Volume 2

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Primavera P6 Professional
Fundamentals Rel 8.4
Student Guide – Volume II
D87714GC10
Edition 1.0 | December 2014 | D89603
Learn more from Oracle University at oracle.com/education/

Copyright © 2014, Oracle and/or its affiliates. All rights reserved.
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Table of Contents
Lesson 1 – Project Management Life Cycle 1

Project Management Definitions ................................................................................................................ 3

Project Management Life Cycle ................................................................................................................. 4
Initiating Process Group ...................................................................................................................................... 5
Planning Process Group ...................................................................................................................................... 6
Executing Process Group .................................................................................................................................... 7
Controlling Process Group .................................................................................................................................. 8
Closing Process Group ........................................................................................................................................ 9
Lesson 2 – Understanding Data in P6 Professional 11
s a
a
P6 Professional.......................................................................................................................................... 13
)h ฺ
m
Enterprise Project Structure ...................................................................................................................... 15
co uide
g ฺ
EPS and Security ...............................................................................................................................................
y 19
w n t G
h @
Organizational Breakdown Structure (OBS) ............................................................................................
d e 20
a n ag Stu
Enterprise Data and Project-Specific Data ............................................................................................... 21
l ฺ c av e this
Enterprise Data .................................................................................................................................................. 22
a n ie o us
Project-Specific Data ......................................................................................................................................... 23
Lesson 3 – Overview and Navigation(d e t 25
g h n s
a n a lice
Windows and Menus................................................................................................................................. 27
v l e
a.....................................................................................................................................
Tabs and Toolbars
i e l C
f e r ab 28
a n ans
Layouts...................................................................................................................................................... 29
D -t r
Details ....................................................................................................................................................... 30
o n
n In................................................................................................................................................. 33
Logging
Opening a Project ...................................................................................................................................... 34
Access Modes .................................................................................................................................................... 35
Tabbed Windows ...................................................................................................................................... 36
Tab Groups ........................................................................................................................................................ 38
Tab Groups ........................................................................................................................................................ 38
Toolbars and Menus .................................................................................................................................. 39
Commonly Used Toolbars................................................................................................................................. 39
Viewing Toolbars .............................................................................................................................................. 41
Customizing Toolbar Location .......................................................................................................................... 42
Customizing Toolbar Icons ............................................................................................................................... 43
Customizing Menu Commands ......................................................................................................................... 44
Layouts...................................................................................................................................................... 45
Opening an Existing Activity Layout ....................................................................................................... 46
Gantt Chart ................................................................................................................................................ 48
Activity Usage Spreadsheet ............................................................................................................................... 49
ii
Activity Network ...................................................................................................................................... 50

Activity Table ........................................................................................................................................... 51
Customizing a Layout ............................................................................................................................... 52
Selecting Columns .............................................................................................................................................52
Using Hint Help in the Columns Dialog Box ....................................................................................................53

Displaying Activity Details....................................................................................................................... 54
Selecting Details Tabs........................................................................................................................................55
Saving Layouts.......................................................................................................................................... 56
Closing a Project ....................................................................................................................................... 58
Lesson 4 – Creating a Project 60
Project ....................................................................................................................................................... 62
a
Creating a Project...................................................................................................................................... 63
s
Creating a Project with the Create a New Project Wizard ........................................................................ 66
)h ฺ a
o m e
Entering a Project Name ....................................................................................................................................
c d 67
yg t Gฺ u i
Entering Project Start and End Dates ................................................................................................................. 68
@ de w n
Entering a Responsible Manager ....................................................................................................................... 69
g h t u
v a na is S
Selecting the Assignment Rate Type ................................................................................................................. 70
l ฺ c a e th
Completing the Wizard ...................................................................................................................................... 71
a n ie o us
Viewing Project Details ............................................................................................................................ 73
(d se t
General Tab ........................................................................................................................................................ 74
g
a lice h n
Dates Tab ........................................................................................................................................................... 75
a
v ble n
a
Notebook Tab..................................................................................................................................................... 76
e l C fera
Codes Tab ..........................................................................................................................................................
i 78
n
a andtrSearch
Type Ahead
a s
n in Dialog Boxes ..........................................................................................................79
D -
n o n.......................................................................................................................................................
Defaults Tab 80
Budget Log Tab .................................................................................................................................................81
Lesson 5 – Creating a Work Breakdown Structure 83
Definition of Work Breakdown Structure................................................................................................. 85
Viewing WBS Elements ........................................................................................................................... 90
Creating the WBS Hierarchy .................................................................................................................... 91
Lesson 6 – Adding Activities 96
Definition of Activity ................................................................................................................................ 98
Activity Components ................................................................................................................................ 99
Activity Type .......................................................................................................................................... 100
Start Milestone .................................................................................................................................................101
Finish Milestone...............................................................................................................................................102
Task Dependent ...............................................................................................................................................103
Resource Dependent ........................................................................................................................................104
How Activity Type Affects Dates ....................................................................................................................105
iii
Level of Effort ................................................................................................................................................. 108

WBS Summary ................................................................................................................................................ 109
Activity Codes ........................................................................................................................................ 110
Three Levels of Activity Codes ....................................................................................................................... 111
Adding an Activity via the New Activity Wizard .................................................................................. 114

Enabling the Wizard ........................................................................................................................................ 115
Launching the Wizard ..................................................................................................................................... 116
Naming the Activity and Specifying a WBS ................................................................................................... 117
Assigning Activity Type ................................................................................................................................. 119
Completing the New Activity Wizard ............................................................................................................. 120
Adding an Activity via Activity Details ................................................................................................. 122
General Tab ..................................................................................................................................................... 123
a
Status Tab ........................................................................................................................................................ 124
s
)h ฺ a
Notebook Tab .................................................................................................................................................. 125
o m
Adding Activity Information via Columns .............................................................................................
c d e 126
yg t Gฺ u i
Adding Steps to an Activity .................................................................................................................... 129
@ de w n
g h
Activity Codes ........................................................................................................................................
t u
130
v a na is S
Assigning Activity Codes ................................................................................................................................ 130
Assigning Activity Codes to Multiple Activities
l ฺ c e th
a............................................................................................ 131
Streamlined Process to Add Activity Code
a n t us
ieValueso......................................................................................... 132
Lesson 7 – Assigning Calendars h (d se 134
a g e n
v a n e lic
Calendars................................................................................................................................................. 136
a
C erab l
Calendar Pools
ie l ........................................................................................................................................
f
137
n
a Calendars
Resource
a s
n ......................................................................................................................................... 139
D t r
- ................................................................................................................................... 140
Work Time
n o nTypes
Calendars and Activity Types ................................................................................................................. 141
Viewing the Global Calendar Pool ......................................................................................................... 143
Viewing a Global Calendar ..................................................................................................................... 144
Adding a Project Calendar ...................................................................................................................... 145
Linking the Holidays Calendar and Setting the Workweek.................................................................... 146
Setting Non-Work Time ......................................................................................................................... 147
Setting Exceptions .................................................................................................................................. 148
Viewing and Assigning Calendars .......................................................................................................... 149
Case Study 1 – Creating a Project 152
Lesson 8 – Creating Relationships 157
Network Logic Diagram ......................................................................................................................... 159
Precedence Diagramming Method.......................................................................................................... 160
Relationship Types.................................................................................................................................. 161
Finish to Start (FS) .......................................................................................................................................... 162
iv
Start to Start (SS) .............................................................................................................................................163

Finish to Finish (FF) ........................................................................................................................................164
Start to Finish (SF) ...........................................................................................................................................165
Relationships with Lag ........................................................................................................................... 166
Creating Relationships in the Activity Network ..................................................................................... 172

Creating a Start to Start Relationship ...............................................................................................................173
Creating Relationships in Activity Details ............................................................................................. 174
Using the GoTo Feature ...................................................................................................................................175
Assigning Lag ......................................................................................................................................... 176
Viewing Relationships in the Gantt Chart .............................................................................................. 176
Lesson 9 – Scheduling 179
a
Critical Path Method Scheduling ............................................................................................................ 181
s
)h ฺ a
Data Date ................................................................................................................................................ 183
co uidem
Forward Pass ........................................................................................................................................... 185
g ฺ
wy ent G
Backward Pass ........................................................................................................................................ 187
g @
Total Float ............................................................................................................................................... 189
h tud
a
n is S
Must Finish By Date ........................................................................................................................................
a 192
c v
a e th
Circular Relationships (Loops) ............................................................................................................... 194
l
ie o usฺ
a n
Open Ends ...............................................................................................................................................
t
195
h (d se
Scheduling a Project ............................................................................................................................... 201
Viewing the Schedule Logn g
a lice n
............................................................................................................................... 203
Driving Relationships a
a
v ble
............................................................................................................................. 204
C
el Constraints er a
n i
Lesson 10 – Assigning
a n s f 206
D -tra
n o n
Constraints .............................................................................................................................................. 208
Must Finish By.................................................................................................................................................209
Start On or After ..............................................................................................................................................210
Additional Constraints ............................................................................................................................ 211
How Constraints Affect Activity Dates ...........................................................................................................214
Assigning a Must Finish By Constraint to a Project ............................................................................... 216
Rescheduling the Project..................................................................................................................................217
Assigning a Constraint to an Activity ..................................................................................................... 218
Adding a Comment to an Activity .......................................................................................................... 219
Adding a Notebook Topic ....................................................................................................................... 220
Lesson 11 – Creating Layouts 222
Grouping ................................................................................................................................................. 224
Sorting ..................................................................................................................................................... 226
Filtering ................................................................................................................................................... 227
Grouping Data......................................................................................................................................... 231
Group and Sort Dialog Box .................................................................................................................... 232
v
Grouping by Date ............................................................................................................................................ 234

Collapsing/Expanding Grouped Data .............................................................................................................. 236
Sorting Activities .................................................................................................................................... 237
Sorting by a Single Criterion ........................................................................................................................... 237
Filtering Activities .................................................................................................................................. 239

Filters Dialog Box ........................................................................................................................................... 240
Applying a Default Filter ........................................................................................................................ 241
Creating a Filter ...................................................................................................................................... 243
Using Multiple Filters ............................................................................................................................. 246
Applying the All Activities Filter ............................................................................................................ 247
Lesson 12 – Understanding Roles and Resources 249
a
Roles and Resources ............................................................................................................................... 251
s
)h ฺ a
Relationship Between Roles and Resources.................................................................................................... 254
o m e
Resource Types .......................................................................................................................................
c d 255
ฺ
yg t Gu i
Viewing the Roles Dialog Box ............................................................................................................... 257
@ de w n
Prices Tab ........................................................................................................................................................ 258
g h t u
v a na is S
Limits Tab ............................................................................................................................................... 259
l ฺ c a e th
Viewing Resources .......................................................................................................................................... 261
n ie o us
Resource Details .....................................................................................................................................
a
262
(d se t
General Tab ..................................................................................................................................................... 262
g
a lice h n
Codes Tab ........................................................................................................................................................ 262
a n
C av rable
Details Tab ...................................................................................................................................................... 263
iel Tabs..........................................................................................................................................
Units & Prices
n f e 264
13a
Lesson D
- t r
– Assigning an Roles and Resources 266
n
no Resources ............................................................................................................................... 269
Assigning
Steps for Resource Management ............................................................................................................ 270
Assigning Roles to an Activity ............................................................................................................... 274
Assigning Multiple Roles to an Activity ......................................................................................................... 276
Assigning a Single Role to Multiple Activities ............................................................................................... 277
Steps for Resource Management ............................................................................................................ 280
Assigning Resources by Role ................................................................................................................. 281
Assigning by Role to Multiple Activities ........................................................................................................ 283
Adjusting Resource Assignment Units ................................................................................................... 284
Assigning a Resource to a Level of Effort Activity ........................................................................................ 284
Assigning a Resource Directly................................................................................................................ 285
Adjusting Budgeted Units/Time to Specify Resource Quantity ............................................................. 286
Designating a Primary Resource ............................................................................................................. 287
Assigning a Material Resource ............................................................................................................... 288
Planning Costs ........................................................................................................................................ 289
vi
Resource Costs .................................................................................................................................................289

Expenses ..........................................................................................................................................................290
Summary Tab ...................................................................................................................................................291
Lesson 14 – Optimizing the Project Plan 293
Project Constraints .................................................................................................................................. 295

Analyzing Schedule Dates ...............................................................................................................................296
Shortening the Project ......................................................................................................................................297
Analyzing Resource Allocation .............................................................................................................. 298
Analyzing the Budget ............................................................................................................................. 299
Comparing the Calculated Finish Date to the Must Finish By Date....................................................... 302
Focusing on Critical Activities ........................................................................................................................303
Shortening the Project ............................................................................................................................. 305
s a
a
Refining Duration Estimates ............................................................................................................................305
)h ฺ
m
Modifying Relationships ..................................................................................................................................306
co uide
g ฺ
Modifying Constraints .....................................................................................................................................307
@ wy ent G
Confirming Project Dates ....................................................................................................................... 308
ag Stu h d
Analyzing Resource Allocation .............................................................................................................. 310
a n
l ฺ c a v
e t his
Identifying the Cause of Resource Overallocation .......................................................................................... 312
a n ie o us
Correcting Overallocation ................................................................................................................................ 313
( d se t
Replacing a Resource .......................................................................................................................................
h
317
n a g icen
Analyzing the Budget ............................................................................................................................. 319
a Project
vthe le l
Case Study 2 – Optimizing
C a a b 321
i el thesProject
Lesson 15 – Baselining
n f er Plan 326
a tra n
D.................................................................................................................................................
Baseline?
o n - 328
ManagingnBaselines ................................................................................................................................ 331
Creating a Baseline ..........................................................................................................................................332
Categorizing the Baseline ................................................................................................................................333
Assigning a Baseline ............................................................................................................................... 334
Update Baseline Options......................................................................................................................... 335
Viewing Baseline Bars ............................................................................................................................ 337
Bar Style Tab ...................................................................................................................................................337
Displaying Baseline Bars .................................................................................................................................338
Customizing the Activity Table .......................................................................................................................339
Saving the Layout ............................................................................................................................................340
Bar Labels Tab .................................................................................................................................................341
Lesson 16 – Importing and Exporting Data 344
Import/Export Wizards ........................................................................................................................... 346
Reasons to Import/Export Project Data .................................................................................................. 347
Import/Export Formats............................................................................................................................ 348
vii
Import/Export Formats (cont.) ................................................................................................................ 349

Export Wizard ......................................................................................................................................... 351
Project(s) to Export ......................................................................................................................................... 352
File Name ........................................................................................................................................................ 353
Import Wizard ......................................................................................................................................... 354

