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Using Primavera Project Planner Ver. 3.1 Courseware

Version 1.0, 2004

© All rights reserved. No part of this publication may be reproduced or used in any form or by any means – graphic, electronic or mechanical, including photocopying, mimeographing, recording, taping or in information storage and retrieval systems – without the permission of the author or the publisher.

Primavera Project Planner is a trademark of Primavera Systems, Inc. Other trademarks are for their relative owners

Courseware Purpose & Objectives

This courseware is for new and novice users of Primavera Project Planner (P3) Ver. 3.1. It covers the beginners and intermediate levels. The courseware demonstrates – in a very simple step-by-step procedure – the building up of project while the Planning phase (before the actual start of the project) listing all the data needed to complete the plan. The last module discusses the Monitoring phase, which takes place after the actual start of the project, and all of its data, and calculation.

At the completion of this course, the trainee will be able to:

Differentiate between the project’s phases

Create a new project

Create Activity Codes dictionary, and link them to activities

Input activity list

Input logical Relationships

Run Schedule command and understand the results

Input activity calendars

Create Resource/Cost Account dictionaries, and assign resources and costs to activities

Formatting P3, and creating Layouts

Printing Layouts

Creating Targets

Updating projects

Table of Contents

Module 1 Introduction to Primavera Project Planner Ver. 3.1

What is Primavera Project Planner?…………………………………………………………………

1-3

How to Start P3?…………………………………………………………………………………

1-5

Opening a Project in P3…………….………………………………………………….……………

1-6

P3 Bar Chart Screen…………………………………………………………………………………

1-8

P3 PERT Screen………………………………………………………………………………………

1-9

Method of Working…………………………………………………………………………………

1-10

Creating a New Project………………………………………………………………………………

1-10

Workshop 1…………………………………………………………………………………………

1-12

Module Review……………………………………………………………………………………….

1-13

Module Review Answers……………………………………………………………………………

1-14

Module 2 Classification Using Activity Codes and IDs

The Importance of Classification……………………………………………………………………

2-3

Before You Start………………………………………………………………………………………

2-3

Activity Code Command……………………………………………………………………………

2-5

Activity ID tab in Activity Code……………………………………………………………………

2-7

Set the Order for Codes and IDs……………………………………………………………………

2-9

Validate Against Dictionary and Refresh……………………………………………………………

2-10

Printing Activity Code Dictionary……………………………………………………………………

2-11

Transferring Activity Code Dictionary……………………………………………………………….

2-13

Notes…………………………………………………………………………………………………

2-14

Workshop 2…………………………………………………………………………………………

2-15

Module Review……………………………………………………………………………………….

2-17

Module Review Answers……………………………………………………………………………

2-18

Module 3 Inputting Basic Activity Data

What is Activity?

3-3

Activity ID…………………………………………………………………………………………….

3-4

Activity Description…………………………………………………………………………………

3-4

Activity Original Duration (OD)……………………………………………………………………

3-5

Activity Type………………………………………………………………………………………….

3-6

Before You Start………………………………………………………………………………………

3-8

Adding Activities……………………………………………………………………………………

3-9

Deleting Activities…………………………………………………………………………………….

3-10

Editing Activities……………………………………………………………………………………

3-10

Copying Activities…………………………………………………………………………………….

3-12

Linking Activities with Codes………………………………………………………………………

3-13

Workshop 3…………………………………………………………………………………………

3-14

Module Review……………………………………………………………………………………….

3-17

Module Review Answers……………………………………………………………………………

3-18

Module 4 Inputting Logic Relationships

What is Logic Relationship?

4-3

Predecessor and Successor…………………………………………………………………………….

4-4

Types of Relationships………………………………………………………………………………

4-5

Relationships with Lag………………………………………………………………………………

4-7

Examples of Relationships with Lag…………………………………………………………………

4-8

Inputting Relationships Using Bar Chart View: Step 1……………………………………………….

4-9

Inputting Relationships Using Bar Chart View: Step 2……………………………………………….

4-10

Inputting Relationships Using Bar Chart View: Step 3……………………………………………….

4-13

Inputting Relationships Using PERT View: Step 1, 2, and 3…………………………………………

4-14

Editing Relationships………………………………………………………………………………….

4-17

Tracing Logic in PERT View………………………………………………………………………….

4-19

Link and Unlink Activities…………………………………………………………………………….

4-19

Autolink Activities…………………………………………………………………………………….

4-20

Workshop 4……………………………………………………………………………………………

4-21

Module Review………………………………………………………………………………………

4-23

Module Review Answers……………………………………………………………………………

4-24

Module 5 First Schedule Run

Introduction…………………………………………………………………………………………… 5-3

Automatic Schedule vs. Manual Schedule…………………………………………………………….

5-3

The Schedule Passes…………………………………………………………………………………

5-6

Total Float……………………………………………………………………………………………

5-8

Free Float………………………………………………………………………………………………

5-9

Other Data Checked for While Scheduling……………………………………………………………

5-9

Schedule Command……………………………………………………………………………………

5-11

Workshop 5……………………………………………………………………………………………

5-14

The View after Schedule………………………………………………………………………………

5-15

Schedule Report……………………………………………………………………………………….

5-16

Notes…………………………………………………………………………………………………

5-19

Workshop 6……………………………………………………………………………………………

5-20

Module Review………………………………………………………………………………………

5-21

Module Review Answers……………………………………………………………………………

5-22

Module 6 Inputting Activity Calendar

Introduction…………………………………………………………………………………………

6-3

Global Calendar……………………………………………………………………………………….

