
h a s
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s ac
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n uide
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tu nt G
s
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a t his se th
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u
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488

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Copyright 2012, Oracle and/or its affiliates. All rights reserved.

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Restricted Rights Notice

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U.S. GOVERNMENT RIGHTS h a s

Initiating Process Group ..................................................................................4

Creating a New Project ...............................................................................59

Work Time Types........................................................................................121

Lesson 10: Assigning Constraints...............................................................181

Grouping Tab ............................................................................................229

Sorting Data and Ordering Columns.........................................................239

Analyzing Resource Allocation...................................................................294

Creating Baselines .......................................................................................344

Link Percent Complete With Actuals..........................................................351

Selecting a Timesheet Approval Manager ................................................459

Appendix B: Case Study Solutions ............................................................467

Section I: Overview and Creating a Project

Section II: Scheduling the Project and Managing Data

Define work time types.

Customize activity views.

Case Study 2 Scheduling the Project

Section III: Assigning Resources and Baselining

Modify display of bars on the Gantt chart.

Describe the process of importing and exporting data.

Section IV: Project Execution and Control

Case Study 4 Project Execution and Control

Lesson 1: Project Management Life Cycle

Project Management Definitions

Project Management Life Cycle

Initiating Process Group

Planning Process Group

Executing Process Group

Controlling Process Group

Closing Process Group

1. Which of the following characteristics is essential to a project?

Lesson 2: Understanding Data in P6

Project, portfolio, and resource management: Manage and

schedule projects, administer and assign resources, analyze

Team Member Applications

Enterprise Project Structure (EPS)

Benefits of the EPS

Organizational Breakdown Structure (OBS)

EPS and Security

Enterprise Data and Project-Specific Data

wide project management.

Lesson 3: Overview and Navigation

Overview: Overview and Navigation

On the P6 title bar, click Logout to log out of P6.

Using the P6 Title Bar and P6 Help

Administer - Provides access to My Preferences and administrative functions for Application

Sessions. Access to administrative functions may be restricted.

Using the P6 Navigation Bar

Opening a Project via the Dialog Box

Open Projects - Open a project or group of projects in the Projects section.

Opening from the Open Projects Dialog Box

Select Project Type icon - Filter by projects or templates.

Searching for Projects

1. On the Projects menu, click Open Projects.

Opening a Project on the EPS Page

Activity 3-5: Opening a Project on the EPS Page

Opening Multiple Projects

Overview: Navigating the Projects Section

Projects Navigation Bar