Import Format.................................................................................................................................................. 354
File Name ........................................................................................................................................................ 355
Import Project Options .................................................................................................................................... 356
Updating Project Options ................................................................................................................................ 357
Modifying Import Configuration ..................................................................................................................... 358
Completing the Import .................................................................................................................................... 360
Viewing the Import Log File ........................................................................................................................... 361
a
Viewing the New Project................................................................................................................................. 362
s
Lesson 17 – Methods of Applying Progress )h ฺ a 364
co uidem
g ฺ
Updating a Project...................................................................................................................................
y 366
w ent G
Spectrum of Updating Methods .............................................................................................................. 368
h
g Stud @
n a
Update Progress ............................................................................................................................................... 369
c a va this
Auto Compute Actuals .................................................................................................................................... 370
Recalculate Units, Costs When Duration % Complete
i e lฺ uChanges se ..................................................................... 372
d n
a e to
Manually Update ............................................................................................................................................. 374
h ens(
a g
Timesheets .......................................................................................................................................................
c
375
a van ...............................................................................................................................
Delegating Status Updates
l e li 377
ie l C thefeProject
Lesson 18 – Executing rab Plan 379
n s
an................................................................................................................................... 381
Da a Project
Updating
- t r
Data o
n n ......................................................................................................................................................... 382
Date
The Updating Process ............................................................................................................................. 383
Defining a Status Updating Period ......................................................................................................... 386
Progress Spotlight ................................................................................................................................... 387
Establishing the Status Period ......................................................................................................................... 388
Entering Actuals...................................................................................................................................... 389
Updating Milestones ............................................................................................................................... 390
Updating Activities to Completion ......................................................................................................... 391
Updating a Mid-Project Milestone .................................................................................................................. 395
Updating Activities in Progress .............................................................................................................. 396
Suspending an Activity ........................................................................................................................... 398
Updating Completed Activities............................................................................................................... 400
Rescheduling the Project......................................................................................................................... 402
Viewing the Rescheduled Project .................................................................................................................... 403
viii
Lesson 19 – Reflection Projects 405

Creating a Reflection Project .................................................................................................................. 409
Making Changes to the Reflection Project ............................................................................................. 412
Merging Reflection into Source Project ................................................................................................. 416
Previewing Changes.........................................................................................................................................417
Merging Reflection into Source Project ................................................................................................. 419
Viewing Updated Source Project ............................................................................................................ 420
Lesson 20 – Analyzing the Updated Project 422
Steps for Analyzing the Updated Project ................................................................................................ 424
Questions to Determine How to Adjust a Schedule .........................................................................................425
Shortening the Project ......................................................................................................................................426
s a
Analyzing the Updated Project ............................................................................................................... 428
)h ฺ a
Shortening the Schedule .................................................................................................................................. 430
co uidem
g ฺ
Analyzing Resources .............................................................................................................................. 433
@ wy ent G
Analyzing Costs ...................................................................................................................................... 435
Lesson 21 – Reporting Performance
a g h tud 437
n
va this S
l ฺ c a
Methods for Reporting Performance ......................................................................................................
e
439
n ie o us
Running an Existing Report ....................................................................................................................
a
442
(d se t
Run Report Dialog Box ................................................................................................................................... 443
g
a lice h n
Print Preview.................................................................................................................................................... 444
a n
C av rable
Printing Reports ............................................................................................................................................... 445
iel sfe
Report Wizard .........................................................................................................................................
n
446
D a Modify
Create or
t r n ..................................................................................................................................446
aReport
-
on Subject Areas....................................................................................................................448
Configure Selected
Addingna Report Title ......................................................................................................................................450
Generating the Report ......................................................................................................................................451
Print Preview....................................................................................................................................................452
Saving a Report ....................................................................................................................................... 453
Assigning Report Group and Report Scope .....................................................................................................454
Creating a Time-Distributed Report ....................................................................................................... 455
Creating a Report Using the Current Layout .......................................................................................... 461
Creating Batch Reports ........................................................................................................................... 465
Running Batch Reports ....................................................................................................................................466
Viewing the Report ..........................................................................................................................................467
Case Study 3 – Project Execution and Control 469
Appendix A – Creating Printed Output 476
Output Controls ....................................................................................................................................... 478
Printing Layouts and Page Setup ............................................................................................................ 480
Page Tab ..........................................................................................................................................................480
ix
Margins Tab .................................................................................................................................................... 481

Header Tab ...................................................................................................................................................... 482
Footer Tab ....................................................................................................................................................... 484
Options Tab ..................................................................................................................................................... 486
Print Setup............................................................................................................................................... 488

Attachment Tools .................................................................................................................................... 489
Curtain Tool .................................................................................................................................................... 489
Text Tool ......................................................................................................................................................... 490
Customizing Data Date Style .................................................................................................................. 491
Appendix B – Managing Documents 493
Project Documents .................................................................................................................................. 495
Linking Documents ................................................................................................................................. 496
s a
a
Assigning Documents ............................................................................................................................. 497
)h ฺ
co uidem
Creating a Document Record .................................................................................................................. 499
y g ฺ
The General Tab .............................................................................................................................................. 500
w n t G
h @ d e
Files Tab .......................................................................................................................................................... 501
a n ag Stu
Assigning a Project Document to an Activity......................................................................................... 502
l ฺ c av e this
Viewing Document Details ..................................................................................................................... 504
Appendix C – Claim Digger
a n ie o us 506
(d se t
g h n
Understanding Claim Digger ..................................................................................................................
a e 508
Configuring Projects and li c
anOutputleOptions............................................................................................... 511
a v
ie l
Choosing Comparison
f rab
C eOptions........................................................................................................................ 513
an thetrReport
Reviewing
D a ns ............................................................................................................................. 514
- Study Solutions
Appendix D –nCase 516
no
x
Course Objectives
Primavera P6 Professional Fundamentals R8.4 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 a

h a s
 Describe P6 Professional. )
ฺ c o m
i d eฺ
 Describe the Enterprise Project Structure.
w yg t Gu
 Describe the Organizational Breakdown Structure. h @ d e n
a n ag Stu
l ฺ c this
av e data.
 Distinguish between enterprise data and project-specific
Lesson 3 - Overview and Navigation a n ie o us

h (d se t
 Log in to P6 Professional.ag
n l i c en
 Open an existing a va ble
el C sfera
project.
n i
 Open Daand navigate
- t r an among different windows.
 Opennan onexisting layout.
 Customize a layout.
 Save a layout.
Lesson 4 - Creating a Project

 Create a project.
 Navigate in the Projects window.
 View and modify information in Project Details.
Lesson 5 - Creating a Work Breakdown Structure

 Define a Work Breakdown Structure (WBS).
 Create multiple levels of a WBS hierarchy.

xi
Lesson 6 - Adding Activities

 Describe an activity and its components.
 Describe activity types.

 Add activities.
 Add a Notebook topic to an activity.
 Add steps to an activity.

 Assign activity code values to activities.
Case Study 1 - Creating a Project
s a
) h a
Section II: Scheduling and Assigning Resources ฺ c o m
i d eฺ
w yg t Gu
Lesson 7 - Assigning Calendars h @ d e n
a n ag Stu
 Define work time and non-work time.
l ฺ c av e this
 Explain the differences between global,n ie project, s resource calendars.
uand
(d se a t o
a g h
 Create a new project calendar.
en
n l i c
Lesson 8 - CreatingC ava rable
Relationships
i l
enetwork fe
 Viewa n a n s logic diagram.
D -tra
non the four relationship types.
 Describe
 Create relationships in the Activity Network.
 Create relationships in Activity Details.
Lesson 9 - Scheduling
 Describe Critical Path Method (CPM) Scheduling.
 Perform a forward and a backward pass.
 Describe float and its impact on a schedule.
 Identify loops and open ends.
 Calculate a schedule.
 Analyze the scheduling log report.

xii
Lesson 10 - Assigning Constraints

 Describe available constraint types.
 Apply Must Finish By constraint to a project.

 Apply a Start On or After constraint to an activity.
 Adding a comment to an activity.
 Add a Notebook topic to a constrained activity.
Lesson 11 - Creating Layouts

 Group activities according to specific criteria.
 s a
Sort activities.
) h a
 Apply a filter.
ฺ c o m
i d eฺ
 Create a filter. w yg t Gu
h @ d e n
Lesson 12 - Understanding Roles and Resources a n ag Stu
l ฺ c a v
e t his
 Describe roles and view the roles dictionary.
ie o us
a n t
d sdictionary.
 Describe resources and view the
h (resource e
n a g icen
va between
 Identify the differences
l e l nonlabor, and material resources.
labor,
a
C erab
ie
Lesson 13 - Assigning
l f Resources
a n Roles n sand
D -ttoraan activity.
n n
 Assignoroles
 Assign rates on roles.
 Assign resources to an activity by role and directly from the resource dictionary.
 Adjust Budgeted Units/Time for a resource.
 Assign expenses to activities.
Lesson 14 - Optimizing the Project Plan

 Analyze schedule dates.
 Shorten a project schedule.
 Analyze resource availability.
 Resolve resource overallocation.
 Analyze project costs.

xiii
Case Study 2 – Optimizing the Project
Section III: Baselining and Executing
Lesson 15 – Baselining the Project Plan

 Create a baseline plan.
 Display baseline bars on the Gantt chart.
 Modify the bars on the Gantt chart.
Lesson 16 - Importing and Exporting Data

 Describe the process of importing and exporting data.
s a
 Export a project.
) h a
 Import a project. ฺ c o m
i d eฺ
w yg t Gu
Lesson 17 - Methods of Applying Progress h @ d e n
a n ag Stu
l ฺ c av e this
 Describe methods for applying progress to a project.
Lesson 18 - Executing the Project Plan anie

t o us
h (d se
 Use Progress Spotlight.
n a g
l i c en
 Update theC avaofrcompleted
status
a b le activities and activities in progress.
n iel thesproject.
fe
a
 Reschedule
D -tra n
Lesson 19n- o
n
Reflection Projects
 Create a reflection project.
 Merge changes from reflection project into source project.
Lesson 20 - 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 21 - Reporting Performance

 Describe reporting methods.
 Run a schedule report.

xiv
 Create a resource report with the Report wizard.
 Create a time distributed report.
 Create a report using the current layout.

Case Study 3 – Execution and Control
Section IV: Appendices
Appendix A - Creating Output

 Customize the appearance of headers and footers.
s a
 ) h a
Insert and format the curtain and text attachment tools.
 Format the appearance of the data date. ฺ c o m

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Appendix B - Managing Work Products and Documents h @ d e n
a n ag Stu
 Describe the difference between a work product
l ฺ c aand e this document.
v a reference
 Create a document record. a n ie o us
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 Link the document recordato ga projectc n
edocument or work product.
n l i
va bltoean activity or WBS.
 Assign the project a
el C sfera
document
n i
Appendix CD a Digger
- Claim
- t r an
 Describenonhow Claim Digger compares project plans.
 Create a comparison report in Claim Digger.
SECTION III
Baselining
and Executing
Baselining the Project Plan
Importing and Exporting Data
Methods of Applying Progress a
Executing the Project Plan a s
m )h ฺ
Reflection Projects
g ฺ co uide
@
Reporting Performance
wy ent G
Analyzing the Updated Project
hag Stu d
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Baselining the Project Plan

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C era
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a n i n s f 15 – Baselining the Project Plan
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Lesson 15 – Baselining the Project Plan 327
Objectives
After completing this lesson, you should be able to:

• Create a baseline plan.
• Display baseline bars on the Gantt chart.
• Modify the bars on the Gantt chart.
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328 Lesson 15 – Baselining the Project Plan
What is a Baseline?
Current bar
Baseline bar
• A copy of the project plan used

as a basis for comparison
when evaluating the progress
of an updated project.
– Create a baseline before
updating a schedule for the
first time.
s a
• Provides a target against which
) h a
to track a project’s cost,
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Notes
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Overview: Baselining the Project Plan
The Maintain Baselines dialog box enables you to add, delete, copy, and restore baselines. Use the Assign
Baselines dialog box to assign a project baseline and up to three user baselines. (Both dialog boxes are
accessed via the Projects menu.) After baselines are assigned, click Bars on the Layout Options bar to
customize how bars are displayed in the Gantt chart.
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Click Add to create a baseline in the Maintain Baselines dialog box. You can also delete and copy
baselines. Click Update to select the data you want to automatically update for the selected
baseline, and then run the Update Baseline utility. Click Restore to restore the selected baseline
as a separate project that you can manually modify.
Assign Baseline Dialog box enables you to assign a project baseline and up to three user
baselines.
Practice: Baselining the Project Plan
In this practice you will:

 Create and categorize a baseline and then assign it to a project.

 Display and format baseline bars in the Gantt chart.
 Customize the Activity Table to accommodate the display of baseline bars in the Gantt chart.
Managing Baselines
Baseline functionality in P6 Professional enables you to:
 Capture a snapshot of a project at a particular point in time. s a

a
) honlyฺin conjunction
 Baselines do not exist as separate projects that you can access. Theym exist
with the projects to which they are associated. g ฺ co uide
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Save an unlimited number of baselines per project.
a g h tud
 The number of baselines you can create is a
v n isbySyour application administrator.
controlled
 Designate one project baseline and e uplฺc
a
to threese
th
a n i ou user baselines at a time for comparison to the
current project.
h (d se t
 n
Assign a baseline type a g categorize
to
l i c ena baseline. Examples include initial planning, what-if, or mid-
a vaBaseline
project baselines. b letypes, which are usually created by an application administrator, are
l C
estandardize r a
ebaselines
i
usednto
a n s f and can help benchmark performance across multiple projects.
 n - tra enables you to copy baselines when you copy a project.
DP6 Professional
no
Creating a Baseline
Create a baseline either by:
 Copying the currently opened project.

 Converting another project into a baseline.
When you create a baseline, you must select the project to which it is associated. You can only assign
baselines to opened projects. All opened projects are displayed in the Maintain Baselines dialog box.
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 Create a baseline.
1. Open a project, BLDG-15 BLDG – Baselining the Project Plan.
2. Confirm that you are in the Activities window.
3. On the Layout Options bar, click Layout, Open.
4. Select a layout, Activity List, and then click Open.
5. On the Project menu, click Maintain Baselines.
6. Click Add.
7. Confirm that Save a copy of the current project as a new baseline is selected.
8. Click OK.
Categorizing the Baseline

Assign a baseline type to categorize the baseline based on how you intend to use it. For example, the Initial
Plan baseline type can be used for your initial project plan. Another baseline type, Mid-Project Status, can
be used after the project is underway. Baseline types are also useful in organizing multiple baselines in the
project.
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 Rename r an and designate it as the Initial Plan baseline.
Da the-tbaseline
1.
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Select a baseline, BLDG – Baselining the Project Plan – B1.
2. In the Baseline Name field, type <Base 1: Building Addition>.
3. In the Baseline Type list, select Initial Plan.
4. Click Close.
Assigning a Baseline
Use the Assign Baselines dialog box to choose a project baseline and/or user baseline for the project. If no
baseline is designated as active, the current project plan is used as the baseline.
 Project baseline – Baseline selected by the project manager for the project.
 Used for schedule, resource, and cost comparison.
 Controlled by a security privilege.
 User baseline – User-specific; each user can choose a different baseline for comparison to the
current project.
 Primary user baseline: Used for schedule, resource, and cost comparisons.
 s
Secondary and tertiary user baselines: Used for schedule comparisons only. a
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 Select the newly created baseline as the project baseline.

