Primavera P6 Manual

1. basic training workbook

2. Basic overview
Length of course
3 days or 8hrs a day
Pre-requisite
Background in project management
knowledgeable in windows environment
Training level
Basic
1

3. Course Outline
1st day
• Introduction
• Primavera Interface
• Organizational Breakdown Structure (OBS)
• Enterprise Project Structure (EPS)
• Project creation
• Calendars
• Work Breakdown Structure (WBS)
• Activities and Activity code
2

4. Course Outline
2nd day
• Relationship
• Activity network view
• Constraints
• Resources
• Expenses
3

5. Course Outline
3rd day
• Baseline
• Resource leveling
• Schedule update
• Percent complete
• Primavera layout
• Printing
• Reports
4

6. Exercise 1
Primavera Workspace (Project)
5

7. Exercise 1
Primavera Workspace (Activity)
6

8. OBS
• Responsible manager
• Hierarchal structure of people/Group of
people in the organization
OBS
EPS
Project
wizard
Calendars
WBS
Activity
Relationship
Resources
Project
Manager
Engineer
1
Foreman
1
Foreman
2
Engineer
2
Foreman
3
7

9. EPS
OBS
EPS
Project
wizard
Calendars
WBS
Activity
Relationship
Resources
8
• Sorting of projects
• Hierarchal structure of projects grouped
according to division, location, as needed in
the project Company
A
Engineering
department
Location A Location B
Finance
department
Accounting

10. Project wizard
OBS
EPS
Calendars
WBS
Activity
Relationship
Resources
9
3 ways to access the project wizard
• Project command toolbar > New
• Menu bar > File > New
• Ctrl + N
Project
wizard

11. Exercise 2
EPS/OBS
OBS
EPS
Project
wizard
Calendars
WBS
Activity
Relationship
Resources
10
You are the scheduler for the Xerneas Construction Inc. Management has assigned
you to create a schedule using primavera, currently you are assigned to Project Alpha
which is on the set to start next year. before starting the project all contractors must
be identified before March 16, 2015.
1. Close all project (ctrl+w, shortcut key for closing all projects)
2. The workspace that should be open is the Project workspace. Go to the Menu
Bar > Enterprise > OBS
3. Create an OBS structure similar to the given below, write in the OBS description
of their respective position
Xerneas President
Support manager
HR manager
Admin manager
Programs manager
PM for Project Alpha
PM for Project Beta

12. Exercise 2
EPS/OBS
OBS
EPS
Project
wizard
Calendars
WBS
Activity
Relationship
Resources
11
4. Create an EPS structure similar to the given below, go to Menu Bar > Enterprise
> OBS
5. Click the ellipsis , then choose
select the respective OBS for each department.
6. Create a new project by accessing the project wizard, use Ctrl + N
- Select EPS > PA / Project Alpha
- Project ID > PAB
- Project Name > Project Alpha Building

13. Exercise 2
EPS/OBS
OBS
EPS
Project
wizard
Calendars
WBS
Activity
Relationship
Resources
12
- Planned start date > March 16, 2015 at 8:00
- Must finish by leave it blank
- Responsible Manager > Gerald Arroyo
- Rate type, accept default
- click finish
7. The project name should now be shown on the title bar of the
primavera software.
8. Highlight the Project Alpha Building in the Project table so that we can
edit its details.
9. Go to the Project Details > Dates Tab, edit the following data
- Set the Data date to March 16, 2015
- Set the Anticipated Start to March 16, 2015
- Set the Anticipated finish to May 26, 2015
10. The bar chart should be displayed on the gantt chart, select the project
in the project table then double click on the gantt chart.

14. Exercise 2
EPS/OBS
OBS
EPS
Project
wizard
Calendars
WBS
Activity
Relationship
Resources
13
11. Add a notebook topic in the notebook tab, Project details > Notebook.
Copy the set-up shown below.

15. Calendars
OBS
EPS
Project
wizard
Calendars
WBS
Activity
Relationship
Resources
14
3 types of Calendars
- Global
- Resource
- Personal
- Shared
- Project
Calendar Calculation
5 days per week: Mon – Fri
Project duration: 16 days
Holiday: 18th
Start: 2nd
Finish?

