Schedule Planning, Executing, and

Monitoring with Primavera P6

Training Module
Case Study :
Construction New Jetty RDMP Balikpapan

Prepared by: Ir. Arista Firsantoro, IPM,. PMP.

1st SESSION
Create New Project

Steps :
1. Go to File -> select New Project OR go to icon . Then select icon
2. Select EPS that you want to use for new project, then click “Next”,
3. At row project ID, write “NJBPP” then Project Name, write “Construction New Jetty RDMP Balikpapan”.
then “Next”.
4. At Project Planned date Start, select “18-Jan-23” as start date. For Must finish by, leave it as is.
5. At Responsible Manager, select the Manager then click “Next”.
6. At Rate/Type, keep it as is. Click “Next”
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7. Then click “Finish”.
Create Work Breakdown Structure (WBS)
WBS Main Project RDMP Balikpapan
WBS Hierarchy WBS Hierarchy Name
Level 1 Project Name
Level 2 Category
Level 3 Location
Level 4 Area
Level 5 Sub Area
Level 6 Unit
Level 7 Sub Unit
Level 8 Phase
Level 9 Discpline
Level 10 Work Package
WBS level for our work

Steps :
1. Go to Project -> WBS or select icon on left toolbar.
2. Then add as structured in “WBS example”. Make WBS hierarchy using Arrow on right
toolbar
3. All descriptions in WBS Code and WBS Name please refer “WBS Example”
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Setup Layout
Notes, Tips & Trick :
• Layout is setup what is schedule want to be grouped
and ordered on schedule preview. For ex : WBS
group/order, Codes group/order, resource type
group/order.

Steps :
1. After create WBS, go to Project -> Activities or select icon on the left toolbar
2. Setup Layout, go to -> View , select Group and Sort By or select icon on top toolbar
3. at Group By column, select WBS then tick Indent
4. at Display Options, tick Show Group Total, and tick Shrink vertical grouping bands
5. At Show, tick only Name/Description
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6. After all setup are done then click OK or Apply
Setup Layout (continue)

Steps :
1. To show timeline as month, right click on right screen (Gantt chart) select Timelines or go to View ->
Timelines.
2. Tick “Three Lines”,
3. On show primary dates, select Year/Month on date interval. 6
4. Tick “Show Oridinal Date” , Ordinal date interval select Month.
Define Activities
Notes, Tips & Tricks :
• Activity ID must unique and make sure it meaningful. For
example Activity ID SPENGCV1000. This activity SP is South
Piperack, ENG is engineering phase, CV is civil discipline,
1000 is number ID.
• Activity name must contain tag number or sequence or
location.

Steps:
1. To add activity, go to on the right toolbar
2. Fill Activity ID and Activity Name as “Activity List Example”.
3. Select Activity type with Task Dependent for activity or select Start/Finish Milestone for milestone or
Level of Effort activity, then “Next”.
4. On Assign Resource, we skip by click “Next”.
5. On Duration type, select Fixed Duration & Units then “Next”. 7
6. Then click “Finish”.
Define Activities (Activity Attributes)
Notes, Tips & Tricks :
• Use Fill Down (CTRL +E) to short fill duration type and %
complete in calendar column.
• Duration type in P6 have 4 types :
• Fixed duration and units (most recommended
option)
• Fixed duration and unit/time
• Fixed units
• Fixed unit/time
• % complete type in P6 have 3 types (How to activity will be
progressed) :
• Duration
• Unit
• Physical (most recommended option)

Steps:
1. To add activity attribute, go to General on the downside toolbar
2. For Duration Type, select “Fixed Duration and Units”. This attribute is applied to all project activities.
3. For % complete type, select “Physical”. This attribute also applied to all project activities.

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Define Activity Codes
Notes, Tips & Tricks :
• Activity codes are codes that assigned into activities to ease
managing activities such to group, sort, filtering.
• Activity codes format order can be similar with WBS
hierarchy or other format as needed.
• There are 3 option in activity code setup.
• Global -> means all activity codes are
applicable/assigned/ use globally for all projects.
• EPS -> means all activity codes are
applicable/assigned for all projects under specific
EPS.
• Project -> means all activity codes are
applicable/assigned ONLY for single projects and
cannot be assigned/used for other project.