1. On the Project menu, click Assign Baselines.
2. On the Project Baseline list, select Base: 1: Building Addition.
3. Click OK.
Update Baseline Options

If there are significant changes in the project after it is underway, you may choose to update the baseline to
reflect the changes. You can create a new baseline based on the current state of the project or update the
existing baseline. The advantage of updating the existing baseline is that you retain the record of past
performance against the original baseline. The Update Baselines dialog box offers numerous options to
update activity and resource data in the new baseline:
 When updating activity data, include — Specify the types of activity data you want to update
when you update the baseline.
 When updating resource assignment data, include — Choose to update existing resource/role
a
assignment data. If you choose to update existing resource/role assignment data, you may also
s
a
)h ฺ
choose to update the budgeted units and cost, and/or actual units and cost for the resource/role
assignments. m
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g ฺ
 wyresource/role
Add new resource and role assignments — Choose to add new
@ n t G assignment data.
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 View the Update Baselines dialog box.

1. On the Project menu, click Maintain Baselines.
2. Select a baseline, Base 1: Building Addition.
3. Click Update, and then in the Specify the activities to include section, click Update Options.
4. View the options. You will not update the baseline at this time.
5. Click Cancel, and then click Close to close the dialog boxes.
Overview: Viewing Baseline Bars
Use the Bars dialog box to create a baseline bar and define its properties. Display the baseline bar in the
Gantt chart.
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Select a check box in theg h column
Display
c e ns to display the bar in the Gantt chart.
a van ble li
i l CStyleftab
eBar ertoaspecify the shape, color, pattern and row position for the selected bar.
Usenthe s
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nUse the Bar Settings tab to specify how to display summary information and how to display
nonwork time on the selected bar.
Use the Bar Labels tab to create a label and specify its position on the selected bar.
Click to specify Gantt chart background line and legend options.

Practice: Viewing Baseline Bars
In this practice you will display baseline bars in the Gantt chart.
Viewing Baseline Bars

The Bars dialog box allows you to modify the type, size, color, row position, and shape of the bars
displayed in the Gantt chart.
 Timescale – Bar is drawn based on the timescale selected, for example, Actual Bar drawn from
Actual Start date to Actual Finish date.
 a
Filter – Bar is drawn for all activities that match the criteria listed in the filter displayed.
h a s
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y g G u
w
The Bar Style tab enables you to specify the shape, color, and pattern of bars and
@ e t
n endpoints.
h
agweightSand d
tu position of the bar.
 Shape – Shape of the selected bar’s endpoints and
a n the
c av e this
 Color – Color of the selected bar and itslฺendpoints.
a n ie o us
d se bar.
 Pattern – The fill pattern of (the selected t
 Row – Position of the a h en chart.
g in theicGantt
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 Display the Bars dialog box.

1. On the Layout Options bar, click Bars.
Displaying Baseline Bars

Display baseline bars in the Gantt chart to visually compare the baseline plan’s schedule dates to the current
project plan’s schedule dates.
In addition to bars displayed by default, you can create additional bars based on date fields and filters.
Select a value in the Row field to specify placement of a bar in the Gantt chart.
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 Display baseline bars.
1. In the Display column, select the Prj Baseline Bar check box.
2. Confirm that the Bar Style tab is selected.
3. In the Row field, confirm 2.
4. In the Display column, select the Prj Baseline Milestone check box.
5. In the Row field, confirm 2.
6. Click OK to close the Bars dialog box.

Customizing the Activity Table

To customize the layout even further, select display options for the Activity Table. These include the font of
the text and the height of the rows, which you can specify in the Table, Font and Row dialog box.
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vinathe Activity
a
Change row height
ie l C ferab
nthe Layout sOptions bar, click Show on Bottom, No Bottom Layout.
Da -tran
1. On
nothen Layout Options bar, click Table Font and Row.

2. On
3. In the Row Height section, clear the Keep Current Row Heights check box.
4. Confirm that the option Select height for all rows is selected.
5. Click arrows to increase row height to 30.
6. Click OK.
Saving the Layout

If you are pleased with the layout, save it with a new name.
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Save the layout.
n
a tran
1. OnD - Options bar, click Layout, Save As.
non
the Layout
2. Type a new Layout Name <Current vs. Baseline Bars>.
3. Click Save.
Bar Labels Tab

Labels can be placed on any of the bars listed in the dialog box. When adding a label, specify its position
relative to the bar.
Add dates to the bars to quickly determine the Start and Finish dates of activities in the Gantt chart.
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 Add labels to the Current Bar Labels bar.
1. On the Layout Options bar, click Bars.
2. Select a bar, Current Bar Labels.
3. Click the Bar Labels tab.
4. At the bottom of the tab, click Add. (Do not click Add on the right side of the dialog box.)
5. In the Position column, confirm Right.
6. Click in the Label column, and then select Finish in the list.
7. At the bottom of the dialog box, click Add.
8. In the Position column, confirm Right.

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9. Click in the Label column, and then select
a n ieVariance
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Click OK to close the Bars g h (dbox. se
10.
n a dialog
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11. On the LayoutC ava bar,
Options
a b le Layout, Save.
click
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Lesson Review
Key Concepts
 A baseline is a copy of a project that you can compare to the current project in order to evaluate
progress. Create a baseline plan before updating a schedule for the first time.
 Create a baseline either by copying the currently opened project or by converting another project
into a baseline.
 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. User-baselines can be designated by each user and are used for schedule
s a
comparison only. a
) h andฺ shape of the
c m
 The Bars dialog box allows you to modify the type, size, color, rowoposition,
de
g ฺ u i
baseline bars displayed in the Gantt chart.
@ wy ent G
a g h tud
Review Questions
a v an his S
lฺccomparede t
1. True or False: Only one baseline can i ebe s to a current schedule at any given time.
( d an e to u
2. Which of the following can
a g c e ns using a project baseline?
h be compared
a. Schedule data
a van ble li
n iel C data
b. Resource
s f era
an
Dc.a Cost-trdata
n of the above
d.noAll
3. True or False: A maximum of one project baseline and three user baselines can be created for any
single project.
Importing and Exporting Data

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n s 16 – Importing and Exporting Data
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Objectives

• Describe the process of importing and exporting data.
• Export a project.
• Import a project.
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346 Lesson 16 – Importing and Exporting Data
Import / Export Wizards

Other PM Applications
P6 Database Other P6 Professional Users
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Reasons to Import/Export Project Data

• Share project information with:

– Other P6 EPPM users.
– Users of other project management tools.
– Your organization’s human resource and accounting
departments.
• Archive projects or create backups.
– Single or multiple projects can be imported/exported at ones a
time. )h ฺ a
– The Export wizard enables you to choose theฺc
m
o and de
g format
u i
wyor ecomplete
data type (activities, resources, expenses,
@ n tG
projects) that you want to export.gh d
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Import/Export Formats
Primavera PM (XER)
• P6’s proprietary format.
• Independent of database type used (Oracle or MS SQL).
Primavera Contractor (XER)
• Share project information with Primavera Contractor.
• Independent of database type used (Oracle or MS SQL).
Primavera P6 (XML) s a
a
)h ฺ
• Share project information between P6 EPPM databases.m
g
• Compatible with Microsoft Project 2002 or later.ฺ co uide
Spreadsheet (XLS) @ wy ent G
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• Compatible with Excel and other
c a e th is S applications.
vanspreadsheet
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a n
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Copyright © 2013, Oracle. All rights reserved.
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Import/Export Formats (cont.)

Primavera Project Planner (P3)

• Share project information with Oracle Primavera Project
Planner version 3.x.
Microsoft Project (MPX, XML)
• Integrate with Microsoft Project and other third-party tools.
UN/CEFACT (XML)
• Export project information in the Integrated Master has
a
Schedule (IMS) schema to organizations that require m ) the ฺ
g ฺ c o
u i de
UN/CEFACT format. y
w ent G
h @
g Stud
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c a va this
n i elฺ use
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a g h ens
v a n e lic Copyright © 2013, Oracle. All rights reserved.
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Overview: Importing and Exporting Data
P6 Professional provides Import and Export wizards to guide you through the process of importing or
exporting project data to or from the P6 database. On the File menu, click Import or Export to launch the
corresponding wizard.
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Use the Import wizard to import project data into the P6 database.
Use the Export wizard to export project data from the P6 database.
Practice: Importing and Exporting Data

 Use the Export wizard to export a project.
 Use the Import wizard to import a project.
 View the imported project in the Project Table.
Export Wizard
The BLDG project has been optimized and baselined. Before progress is applied to the project, it is best to
s a
create a backup by exporting the project.
) h a
c o
Launch the Export wizard from the File menu. To export a project, it must be open.
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 Export a project using the Export Project wizard.

1. Open a project, BLDG-16 BLDG – Importing and Exporting Data.
2. On the File menu, click Export.
3. In the Export wizard, select an Export Format, Primavera P6 – (XML), and then click Next.
Project(s) to Export
In the Export wizard, choose the project(s) you want to export from a list of currently open projects.
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 Choose a project to export. ag
n l i c en
a vtoaexport,
b leBLDG-16, and click Next.
C
1. Confirm the project
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File Name
Specify the name of the file and the location where the file will be saved. When exporting in XML format,
you can choose whether or not to include project level layouts with the export. Without layouts, the project
will be exported in XML format. With the layouts, a ZIP file will be created.
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 Specify a ifile
C era
el name.
a n n s f
D -trExport
1. Selectnthe
a all project level layouts check box.
no
2. In the File Name field, click and browse to the Training Docs folder on your local drive.
3. In the Save File dialog box, type the file name, <BLDG-16>.
4. Confirm the export format, Zip File (*.zip).
5. Click Save.
6. Click Finish.
7. Click Close after the export has completed.

Import Wizard
The Import wizard guides you through the steps for importing projects. The project you want to import data
into must be open. If you are creating a new project, no project needs to be open.
Import Format
You must import the project using the same format used to export.
Since you are creating a new project, you will close all projects before importing.
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 Import the project file that you exported earlier in the lesson.
1. On the File menu, click Close All.
2. At the confirmation prompt, click Yes.
3. On the File menu, click Import.
4. In the Import wizard, select an Import Format, Primavera P6 - (XML).
5. Click Next.
File Name
Browse to the location of the file you want to import.
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 Select a file name.
n a g icen
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1. Confirm the
ie rab \\Training Docs\BLDG-16.zip.
l Cfile tofeimport,
2. D an tthat
Confirm r a nthes Import all project level layouts check box is selected.
-
3. non
Click Next.
Import Project Options

Select the options you want to use for importing the project.
 Project ID – Lists the project(s) in the XML file.

 Import Action – To prevent data from being overwritten, select one of the following options:
 Create New Project — Creates a new project from the project being imported.
 Update Existing Project — The existing project in the database will be updated by the project
being imported. This option is available only when the project is open.
 Import To – Specify the target project or where in the EPS to create a new project.
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 Select an EPS node to which to import the project.

1. Confirm the Import Action, Create New Project.
2. Double-click in the Import To field, and then click .
3. Select an EPS node, BLDG-E Building East.
4. Click to assign the node, and then click Next.

Updating Project Options

When importing a project, some data may conflict with existing global or project data. In the wizard, you
can create and save update templates that specify the action to take when the same data exists in the import
file and the project being updated.
Multiple templates can be created and saved. However, you can select only one template when importing a
file.
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 Update project options.
1. In the Layout Name field, confirm Default Import Template.
2. Click Edit.
Modifying Import Configuration

The import templates determine how to update project data. The Basic tab in the Import Options dialog box
lists global, and project data types. Select an action for each data type.
 Action – Specify how to update the selected data.
 Keep Existing – Maintains the record in the database and does not overwrite any of its
information by the record being imported. If the record does not exist, it will be added.
 Update Existing – Overwrites the existing information in the database with the record being
imported. If the record does not exist, it is added.
 Insert New –Imports a new record, regardless if a match is found, and appends a number to
generate a unique name. s a
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 Do Not Import – No records are imported. m
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Delete – Select to indicate that the import file is the "master copy."
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Use the Advanced tab to view data in the incoming XML file and align it as necessary with your own data,
before importing it into your database. This tab is disabled if you are importing multiple projects.
On each global data tab, specify how to update the selected data (Keep Existing, Do Not Import, Insert New,
Update Existing) in the Basic Action section. Use the Advanced Actions section to provide more details for
importing each global data type.
 Codes – Select a code type in the Select subject area list to define activity, project, or resource
codes. For each code, you can move it to project-level. For codes and code values, you can remove
them from the import, rename, or map them to values existing in the database.
 UDFs – Select the UDF type in the Select sub ject area list For each UDF, you can move it to
project-level, remove it from the import, and rename or map to values existing in the database.
 Calendars – Choose to move to project-level, keep, or remove a calendar from the import file.
You can also rename the calendar.
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Resources – Specify the location in the resource hierarchy to import resources. You can also map a
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 Review import configuration options.

1. View the default actions on the Global sub-tab and the Project sub-tab.
2. Click the Advanced tab and each sub-tab to view the options available.
3. Click Cancel to accept defaults, and then click Next.

Completing the Import

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Viewing the Import Log File

P6 Professional generates a log file detailing the actions taken during the import process.
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anto view the log file.
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1. Click
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3. Click Close to close the Import wizard.

Viewing the New Project

The exported file was BLDG-16. When importing the file back into the database, P6 Professional cannot
rename it BLDG-16 because BLDG-16 already exists. Therefore, the program looks for the next available
number, which in this case is BLDG-22.
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 Daimportedt r n in the Projects Table.
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On the Enterprise menu, click Projects.
2. View the project that was imported, BLDG-22 BLDG – Importing and Exporting Data.
Lesson Review
Key Concepts
 Import and export project data to and from the P6 database.
 Use the import and export wizards to select the project information to import and export.
 You can select the type of information to import or export: activities, resource data, expenses, or
full projects.
Review Questions
1. True or False: You can export multiple projects in an XER file.
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True ior l False: f e P6 Professional imports updated data, it always overwrites the existing
When
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Methods of Applying Progress

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Lesson 17 – Methods of Applying Progress 365
Objectives

• Describe methods for applying progress to a project.
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366 Lesson 17 – Methods of Applying Progress
Updating a Project
• After a project has started, actual project data should be

updated regularly.
• 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. Multiple s a
updating methods can be used within a single project.) h a
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Updating a Project
Consider these factors when deciding on a method:

• Data precision: The degree to which project data is exact
(based on manual data entry) or estimated (based on
automated calculations).
– Is project data entered manually?
– Is project data automatically calculated and applied?
• Internal or external: The extent to which individuals other s a
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than the project manager are empowered to update) project
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Spectrum
SpectrumofofUpdating
UpdatingMethods
Methods
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Update Progress
• Updates activity dates, expenses, and

resource utilization according to project plan
• Internal update
• Data precision: Estimated
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Auto Compute Actuals

• Updates activity dates, expenses, and

resource utilization according to project plan
– however, enables you to select which
elements are computed automatically
• Internal update
• Data precision: Estimated
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Auto Compute Actuals

• Values are computed based on element you select for auto

compute:
– If activity is selected, resources and expenses also
automatically updated.
– If just resource or expense is selected, only those elements
are automatically updated.
• Doesn’t affect successor activities outside of status perioda
until project is scheduled.
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Recalculate Units, Cost

When Duration % Complete Changes
• Project-level setting computes units based on

Duration % Complete
• Internal update
• Data precision: Units and costs estimated based
on exact Duration % Complete
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Recalculate Units, Cost

When Duration % Complete Changes
• Based on Budgeted Units/Time, application

calculates Actual Units and subtracts from
Budgeted Units
• Example: 10-day activity with 80 Budgeted Units
(8 h/d)
– 2 days progress (Duration % Complete = 20%)
– Actual Units automatically recalculated to 16h
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– Remaining Units automatically recalculated to 64h
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Manually Update
Activities, Expenses, and Resources
• Manually enter values for each element.