6-4

Individual Calendar…………………………………………………………………………………

6-7

Assigning Individual Calendar to an Activity………………………………………………………

6-10

Imposing a Finish Date on the Project………………………………………………………………

6-10

Other Ways to Define Holidays………………………………………………………………………

6-12

Printing Calendars…………………………………………………………………………………….

6-13

Transferring Activity Calendar……………………………………………………………………….

6-16

Notes…………………………………………………………………………………………………

6-18

Workshop 7…………………………………………………………………………………………

6-19

Module Review……………………………………………………………………………………….

6-21

Module Review Answers……………………………………………………………………………

6-22

Module 7 Resources and Cost Assignment

Introduction…….……………………………………………………………………………………

7-3

How to Create Resource Dictionary?

7-4

How to Create Cost Account Dictionary?

7-7

Workshop 8…………………………………………………………………………………………

7-11

Assigning Resources and Cost to Activities…………………………………………………………

7-12

Workshop 9…………………………………………………………………………………………

7-17

Resource and Cost Profile (Histograms)……………………………………………………………

7-18

Resource and Cost Tabular Reports…………………………………………………………………

7-23

Notes…………………………………………………………………………………………………

7-28

Workshop 10………………………………………………………………………………………….

7-29

Module Review……………………………………………………………………………………….

7-31

Module Review Answers……………………………………………………………………………

7-32

Module 8 Layout and Formatting Options

What is Layout in P3?

8-3

Formatting Columns…………………………………………………………………………………

8-5

Workshop 11…………………………………………………………………………………………

8-7

Formatting Selected Bars……………………………………………………………………………

8-8

Workshop 12…………………………………………………………………………………………

8-10

Global Bar Formatting………………………………………………………………………………

8-11

Workshop 13…………………………………………………………………………………………

8-16

Module Review……………………………………………………………………………………….

8-17

Module Review Answers……………………………………………………………………………

8-18

Module 9 More Formatting Options

Formatting Options…………………………………………………………………………………

9-3

Timescale Formatting…………………………………………………………………………………

9-4

Sight Lines Formatting………………………………………………………………………………

9-6

Screen Colors Formatting……………………………………………………………………………

9-8

Fonts Formatting……………………………………………………………………………………

9-9

Dates Formatting……………………………………………………………………………………

9-10

Organizing……………………………………………………………………………………………. 9-11

How P3 Calculates the Dates If Totals are Displayed?

9-13

Reorganize Now………………………………………………………………………………………

9-13

Summarize……………………………………………………………………………………………. 9-14 Filters…………………………………………………………………………………………………. 9-16

Selecting Using Filters………………………………………………………………………………

9-19

Workshop 14………………………………………………………………………………………….

9-20

Module Review……………………………………………………………………………………….

9-23

Module Review Answers……………………………………………………………………………

9-24

Module 10 Printing Layouts

Introduction…

……………………………………………………………………………………

10-3

Printer Setup…………………………………………………………………………………………

10-3

Page Setup……………………………………………………………………………………………

10-6

Print Preview…………………………………………………………………………………………

10-11

Print Command………………………………………………………………………………………

10-13

Workshop 15…………………………………………………………………………………………

10-15

Module Review……………………………………………………………………………………….

10-17

Module Review Answers……………………………………………………………………………

10-18

Module 11 Project Updating

Before the Actual Start of the Project…………………………………………………………………

11-3

Workshop 16…………………………………………………………………………………………

11-4

Actual Work Started What Should I Do?

11-5

Updating Using Progress Spotlight……………………………………………………………………

11-9

Earned Value…………………………………………………………………………………………

11-10

Workshop 17…………………………………………………………………………………………

11-13

Making Backup of Your Project………………………………………………………………………

11-15

Restoring Your Project………………………………………………………………………………

11-16

Creating Updating Layouts……………………………………………………………………………

11-17

Creating Tabular Reports……………………………………………………………………………

11-18

Workshop 18…………………………………………………………………………………………

11-25

Module Review……………………………………………………………………………………….

11-27

Module Review Answers……………………………………………………………………………

11-28

Preface

Primavera Project Planner (P3) is a tool for Planners, Project Managers, and any person needs to plan-control a project

This courseware is perfect for new and novice users of P3. It is a very handy tool for teachers in colleges and universities whom they are teaching P3

This courseware will not teach the reader Project (Construction) Management. It is a pre-requisite to know the science behind PM or CM by at least reading a book, or taking a course

This courseware can be used as instructor-led courseware, or teach- your-self courseware:

As for the first option, the estimated time would be 3 days, 8 hours a day

As for the second option, the reader can take it up to his/her convenience

There are 18 workshops, which will complete a full (small) project starting from creating the project, up until the updating process. Solving all workshops will lead to:

Simulate a real life project from beginning to end, hence putting the reader in the practical mode

Organize the information in a very logical order

Not overlooking any of the basic and necessary commands and functions in P3

This courseware will cover the basic and intermediate levels of knowledge in P3

This courseware is covering P3 Ver. 3.1

Module 1:

Introduction to Primavera Project Planner Ver. 3.1

This module contains:

What is Primavera Project Planner (P3)?

How to deal with P3 file commands?

P3 screens

Method of working

How to create a new project

Using Primavera Project Planner Ver. 3.1

Module 1: Introduction to Primavera Project Planner Ver. 3.1

What is Primavera Project Planner?