Steps:
1. Go to Enterprise -> Activity Codes
2. Tick “Global”, to
3. Select Modify , then Add for creating new code group. Give name “01. Unit” for new code group.
4. Repeat same process to add new code “02. Sub-unit”, “03. Phase” , “04. Discipline”, “05. Work
Package”. Then “Close”.
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Define Activity Code Values
Notes, Tips & Tricks :
• Activity codes format order can be similar with WBS
hierarchy or other format as needed.

Steps:
1. Go to Enterprise -> Activity Codes
2. Select “01. Unit” , then Add for creating new code value. Give name “323” for code value and “New
Jetty 6A [323]” for description.
3. Repeat same process to add new code value under “02. Sub-unit”, “03. Phase” , “04. Discipline”, “05.
Work Package”. Code value please refer to attached spreadsheet then “Close”
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Assign Activities Code Values to Project Activities
Notes, Tips & Tricks :
• Activity codes format order can be similar with WBS
hierarchy or other format as needed.

Steps:
1. If at downside toolbar do not show “Codes” such screen shot, put cursor point on downside toolbar
then right click Custom Activity Details.
2. Select “Codes” from left available tabs, then add by clicking .
3. Select an activity then assign code by click “Assign”, select code value from “01. Unit”, “02. Sub-Unit”
“03. Phase” , “04. Discipline”, “05. Work Package”. Code value please refer to attached spreadsheet.
4. Please one activities must have all above activities code therefore align with WBS hierarchy. 11
Back-up Progressed File
Notes, Tips & Tricks :
• Export is for create file to
outside database for back-up /
submission deliverable.
• Import is for insert XER file from
outside into database.
• During import, please be careful
when you want import file into
database.

Steps:
1. For export, go to File -> Export
2. Tick “Primavera P6 (XER)” for backup as XER File, select P6 version. Then click “Next”.
3. Tick “Project” , then click “Next” . Tick “Export” , then click “Next” , write the file name then “Finish”.
4. For import, go to File -> Import
5. Tick “Primavera P6 (XER)” for insert XER File then click “Next”. Select file XER from local drive, then
click “Next”, tick “Export” , then click “Next” select EPS then then click “Finish”. 12
2nd SESSION
Estimate Activity Duration (Setup Project Calendar)
Notes, Tips & Tricks :
• Please all assumption related to working days, public day off,
and specific contingency days off are considered in the
project calendar
• Every activities or type of resource may have different
activity calendar subject to assumption.
• Calendar can be assigned to project activities and resource.
• There are 3 option in calendar setup.
• Global -> means all setup calendar are
applicable/assigned for all projects under all EPS
• EPS/Resource -> means all setup calendar are
applicable/assigned for all projects under specific
EPS/for specific resource
• Project -> means all setup calendar are
applicable/assigned for specific projects and cannot
be assigned/used for other project.

Steps:
1. To setup project calendar, go to Enterprise -> Calendar .
2. Select “Global”, then select one of the default calendar as basis for develop project calendar.
3. After select of calendar basis, then click “Modify” , setup calendar as project assumption and
contingency. All assumptions, day off, contingency please refer to attached document.
4. Repeat same process to create other project calendars required for 6 days calendar, procurement
calendar, milestone calendar.
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Estimate Activity Duration (Assign Activity Calendar)
Notes, Tips & Tricks :
• Use Fill Down (CTRL +E) to short fill activity calendar in
calendar column.

Steps:
1. Point cursor to left window (activity window), then right click on mouse, select Column.
2. New window pop-up. then select “General” - > “Calendar”. Press to insert “Calendar” to column.
Then re-order calendar column to lowest order by press

3. Then OK. Now you have additional column “Calendar” after finish date column
4. To assign calendar into activities, click on “Calendar” column, then select project calendar that suit to
project activities based on defined assumption, and contingency, and type of activities (engineering, 15
construction, milestone, procurement)
Estimate Activity Duration
Notes, Tips & Tricks :
• Remaining duration is duration for remaining work.
• Original duration is original estimation before baselined.
• BL duration/Dates is baseline/approved duration
• At completion duration is actual + remaining duration
• Actual duration is actual duration to date.
• Milestone has “Zero” duration

Steps:
1. To fill estimated duration, go to Status on the downside toolbar
2. Estimated duration for each activity please refer to excel sheet tab

16
Create Project Resources
Notes, Tips & Tricks :
• Labor is to represent person number, manhours.
• Material is to represent material that will be used in the
projects.
• Non-Labor is to represent equipment number, equipment
hours, weight value.