• Internal update
• Data precision: Exact
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Timesheets
• Resources record hours worked.

• Manager approves / rejects timesheets and then
applies actuals
• External update
• Data precision: Exact
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Timesheets
• Resources record hours worked against

activities.
• Primary resource also can mark activities
started or finished and update Remaining
Duration.
• After approving / rejecting timesheets, manager
applies actuals.
– Only statused activities are recalculated. ha sa
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– Does not affect activities not in the status period.ฺcom ideฺ
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– Activities within the status period that are not yg t Gu
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Delegating Status Updates

Project updates can be delegated to external

resources, such as subcontractors. Methods include:
• Reflection project
– Reflection project is updated by subcontractor,
resource, or individual designated as Activity
Owner.
– Can status activities, update resource
assignments
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– Project manager has ability to view and then a
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– Available in P6 Professional only.gh d
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• Import updated project a
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– Copy of project updated individual
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Questions
• Which update method(s) do you use?

• What are advantages and disadvantages?
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Executing the Project Plan

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380 Lesson 18 – Executing the Project Plan
Objectives

• Use Progress Spotlight.
• Update the status of completed activities and activities in
progress.
• Reschedule the project.
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Lesson 18 – Executing the Project Plan 381
Updating a Project
Once a project has started, actual activity information should be

updated at regular intervals.
• Schedule dates and durations
• Resource usage
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• Expenses
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Data Date
The data date is the date up to which actual performance data

is reported and the date from which future work is scheduled.
The data date always starts at the beginning of the day.
History Data Date Remaining Work
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The Updating Process

Standard project update procedures should be established,

including how data is collected and how often it is updated.
• Create a baseline plan (optional).
• Identify the new data date.
• Enter activity progress.
• Report resource use and costs to date.
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• Use Suspend and Resume dates as necessary. a
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• Reschedule using the new data date. co m de
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Notes
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Overview: Executing the Project Plan
Updating the project plan is done in the Activities window. An updating period is displayed in the Gantt
chart and in the Activity Table, and activity progress information is entered in the appropriate tabs in
Activity Details.
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non Use Progress Spotlight to define a status updating period and identify activities on which
progress has occurred.
Use the Activity Table to select activities to update.
Use the Status tab in Activity Details to enter actual schedule dates and duration information for
completed activities and activities in progress.
Use the Resources tab in Activity Details to enter actual resource usage information.
Use the Expenses tab in Activity Details to enter actual non-resource costs for activities being
updated.
Practice: Executing the Project Plan

 Use Progress Spotlight to define a status updating period.

 Enter Actual Start and Actual Finish dates for completed activities.
 Adjust Remaining Duration for an activity in progress.
 Suspend and resume an activity in progress.
 Adjust Actual Regular Units and Remaining Units for an activity resource.
 Adjust Actual Cost and Remaining Cost for an activity expense.
 Reschedule the project after updating activities.
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e the updating period
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Define the status updating period before you begin to update activities.
t u d
a naTheilength
begins at the current data date and ends at a point in the future.
v s S of the updating period depends
a
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on the frequency of your updates. You could, for example, h
e tan updating period that extends one week
i e s
an eperiod
from the current data date. The end of the updating
( d to will become the new data date — the date up to
g
which actual performance is measured.
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Note that even as you establish
C b l status updating period, you must still manually change the new data
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Progress Spotlight
Progress Spotlight establishes a status updating period of one week from the current data date, based on the
minor date interval of the Gantt chart timescale. Click and drag the right edge of the Spotlight to increase or
decrease the status updating period.
It also provides a highlighted list of activities that should show progress during the updating period.
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 Activate the Progress Spotlight.
1. Open a project, BLDG-18 – BLDG - Executing the Project Plan.
2. Confirm that you are in the Activities window. (Or on the Project menu, click Activities.)
4. Select a layout, Status the Project, and then click Open.
5. On the View menu, click Progress Spotlight.

Establishing the Status Period

Drag the line in the Gantt chart to the desired date to highlight the activities you want to update. Note the
date tag on the cursor, which changes as you drag the line. The end of the status period should coincide with
the new data date you will use when rescheduling the project.
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 nonSpotlight to establish status period.
Use Progress
1. Use your mouse cursor to click and drag the Progress Spotlight to 5-Feb-18.
Entering Actuals
Enter schedule, resource, and cost data in the following order:
 Completed activities:
 Actual Start and Actual Finish dates
 Actual Regular Units/Costs
 Actual Cost for expenses
 Activities in progress:
 Actual Start date
 s a
Percent Complete and/or Remaining Duration
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 Actual Regular Units/Costs and Remaining Units/Costs
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If activity work is temporarily halted, use Suspend/Resume dates.
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Updating Milestones
To update a start milestone, select the Started check box and enter the Actual Start date. You do not need to
enter data in the Finish field because the activity type is a Start Milestone, which has zero duration.
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 UpdateDaa t r an activity.
Start Milestone
-
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In the Activity Table, select an activity, BA1000 – Building Addition Kickoff.
2. In Activity Details, click the Status tab.
3. Select the Started check box.
4. Confirm the Actual Start date, 08-Jan-18.

Updating Activities to Completion

Three steps must be performed to update an activity to completion:
 Enter Actual Start and Actual Finish dates.

 Enter Actual Regular Units for resources.

 Enter Actual Cost for expenses.
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 Update an activity that started and finished on time.
1. In the Activity Table, select an activity, BA1010 – Design Building Addition.
2. On the Status tab, select the Started check box.
4. Select the Finished check box.
5. Confirm the Actual Finish date, 23-Jan-18.
Note that when you selected the Finished check box, the bar for the activity in the Gantt chart
turned blue, indicating that the activity was completed and has actual values.
Next, you will check the Actual Regular Units for the activity. Note that in this example, data in the Actual
Regular Units field is automatically completed because Recalculate Actual Units and Cost when duration %
complete changes is selected on the Calculations tab in Project Details.
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Confirm Actual s feUnits for an activity resource.
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non Table, confirm that activity BA1010 – Design Building Addition is selected.
1. In the Activity
2. In Activity Details, click the Resources tab.
3. In the Actual Regular Units column for the resource, Koenig Designers , confirm the number of
hours worked, 96h.
You will now update the status of activity BA1020 – Review and Approve Designs , which was completed
during this status updating period. The activity started on time but finished one day late. Resource Paul Kim
worked an additional 8 hours on the activity.
When selecting a new date for the Started or Finished field on the Status tab, select the check box first and
then select the date.
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 Update the status of an activity.
1. In the Activity Table, select an activity, BA1020 – Review and Approve Designs.
6. In the Finished field, click .
7. Select the Actual Finish date, 19-Jan-18, and then click Select.
You have updated the Actual Finish date. Now you must update the actual hours that the resource worked.
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Update Actual Regular Units for
a
i
1. In Activity l C click
eDetails, f erathe Resources tab.
n an s
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2. In the Actual Units column for Paul Kim, type <80>.
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3. Press Enter on your keyboard.
Updating a Mid-Project Milestone

A Start Milestone is updated the same way whether it occurs at the beginning of a project or in mid-project.
Select the Started check box and then confirm/enter the Actual Start date.
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Update a mid-project Milestone.
onActivity Table, select an activity, BA2000 – Begin Building Construction.

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Updating Activities in Progress

You must complete the following four steps to update an activity in progress:
 Enter Actual Start date. (The Started check box must be selected before a new date is selected.)
 Enter Percent Complete and/or Remaining Duration.

 Enter Actual Regular Units and Remaining Units for resources.
 Enter Actual Cost and Remaining Cost for expenses.
In the following example, activity BA2010 was started during the status period but is now falling behind
schedule. You will indicate this by increasing the Remaining Duration.
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 Update an activity in progress.

1. In the Activity Table, select an activity, BA2010 – Site Preparation.
2. In the Status tab in Activity Details, select the Started check box.
4. In the Remaining field in the Duration section, type <7>.

Actual Regular Units is the number of units that a resource actually worked on the activity. Remaining Units
is the amount of work (units) required to complete the activity.
The formula for calculating Remaining Units is:

Remaining Units = Remaining Duration x Remaining Units/Time.
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 Review Actual Regular Units and Remaining Units for activity resources.
1. In Activity Details, click the Resources tab.
2. In the Actual Regular Units column, confirm that Ed Wood and the Excavator have each worked
64 hours so far.
3. In the Remaining Units column, confirm that Ed Wood and the Excavator each have 56 hours of
work remaining.
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.

 Use the Status tab to enter Suspend and Resume dates.

 Suspend date – The last day that work was conducted on the activity.
 Resume date – The first day that work will continue on the activity.
 The actual duration excludes suspension time.
 Use the Notebook tab to document the reason for the suspension.
In the following exercise, the Excavation activity was suspended due to a snowstorm. Also, storm damage a
necessitated several days of additional work. h a s
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 Enter Suspend and Resume dates for an activity.

1. In the Activity Table, select an activity, BA2020 – Excavation.
2. In Activity Details, click the Status tab, and then select the Started check box.

4. In the Remaining field in the Duration section, type <11>, and then press Enter on your keyboard.
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5. Click the Resources tab.
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6. In the Actual Regular Units fields for both resources, Excavatoryg
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7. Click the Status tab.
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8. In the Suspend field, click
( d a selecte29-Jan-18,
and to and then click Select.
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In the Resume field,nclick c e ns 02-Feb-18, and then click Select.
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10. Click the Notebook tab.
11. In the Notebook Topic section, click Add.
12. Select a topic, Delay Impacts, and then click .
13. Click .
14. In the Delay Impacts details section, click Modify.
15. Click in the editor window and type a topic description, <Excavation suspended on 29-Jan-18
due to snowstorm. Activity resumed on 02-Feb-18. Cleanup and storm damage will require
an extra 3 days of work.>.
16. Click OK.
Updating Completed Activities

You will update one more activity that has been completed during the status updating period.
The Assemble and Submit Flooring Samples activity has finished one day early. Resource Oliver Rock s a
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worked eight hours less than planned on the activity. You will update Actual Units to 56 hours.
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 Update the Actual Finish date and the Actual Units of a completed activity.
1. In the Activity Table, select an activity, BA6040 – Assemble and Submit Flooring Samples.

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Select thel Actual
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aDetails,
7.
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8.
n
In the Actual Regular Units column for Oliver Rock, type <56>.
10. On the View menu, click Progress Spotlight to deactivate the feature.
Rescheduling the Project

Now that actuals have been entered for the activities in the status updating period, reschedule the project
based on the new data date. Any activities that did not finish on time will delay their successor activities.
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2. In the Current Data Date field, .
C era
el 05-Feb-18,
i
3. Select andate,
a n s f and then click Select.
D -tra
? Why
nondid you select this date as the new data date?
4. Click Schedule.
Viewing the Rescheduled Project

After rescheduling, check to see if the project will still be completed by its Must Finish By date.
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Compare a project’s
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1. D -
Click the an tab at the top of the screen.
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In the Project Table, select the open project, BLDG-18.
3. In Project Details, click the Dates tab.
4. Compare the project’s calculated Finish date with its Must Finish By date.
? Is the project still on schedule?

Lesson Review
Key Concepts
 When updating a project, actuals are recorded relative to the data date. The data date is the date up
to which actual performance data is reported and from which future work is scheduled.
 To update the status of completed activities, update Actual Start and Actual Finish dates, Actual
Regular Units/Costs, and Actual Costs for expenses.
 To update the status of activities in progress, update Actual Start date, Percent Complete and/or
Remaining Duration, Actual Regular Units/Costs and Remaining Units/Costs, and Actual and
Remaining Costs for expenses.
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After actuals are entered, reschedule the project based on the new data date. Activities that did not
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finish on time will affect successor activities.
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Review Questions
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nupdating tu in progress.
1. Arrange the following in the recommended ordervfor
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a. Actual Regular Units and Remaining
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b. Actual Start date
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e expenses
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d. Actual/Remaining
el sfer a
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Step 1: _____
D
on-
Step 2: _____
n
Step 3: _____
Step 4: _____
2. True or False: The data date is scheduled at 5 pm, the end of the work day.
Reflection Projects
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406 Lesson 19 – Reflection Projects
Objectives

• Create a reflection project.
• Merge changes from reflection project into source project.
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Reflection Projects
A copy of a project used for updating or to conduct what-if

analysis.
• Team members or other P6 Professional users can update
status of activities in which they are designated Activity
Owner.
• Review and decide which changes to merge into the
source project. s a
• What-If status. )h ฺ a
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• Baselines in the source project are copied to
y g ฺthe u i
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av
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Overview: Creating and Updating a Reflection Project
The Preview Changes dialog box is displayed before you merge the reflection into the source project. It
enables you to view changes made in the reflection project. You can group values either by subject area or
activity. For each grouping, values before merging and values after merging are displayed.
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Display the list of changes in groups based on subject area or display the list of changes in groups
for each activity.
Field column lists the data item that was updated in the reflection project.
Value before merging column lists the original value.
Value after merging column lists the new value based on the update.
Select the check boxes to create a baseline to the source project or to create a backup of the
source project before merging the changes.
Choose how you would like P6 Professional to handle the reflection after merging the
information into the source project.
Practice: Creating and Updating a Reflection Project

 Create a reflection project.
 Update the reflection project.
 Merge changes into source project.
 Assign Activity Owner to activities in reflection project.
Creating a Reflection Project

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A reflection project is created in the Projects window. To create a reflection project, select a project, right-
m
click in the Project Table, and then click Create Reflection. If the source project has a baseline, the Copy
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Baselines dialog box will display, asking you to specify which baselines to copy when creating the
@
reflection project.
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The reflection project has the following characteristics:
 Same name as the original source i e

n twith
( d aproject,
e o reflection appended to it.
 What-If status. a g h ens
v a n e lic
 Contains an C a ralinkblto the source project that allows the application to merge changes to the
internal
n iel into the
s fesource project.
a
reflection
D -tra n
non baseline data.
 Contains
In the following exercises, a subcontractor needs to report progress on a project. You will create a reflection
project to send to the subcontractor, who will then update the reflection project. You will merge updates into
the source project.
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 Create a a
Dreflectiont r n
aproject.
n -
noEnterprise
1. On the menu, click Projects.
3. Select a layout, Projects, and then click Open.
4. Select a project, BLDG-19 BLDG – Reflection Projects.
5. Right-click in the Project Table and then select Create Reflection.
6. In the Copy Baselines dialog box, click OK.