16. Exercise 3
Calendars
OBS
EPS
Project
wizard
Calendars
WBS
Activity
Relationship
Resources
15
In the Project Alpha, two calendars will be observed, the first calendar would be for
the administrative staff. The first calendar would be a 5 day work week 8 hours per
day Mon to Fri. The second calendar would be used by the construction team who
would be observing a 7 day work week 8 hours per day Mon to Sun.
Listed below are all the observed holidays by the company for 2015:
1. New Year (Jan 1)
2. Holy Week (April 16, 17 and 18)
3. All Saints and All Souls day (Nov 1 and 2)
4. Christmas break (Dec 24 to 25 and Dec 30 to 31)
Before proceeding to our exercise, use assigned calendar to specify the number of
work hours for each time period must be checked. You can locate this under Admin
Preferences > Time Periods.

17. Exercise 3
Calendars
OBS
EPS
Project
wizard
Calendars
WBS
Activity
Relationship
Resources
16
Creating a 5 day per week 8 hrs per day calendar
1. Go to Menu Bar > Enterprise > Calendars
2. Click on the Global radio button
3. Create a new global calendar by clicking ADD, then select the most appropriate
calendar such as “Standard 5 days workweek” *note: Do not modify the existing
default calendars
4. Rename the newly created calendar to “PAB 5 days” then click MODIFY
5. Select the Detailed work hours/day radio button
6. Set the holidays
7. Click the Workweek button to open the Calendar week hours form.
8. Select the days Monday to Friday then set the time to 8:00 to 17:00 with lunch
break from 12:00 to 13:00
9. Set the time periods to 8 for hrs/day, 40 for hrs/wk, 168 for hrs/m and 2016 for
hrs/yr

18. Exercise 3
Calendars
OBS
EPS
Project
wizard
Calendars
WBS
Activity
Relationship
Resources
17
Creating a 7 day per week 8 hrs per day calendar
1. Create a new calendar named “PAB 7 days”
2. Work hours would be 8:00 to 17:00 with 12:00 to 13:00 lunch break
3. Same holidays as the previous calendar
4. Compute for the new Time Periods

19. WBS
OBS
EPS
Project
wizard
Calendars
WBS
Activity
Relationship
Resources
18
A Work Breakdown Structure or WBS is used to categorize activities under a
hierarchal structure
WBS workspace can only be accessed only after the creation of a new project

20. Exercise 4
WBS
OBS
EPS
Project
wizard
Calendars
WBS
Activity
Relationship
Resources
19
Construction of the Project Alpha building was divided into three phases
• Pre-construction phase
• Construction phase
• Close-out
1. To access the WBS workspace, go to Directory toolbar > look for the WBS icon
2. To add a WBS to the workspace you can do either of the following:
right click the mouse on the WBS table > select add
click the add icon on the WBS command toolbar
press the Insert button on the keyboard
3. Add the three phases into the WBS table

21. Exercise 4
WBS
OBS
EPS
Project
wizard
Calendars
WBS
Activity
Relationship
Resources
20
4. The output should be similar to the one shown below
5. If not click on the WBS Code column header to show the hierarchy of
the WBS, the one encircled above
6. If the order of the WBS is not as shown above, use the shift keys found
on the WBS command toolbar to change the order of the WBS
7. Go to the Activity workspace, the output should be similar to the one
shown below if not press F5 to refresh the workspace

22. Activity
OBS
EPS
Project
wizard
Calendars
WBS
Activity
Relationship
Resources
21
Activity Definition is the process of “identifying the specific schedule
activities that need to be performed to produce the various project
deliverables“ PMBOK3
Activity scheduling involves planning and timetabling specific activities with
clients. A principle of activity scheduling is to state what activity the client
agrees to engage in rather than how much they will accomplish.
Web definition

23. OBS
EPS
Project
wizard
Calendars
WBS
Activity
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22
1. Before adding any activities, we need to set-up first the activity defaults
2. Go to Project workspace > select your project > go to the bottom layout or the
project details > select the Defaults tab
3. Set the auto numbering defaults and the calendars of your project as shown
below; Activity ID Prefix: PAB, Calendar: PAB 7 days
Exercise 5
Activity
PAB 7 days
PAB