Primavera Project Planner is the flagship product of Primavera Systems, Inc. the leader in the management software since 1982

Primavera Project Planner is abbreviated P3

P3 is specialized in managing all types of projects: small, medium, and large

Big projects through the world were planned and controlled using

P3

P3 is used in almost all countries of the world

Mainly there are two stages in Project Management to manage any project:

Planning stage

Monitoring stage

In Planning stage, which takes place before the practical start of the project, the management team will plan for the following factors:

Time

Resources

Cost

To mention few things takes place in Planning stage:

Calculating activity duration based on work demanded, productivity, and efficiency of the different resources

Understanding the logic sequence of the project

Assigning Resources and Costs to activity, hence, view the Resource/Cost histograms

Generating a Procurement plan

Anticipating problems may take place in all parts of the project

Using Primavera Project Planner Ver. 3.1

Planning team will use:

Previous management experiences

Previous practical experiences of similar projects

Historical data collected actually from the field

The plan generated should be practical and doable, and not ideal, and impossible to be accomplished

In the Monitoring stage, the management team will:

Specify the type of data to be collected from the field

Decide on which forms should be used in collecting data (you can use international pre-defined forms, or customize your own)

Collect actual data from the field, in daily basis

The data collected should cover the three main areas planned for, namely; Time, Resources, and Cost

P3 has the sufficient functions to help the user plan for the time, resources, and cost, and then later monitor them

P3 has enormous pre-made reports to aid the user producing all the necessary information about the project in either phase of the project

Also, P3 has the ability to customize layouts with tables and graphics (controlling colors, fonts, etc.) and produce very handsome and colorful reports

Module 1: Introduction to Primavera Project Planner Ver. 3.1

How to start P3?

to Primav era Project Planner Ver. 3.1 How to start P3? You have two ways to

You have two ways to start P3:

If there is a shortcut in the desktop simply double-click it

From Windows taskbar, click Start / Programs / Primavera / Primavera Project Planner

P3 will start with no projects open, like the following:

Start / Programs / Primavera / Primavera Project Planner P3 will start with no projects open,

Using Primavera Project Planner Ver. 3.1

Opening a project in P3

Primavera Project Planner Ver. 3.1 Opening a project in P3 From the toolbar click Open tool,

From the toolbar click Open tool, or from menus select File/Open

The following dialogue box will appear:

File/Open The following dialogue box will appear: Specify the Drive you want to open the project

Specify the Drive you want to open the project from

Specify the Folders

In the Projects table your project should be displayed in the list, click on it (don’t double-click unless you are sure that this project is the desired one)

Module 1: Introduction to Primavera Project Planner Ver. 3.1

Module 1: Introduction to Primav era Project Planner Ver. 3.1 If you want to make sure

If you want to make sure that the selected project, is your desired project, simply click Overview button, and the following dialogue box will be displayed:

button, and the following dialogue box will be displayed: N o t e In this dialogue

Note

In this dialogue box you can see almost all the needed information including: Project title, Company name, Planning unit, Project Start date, and Data date, Activity count, Early Finish of the project

If this is the file, click Open, otherwise click Cancel, and select another file

P3 has two Displays to work with (as illustrated in the next two pages):

Bar Chart view

PERT view

You can open 4 different projects simultaneously in P3

Using Primavera Project Planner Ver. 3.1

P3 Bar Chart Screen

Menu Bar Title Bar Toolbar Activity Status Bar Bar Area
Menu Bar
Title Bar
Toolbar
Activity
Status Bar
Bar Area

Table

Module 1: Introduction to Primavera Project Planner Ver. 3.1

P3 PERT Screen

Module 1: Introduction to Primav era Project Planner Ver. 3.1 P3 PERT Screen 1-9

Using Primavera Project Planner Ver. 3.1

Method of Working

P3 is using Critical Path Method (CPM) in calculating the dates and floats of the activities

P3 is using Precedence Diagramming Method (PDM) in presenting the network

P3 will calculate the schedule reference to the Data Date (DD), which is defined as Time Now:

If you are in the Planning phase DD is the Start Date of the Project

If you are in Monitoring phase, it will be the date of the day you will run the Schedule command in

Creating a New project

you will run the Schedule command in Creating a New project From the toolbar click New

From the toolbar click New button, or from menus select File/New

The following dialogue box will appear:

From the toolbar click New button, or from menus select File/New The following dialogue box will

Module 1: Introduction to Primavera Project Planner Ver. 3.1

Input the Project name (should be always 4 characters)

Input Number/Version, if you want to signify the trial number

Input the Project title, and Company name

Input the Planning unit (You have four choices, Hour, Day, Week, and Month). Accordingly, the Activities will be measured using the selected planning unit

Input Workdays/week, which is the number of working days per a given week

Input Week starts on, you have the choice of starting the week from any day you would like

Input the Project start date

Input when the Project must finish by date. This piece of information is optional, hence we prefer, if you leave it empty, and we will later input it

Once you are done, click Add, a new empty project will be opening

Using Primavera Project Planner Ver. 3.1

Creating New Project

Using Primavera Project Planner Ver. 3.1 Creating New Project Workshop 1 Our workshops are built around

Workshop 1

Our workshops are built around a medium project issued by Technology University. The project is to construct two new buildings, and to renovate an existing one. Technology University wants to build up a new building, which will be devoted for Classrooms (it will be a concrete structure), another building is a Gymnasium with high modern standards (it will be steel structure), and finally wants to renovate the existing lab building.