Add a column, Source Project, in the Projects window to view the reflection project’s source project.
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Add the Source Project l e l Projects window.
to
a
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1. On n ie l
the Layout s f bar, click Columns, Customize.
Options
a
D -tra n
nonAvailable Options section, click + to expand the General grouping band.
2. In the
3. Select a data item, Source Project.
4. Click to move it to the Selected Options section.
5. Click OK.
Making Changes to the Reflection Project

Use the reflection project to test different project scenarios and then merge selected changes back into the
source project. Or, designate other individuals to update the project and then review their work before
merging the changes into the source project:
 Import/Export — Export a reflection project as an .XER file and then send it to third parties —
subcontractors, for example — who import the file into their database. After making changes to the
project, third party users can export the file and send the resulting .XER file back to you. By
importing the .XML file back into your reflection, you can decide which changes to keep when you
merge the reflection back to the source.
 a
Activity Owner — An Activity Owner can update the status and other details of activities in which
h a s
they are designated as owners. By offering an Activity Owner OBS access to a reflection project —
)
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rather than its associated active source project — you can collect the data you require and, through
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a review process, safeguard data integrity for the active project.
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 View reflection project in Activities window.

1. On the File menu, click Open.
2. Select the reflection project, BLDG-1 - Reflection Projects Reflection, and then click Open.
3. Confirm you are in the Activities window. (Or, on the Project menu, click Activities.)
5. Select a layout, Status the Project, and then click Open.

After opening the reflection project, you can make changes to it, including changing activity status and
resource assignments. In the example below, a subcontractor is updating activities in the reflection project
that you will later merge into the source project.
In the reflection project, update status for two activities and one expense.
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 Update activity status.

1. In the Activity Table, select an activity, BA5000 – Assemble Brick Samples.
4. Confirm the Actual Start date, 05-Feb-18.
6. Confirm the Actual Finish date, 07-Feb-18.

Next, update the Assemble Technic al Data for Heat Pump activity, which was also started and finished
during the status period.
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Update a completed
1. In D
a traTable,n select an activity, BA1030 – Assemble Technical Data for Heat Pump.
-
the Activity
2.
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On the Status tab in Activity Details, select the Started check box.
3. Confirm the Actual Start date, 08-Feb-18.
5. Confirm the Actual Finish date, 12-Feb-18.

While the Actual Start and Actual Finish dates need no modification, the Assemble Technical Data for Heat
Pump activity has an expense that has run over its budgeted amount. You will update the appropriate entries
in the Expenses tab to reflect the additional spending.
On the Expenses tab, the value in the At Completion Cost field is calculated by adding the Actual Cost
($600) + the Remaining Cost ($0). After updating the relevant fields, compare the At Completion Cost to
the Budgeted Cost to determine how much the expense is over-budget.
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6. Click the Expenses tab.
7. Confirm that an expense, Heat Pump Application, is selected.
8. In the Actual Cost column, type <600>, and then press Enter on your keyboard.
9. In the Remaining Cost column, confirm $0.00.
? How far over budget is the Heat Pump Application expense?

Merging Reflection into Source Project

When the changes are complete, close the project and return to the Projects window, where you can merge
the reflection project into the source project.
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 MergeD a trdata
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On the File menu, click Close All to close the project.
2. Confirm you are in the Projects window. (Or, on the Enterprise menu, click Projects).
3. In the Projects Table, select the reflection project, BLDG-1 – Reflection Projects Reflection.
4. Right-click, and then select Merge Reflection into Source Project.

Previewing Changes
The Preview Changes dialog box enables you to view changes made in the reflection project prior to
merging them into the source project. For each grouping, values before merging and values after merging
are displayed. You can group the page by:
 Subject Area — Show all changes made to the project by subject. In the sample below, subject
areas for Activities and Activity Resource Assignments are listed.
 Activity — Show all changes made to an activity under an activity band. When grouped by
activity, a Merge column is displayed for each band. Select the Merge check box to merge all
changes for the activity; clear the check box to not merge changes for the activity. Or, you can
mark:
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 Select All — Select all Merge check boxes. ) h a
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 Clear All — Clear all Merge check boxes. ฺ
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 View grouping options in Preview Changes dialog box.

1. In the Group Changes by field, select Subject Area and view project changes before and after
merging the reflection project into the source project.
2. In the Group Changes by field, select Activity and view the project changes in a different display.
You also have options that can be applied to the source project prior to merging, and to the reflection project
after merging.
Prior to merging:
 Create a copy of source project as a baseline — Select this check box to create a baseline from
the source project that you can use to roll back the changes you made after merging the projects.
 Create a backup file (.xer) of source project — Select this check box to create a .XER file that
you can use to rollback the changes you made after merging via an XER import.
After merging:
 a
Keep reflection — Keep the reflection project in the database after merging it with source project.
s
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 m
Delete reflection — Delete the reflection after merging it with the source project.
g ฺ co uide
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Replace reflection — Replace the reflection with an updated reflection
@ t Gon the current data
in the source project after the merge.
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 Select merging options.

1. Select the Create a copy of source project BLDG – Reflection Projects as baseline check box.
2. Select Delete “BLDG – Reflection Projects Reflection”.

Merging Reflection into Source Project

After reviewing changes, confirm that the Merge check boxes are selected and then click Merge Changes .
Note that merging will not remove items from the source project that have been deleted from the reflection.
If major elements of a project have been deleted from the reflection, you will have to manually delete them
from the source project if you do not want to keep the elements in the source project.
Elements that are not deleted during a merge include activities, resource assignments, WBS elements, work
products and documents, expenses, issues, and risks.
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 Merge reflection into source project.

1. Click Merge Changes.
2. Click OK when prompted.

Viewing Updated Source Project

After merging, open the source project and confirm changes. Activities updated in the reflection are updated
in the source project.
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 Reschedule r an project.
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Open a project, BLDG-19 – BLDG - Reflection Projects.
2. Confirm you are in the Activities window. (Or, on the Project menu, click Activities.)
3. Confirm the opened layout, Status the Project.
4. View activities that were updated in the reflection project:
a. Select activity BA5000 – Assemble Brick Samples, and then view the updates:
 Started and Finished check boxes on the Status tab in Activity Details.
b. Select activity BA1030 – Assemble Technical Data for Heat Pump, and then view the updates:
 Started and Finished check boxes on the Status tab.
 Actual Cost, Remaining Cost, and At Completion Cost on the Expenses tab.
Lesson Review
Key Concepts
 A reflection is a copy of a project that enhances your ability to conduct what-if analysis and have
team members or other users update status of activities.
 Use the reflection project to test different project scenarios and then merge selected changes back
into the source project. Or, you can designate other individuals to update the project and then
review their work before merging the changes into the source project.
 The Preview Changes dialog box enables you to view changes made in the reflection project prior
to merging them into the source project. For each grouping, values before merging and values after
s a
merging are displayed.
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Review Questions
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h project.
n a g
1. True or False: Baselines cannot be copied into the reflection
S tud
a the
l ฺ c
2. Which of the following is not an option after a vmerging
e thisreflection project into the source project?
a. Export reflection a n ie o us
b. Keep reflection gh
(d se t
n a l i c en
va ble
c. Delete reflection
a
iel Creflection
d. Replace
n s f era
ran Merging will not remove items from the source project that have been deleted in
Da -tFalse:
3. Truenor
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Objectives

• 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 afteras a
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424 Lesson 20 – Analyzing the Updated Project
Steps for Analyzing the Updated Project

1. Perform a baseline analysis.

– Compare current plan to baseline plan to analyze variances.
– Compare calculated Finish and Must Finish By dates.
2. Make changes to restore important schedule milestones.
– Focus on critical activities.
3. Perform a resource usage analysis.
– Identify availability or allocation issues. s a
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– Adjust resource assignments to resolve issues.
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4. Perform cost analysis.
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– Compare Total Cost to the Original Budget. d e n
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Questions to Determine How to Adjust a Schedule

• Can the Finish date of the project slip?

• Can the scope of the activity/project decrease?
• Were the planned hours over- or under-estimated?
• Can any relationships between activities be changed?
• Can additional resources be assigned?
• Can resources work overtime?
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Shortening the Project

• Focus on critical activities.

• Refine duration estimates.
– Break down long activities.
– Assign additional resources to reduce duration.
• Use relationships to overlap activities.
• Apply/modify constraints.
s a
• Change calendar assignments.
) h a
– Put critical activities on a longer workweek.
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– Add exceptions to non-work time.
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Overview: Analyzing the Updated Project
Analyzing the project plan for schedule dates, resource usage, and costs is part of the status updating
process and should be done every time the project is updated. Once the updated project has been analyzed,
take the necessary steps to ensure that it finishes before its Must Finish By date, that no resources are
overallocated, and that its costs remain within budget.
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Compare current project bars and initial project baseline bars in the Gantt chart for a visual
indication of whether the project is on schedule.
Use the Status, Resources, and Relationships tabs in Activity Details to make changes to the
project schedule and ensure that it meets important project dates.
On the Tools menu, click Schedule to reschedule the project after making changes.
On the Layout Options bar, click Show on Bottom, Resource Usage Profile to check allocation of
project resources.
Use Activity Table columns displaying different cost categories to analyze project costs.
Practice: Analyzing the Updated Project

 Analyze the schedule and make changes to enable the project to meet its Must Finish By date.
 Analyze resource usage and cost in the updated project.

The Building Addition project has been updated through 05-Feb-18 and rescheduled. A quick comparison of
the calculated Finish and Must Finish By dates at the time of rescheduling disclosed that the project is
behind schedule. In this practice, you will take a closer look at the project and devise corrective actions to
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 Open a project and layout.

1. Open a project, BLDG-20 BLDG – Analyzing the Updated Project.
2. In the Activities window, open a layout, Status the Project.
3. Click the Start column to sort by Start date.
? How far behind schedule is the project?

In the Gantt chart, compare the current project bars to the initial plan baseline bars to see which activity was
first delayed and the impact of that delay on successor activities. Filter the Gantt chart to focus on critical
activities.
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 Filtera n n s
D for critical
- t r a activities and compare current and baseline activity bars.
1. Onnothen Layout Options bar, click Show on Bottom, No Bottom Layout.

2. On the Layout Options bar, click Filters.
3. Select the Critical check box, and then click OK.
4. In the Gantt chart, review the critical activities.
Note that by comparison to their baseline bars, all of the project’s critical activities are now behind
schedule.
? Which project activity was first delayed?

Shortening the Schedule

The project is six days behind schedule due to a snowstorm and extra repair work that caused activity
BA2020 to be suspended.
You will now work on putting the project back on track by increasing resources on critical activity BA2050
to shorten that activity’s duration.
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 Increase resources on an activity and reschedule the project.
1. In the Activity Table, select an activity, BA2050 – Form/Pour Concrete Footings.
2. On the Layout Options bar, click Show on Bottom, Activity Details.
3. Click the Resources tab and view Budgeted Units for each resource.
Note that Budgeted Units are 40 hours for Go Concrete and 80 hours for each of the other
resources.
4. Click the Status tab.
5. In the Remaining (duration) field, type <5> and press Enter on your keyboard.
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Note that Budgeted Units for each resource have
v a n ireduced
been
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activity’s Remaining Duration. You will
l ฺ c a ethethRemaining Units/Time for each resource in
double
a n ie Budgeted
order to restore each resource’s original
t o us Units.
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7. Type new values inton a g i c
the Remaining
l en Units/Time column as specified in the table below:
a va ble
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n o n Go Concrete 8 h/d
Ironworker 16 h/d
Operating Engineer 16 h/d
Rough Carpenter 16 h/d
8. On the Tools menu, click Schedule.
9. Leave the Current Data Date unchanged and click Schedule.
? Is the project still behind schedule?

You still need to reduce project duration by 1 day to meet the Must Finish By date. You will do that by
reducing the lag on a relationship between two activities.
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Adjust lag on a relationship
r a b reschedule the project.
l
nie aTable,
theaActivity
1. In D n sfeselect an activity, BA4180 – Connect Equipment.
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In Activity Details, click the Relationships tab.
3. In the Successors pane, in the Lag field for activity BA4100, type <2>, and then press Enter on
your keyboard.
4. On the Tools menu, click Schedule.
5. In the Schedule dialog box, leave the Current Data Date unchanged and click Schedule.
? Is the project still behind schedule?

Analyzing Resources
Now that the project is back on track to meet its Must Finish By date, use the Resource Usage Profile to
ensure that schedule changes have not caused any resource allocation conflicts.
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 UseD a Resource
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On the Layout Options bar, click Filters.
2. Select the All Activities check box, and then click OK.
3. On the Layout Options bar, click Show on Bottom, Resource Usage Profile.
4. On the Resource Usage Profile’s left Display Options bar, click Filter By , Current Project’s
Resources.
5. On the right Display Options bar, click Show All Projects to remove the check mark and show
Open Projects Only.
6. In the Resource Usage Profile, check each resource for overallocation.
? Are any of the current project’s resources overallocated?
? Which activities are causing the overallocation?

Resolving Overallocation
The Resource Usage Profile indicates that Oliver Rock is overallocated during the week of February 18. To
resolve the overallocation, you will replace Oliver Rock with Paul Kim on activity BA6070.
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
D -tran an activity.
Replace aaresource on
on Table, select an activity, BA6070.
1. In thenActivity
2. On the Layout Options bar, click Show on Bottom, Activity Details.
3. On the Resources tab, click Add Resource.
4. In the Assign Resources dialog box, select a resource, Oliver Rock, and click .
5. In the Replace selected resource(s) with dialog box, select a resource, Paul Kim.
6. Click to assign Paul Kim, and then click to close the Assign Resources dialog box.
7. On the File menu, click Refresh Data (or press F5 on your keyboard).
8. On the Layout Options bar, click Show on Bottom, Resource Usage Profile.
? Are any project resources still overallocated?

Analyzing Costs
Finally, check costs to ensure that changes to the project plan have not caused the project to exceed its
original budget of $275,000.
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 View an in columns in the Activity Table.
Daproject-trcosts
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On the Layout Options bar, click Layout, Open.
2. Select a layout, Analyzing the Budget, and click Open.
3. Scroll to the top of the layout and check the Budgeted Total Cost for the entire project.
? Is the project still within its original budget?