Steps:
1. To create persona resource, go to Enterprise -> Resource or on the left toolbar.
2. Add new resource by clicking on the right toolbar.
3. For Resource ID write “2023”, for resource name write “Training 2023”, then click “Next”.
4. Resource type tick “Labor”, then click “Finish”
5. Repeat same process to create “Labor – Non Piling Team”, “Labor – Piling Team” & “Non-Labor Weight
Value”. 17
Assign Resources Calendar
Notes, Tips & Tricks :
• Good practice for resource calendar is similar type that being
used by project activities calendar . When it is different, it
will cause resource overallocated issue in P6 meanwhile in
reality, it doesn’t.

Steps:
1. To assign resource calendar, go to Details on the downside toolbar -> Profile .
2. Select calendar, For resource “Labor – Non piling team”, will use calendar “Offshore work 6 days”
calendar.
3. For “Labor – Piling team”, will use calendar “Offshore work 7 days”.
4. For “Non-Labor Weight Value”, will use calendar “Offshore work 7 days”.
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Assign Resources to Activities
Notes, Tips & Tricks :
• Milestone activities is don’t have assigned resources.
• Primary resource is main resource that will be used for
calculation progress % complete of activities

Steps:
1. To assign resources into activities, go to Resource on the downside toolbar then click “Add resource”
to add resource or “Remove” to delete resources.
2. Select resource that we had made from list, then double click selected resource.
3. Resource name “Labor – Piling Team” will be assigned for piling activities under work package piling
work. Resource name “ Labor – Non Piling Team” will be assigned for all construction works except
activities under piling work package. Resource name “Weight Value” will be assigned for all activities. 19
Assign Resources to Activities (continued)
Notes, Tips & Tricks :
• Budget units is estimated unit that assigned to activities. It will be as a basis calculation progress/earned value analysis.
• Actual unit is actual spent unit for progressed activities. It can be input manually or automate by P6. However, actual unit value must be checked. Actual unit IS
NOT earned value. But, it can be write manually as earned value.
• Remaining units is remaining unit needed to complete activity.

Steps:
1. Open attached spreadsheet, tab “Activity List”.
2. Write all value in the column into budgeted units each resource.

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Resources Distribution Modeling (Curve)
Notes, Tips & Tricks :
• Default resource in project activities is Linear Model.
• Ideally project curve is bell shape (normal distribution), this bell shape represent
learning project resources at every stages (Forming, Storming, Norming,
Performing, Adjourning)

Steps:
1. To modeling procurement progress milestone when only final DTS has progress, go to Enterprise ->
resource curve.
2. Click , select Linear as basis to create resource curve for procurement milestone and name
it as “Procurement Milestone”
3. Click on New Curve “Procurement Milestone” then modify it. Delete curve value from 0 to 95%, and
change value the last from 5% to be 100%. Then click OK. 21
Resources Distribution Modeling (Curve) (continue)
Notes, Tips & Tricks :
• Default resource in project activities is Linear Model.
• Ideally project curve is bell shape (normal distribution), this bell shape represent learning project resources at every stages (Forming, Storming, Norming,
Performing, Adjourning)

Steps:
4. To assign resource curve to procurement activities, go to Resource at downside toolbar.
5. Right click, then “Customize Resource Column”, .
6. On the options, search “Curve” from “General” drop down list. Then add
7. On curve column, select “Procurement milestones”.

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Check Resource Assignment
Notes, Tips & Tricks :
• From resource assignment, we can produce S Curve with
excel spreadsheet assistance.