1. Create a new folder holding your name (this is a non-professional way to name a folder, but we will use it for its easiness)

2. Start P3

3. Create a new file and save it in your folder

4. Input the following data:

a. Project Name: SCIE

b. Number/Version: 1.0

c. Project Title: Science College Expansion Project

d. Company Name: Technology University

e. Planning Unit: Day

f. Work days/Week: 5

g. Week Starts On: Monday

h. Project Starts: 27 JUN 2005

5. Leave the rest of data as is, and click Add

Module 1: Introduction to Primavera Project Planner Ver. 3.1

Module Review

1. P3 means:

a. Primavera software version 3

b. Primavera software goes through 3 stages of work

c. Primavera Project Planner

d. All of the above

2. Project Management goes through two main stages:

3. P3 can deal with:

a. 1 file at a time

b. 2 files at a time

c. 3 files at a time

d. 4 files at a time

4. You input actual data in the Planning stage:

a. True

b. False

5. DD definition is:

a. Start Date

b. Time Now

c. Data Date

d. B & C

6. CPM means

a. True b. False 5. DD definition is: a. Start Date b. Time Now c. Data

and

Using Primavera Project Planner Ver. 3.1

Module Review Answers

1. c

2. Planning and Monitoring

3. d

4. b

5. d

6. Critical Path Method

Module 2:

Classification Using Activity Codes and IDs

This module contains:

The importance of Classification in projects

The difference between Activity Codes and Activity IDs

Steps to create Activity Code Dictionary

Printing and Sharing Activity Code Dictionary

Using Primavera Project Planner Ver. 3.1

Module 2: Classification Using Activity Codes and IDs

The Importance of Classification

 

Activities are the main component of a project

Mid-sized projects may reach 1000 to 4000 activities

Dealing with such big number of Activities needs from the user to classify the activities to achieve all/any of the following:

 

Organize and group the activities according to common code which will lead to produce good looking Layouts (will be discussed later)

Produce complex reports fast and accurate

Answer urgent questions (e.g. in meetings) using simple steps

 

Classification of Activities can be done using:

 

Activity Codes (Code or ID)

WBS (Work Breakdown Structure)

 

We will discuss in this courseware the Activity Codes

Before You Start

 

Before you start inputting data to P3, go through the following steps:

Draw diagram (or diagrams, depends on your case) to show the types of classifications and their expected values, like the diagram below:

Phase Construction Internal Finishing External Finishing
Phase
Construction
Internal Finishing
External Finishing

Using Primavera Project Planner Ver. 3.1

Then type a code for each classification and its values: Phase PHAS Construction Internal Finishing
Then type a code for each classification and its values:
Phase
PHAS
Construction
Internal Finishing
External Finishing
CN
IF
EF
From the diagram above, we can see the following:
• The classification (we will call it Activity Code) is Phase, and its
abbreviation is PHAS
• The expected values for this Activity Code are: Construction CN,
Internal Finishing IF, and External Finishin EF
• The number of characters for each value is 2
Repeat the same steps for other classifications

Module 2: Classification Using Activity Codes and IDs

Activity Code Command

From menus select Data/Activity Codes, the following dialogue box will appear:

Codes , the following dialogue box will appear: In the Activity Code tab you will find

In the Activity Code tab you will find actvitiy codes defined in your project (these are the default activity codes, and they will be copied to any new project automatically) so the first step will be to delete the existing codes

Input the Activity Codes taking into consideration the following:

The Name of the code shouldn’t exceed 4 characters

The Length, which is the number of characters for the values of this code (i.e. in our previous example it was 2). Sum of all lenghts shouldn’t exceed 64 characters

The Description, which is a brief description of the code

Using Primavera Project Planner Ver. 3.1

You will get something like the dialogue box shown below:

You will get something like the dialogue box shown below: Now input the values for each

Now input the values for each Activity Code, like below:

shown below: Now input the values for each Activity Code, like below: Repeat the same steps

Repeat the same steps for other Activity Codes

Module 2: Classification Using Activity Codes and IDs

Activity ID tab in Activity Code

In the Activity Code dialogue box there is a tab titled Activity ID:

Code dial ogue box there is a tab titled Activity ID : What is the significance

What is the significance of Activity ID in P3? To answer this question, we have to know that each and every activity in P3 should have an Activity ID (which is the Activity Name), which may be anything you wish, like:

AA1, AA2, AA3, etc.

123, 124, 125, etc.

AAA, AAB, AAC, etc.

But as you can see the above IDs don’t reflect any meaning or any type of information

P3 suggests to utilize the Activity ID part to do two things:

Name our activities intelligently

Calssify our activities just like we did in Activity Codes

You can have up to four classifications as Activity ID

Click on the Activity ID tab, and do as you did in the Activity Code tab:

The Name of the ID shouldn’t exceed 4 characters

The Length, which is the number of characters for the values of this ID. The sum of all lenghts shouldn’t exceed 10 characters

The Description, which is a brief description of the ID

Using Primavera Project Planner Ver. 3.1

You will get something like the below:

Using Primavera Project Planner Ver. 3.1 You will get something like the below: 2-8

Module 2: Classification Using Activity Codes and IDs

Set the Order for Codes and IDs

One of most important reasons we use Activity Codes, and Activity IDs is to organize and group activities, like in the picture below:

organize and group activitie s, like in the picture below: In Order field you will specify

In Order field you will specify which group will apear first

If you didn’t interfere in the order, P3 will order them alphabetically

Check the below dialogue box:

first If you didn’t interfere in the order, P3 will order them alphabetically Check the below

Using Primavera Project Planner Ver. 3.1

Validate Against Dictionary and Refresh

Automatic

method

If the planner while linking Activity Codes (or Activity ID) to an activity input a value that doesn’t exist in the dictionary, how P3 will react?