24. OBS
EPS
Project
wizard
Calendars
WBS
Activity
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4. We can now add activities to our Activity workspace, shown below are the
activities for the project;
Exercise 5
Activity

25. OBS
EPS
Project
wizard
Calendars
WBS
Activity
Relationship
Resources
24
5. Directly type the activity name and original duration to the activity table, and
assign the appropriate activity type and calendar to each activity
6. Schedule the project by pressing F9, set the Data date to March 16, 2015 the
Gantt chart should look like the picture below
Exercise 5
Activity

26. OBS
EPS
Project
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Calendars
WBS
Activity
Relationship
Resources
25
Predecessor – an activity that controls the start or finish of
another immediate subsequent activity
Successor – an activity where the start or finish depends on the
start or finish of another immediately preceding activity
Adding of Relationship
Start Engine Drive
PREDECESSOR SUCESSOR

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EPS
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Relationship types
Adding of Relationship
PREDECESSOR
SUCCESOR
PREDECESSOR
SUCCESOR
PREDECESSOR
SUCCESOR
PREDECESSOR
SUCCESOR
FS
SS
FF
SF

28. OBS
EPS
Project
wizard
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27
Adding of Relationship
PREDECESSOR
SUCCESOR
• Start to Finish (SF) with negative lag
PREDECESSOR
SUCCESOR
A Lag is a duration that is applied to a dependency to make the
successor start or finish earlier or later.
• Start to Finish (SF) with positive lag

29. OBS
EPS
Project
wizard
Calendars
WBS
Activity
Relationship
Resources
28
1. After being able to add all the activities, we can now add logical sequence in which these
activities are connected
2. Insert the logic linkages shown below using any of the techniques discussed earlier
Exercise 6
Relationship

30. OBS
EPS
Project
wizard
Calendars
WBS
Activity
Relationship
Resources
29
3. After having assigning all the relationship, you can now schedule your project by pressing
F9 set the data date to March 16, 2015
4. Click the relationship line icon on the Activity toolbar to show and hide the relationship
lines, the Gantt chart should look like the picture below
Exercise 6
Relationship

31. OBS
EPS
Project
wizard
Calendars
WBS
Activity
Relationship
Resources
30
• Comes from the root words PERT (Project Evaluation and Review Technique)
& CPM (Critical Path Method)
• A tool used to schedule and organize tasks or activities in a project by putting
them together in an activity network form
• One of the main features of PERT/CPM is the use of a network or precedence
diagram which clearly indicates which of the activities must be performed in the
sequence and which can be performed independently with each other.
Activity Network View

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31
Critical Path
Activity Network View
• The Critical Path is the shortest duration that a project may be completed in
• And a delay to any activity will delay the end date of the project

33. OBS
EPS
Project
wizard
Calendars
WBS
Activity
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Resources
32
Free Float
Activity Network View
The Free Float is the amount of time an activity may be delayed without delaying
another activity
-Displayed only as a column

34. OBS
EPS
Project
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Calendars
WBS
Activity
Relationship
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33
Free Float
Activity Network View
The Total Float is the amount of time an activity may be
delayed without delaying the end of a project.
• An activity with Total Float may delay another activity, may be displayed in
a column and in the Gantt Chart, as per the thin black bar below

35. OBS
EPS
Project
wizard
Calendars
WBS
Activity
Relationship
Resources
34
Understanding floats
Activity Network View
• A positive float indicates that the activity may be delayed
without delaying the project
• A zero float indicates that the activity cannot be delayed
without delaying the project
• A negative float value indicates that the project is behind
schedule and the negative time value indicates the amount of that
delay

36. OBS
EPS
Project
wizard
Calendars
WBS
Activity
Relationship
Resources
35
Early dates, Late dates and float calculation
Activity Network View
• The forward pass calculates the early dates
• Start the calculation from the first activity and work forward in
time
• Early Start = Always Given
• Early Finish = ES + DUR – 1