Lesson Review
Key Concepts
 Analyzing schedule dates, resources, and costs is part of the project status updating process and
should be done every time the project is updated. Effective project management requires continual
updating, analyzing, and making corrective changes to the project plan.
 If a project’s calculated Finish date is later than its Must Finish By date (dates can be compared on
the Dates tab in Project Details), the project can be shortened by refining duration estimates,
changing relationships, adding resources, adjusting constraints, or changing calendars. Focus on
critical activities.
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
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Use the Resource Usage Profile to ensure that project resources are not over allocated.
m
co uwithin
 View costs in Activity Table columns to ensure that the project can be completed de budget.
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Review Questions
a g h tud
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i s S
1. True or False: Some projects may not require
l ฺ c aan t
analysis
e a status update.
a n ie oshould
t us you focus?
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2. When analyzing the project, on which activities
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a. Activities with long durations.
l i c en
a a le
vconstraints.
rabof the project.
b. Activities with
ie l Cnear the
f e
D an trans
c. Activities end
n - on the critical path.

d. Activities
o
n
3. Which of the following is a valid way to shorten a project?
a. Refining duration estimates.
b. Using relationships to overlap activities.
c. Adding a Must Finish By constraint.
d. a and b
e. a and b and c
4. True or False: Unless new activities are added, changes to a project plan should not cause
resource overallocation.
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Reporting Performance
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438 Lesson 21 – Reporting Performance
Objectives

• Describe reporting methods.
• Run a schedule report.
• Create a resource report with the Report wizard.
• Create a time distributed report.
• Create a report using the current layout.
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Lesson 21 – Reporting Performance 439
Methods for Reporting Performance

• Reports from layouts

• Reports from Report wizard
• Reports from Report editor
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Notes
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Overview: Using the Report Wizard
Most of the procedures relating to reports are performed in the Reports window. This is where you create,
edit, run, and store reports. On the Tools menu, click Reports to access the Reports window.
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n Reports window displays the reports available for an open project or for all projects.
noThe
Use Report Details to name reports, assign them to report groups, and specify their scope
(whether they are global or project-specific).
Click to launch the Report wizard. You can also select Report Wizard on the Tools menu.
The Report wizard provides tools for creating new reports from scratch or by using an existing
layout as a template. It also enables you to modify existing reports.
Click the Display Options bar to sort and filter reports and to define fonts/colors in the Reports
list.
Right-click and select Modify to run the Report editor.
Use the Reports toolbar options to organize, edit, and run reports.
Practice: Using the Report Wizard

 Run an existing report.

 Create a report using the Report wizard.
 Create a time distributed report.
 Create a report using the current activity layout.
Running an Existing Report

You can report schedule performance using a pre-defined schedule report. The
s a
icon indicates that a
report was created via the Report wizard. ) h a
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 Run an existing report.

1. Open a project, BLDG-21 BLDG – Reporting Performance.
2. On the Tools menu, click Reports, Reports.
3. In the Report Group:Schedule grouping band, select SR-18 Schedule Report-Sorted by Activity ID.
4. Right-click the report and select Run, Report.

Run Report Dialog Box

Use the Run Report dialog box to compile and print the selected report.
 Print Preview – Preview the report before printing it.

 Directly to Printer – Compile and print the report.

 E-mail Attachment – Compile and attach the report, as an HTML file, to a new e-mail message.
 HTML File – Compile and save the report as an HTML file.
 ASCII Text File – Compile and save the report as a delimited text file (.txt).
 Field Delimiter – Select the character used to separate categories of information that you save
in delimited text format (i.e., comma, tab, space).
 s a
Text Qualifier – Select the character used to separate categories of data that you save in
)h ฺa
m
delimited text format (.txt) if the data contains the field delimiter you specify, such as quote
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marks ("). g ฺ
 Output file – If you choose HTML File or ASCII Text@
wy entotspecify
File, click
G
the file name and
g h t u d
location where you want to save the report.
v a na is S
 ฺ
Store report in Work Products and lDocuments c a e for ththis project – Create a work product and
document record for the report.a
ie o file
Ifnthe output
t usis saved in an accessible network location, users
h (d se
can launch the report ing
n a P6.
l i c en
 a
Notes – Use to vadda a comment
b le to the report. Comment appears directly under the report title.
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 View options in the Run Report dialog box.

1. In the Run Report dialog box, confirm that Print Preview is selected, and then click OK.
Print Preview
Print Preview allows you to modify the report layout before printing.
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Icon Functionality
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Page Setup: Define report’s header/footer, margins, and orientation.
Print Setup: Select default printer, print size.
Print the selected report.
Publish the report in HTML format.
Navigate in report: Previous/next page, left, right, up, down.
Zoom in and out.
Open Help.
Close Print Preview.

Printing Reports
Printing reports is an effective way to communicate project information with resources and other project
managers.
The report below displays the Original Duration, Remaining Duration, Percent Complete, Activity Name,
Early Start, Early Finish, Late Start, Late Finish and Total Float of all the activities in the project.
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 Investigate the zoom feature and close Print Preview.
1. Click repeatedly to zoom in on the report.
2. Click to close Print Preview.

Report Wizard
The Report wizard enables you to easily create a wide variety of reports. Modify a report as you build it, or
reopen and modify it later. If you want to modify a report but also might want to reuse the original report in
the future, make a copy of it first.
To create a report using the wizard:
 Select a base table and pertinent data fields.

 Organize the data via grouping, sorting, and filtering options.
Create or Modify Report

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You will now use the wizard to create a report that shows resource assignments on the project and their
) h a
related notebook topics.
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 Create a report using the Report wizard.

1. Click to launch the Report wizard.
2. In the Report wizard, confirm that New Report is selected.
3. Click Next.
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4. Select a subject area, Resources.
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5. Click Next. l ฺ
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6. In the Available Subject Areas section, select an additional subject area, Activity Notebook (in the
Activities grouping), and then click .
7. Click Next.
Configure Selected Subject Areas

Select the columns you would like to use in the report.
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 SpecifyD a trfor
columns
- anselected subject area.
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In the Selected Subject Areas section, select Resources.
2. Click Columns.
3. Use to remove all data items from the Selected Options section except for Resource ID and
Resource Name.
4. Click OK.
Adding a Filter to the Report
Select the filter you would like to use in the report.

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 Specify a filter for v
a a report.le l
the
e l C erab
1. In the
a i
n Report n s f click Filter.
wizard,
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2. Double-click on Any of the following and select All of the following.
3. Click Add to add another line to the filter.
4. In the bottom row, double-click in the Parameter field and select Assigned to Current Project.
5. In the Is field, confirm equals.
6. Double-click in the Value field and select Yes.
7. Click OK.
8. Click Next.
Adding a Report Title

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Type a report
1. Typenao n
descriptive report title <Resource Activity Assignments with Notebooks>.
2. Click Next.
Generating the Report

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Run the report.
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Click Run
n
Report.
-
2.
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Confirm that Print Preview is selected.
3. Click OK.
Print Preview
You can preview the report before printing. To print, click .

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View the report.l C

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1. Click r an in on the report.
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Click to close the report.
Saving a Report
After reviewing your report, you can save it and assign it to a specific report group.
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 Save a report.
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In the Report wizard, click Next.
2. Click Save Report.
3. When prompted, click OK.
4. Click Finish.
Assigning Report Group and Report Scope

To make locating a report easier, assign it to a report group. A report can be assigned to only one report
group. You can also assign a report scope of Global or Current Project. You can run Global reports for any
project and you can run Current Project reports for the open project only.
The new report you just created is a resource report, so you will assign it to the Resource-Loading report
group.
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 Assign a report to a report group.
1. In the Reports List, select the new report, Resource Activity Assignments with Notebooks.
2. In the Report Group field in Report Details (bottom of screen), click .
3. Select Resource, Loading, and then click .
4. In the Report Table, locate the newly created report in the report group, Resource, Loading, and
confirm that it is still selected.
5. In the Report Scope list in Report Details, select Current Project.

Creating a Time-Distributed Report

A time-distributed report enables you to create reports that display time-phased unit or cost data.
In the following example, your organization requires that you report project-related expenses on a quarterly
basis. Below you will create a report that lists expense costs – actual, budgeted, and remaining – in the
BLDG-21 project for the first quarter of 2018.
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 Use the Report wizard to create a time-distributed report.

1. Click .
2. Confirm that the option, New Report, is selected.
3. Click Next.
4. Select the Time Distributed Data check box.
5. Select a subject area, Project Expenses.
6. Click Next.
Next, select the columns for the report.

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 Select columns for a report. i e lฺc use t
( d an e to
1. Click Columns.
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v a n e lic
2. Click a all data
to remove
C a b l from the Selected Options section except for Expense Item.
items
l r
sfe section, select Activity ID and click to move it to the Selected Options
nie anOptions
3. In theaAvailable
D tr
section.on-
n
4. Click OK.
Next, select parameters for grouping and sorting in the report.

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 Set grouping and sorting parameters.
a n ag Stu
1. In the Report wizard, click Group and Sort.
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a n ie o us
2. Select the Show Grand Totals(dcheck boxe tot include a grand total row in the report.
h
g icen s
n a
va blconfirm
3. In the Group By column,
a e l Total.
n
4. Click iel C sfera
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nonin the Field Name list, and then select Activity ID.
5. Click
6. Click OK twice to exit each of the dialog boxes.
7. In the Report wizard, click Next.

The Timescale dialog box enables you to specify the date range for your time distributed report. Select a
Timescale Start, Date Interval, and Timescale Finish. You can customize the Timescale fields by adding a +
or a -. For example, PS + 1M equals Project Start plus one month.
The Duration option is used to specify a Finish date for the report. For example, if the Duration is 2 and the
Date Interval is Weeks, the report will include information for a two-week period following the specified
start date.
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 Set the timescale for a report.
1. Click Timescale.
2. In the Timescale Start field, click .
3. Click Custom Date and then select 01-Jan-18.
4. In the Timescale Finish field, click .
5. Click Custom Date and then select 31-Mar-18.
6. Click OK.
Next, select time interval fields.

s a
a
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 Select time interval fields. m
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1. Click Time Interval Fields. @ wy ent G
a g h tud
2. In the Available Options section, click to v an Time
expand i s S and General grouping bands.
Interval
l a
ฺc se t h
to move Actual Cost , n i e u , and Remaining Cost to the Selected Options
3. Click
( d a Budgeted t o Cost
section.
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4. Click OK. ava
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5. Select the Show Total check box and click Next.

Finally, you will title the report and view it.

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Type a title and view the report.
n
a v a le l
ie l C Quarter
1. Type a title <First
f e rabExpenses>.
n s
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2. Click
3. non
Click Run Report.
4. Confirm that Print Preview is selected, and then click OK.
5. After viewing the report, click to close Print Preview.
6. Click Next.
7. Click Save Report.
8. When prompted, click OK.
9. Click Finish.
Creating a Report Using the Current Layout

The Report wizard can also be used to create reports based on a currently displayed layout. Reports can be
modified as they are built through the wizard.
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Daa report
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-t r ausing
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1. Click
nthe Activities tab at the top of the screen.
3. Select a layout, Budgeted and Actual Costs, and then click Open.
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vclick
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1. On the Tools menu,
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Report
a nieCurrent
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2. Select Use Screen.
on
3. ClicknNext to advance through the next two screens, reviewing the data selected for each screen.
4. In the Configure Selected Subject Areas screen, click Group & Sort.
5. In the Group and Sort dialog box, click Default, and then click OK.
6. Click Next.
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1. Type a titleC<Budget a
l b Actual Costs by WBS>.
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2. D an Next. r a n
Click
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3. nClick Run Report.
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3. After
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In the wizard, click Next.
5. Click Save Report, and then click OK.
6. Click Finish.
Creating Batch Reports

Batch Reports enables you to run a series of global or project reports at one time. When creating a batch
report, choose the type of batch report to create:
 Global – Create a batch of global reports.

 Project – Create a batch of project reports. This option is only available if projects are open.
After defining the batch report, assign global or project reports to the batch report.
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 Create a report batch.
1. On the Tools menu, click Reports, Batch Reports.
2. Select the batch report type, Global.
3. Select the batch report, Project Weekly Reports.
4. In the Reports section, click Assign.
5. Ctrl+Click and select the following reports, SR-02 – Schedule Report with RESP – Sort by ES, T F
and SR-04 – Schedule Report with Logs.
6. Click .
7. Click and then click Close.

Running Batch Reports

Run batch reports from the Reports window. Select the report batch you want to run, and then right-click
and select Run, Batch.
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 Run a batch report.
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1. Click the Reports
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etab
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2. Right-click
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the Reports window and select Run, Batch.
3.
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In the Batch Report column, select Project Weekly Reports.
4. Click OK.
5. In the Run Report dialog box, select HTML Files.

Viewing the Report

You can view report from the batch report in an internet browser.
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1. ClicknOK.
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2. Click a report title, SR-02 Schedule Report with RESP – Sort by ES, TF.
3. View the report, and then close the browser window.