It depends on your project settings. There are two methods:

Automatic method

Manual method

From menus select Data/Activity Codes

In the bottom portion of dialogue box, there is a checkbox says:

When new code values occurs in project, validate against dictionary

values occu rs in project, validate against dictionary ” M a n u a l m

Manual method

against dictionary ” M a n u a l m e t h o d Click

Click this checkbox on

From now on, whenever the user input any value that doesn’t exist in the dictionary, P3 will add this value

User should later input the the description, and order

From menus select Data/Activity Codes

Click off the checkbox says: “When new code values occurs in project, validate against dictionary

From now on, whenever the user input any value that doesn’t exist in the dictionary, P3 will not add this value to the dictionary, but rather will wait for the user to do that manaully

To do that manually, click Refresh button

Module 2: Classification Using Activity Codes and IDs

Printing Activity Code Dictionary

ing Activity Codes and IDs Printing Activity Code Dictionary In order to include the classifi action

In order to include the classifiaction hierarchy with your project papers, so other out-siders would understand the coding structure of your project, you can print a report and save it

Click the Print button, P3 will give you the following warning message:

button, P3 will give you the following warning message: Click OK , the following dialgoue box

Click OK, the following dialgoue box will appear:

message: Click OK , the following dialgoue box will appear: A report will be produced, just

A report will be produced, just like the one on the next page

Using Primavera Project Planner Ver. 3.1

This is a sample of a report:

Using Primavera Project Planner Ver. 3.1 This is a sample of a report: 2-12

Module 2: Classification Using Activity Codes and IDs

Transferring Activity Code Dictionary

Activity Codes and IDs Transferring Activity Code Dictionary You can transfer Activity Code Dictionary between projects

You can transfer Activity Code Dictionary between projects

Go to the new project you want to transfer to

From menus select Data/Activity Codes

Click the Transfer button, the following warning message will appear:

button, the following warning message will appear: Click OK . The following dialogue box will appear:

Click OK. The following dialogue box will appear:

appear: Click OK . The following dialogue box will appear: Specify the Driver and Folder which

Specify the Driver and Folder which the desired project you want to copy from resides in, then at the top portion of the dialogue box specify the project. Now click Transfer

The dictionary will be copied to your project

Using Primavera Project Planner Ver. 3.1

Notes

Module 2: Classification Using Activity Codes and IDs

Creating And Inputting Activity Codes and IDs

1. Open SCIE project

And Inputting Activity Codes and IDs 1. Open SCIE project Workshop 2 2. Delete the existing

Workshop 2

2. Delete the existing Activity Codes

3. Using the following diagram, create Activity Code PHAS and its values in the Activity Code tab (Use numbers for Order):

Phase PHAS Construction Internal Finishing External Finishing Handing Over CN (1) IF (3) EF (2)
Phase
PHAS
Construction
Internal Finishing
External Finishing
Handing Over
CN (1)
IF (3)
EF (2)
HO (4)

4. Using the following diagram, create Activity Code RESP and its values in the Activity Code tab:

Responsibility RESP Michael Mann Tom Hunter Liza Morrotto MM (1) TH (2) LM (3)
Responsibility
RESP
Michael Mann
Tom Hunter
Liza Morrotto
MM (1)
TH (2)
LM (3)

Using Primavera Project Planner Ver. 3.1

5. Using the following diagram, create Activity ID BLDG and its values in the Activity ID tab:

Building BLDG Classrooms Gym Lab CR (1) GM (3) LB (2)
Building
BLDG
Classrooms
Gym
Lab
CR (1)
GM (3)
LB (2)

6. Produce a print out of your dictionary

Module 2: Classification Using Activity Codes and IDs

Module Review

1. We need Activity Codes to:

a. Classify our activities

b. Organize and Group our activities

c. Produce Layouts

d. All of the above

2. The Name of Activity Code should not exceed

3. One of the following statements are true about Activity Code Order

characters

statements are true about Activity Code Order characters a. Affect the activities grouping b. Affect whether

a. Affect the activities grouping

b. Affect whether this code is useable or not

c. Differentiate between Activity Code and Activity ID

d. Specify the maximum length of code value

4. The number of values for any Activity Code or ID is limited by 10

a. True

b. False

5. The only difference between Activity Code and Activity ID is:

a. There is no difference

b. Activity ID coding will appear as part of the Activity ID

c. Activity code will appear as part of the Activity ID

d. Both will appear as part of the Activity ID

6. If you transfer an Activity Code Dictionary from project to another project, the transferred

Dictionary will

the existing one.

Using Primavera Project Planner Ver. 3.1

Module Review Answers

1. d

2. 4

3. a

4. b

5. b

6. Overwrite

Module 3:

Inputting Basic Activity Data

This module contains:

What is activity?

The basic activity data needed to input an activity

Preparation before you input an activity

Adding/Deleting/Editing Activities

Copying activities

Linking activities with Activity Codes

Using Primavera Project Planner Ver. 3.1

Module 3: Inputting Basic Activity Data

What is Activity?