Steps:
1. Go to Project -> Resource Assignment or go to left toolbar, click icon .
2. Setup layout for resource assignment to ease checking process, go to View -> Group and Sort by or
click icon
3. Group by “Resource ID name “, “02. Sub-Unit”
4. Check total of Budgeted units against attached spreadsheet.
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3rd SESSION
Sequence Activities
Note, Tips & Tricks :
• To get other information such “driving”, “Critical” in Relationship tab, just right click .
• “GoTo” is shortcut heading to predecessor activity.
• There is no short cut to sequence activity. All sequencing must be done carefully.
• Activity on successor is automatically shown up when we assign predecessor to activities.

Steps:
1. Go to Relationship or Predecessor tab at downside toolbar.
2. Click “Assign” then select activity ID that planned to be predecessors of activity.
3. Then decide “Relationship” between activity and predecessor whether FS, SS. Add lag if necessary.
4. If want to delete predecessor from activity, click “Remove”.
5. “For details activity relationship of this project, please refer to attached spreadsheet.
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Constraints Utilization
Note, Tips & Tricks :
• Hard constraints can break the logic. For example :
mandatory start, mandatory finish, start on, finish on,
• Soft constraints is safe for use but it should be meaningful.
For example : start on or after, start on or before, finish on or
after, finish on of before, As late as possible.
• Constraint can break logic/ sequence of schedule when
update schedule. Please be wisely when you utilize
constraints in the schedule.
• Constraints can be used in activity task dependent but is not
recommended. Milestones is safe for constraints but with
limited number.

Steps:
1. To apply constraint, go to Status tab -> Constraints .
2. Then go to activity that you want to be constrained. Project commencement date must be constrained.

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Scheduling (F9)
Note, Tips & Tricks :
• Any modification or change during developing or updating
will not show result automatically without schedule or press
F9 first.
• The date which show in current data date, the date that we
want progress schedule. Normally the date in data date is
the cut-off report date (weekly, monthly or quarterly).

Steps:
1. To calculate / show the result develop schedule, go to Tools -> Schedule or just press F9 from
keyboard.
2. Please ensure “Log to File “ is ticked.
3. For the first time or before schedule is progressed, please ensure current data date is project start 27
date.
Setting Scheduling (F9) Preference
Note, Tips & Tricks :
• Different setting preference schedule (F9), will produce
different schedule result.
• Really is suggested to use default setting to prevent loss of
control how primavera process/ calculate the schedule.

Steps:
1. To setting preference for schedule, go to Tools -> Schedule or just press F9 from keyboard.
2. Then select Option.

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Critical and Near Critical Path Analysis
Note, Tips & Tricks :
• Critical path criteria can be setup in Schedule (F9)
• Critical path or Longest path can have different result.

Steps:
1. To check /review critical path of project, go to View -> Filter By or click .
2. Filter “Critical Path” or “Longest Path” available as default. Tick critical path or longest path.
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Total Float and Free Float
Note, Tips & Tricks :
• Please ensure there is no negative total float before schedule
baselined.

Steps:
1. To add column total float and free float, right click on left screen, then select Column.
2. On available options, drop down Durations section. Select Total Float and Free Float then . After
finish click Apply or OK . 30
Apply Filter

Steps:
1. To filter out activity that want check, go to View -> Filter by or click on icon .
2. P6 provide default filter “Critical Path” or “Longest Path”, but “Near Critical Path” has not available
yet.
3. To create filter “Near Critical Path”, click . Then create as screenshot above.

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Schedule Quality Check

Steps:
1. To calculate / show the result develop schedule, go to Tools -> Schedule or just press F9 from
keyboard.
2. Please ensure “Log to File “ is ticked.
3. Then “View Log”. Please check with criteria DCMA 14 points assessment in theory section. 32
Baseline
Note, Tips & Tricks :
• “Save a copy of the current project…”, is baseline which is
made by copying of this file.
• “Convert another project to a new baseline…”, is baseline
which is made by converting from other project into
baseline.

Steps:
1. To create baseline project, go to Project -> Maintain Baselines .
2. Click , tick “Save a copy of the current project…” then OK
3. Select baseline type from drop down list, select “Customer sign off baseline”

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Assign Baseline Note, Tips & Tricks :
• Primavera P6 can assign/show 4 baselines in one frame.