37. OBS
EPS
Project
wizard
Calendars
WBS
Activity
Relationship
Resources
36
Early dates, Late dates and float calculation
Activity Network View
• The backward pass calculates the late dates
• Start the calculation at the last activity and work backwards in time
• Late finish = Early Finish if no deadline
• = Given deadline
• Late Start = LF – DUR + 1
• Total project duration = EF of last activity

38. OBS
EPS
Project
wizard
Calendars
WBS
Activity
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37
Activity Network View
• Total Float is the difference between either the Late Finish and the
Early Finish or the difference between the Late Start and the Early Start of
an activity
• LF – EF or LS – ES
ES = 4 EF = 8
Activity A
5 days
LS = 4 LF = 8
Float = 0
ES = 9 EF = 14
Activity B
6 days
LS = 9 LF = 14
Float = 0 ES = 15 EF = 18
Activity D
4 days
LS = 15 LF = 18
Float = 0
ES = 9 EF = 10
Activity C
2 days
LS = 13 LF = 14
Float = 4

39. OBS
EPS
Project
wizard
Calendars
WBS
Activity
Relationship
Resources
38
Constraints
Activity Constraints
• Start On - no Total Float, but may develop Negative Float
• Start On or After - Early Start constraint
• Finish On - no Total Float, but may develop Negative Float
• Finish On or Before - Late Finish constraint
• Mandatory Start
• Mandatory Finish
• Expected Finish calculates the Remaining Duration of an activity
• As Late as Possible consumes Free Float
NOTE:
• Before - Late
• After - Early

40. OBS
EPS
Project
wizard
Calendars
WBS
Activity
Relationship
Resources
39
NOTE:
Exercise 7
Constraints
1. Observe the calculated finish date and the critical path of the project before
applying any constraints
2. Format the columns, Display the Activity ID, Activity Name, Original Duration,
Start, Finish, Total Float and Free Float columns.
3. Format the bars. Display the Float Bars (Total Float Bar) and Negative Float bar
(Negative Float Bar)
4. Top management requires that the project would be finish on October 1, 2015.
Apply a finish on or before constraint in the Move-in activity in the status bar
5. Schedule the project, observe the changes
6. Remove the finish on or before constraint on the Move-in activity. Go to the
Project workspace > select your project > assign a must finish by date October
1, 2015
7. Go back to the Activity workspace then schedule your project observe the
changes

41. OBS
EPS
Project
wizard
Calendars
WBS
Activity
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40
NOTE:
Exercise 7
Constraints
8. Remove the must finish by date on the Project workspace by highlighting the
date the pressing the delete button on the keyboard
9. Again apply a must Finish on or before constraint on the Move-in activity,
10. Due to the high demand of roofing materials on the month of June you are
required to delay the Roofing activity until August 1, 2015 to get a lower price
from suppliers. Assign a Start on or after constraint on the roofing activity
11. Reschedule your project then observe the changes

42. OBS
EPS
Project
wizard
Calendars
WBS
Activity
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41
NOTE:
Exercise 7
Constraints
12. The Gantt chart should look similar to the one shown below

43. OBS
EPS
Project
wizard
Calendars
WBS
Activity
Relationship
Resources
42
NOTE:
Resources and Expenses
Labor
As the name indicates, this resource category will contain all
the resources that come under time-based usage. Example are engineers,
carpenter, laborer
Non-Labor
Like labor, we can place resources under this category which have time-
based usage. Generally Equipments and/or Machinery can be placed under
this category.
Materials
Unlike the above two, those resources which are consumables in the project
can be placed under this category. As the name shows, we can assign
our material resources under this category. For these type of resources, first
we have to define a unit via Admin > Admin Categories > Units of Measure

44. OBS
EPS
Project
wizard
Calendars
WBS
Activity
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43
NOTE:
Exercise 8
Resources
1. We can now add resources to our project. Make sure that the Project Alpha is open
2. Go to the Resource workspace, add the resources shown below

45. OBS
EPS
Project
wizard
Calendars
WBS
Activity
Relationship
Resources
44
NOTE:
Exercise 8
Resources
3. After completely adding all the resources in the resource workspace we can now assign
these resources to our activities
4. Using any of the techniques in discussed, assign the following resource to each activities