Lesson Review
Key Concepts
 The Reports window displays reports for schedule, resource, and cost.
 You can report schedule performance by choosing one of the pre-defined schedule reports listed in
the Reports window.
 The Report wizard enables you to easily create a wide variety of reports. The reports can be
modified as they are built, or they can be reopened and modified later. To create a wizard report:
 Select a base table and pertinent data fields.
 Organize the data via grouping, sorting, and filtering options.
s a
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The Report wizard can also be used to create reports based on the layout that is currently displayed.
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Review Questions
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1. True or False: Reports can be assigned to multiple report
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2. Which of the following can be modified in lthec e this
v wizard?
aReport
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a. Data items
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b. Grouping
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Case Study 3: Project Execution and Control
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a va ble
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470 Case Study 3 – Project Execution and Control
Project Execution and Control
Background
The project started on 5-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: Although Actual Units are automatically calculated based on the Percent Complete of an
activity, you will manually update the Actual Units of some activities below to account for changes in the
project plan.
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1. Open a project, RENO-3 RENO – Project Execution and Control. Inythe gฺcActivities
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2. Update the project for the status period 23-Apr-18 a
v ton
30-Apr-18.
i s S
a
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a. Activate the Progress Spotlight, andie confirm status updating period, 23-Apr-18 to 30-Apr-
18. ( d an e to
a g h ens
b. On the Status and
v a n e lictabs in Activity Details, update or confirm activity data as
Resources
a following
specified in the
C a b l table:
r
iel nsfeUpdating
Activity an Actions Actual Units
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A1060 no
n
Finished on 26-Apr-18.
Bryce Manthorne: 30h
Laborer-Renovation: 60h
Laborer/Supervisor-Renovation: 60h
A1070 Started on 27-Apr-18. Remaining Duration = 2d.
Inspector-Renovation: 5h
A1110 Finished on 24-Apr-18. Laborer-Renovation: 40h
A1120 Started on 25-Apr-18. Remaining Duration = 12d.
A1140 Work continued on activity. Remaining Duration = 4d.
c. Reschedule the project with a new data date of 30-April-18.
d. Is the project still on schedule? ____________________________________________

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 and
caused 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. Activate the Progress Spotlight, and confirm the status updating period, 30-Apr-18 to 7-May-
18.
b. On the Status and Resources tabs in Activity Details, update or confirm activity data as
specified in the following table:
Activity Updating Actions Actual Units

Backhoe: 12h s a
A1070 Finished on 1-May-18.
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Bryce Manthorne: 6h
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Earth Compactor: 12h
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A1330 Started on 2-May-18. Remaining Duration = 1d.
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Work suspended on 30-Apr-18. Remaining Durationg=h
A1120
n a 12d.
S ud
tBryce
c a va this Carpenter-Renovation:
Manthorne: 34h
A1140 Finished on 3-May-18.
i e lฺ use 65h
( d an e to Laborer-Renovation: 135h
A1170 h
gRemaining s
enDuration = 14d.
n a l i c
A1180
va ble
Started on 4-May-18.
a
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A1190
n i n to the work site must be documented. On the Notebook tab for activity A1120,
Dc.a add a
The vandalism
t r
n- a Notebook topic, Problems Encountered, and type a description <Work site vandalized
noduring the weekend of April 28/29. Work on A1120 suspended on April 30. New parts
ordered for hydraulic jacks.>.
d. On the Expenses tab, enter a new expense for activity A1120 as specified in the table below:
Data Field Entry Value

Expense Item Replacement parts for hydraulic jacks
Expense Category Equipment
Accrual Type Start of Activity
Budgeted Units 1.00
Price / Unit $8,000.00
Budgeted Cost $8,000.00
Actual Cost $8,000.00
Remaining Cost $0.00
e. Reschedule the project with a new data date of 7-May-18.
f. Is the project still on schedule? ______________________________________________
4. Next you will update the project for the status period 7-May-18 to 14-May-18. During this time,
work resumed on activity A1120.
a. Activate the Progress Spotlight and confirm the status updating period, 7-May-18 to 14-May-
18.
b. On the Status and Resources tabs in Activity Details, update or confirm activity data as
specified in the following table:
Activity Updating Actions Actual Units

A1100 Started on 8-May-18. Remaining Duration = 1d.
s a
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A1330 Finished on 7-May-18. m
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Laborer-Renovation: 32h
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Work resumed on 10-May-18. Remaining Duration = 10d. @w n t G
A1120
a g h tude
A1150 Started on 8-May-18. Remaining Duration = 1d. n
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A1170
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A1180
A1190
Remaining Duration = 9d.
( d an e to
a g h ens High Pressure Washer: 32h
n l i c
A1200
a va Finished
Started on 8-May-18.
b l e on 11-May-18.
e l C e r a Laborer-Renovation: 32h
n i
a tran s f Laborer/Supervisor-Renovation: 32h
c. DOn the-Notebook tab for activity A1120, update the Problems Encountered topic to reflect that
nonresumed on the activity on 10-May-18.
work
d. Reschedule the project with a new data date of 14-May-18.
e. How far behind schedule is the project now? ___________________________________
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 8h/d to 16 h/d. This reflects two laborers, each working 8
h/d.
a. Select activity A1120. On the Status tab in Activity Details, change Remaining Duration to 5d.
When you changed the Remaining Duration to 5 days above, P6 Professional 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 on the Resources tab in Activity Details to reflect the revised
Remaining Duration and the addition of a second laborer.
b. On the Resources tab, confirm or update resource data as indicated in the table below:
Column Value Explanation

This reflects 40h/week for the original 15d
Budgeted Units 120h
duration of the activity
This reflects the 40h already performed by the
Actual Units 40h
laborer before the activity was suspended.
This reflects the remaining work for two laborers
Remaining Units 80h each working 40h to complete the activity in the
5d Remaining Duration.
s a
a
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This reflects the combined remaining
laborers each working 8h/d.om
Remaining Units/Time 16h/d
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c. Press F5 on your keyboard to refresh the data. agh tud
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d. Schedule the project with a data date of 14-May-18.
n i
a ___________________________________
e. Is the project on schedule ( d now? e to
a g h ens
6.
v n back
To put the projectafully
l e lonicschedule, you will make a change to the relationship between two
successorsC toaactivityabA1120, which were all affected when A1120 was suspended. There is a
Finishie l
to Start s fe r between activity A1130 – Install subflooring and its successor, A1370 –
a n new n
relationship
D -tra
Build interior non-bearing walls . Instead of waiting for the subflooring to be completed,
non walls
however,
interior
there should be enough subflooring installed after a couple of days to begin building the
a. Select activity A1130. Change the Finish to Start relationship with its successor, A1370, to a
Start to Start relationship with 2 days of lag.
b. Add a Finish to Start relationship between A1130 and its successor, A1280, to close the open
end on A1130.
c. Schedule the project with a data date of 14-May-18.
d. Is the project on schedule now? ________________________________________________
7. Now that the project is back on track to meet its Must Finish By date, use the Resource Usage
Profile to check the project’s resources for overallocation. (On the Resource Usage Profile left-
pane Display Options bar, click Filter By , Current Pro ject’s Resources and on the right-pane
Display Options bar, click to remove the check mark in front of Show All Projects.)
a. Are any resources overallocated?

8. After analyzing the schedule and resources and re-optimizing the project plan, check for the impact
of the changes on the project’s budget.
a. Open a layout, Analyzing the Budget.

b. Is the project’s Budgeted Total Cost within the Original Budget of $190,000?
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SECTION IV
Appendices
Creating Output
Managing Documents
Claim Digger
Case Study Solutions
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Creating Printed Output

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s f era A – Creating Printed Output
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Objectives

• Customize the appearance of headers and footers.
• Insert and format the curtain and text attachment tools.
• Format the appearance of the data date.
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478 Appendix A – Creating Printed Output
Output Controls
P6 Professional offers functionality to enhance onscreen

display and printed material:
• Formatting layouts for print

– Headers, footers
– Graphics
• Gantt chart
– Curtain tool s a
– Text tool ) h a
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– Customized data date line
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Overview: Creating Output
P6 Professional provides a range of capabilities and controls for creating and customizing printed output
based on project layouts.
 On the File menu, click Print Preview to access printing format controls and to preview results of
formatting options.
 On the View menu, click Attachments to format curtain and text attachments and insert them into
layouts. Click Bar Chart Options to access controls for formatting the Gantt chart.
 The Page Setup dialog box enables you to specify the format settings for the displayed layout or
report.
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Use the Page tab to specify the page orientation, scaling, and paper size.
The Margins tab enables you to set page margins.
The Header tab enables you to create a header with multiple sections that you can customize with
project information.
The Footer tab enables you to create a footer with multiple sections that you can customize with
project information.
The Options tab enables you to specify date range, content, and pagination options. The available
options on this tab vary according to the current view displayed when you select Page Setup.
Practice: Creating Output

 Format a header and footer for printing a layout and view them using Print Preview.
 View Print Setup controls.
 Make formatting changes to the Gantt chart.
Printing Layouts and Page Setup

Page Setup is used to determine how information is organized when printing a layout. Access Page Setup by
clicking Page Setup on the File menu or clicking the Page Setup icon a
in Print Preview. The options you
a s
select in the Page Setup dialog are saved as part of that layout.
m )h ฺ
The Apply button allows you to see the results of your selections without closing
g ฺ de dialog box.
ctheoPageuSetup
i
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This button is active only when Page Setup is accessed from Print Preview.wy ent G
a g h tud
a v an his S
Page Tab
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The Page tab specifies the page orientation,d an eandtopaper size for the layout or report displayed.
scaling,
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 Format a layout to print on one page.

1. Open a project, BLDG-A BLDG – Creating Printed Output . Confirm that you are in the Activities
window. (Or on the Project menu, click Activities.)

3. Select a layout, Creating Output, and then click Open.
4. On the File menu, click Print Preview.
5. Click to launch Page Setup.

6. Select an orientation, Portrait.
7. In the Scaling section, select Fit to and change the scaling to 1 page wide by 1 tall.
8. Click Apply.
Margins Tab
s a
On the Margins tab, set page margins for the displayed layout or report. The Top, Left, Bottom and Right
) h a
eฺ
sections set the distance between the edge of the paper and the edge of the printed layout or report text.
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 Adjust page margins.

1. In the Page Setup dialog box, click the Margins tab.
2. Set the Left and Right margins both to 0.25.

Header Tab
Headers and footers can be customized. Place headers and footers on the first page, last page, all pages, or
no pages. Break headers and footers into as many as five sections. Manually change the width of each
section.
Display the following information in headers and footers:
 Gantt chart legend

 Text
 Logos
 Revision box
s a
Select None to show a blank section.
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 Add three sections to the header and then view the changes.
1. Click the Header tab.
2. In the Divide Into Sections field, confirm 3.
3. In the Include on list, confirm All Pages.
4. In the Height field, select 0.5 inches.
5. Click in the Section 1 field, and then select Gantt Chart Legend in the list.
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6. In the Section 2 list, select Text/Logo. h tud
a g
n Date, S
a v aselect h i s and then click Add.
7. In the list at the bottom of the Add Text section,
l ฺ c e t
to center the Date field a n ie o2. us
8. Click
h (d se tin Section
a g Text/Logo.
9. In the Section 3 list,nselect l i c en
a va ble
n iel atCthesbottom
10. In the list
f era of the Add Text section, select Layout Name, and then click Add.
11. D
a an
Clickn-trto right-align the Layout Name field in Section 3.
no
12. Click Apply.
Footer Tab
Use the Footer tab to create a custom footer for the displayed layout or report. To save the information
added to a header or footer, the layout must be saved.
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el Box
 a n i
Insert a Revision n s f a logo into the footer and then view the changes.
and
D -tra
on Setup dialog box, click the Footer tab.
1. In thenPage
2. In the Divide Into Sections field, select 2.
3. In the Include on list, select First Page.
4. In the Height field, select 1 inch.
5. In the Section 1 list, select Revision Box.
6. In Revision Box Title field, type <Latest Printout>.
7. In the Revisions window, click in the Date field, and then click and select a date, 15-Jan-18.
8. Double-click in the Revision field and type <Project Scheduled>.

9. In the Section 2 list, select Picture. s a

) h a
10. In the Select Filename field, click .
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11. Browse to C:\Training Docs\Corporate Logo.bmp, and then click w ygOpen.t Gu
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12. Click OK, and then view the footer at the bottom
g
ofathe page.S
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Options Tab
Use the Options tab to specify date range, content, and pagination options when you print window data or
layouts. The available options on this tab vary according to the view displayed when you select the Page
Setup option.
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Set output timescale dates.
a
iel C click
1. In PrintnPreview, s f era.
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2. Click the
3. In the Timescale Start field, click and select PS-Earliest Project Start.
4. In the Timescale Finish field, select Custom Date.
5. Select a date, 31-May-18, and then click Select.
6. In the Print section, clear the All Columns check box.
7. Click OK.
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8. Close Print Preview after viewing the output.
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Print Setup
Print Setup allows you to select the default printer, print size, and page orientation utilizing the printer
drivers installed in your computer’s Control Panel. Once changes are made in Print Setup, you can view the
changes immediately in Print Preview.
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 View available printers. na
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l C click
1. On the Fileemenu,
i f a Setup.
erPrint
n n s
Dathe Name
2. Click - t r alist to view available printers.
n o n
You will not print at this time.
3. Click Cancel.
Attachment Tools
Attachment tools enable you to insert text and add a shaded curtain to the bar area of the Gantt chart.
Curtain Tool
Use the Curtain Attachment dialog box to highlight a specific time period in the Gantt chart. Multiple
curtains can be displayed.
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 Display a curtain in the layout.
1. On the Layout Options bar, click Show on Bottom, No Bottom Layout.
2. On the View menu, click Attachments, Curtain, Add Curtain.
3. Confirm the Display curtain attachment check box is selected.
4. In the Start Date field, select 18-Feb-18.
5. In the Finish Date field, select 20-Mar-18.
6. Click OK to view the curtain.

Text Tool
Use the Text Tool to create formatted text and insert it in a layout. Inserted text can be associated with an
individual activity and can be customized by adjusting the font and style.
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Insert a text attachment
on in the Gantt chart area next to an activity, BA4020 (in the Oliver Rock grouping band),
1. Rightnclick
and select Attachments, Text.
2. Type <Task should be completed in the next month.>.
3. Click and in the Font dialog box, select the Underline checkbox.
4. In the Color list, select Green.
5. Click OK to exit the Font dialog box and again to exit the Text Attachment dialog box.
6. Click on the text, Task should be completed in the next month , to view the Activity ID associated
with the inserted text.
Customizing Data Date Style

The data date style, size, and color can be changed from the Bar Chart Options dialog box.
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 Change the color
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1. D anthe View a n s click Attachments, Curtain, Hide All.
On
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On the Layout Options bar, click Bar Chart Options.
3. Click the Data Date tab.
4. In the Style list, select the Dashed style (second option down on the list).
5. Click the color button, and then select a shade of orange.
6. Click OK to exit the Color dialog box and again to exit the Bar Chart Options dialog box.
Lesson Review
Key Concepts
 Page Setup is used to specify how information is organized when printing a layout.
 Tabs within Page Setup – Page, Margins, Header, Footer, Options – help you customize the
appearance of the printed document.
 Several options are available to enhance the display within the application:
 Use the Curtain Attachment dialog box to highlight a specific time period in a Gantt chart.
 Use the Text Tool to create formatted text and insert it in a layout.
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Review Questions
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1. True or False: You can insert a maximum of five sections in the header.
y g ฺ
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2.
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True or False: You must be in Print Preview to apply the changes to a layout
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What is a vertical shaded area in the bar chart called?
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Managing Documents
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494 Appendix B – Managing Documents
Objectives

• Describe the difference between a work product and a
reference document.
• Create a document record.
• Link the document record to a project document or work
product.
• Assign the project document to an activity or WBS. s a
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Project Documents
Project documents can be classified as either a work product or

a reference document:
• Work product – A document that is a project or activity
deliverable and will be turned over to the project’s end user
or customer.
• Reference document – A document that can be
referenced by a project participant for the purpose of s a
) ha
providing standards or guidelines for performing work.
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Linking Documents
Documents are not stored in the P6 Professional

database. Instead, create a document record and then
link to the document source.
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Assigning Documents
Project document can be assigned to a WBS element or activity.
Document
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Overview: Using the Work Products and Documents Window
The Work Products and Documents window enables you to catalog and track project-related documents.
 Maintain general information about a document, such as author, status, and revision date.
 Specify a link to the document.
 Assign a document to a WBS element or activity.
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Click to create a document record.
Use the tabs in Work Products and Document Details to enter information into a new document
record or to edit the information in an existing record.
Use the Files tab to specify the private location and public location of the document.
Use the Assignments tab to assign the document to an activity or WBS element.
Practice: Using the Work Products and Documents Window

 Create a document record and then link the document record to the relevant document.
 Assign a project document to an activity and view a project document from the activity to which it
is assigned.
Creating a Document Record

Documents do not reside in P6 Professional. To access documents, a document record must be created in the
Work Products and Documents window.
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 Create a project document record.