Activity is the basic component of any project

We can define activity as “any work you want to accomplish”

Work is a very loose word, each one of us can look at it from different angle

For instance, one will consider “Constructing First Floor Slab” as a single activity

Another will consider:

Formwork for First Floor Slab as an activity

Re-baring for First Floor Slab as an activity

Concrete Placement for First Floor Slab as an activity

It is a common knowledge that if two planners were given the same project, the activity list will be very different

This will highlight the fact that “Activity List writing is not exact science”

We can input lots of information pieces for an activity, but initially we need only four:

Activity ID

Activity Description

Activity Original Duration (abbreviated as OD)

Activity Type

Using Primavera Project Planner Ver. 3.1

Activity ID

 

Activity ID is the Activity Name

It is the only compulsory piece of information P3 asks for, other data either can be left empty, or there is a default value for it

In Module 2, we selected the Building to be our Activity ID, with expected values Classrooms CR, Gym GM, and Lab LB

Now, each activity ID in our project will start with either CR, GM, or LB, example would be CR100, GM205, and LB303

The numbers after the two characters would be sequential number, which would be left to the user

Activity ID could be as long as 10 characters (spaces are allowed and counted)

Activity Description

 

This piece of information is devoted for the user to write a short description about the activity

You can leave it empty if you wish (P3 will not generate any error messages)

You can type up to 48 characters (including spaces)

Module 3: Inputting Basic Activity Data

Activity Original Duration (OD)

Activity Original Duration can be either input by the user, or calculated by P3

It depends on the type of resources which will be assigned to it:

If the resources were Non-Driving, the user will assign the duration

If the resources were Driving, P3 will calculate the duration

In this courseware, we will tackle only the first type of activities, hence we need to calculate the OD manually then input the value to

P3

Some guidelines to help calculating OD would be:

Prepare for each activity a worksheet (this can be a piece of paper or MS Excel ® sheet)

List the resources which will work on the activity

List the amount of work in which each resource can accomplish

Specify the productivity, and estimated count of each resource to be assigned

With the above information available the user can produce correct OD which is based on real calculation

Using Primavera Project Planner Ver. 3.1

Activity Type

Task Activity

Start and Finish Milestone

In P3, there are 9 types of activities

Each one would suit a certain case

The default type is Task activity

In this courseware, we will discuss only five of them, they are:

Task activity

Start Milestone activity (SM)

Finish Milestone activity (FM)

Start Flag activity (SF)

Finish Flag activity (FF)

The default type of activities

Task activity is any activity has a duration, the start and finish of it will be calculated according to the activity base calendar

Duration should be input by the user if no resources or Non-Driving resources were assigned to the activity. In case of Driving Resources P3 will calculate the duration

Zero-Duration activities

Start Milestone used to signify the beginning of an activity or group of related activities. Finish Milestone used to signify the ending of an activity or group of related activities

Start Milestone considered to be a Constraint, as all of the activities related to it directly can’t start before it, but rather with it, or after it

Finish Milestone considered to be a Constraint, as all of the activities related to it directly can’t finish after it, but rather with it, or before it

Start Milestone should be updated, and will have Actual Start

Finish Milestone should be updated, and will have Actual Finish

Module 3: Inputting Basic Activity Data

Start and Finish Flag

Example of

Milestones

Zero-Duration activities

Start Flag used to signify the beginning of an activity or group of activities. Finish Flag used to signify the ending of an activity or group of activities

Start Flag considered to be a Constraint, as all of the activities related to it directly can’t start before it, but rather with it, or after it

Finish Flag considered to be a Constraint, as all of the activities related to it directly can’t finish after it, but with it, or before it

Start Flag, and Finish Flag are always Successors to other Activities and never considered as Predecessors to other Activities. Accordingly, SF will accept neither Start-To-Finish, nor Finish-To- Finish relationships. In addition, FF will accept neither Finish-To- Start, nor Start-To-Start relationships.

Start Flag, and Finish Flag will not be updated by the user, but P3 will update them according to the activities linked to them

Activity B Activity E Activity C Activity F Activity D
Activity B
Activity E
Activity C
Activity F
Activity D
to them Activity B Activity E Activity C Activity F Activity D Start Milestone Finish Milestone
to them Activity B Activity E Activity C Activity F Activity D Start Milestone Finish Milestone
Start Milestone
Start
Milestone
Finish Milestone
Finish
Milestone

Activity A

Using Primavera Project Planner Ver. 3.1

Example of Flags

Start Flag Activity B Activity E Finish Flag Activity A Activity C Activity F Activity
Start Flag
Activity B
Activity E
Finish Flag
Activity A
Activity C
Activity F
Activity D

Before You Start

Before you start inputting basic activity data, from menus select Tools/Options/Activity Inserting, the following dialogue box will appear:

Inserting , the following dialogue box will appear: You have three choices to select from: •

You have three choices to select from:

To Automatically number activities without showing the Actvitiy Form

To Automatically number activities and showing the Actvitiy Form

To show the Activity Form only

Using the Activity Form only will give you more control over the process of inputting activities. Consequently, do the following:

Click off Automatically number activities

Click on Use activity form when inserting an activity

Module 3: Inputting Basic Activity Data

Adding Activities

Module 3: Inputting Basic Activity Data Adding Activities From the Edit Bar, click the button with

From the Edit Bar, click the button with “plus sign”

The Activity Form will appear automatically:

sign” The Activity Form will appear automatically: You will find the cursor blinking in the ID

You will find the cursor blinking in the ID part, type in the Activity ID, then press Tab key, or click the next field (don’t press Enter, as this means that you are done with inputting)

Next field is Activity Description, type in the activity description, press Tab key

The cursor will go directly to the OD field, input the estimated origianl duration of your activity

Specify the Activity Type, you have two choices:

If your activity is Task, click OK, or press Enter

If your activity is SM, FM, SF, or FF, right-click on the Type field, the following menu will appear:

on the Type field, the following menu will appear: Select the desired activity type Click OK