46. OBS
EPS
Project
wizard
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Activity
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45
NOTE:
Exercise 8
Resources
5. Change the budgeted units of the tiles for the activity floor finishes to 1,000
6. Add an expense cost to the activity Site work and name it hauling, see the
picture below; Expense item: Hauling, Budgeted cost: 100,000

47. OBS
EPS
Project
wizard
Calendars
WBS
Activity
Relationship
Resources
46
NOTE:
Exercise 8
Resources
7. Edit the Activity table to show the estimated cost for the project, as shown in the picture below

48. OBS
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47
NOTE:
Baseline
Prior to starting the update process a Baseline or Contract Schedule must be
developed and established. “The primary outcome of the schedule development
process is an as-planned schedule model that becomes the schedule control
baseline for project control plan implementation.”
The term, ‘Baseline’ typically refers to the accepted as-planned schedule submitted
at project inception. Primavera defines a baseline as a “snapshot” of the project
plan against which the project’s cost, schedule, and performance can be measured.
A baseline can be the project’s as-planned schedule, a statused or periodic as-built
schedule, a ‘what-if’ scenario, a time impact analysis, etc.

49. OBS
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wizard
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Activity
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48
NOTE:
Exercise 9
Baseline
1. In creating a baseline first make sure that the project you want to make a
baseline is open
2. Edit the Gantt chart to show the baseline bar, right click on the Gantt chart >
select Bars > check the box for the Primary Baseline
3. To save a copy of your current project go to the menu bar > project > then
select Maintain Baseline
4. To maintain a baseline click add, then select save a copy of the current project
as a new baseline
5. After maintaining a baseline we now need to assign it to our project, go to the
menu bar > project > assign baseline
6. Set the project baseline to Project Alpha Building-B1
7. Also set the user baseline for the primary baseline to Project Alpha Building-B1

50. OBS
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NOTE:
Exercise 9
Baseline
10. Shown below is the output of the newly created baseline

51. OBS
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50
NOTE:
Resource Leveling
Resource leveling as defined by PMBOK is a "technique in which start and finish
dates are adjusted based on resource constraints with the goal of balancing
demand for resources with the available supply".
When performing project planning activities, the manager will attempt to schedule
certain tasks simultaneously. When more resources such as machines or people are
needed than are available, or perhaps a specific person is needed in both tasks, the
tasks will have to be rescheduled concurrently or even sequentially to manage the
constraint. Project planning resource leveling is the process of resolving these
conflicts. It can also be used to balance the workload of primary resources over the
course of the project[s], usually at the expense of one of the traditional triple
constraints

52. OBS
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51
NOTE:
1. Display the Activity Usage Spreadsheet by clicking on the
button, the following picture shows the number of hours per task, adjust the
timescale to weeks
Exercise 10
Resource leveling

53. OBS
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NOTE:
2. Display the Resource Usage Spreadsheet by clicking on the
use the Display, Filter option in the bottom left window to display the Current
Project’s Resource only.
Exercise 10
Resource leveling

54. OBS
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53
NOTE:
3. Display the Resource Usage Profile by clicking on the
Exercise 10
Resource leveling

55. OBS
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54
NOTE:
4. At this point in time the resources may be optimized by a number of methods
including:
Assigning a different resource, or
Adding sequencing logic to level, or
Using Primavera leveling function
Exercise 10
Resource leveling
5. To level resources using Primavera go to Tools > Level Resources

56. OBS
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NOTE:
4. There should be a window similar to what is shown below, un-check all option
except preserve early and late dates, then click select resources then chose
Project Manager
5. After selecting Project Manager observe the changes
Exercise 10
Resource leveling

57. OBS
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NOTE:
The physical progress of an activity is a manually-entered value determined by the
user.
Duration percent Complete in Primavera is calculated as ( [Original Duration] – [
remaining Duration] ) / [Original Duration]
Schedule Percent Complete Program calculates this percent complete as you start
to schedule your program. it gives you the planned percent complete of each
activity as of schedule date.
Percent complete

58. OBS
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NOTE:
End of training