Steps:
1. To create baseline project, go to Project -> Assign Baselines .
2. Select project baseline/ Primary from drop down list, select baseline which we just made.
3. To show baseline bar in Gantt chart, right click on right screen (Gantt chart) select Bars or go to View ->
Bars.
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4. Tick Primary or Project Baseline, then OK. After finish, we will see yellow bar right under activity Gantt
charts.
Update Layout
Note, Tips & Tricks :
• Using activity codes as layout is beneficial. One of benefit
using this is we can change the order as we want not only
01, 02, 03, 04, 05 but we change sort to be 03, 01, 02, 04,05

Steps:
1. To update layout , go to View -> Group and Sort .
2. On group by, type “01. Unit” for first row, “02. Sub-Unit” for second row, “03. Phase” for third row, “04.
Discipline” for fourth row, “05. Work Package” for last row.
3. After finish then click OK.
4. To save Layout, go to View-> Layout -> Save As
5. Write layout name then save 35
Print Out Project Baseline
Note :
• Change all setting as we needed. Visible is important, make
schedule clearly seen, before print out for signature are
crucial during approval baseline.

Steps:
1. To review project baseline before print out, go to File -> Page Setup
2. On Page, Orientation “landscape”, tick “Fit timescale to 1” , Paper size select “A3”.
3. On Header, from drop down list on section 1, select Picture which we want to insert. Similar with
section 3, select picture which we want to insert. On section 2, click modify and write Project Title.
4. Footer, section 1 is for Gantt chart legend, section 2 is for text/logo, and section 3 is for revision box.
5. Option, timescale start select PS (project earliest start), timescale finish select PF (Latest project finish) 36
Print Out Project Baseline (Continue)

Steps:
6. After all print setup finish, please print review and ensure you satisfy with all settings.
7. Then print it

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Print Out Project S Curve
Note, Tips & Tricks :
• Print Out Project S Curve can be done also thru excel to
improve graphic visual.

Steps:
1. To review project S Curve before print out, go to File -> Page Setup
2. Similar step when print out project baseline. But in Option after setup timescale start and finish, un-
ticked all print option, then tick only “profile”
3. Then “OK”
4. For Print Out, similar process with print out Project Baseline.
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4th SESSION
Update Actual Date Project Schedule
Note, Tips & Tricks :
• If start actual dates is earlier than actual date of predecessor
activities, P6 can consider this out of sequence. Schedule
sequence must be updated thru change management.

Steps:
1. To update actual date on schedule, go to Status.
2. Tick “Started” ONLY in activity still in progress and change the date to be actual date and change
remaining duration.
3. Tick “Started” and “Finished” for activities 100% finish then change the date to be actual date.

40
Update % Progress Project Schedule
Note, Tips & Tricks :
• This progress filling is not automatic process. We must
update one-by-one carefully.

Steps:
1. To update % progress status of activity, go to Status.
2. At physical %, fill percent complete of activities.
3. Then check value actual Non-Labor and Actual labor unit whether match with % complete of activity.
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Earned Value Analysis

Note : Earned Value Labor Units:

• Earned value in P6 only applicable for Labor units and Cost. • Schedule Variance (SV) = ………
• Non-Labor is need to be calculated manually. • Schedule Performance Index (SPI) = ……….

Steps:
1. Create layout for earned value such above, right click Column
2. Go to Earned value options, add column as above screenshot.
3. Then analyze earned value data.

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Earned Value Analysis (Continue)
Earned Value (Weight Value):
• Budget at Completion (BAC) = 100000
• Actual/Earned value Unit = 21,886
• Planned value = 36,124
• Schedule Variance (SV) = …………..
• Schedule Performance Index (SPI) = …………….
• Estimate To Complete (ETC) = ………….

Steps:
1. Go to top toolbar and find icon ,
2. Right click on graph, select Activity usage profile option
3. On display, tick “Units”
4. On filter for Bars/Curves, tick “Non-Labor”.
5. On show bars/Curves, Baseline tick “By date” and “Cumulative”, Actual tick “By date” and
“Cumulative”, and Remaining early tick “By date” 43