Select the desired activity type

Click OK, or press Enter, the Activity Form will disappear

To add another activity click below the last activity in the activity table, or click “plus sign” again

Using Primavera Project Planner Ver. 3.1

Deleting Activities

Using Primavera Project Planner Ver. 3.1 Deleting Activities Editing Activities Editing all activity data Editing single

Editing Activities

Editing all

activity data

Editing single activity data

Select the activity (or activities) to be deleted

From Edit bar, click “minus sign”, or from menus click Edit/Delete

The following dialogue box will appear:

Edit/Delete The following dialogue box will appear: If you are sure of what you are doing

If you are sure of what you are doing click Yes, the activity will be deleted

If not click No, the deleting process will stop

There are two methods to edit the activity data:

Editing all types of data

Editing single data

Double-Click on any activity, the Activity Form will appear, then you can edit whatever data you would like

The same can happen if you select from menus Edit/Edit Activity

Select the cell which contains the data you want to edit (the cell selector is a bold frame appears around the cell required), just like the below example:

around the cell required), just like the below example: The contents of the cell will appear

The contents of the cell will appear in the Edit bar

Click the Edit bar, or press F2 to edit the contents

Module 3: Inputting Basic Activity Data

Note

Module 3: Inputting Basic Activity Data N o t e Other ways to show the Activity

Other ways to show the Activity Form permenantly are:

From menus select View/Activity Form

Press F7

From toolbar click Activity Form icon

These 3 ways are ON/OFF functions, which means they will show or hide the Activity Form

Using the baove methods of editing activites is applicable to all types of data except two types:

All the data calculated by P3 (like ES, EF, LS, LF, TF, etc.) which we will discuss later

Activity ID, unless you opened your project as Exclusive (which is a checkbox in the Open dialogue box)

later • Activity ID, unless you opened your project as Exclusive (which is a checkbox in

Using Primavera Project Planner Ver. 3.1

Copying Activities

Copying activities means copying the whole data of single activity or activities

Copying can be done from a project to the same project, or across projects

Select the desired activity (or activities)

From menues select Edit/Copy, Ctrl+C, or right-click and select Copy

Go to the desired place (the same project, or open another project)

From menus select Edit/Paste, Ctrl+V, or right-click and select Paste

In order for P3 to make sure that no duplication of the same activity ID will take place, the following dilaogue box will appear:

ID will take place, the follo wing dilaogue box will appear: You can select one of

You can select one of the four choices available:

Rename duplicates only

Rename all

Prefix or suffix

Auto-increment

Module 3: Inputting Basic Activity Data

Rename duplicates only

Rename All

Prefix or suffix

Auto-increment

s u f f i x A u t o - i n c r e

P3 will select the coming activities with maching IDs only to be renamed, the rest will be pasted without any change

P3 will show all activities to be renamed

It is a fast way to rename activities, by suggesting a character (or characters) to appear to the left of the coming activities IDs (this is prefix) or appear to the right of the coming activities IDs (this is suffix)

It is another fast way to rename activities, by suggesting a base name (for instance GM100) and then an increment number (for instance 10) this will allow P3 to rename all the coming activites easily

Also you can make sure that the coming activities are the desired ones, by clicking Contents buttom which will display the names of the coming activities

Linking Activities with Codes

In Module 2 we created Activity Code Dictionary

In this Module we will link each activity with the proper code value

The lower left part Activity Form contains the Activity Codes defined and its value

Form contains the Activity Codes defined and its value Right-click on the desired code, a list

Right-click on the desired code, a list of the available values will be displayed, select the desired value

Do the same for the other codes

Using Primavera Project Planner Ver. 3.1

Inputting Basic Activity Data

1. Open SCIE project

3.1 Inputting Basic Activity Data 1. Open SCIE project Workshop 3 2. Input the activities from

Workshop 3

2. Input the activities from next pages

3. Taking into consideration the following notes:

a. Read the whole list first, and identify the similarity between the IDs, and description of different activities

b. Utilize Activity Copying utility, which will minimize the time of data input. Also, utilize of renaming of activities

Module 3: Inputting Basic Activity Data

No.

Activity

 

Type

Duration

Phase

Resp

ID

Activity Description

 

1 CR050

Site Preparation & Mobilization for Classrooms

Task

18

CN

MM

 

2 CR100

Start of Classrooms Construction

SM

0

CN

MM

 

3 CR105

Excavation for Classrooms

Task

25

CN

MM

 

4 CR110

Concrete Works for Foundation for Classrooms

Task

28

CN

MM

 

5 CR115

Filling and Compacting Soil for Classrooms

Task

15

CN

MM

 

6 CR120

Start of Concrete Skeleton for Classrooms

SF

0

CN

MM

 

7 CR125

Beams/Columns/Slabs for 1st Floor (Classroom)

Task

38

CN

MM

 

8 CR130

Beams/Columns/Slabs for 2nd Floor (Classroom)

Task

38

CN

MM

 

9 CR135

Beams/Columns/Slabs for 3rd Floor (Classroom)

Task

38

CN

MM

 

10 CR140

Finish of Concrete Skeleton for Classrooms

FF

0

CN

MM

 

11 CR200

External Stone Fixing for Classrooms

Task

65

EF

LM

 

12 CR205

Waxing External Stones for Classrooms

Task

12

EF

LM

 

13 CR300

Preliminary Plumbing, Elec. & HVAC for Classrooms

Task

16

IF

TH

 