1. Open a project, BLDG-B BLDG – Managing Documents.
2. On the Project menu, click WPs & Docs.
3. Click .
4. In the Title field in the Work Products and Documents Table, type a document title, <OSHA
Construction Safety Regulations>, and then press Enter on your keyboard.
The General Tab

Use the General tab in Work Product and Document Details to assign a document category, status, and
revision date.
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 Assign a Document Category, Reference Number, v anRevisioni s S
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i e
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1. On the General tab, in the ReferenceaNo.
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2. In the Document Category a g
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field,
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3. Select a category, and then click .
4. In D
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n field, click , and then select a date, 11-Jan-18.
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Files Tab
After you add a document record, you must establish a link to the document specifying a file path. There are
two kinds of document location references:
 Private Location – References can be viewed only by P6 Professional users.

 Public Location – References can be viewed by all project participants, including timesheet users.
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 Assign a Public Location togahdocument
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1. In WP & DocaDetails, b lethe Files tab.
C
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niPublic
D -tranLocation field, click .
2. Inathe
non to a file location, C:\Training Docs.

3. Browse
4. Select a file, OSHA.txt, and then click Open.
5. In WP & Doc Details, click Launch to view the document.
6. On the File menu in Notepad, click Exit when you are finished viewing the file.
Assigning a Project Document to an Activity

Assign project documents to WBS elements and activities. For example, during a project’s planning phase,
you may assign a document to a WBS element. As the details of your project develop and the applicability
of the document to specific activities becomes evident, you can assign that same document to those
activities.
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 Assign a document to an activity.
1. In WP & Doc Details, click the Assignments tab.
2. Click Assign Activity.
3. Select an activity, BA2000 – Begin Building Construction.
4. Click to assign the document to the activity.
5. Click to close the Assign Activities dialog box.

When a document is assigned to an activity, the assignment can be viewed in the WPs & Docs tab in
Activity Details.
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View a document
f e ra in Activity Details.
anthe Project
a n s
1. D
On r
t menu, click Activities.
n -
2. no
In the Activity Table, select an activity, BA2000 – Begin Building Construction.
4. Select a layout, Classic WBS, and then click Open.
5. In Activity Details, click the WPs & Docs tab.
6. Verify that the OSHA Construction Safety Regulations document has been assigned to the activity.
Viewing Document Details

Use the Work Product and Document Details dialog box to view details about and/or open the selected work
product or document. Fields in the dialog box are summarized below:
 Title – The name of the selected work product or document.

 Author – The name of the person who created the selected work product or document.
 Version – The selected work product or document's version number.
 Date – The entered Revision Date.
 Private/Public Location – The selected work product or document's file name.
 Launch Private/Public Location – Opens the work product or document in its native application.
 s a
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Description – A narrative description of the selected work product or document.
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 View a document from Activity Details.

1. In the WP & Docs tab in Activity Details, select a document, OSHA Construction Safety
Regulations.
2. At the bottom of the tab, click Details.
3. Click Launch. The document opens in its native application, which in this case is Notepad.
4. When you are finished viewing the document, on the Notepad File menu, click Exit.
5. Click Close to close the Work Product and Document Details dialog box.
Lesson Review
Key Concepts
 Documents do not reside in the P6 Professional database. To access documents via Primavera, a
document record must be created in the Work Products and Documents window.
 After adding a document record, specify its private and/or public location. Specifying a public
location enables all project participants to view the document.
 Designate a document as a work product or reference document and assign it to an activity or WBS
element.
 Maintain general information of each project document such as version, revision date, and author.
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Review Questions
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1. True or False: A private document can be viewed only by the user
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2. True or False: Work products and documents can a
h d
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u to activities.
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Claim Digger
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a
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Appendix C – Claim Digger 507
Objectives

• Describe how Claim Digger compares project plans.
• Create a comparison report in Claim Digger.
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508 Appendix C – Claim Digger
Claim Digger
Claim Digger is a utility that compares two project plans – a

revised plan and a base plan – and creates a report on the
differences between the plans:
• Items added
• Items deleted
• Changed values
Depending on the industry selected during installation, the as a
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application may be called Schedule Comparison. m)
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Copyright © 2013, Oracle. All rights reserved.
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Notes
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Overview: Using Claim Digger
Claim Digger is valuable for project managers, general contractors, and construction managers who need to
track changes on large, complex, fast-moving projects.
Key Claim Digger functionality:
 Reports can be created in HTML, CSV, or text format.

 Select the revised project and base project to be used for comparison.
 Comparison options can be turned on/off based on your needs
Access Claim Digger through the Tools menu in P6 Professional.

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Use the Claim Digger dialog box to specify a revised project plan and its corresponding base
project plan to compare.
Click Advanced to select comparison options before comparing the two project plans.
Click Compare to run Claim Digger.

Practice: Using Claim Digger

 Launch Claim Digger.

 Select a revised project plan and a base project plan to compare.
 Review comparison options.
 Generate and review a Claim Digger report.
Configuring Projects and Output Options

After Claim Digger is launched, the main application window appears. Several configuration and output
s a
decisions are required: ) h a
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 ฺ
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Specify the projects to be used as the revised project and the base g i
 @ w e n
Select a report format: h
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 HTML file
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 CSV file
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 ASCII text file
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Specify the output file destination.
 l C launch
Specify report b (automatic launch after creation).
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 Launch Claim Digger and select the revised and original projects.
1. On the File menu, click Close All.
2. When prompted, click Yes.
3. On the Tools menu, click Claim Digger.
4. Click on the first row of the Select revised project column

5. Click to select the revised project.
6. Expand Construction Projects, Eastern Division, and Building East.
7. Select BLDG-C1 BLDG – Claim Digger Before Update, and then click OK.
8. Click in the first row of the Select original project or baseline column.
9. Click to select the original project or baseline.

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10. Expand Construction Projects, Eastern Division, and Building East.
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Select BLDG-C2 BLDG – Claim Digger After Update, and then click w ygOK. t Gu
11.
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In the Send Report To field, confirm that HTML File n
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12.
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13. In the Output File field, click ie tooC:\Training
and browse
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14. Type a file name, <BLDG g h
- Update1>,
e n s then click Save.
a
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Select the View filevwhen b box.
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Choosing Comparison Options

Click Advanced in the main application window to select comparison options.
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 View the comparison
ie rab
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1. D an Advanced.
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Click
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After viewing the advanced options, click Cancel.
You will now run the report.
3. Click Compare, and then click OK.

Reviewing the Report

If the View file when done check box is selected, the report is displayed after it is created.
Each section of the report details:

 Added/deleted values.
 Old values/new values for values that have been changed.
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 Review the HTML output report.
1. Review the output report.
2. Close the report.
3. Click Close on the Primavera Claim Digger dialog box.

Lesson Review
Key Concepts
 Claim Digger is a utility that compares two versions of a project and creates a report on the
differences.
 Customize Claim Digger to compare the data items you select in the Advanced Project Comparison
Options.
Review Questions
1. Which menu is used to launch Claim Digger?
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i
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Case Study Solutions

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Appendix D – Case Study Solutions 517
Case Study 1: Solutions
Compare your approach and answers to Case Study 1 to the text and screenshots below. Numbering reflects
the numbering of the objectives in Case Study 1.
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1. iel a newsproject,
To create
n fe first close any open projects and then use the Create a New Project wizard
a tra
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a. On the File menu in the Projects window, click Close All to close all open projects.
b. On the File menu, click New to launch the wizard.
c. Enter the information from Objective 1 into the appropriate wizard screens.
518 Appendix D – Case Study Solutions
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a g h ens
a. Confirm that you are
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b. In theie l fe select the newly created project, RENO 1 – Creating a Project.
a n Project n
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s
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n Details, click the Notebook tab and add a Notebook topic, Project Status . Then,
c. In oProject
n
click Modify and type an entry into the editor window, such as <Project budget of $190,000
approved on 03-Dec-17 by Daphne Coombs, VP of Property Development.>.
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nmenu,eclick
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a. On the Projectv a
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n clickeActivities.
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a
b. Openniea layout,
n s fClassic
tra for activities to be added. If the WBS bands are not displayed, it is because they
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n
nonot yet contain any activities. If that is the case, on the Layout Options bar, click Group and
do
Sort and in the Group By Options section of the Group and Sort dialog box, clear the Hide if
empty check box.
c. On the Edit menu, click Add to add new activities. Remember that activities are entered below
the item selected in the Activity Table. Confirm the Activity ID as each new activity is added
(and make any necessary changes) in the Activity Table Activity ID column. Enter the name of
each new activity and its Original Duration directly into the appropriate Activity Table
columns. Task Dependent is the default Activity Type for new activities. Use the Activity Type
field on the General tab in Activity Details to confirm Task Dependent for each new activity
(and to select Start Milestone for activity A1000).
Compare your approach and answers to Case Study 2 to the text and screenshots below. Numbering reflects
the numbering of the objectives in Case Study 2.
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DToacreate
- t r an
1.
n o n relationships, use the Relationships tab in Activity Details.
a. To schedule the project: On the Tools menu, click Schedule, confirm the data date, 05-Mar-18,
and click Schedule. To check the scheduled Finish date, click the Projects tab near the top of
the screen and then click the Dates tab in Project Details. The scheduled Finish date is 30-Jul-
18.
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3. To assign a Start On or After(d an etotoactivity A1220, click the Activities tab to navigate back
constraint
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e s A1220 in the Activity Table. In Activity Details, click
nactivity
a
to the Activities window, c
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the Status tab.aIn l e li section, select Start On or After in the Primary field, and then in
C erab
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the n
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Date
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D -tra
4. nonrescheduling the project, click the Projects tab near the top of the screen to navigate to the
After
Projects window. On the Dates tab in Project Details, confirm that the Finish date remains 30-Jul-
18. Although the constraint delayed the start of activity A1220, it did not affect the project’s Finish
date because A1220 had sufficient float. The constraint reduced the float on activity A1220 from 15
days to 8 days.
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To assign resources to activities, use theiResources s eintActivity Details.
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a. After making the specified h resource
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6. The scheduled Finish date and the Must Finish By date can both be
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c. The project is behind a g hschedule.
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a vanis four l e li behind schedule. (Total Float = -4d).
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DWhen a tosshorten a project, focus on critical activities. Option 2 is the only choice involving
n
7.
n t r
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critical and is therefore the only choice capable of reducing overall project duration. In
the Activities window, select activity A1090 in the Activity Table and then click the Relationships
tab in Activity Details. In the Successors window, for activity A1110, change the lag from 7 to 3
days.
8. After rescheduling, the project will finish on time (scheduled Finish = 24-Jul-18, Total Float = 0d).
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to Options bar in the Activities window, click Show
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on Bottom , Resource UsagegProfile
a c ns the Resource Usage Profile left pane Display Options
a an project’s
bar and filter by thevcurrent l e li resources. Click the right pane Display Options bar and click
Show All iProjects
e rab the check mark and show resource allocations for the currently open
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a. Go down the list of resources in the profile’s left pane while viewing the graph in the right
pane. Bryce Manthorne is overallocated.
b. To see which activities are affected, select the Time Period check box at the bottom of the
Resource Usage Profile left pane. Click each of the histogram bars that shows overallocated
units (red) and view the activities causing overallocation during that week in the Activity
Table in the top left quadrant of the screen.
The graph shows overallocation during three weeks:
Week of April 22: A1060, A1070, A1120, A1140

Week of April 29: A1070, A1120, A1140
Week of May 6: A1100, A1120
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c. One activity, A1120, is involved to every week of overallocation. Replacing Bryce
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- In the Activity
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Bryce Manthorne, and select and assign Joe Couto.
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10. d an ethetoBudget layout or add a Budgeted Total Cost column
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Compare your answers for Case Study 3 to the screenshots and text below. Numbering reflects numbering
of the objectives in Case Study 3.
2. After updating activities in the April 23 to April 30 period and rescheduling, the project is still on
schedule (Total Float = 0d).
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3. After updating activities in the April 30 to May 7 period and rescheduling, the project has fallen
behind schedule by 5 days (Total Float = -5d). You can determine whether the project is on
schedule by checking the Total Float of any critical activity on the Status tab. If Total Float is less
than zero, the project is behind schedule. Also, notice in the Gantt chart that the baseline bars are no
longer aligned with the red critical activity bars.
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4. ( d
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schedule (Total Float = -3d). a g h tud
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6. After changing the relationships between activity A1130 and its successors and then rescheduling
the project, the project is fully back on schedule (Total Float = 0d).
7. The project is back on schedule, and the Resource Usage Profile indicates that there are no
overallocated resources.
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8.
an e plan,
After updating and re-optimizing the project
( d t o uthe project is still within its Original Budget of
$190,000.
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Lesson 1 – Project Management Life Cycle 1

Project Management Definitions ................................................................................................................ 3

Activity Network ...................................................................................................................................... 50

Using Hint Help in the Columns Dialog Box ....................................................................................................53

Level of Effort ................................................................................................................................................. 108

Adding an Activity via the New Activity Wizard .................................................................................. 114

Start to Start (SS) .............................................................................................................................................163

Creating Relationships in the Activity Network ..................................................................................... 172

Grouping by Date ............................................................................................................................................ 234

Filtering Activities .................................................................................................................................. 239

Resource Costs .................................................................................................................................................289

Project Constraints .................................................................................................................................. 295

Import/Export Formats (cont.) ................................................................................................................ 349

Import Wizard ......................................................................................................................................... 354

Lesson 19 – Reflection Projects 405

Margins Tab .................................................................................................................................................... 481

Print Setup............................................................................................................................................... 488

Section I: Overview and Creating a Project

Lesson 1 – Project Management Life Cycle

 Describe the steps included in each process group.

Lesson 2 - Understanding Data in P6 a

Lesson 3 - Overview and Navigation a n ie o us

Lesson 4 - Creating a Project

 Navigate in the Projects window.

 View and modify information in Project Details.

Lesson 5 - Creating a Work Breakdown Structure

 Create multiple levels of a WBS hierarchy.

Lesson 6 - Adding Activities

 Describe activity types.

 Add a Notebook topic to an activity.

 Add steps to an activity.

Case Study 1 - Creating a Project

 Create relationships in the Activity Network.

 Create relationships in Activity Details.

 Perform a forward and a backward pass.

 Describe float and its impact on a schedule.

 Identify loops and open ends.

 Analyze the scheduling log report.

Lesson 10 - Assigning Constraints

 Apply Must Finish By constraint to a project.

 Apply a Start On or After constraint to an activity.

 Adding a comment to an activity.

 Add a Notebook topic to a constrained activity.

Lesson 11 - Creating Layouts

 Assign rates on roles.

 Adjust Budgeted Units/Time for a resource.

 Assign expenses to activities.

Lesson 14 - Optimizing the Project Plan

 Shorten a project schedule.

 Analyze resource availability.

 Resolve resource overallocation.

 Analyze project costs.

Case Study 2 – Optimizing the Project

Section III: Baselining and Executing

Lesson 15 – Baselining the Project Plan

 Create a baseline plan.