14 CR305

Internal Finishing for Classrooms

Task

38

IF

TH

 

15 CR310

Final Plumbing, Elec. & HVAC for Classrooms

Task

22

IF

TH

 

16 CR315

Paining of Classrooms

Task

44

IF

TH

 

17 CR400

Finish of Classrooms Construction

FM

0

HO

MM

 

18 CR500

Handing Over Classroom Building

Task

5

HO

MM

 

19 GM050

Site Preparation & Mobilization for Gym

Task

12

CN

MM

 

20 GM100

Start of Gym Construction

SM

0

CN

MM

 

21 GM105

Excavation for Gym

Task

25

CN

MM

 

22 GM110

Concrete Works for Foundation for Gym

Task

28

CN

MM

 

23 GM115

Filling and Compacting Soil for Gym

Task

15

CN

MM

 

24 GM120

Steel Skeleton for Gym

Task

36

CN

MM

 

25 GM200

Precast-Concrete Cladding for Gym

Task

35

EF

LM

 

26 GM205

Cleaning and Waxing Concrete Cladding for Gym

Task

12

EF

LM

 

27 GM300

Install Plumbing, Elec., and HVAC for Gym

Task

40

IF

TH

 

28 GM305

Special Wooden Floor Fixing for Gym

Task

27

IF

TH

 

29 GM310

Fixing Seats in Gym

Task

24

IF

TH

 

30 GM400

Finish of Gym Construction

FM

0

HO

MM

 

31 GM500

Handing Over Gym Building

Task

5

HO

MM

 

32 LB100

Start of renovation of Lab

SM

0

IF

MM

 

33 LB105

Stripping the existing Lab

Task

18

IF

LM

 

34 LB110

Preliminary Plumbing, Elec. & HVAC for Lab

Task

26

IF

TH

Using Primavera Project Planner Ver. 3.1

35 LB115

Install Base Cabinets

Task

18

IF

LM

36 LB120

Install Fume Hood

Task

12

IF

LM

37 LB125

Install Wall Cabinets

Task

29

IF

LM

38 LB130

Install Chemical Sink

Task

15

IF

LM

39 LB135

Final Plumbing, Elec. & HVAC for Lab

Task

32

IF

TH

40 LB140

Lay PVC tiles over Lab Floor

Task

38

IF

TH

41 LB200

Finish of renovation of Lab

FM

0

HO

MM

42 LB500

Handing Over Lab Building

Task

5

HO

MM

Module 3: Inputting Basic Activity Data

Module Review

Module 3: Inputting Basic Activity Data Module Review 1. How many activity types available in P3:

1.

How many activity types available in P3:

 

a. 8

 

b. 9

c. 7

d. 5

2.

should not have a successor

 

3.

One of the following is considered an intelligent Activity ID:

a. 123, 124, 125

 

b. A125, A126, A127

c. CR105, GM110, LB200

d. All of the above

4.

I can edit the Activity ID of a certain activity

 

a. True

 

b. False

5.

P3 will not permit to have two activities with the same ID in the same project

a.

True

b.

False

6.

Using

,

or

I can edit the all types of data for

certain activity

 

Using Primavera Project Planner Ver. 3.1

Module Review Answers

1. b

2. Flags

3. c

4. a

5. a

6. Double-click, or Edit/Edit Activity

Module 4:

Inputting Logic Relationships

This module contains:

What is logic relationship?

Predecessor and Successor

Types of relationship

Inputting relationships using Bar Chart view

Inputting relationships using PERT view

Editing relationships

Tracing relationships

Link and unlink activities

Using Autolink function

Using Primavera Project Planner Ver. 3.1

Module 4: Inputting Logic Relationships

What is Logic Relationship?

Activity-On-

Arrow

In Module 1 it was mentioned that P3 uses PDM (Precedence Diagramming Method) in representing the network

There are mainly two methods to represent a network:

Activity-On-Arrow

Activity-On-Node

Also known ADM (Arrow Diagramming Method)

The old method of representing the network

To go from event A to event B, you will do certain thing:

A
A
B
B
C
C

Excavation

Foundation

Activity-On-Node

Almost none of the software in the current market is offering this method for representing the network

Also known as PDM

 

The activities are at the two nodes of a logic relationship

 

Logic relationship is a link which ties two activities in a sequence manner, for instance:

Excavation

Excavation Foundation    

Foundation

Excavation Foundation    
   
   

Filling

The name Logic indicates that the relationship is not compulsory but rather it represents how the planner is viewing the sequence of the project, hence any delay in start or end, is acceptable

Using Primavera Project Planner Ver. 3.1

Predecessor and Successor

Predecessor

Successor

Based on the above each activity will have:

Predecessor (or Predecessors)

Successor (or Successors)

Is any activity takes place in time before a given activity

There could be more than one predecessor for a given activity

Is any activity takes place in time after a given activity

There could be more than one successor for a given activity

One of the common practices is to prepare a table called either the Successor table or Predecessor table, depends on the way you want to take it:

If you want to start with the first activity and go all the way to the right, you should produce a Successor table

If you want to start with the last activity and go all the way to the left, you should produce a Predecessor table

A successor table may look something like the following:

Activity

Successor

CR050

CR100, GM050, LB100

CR100

CR105

CR105

CR110

Module 4: Inputting Logic Relationships

Types of Relationships

Note

Finish-To-Start

Start-To-Start

Note

P3 supports four types of relationships:

 
 

Finish-To-Start (known as FS)

Start-To-Start (known as SS)

 

Finish-To-Finish (known as FF)