Configuring Primavera Team Member for Project Updates
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This document provides a comprehensive guide on configuring Primavera P6 team member interfaces for project updates, detailing user setup, project preferences, status reviews, and communication tools. It explains the functionalities of the P6 team member module, including how team members can record task statuses, update activity progress, and communicate with project participants. The document concludes with information on educational opportunities within the Primavera community and membership details.
Configuring Primavera Team Member for Project Updates
- 1. REMINDER Check in on the COLLABORATE mobile app Configuring Primavera Team Member for Project Updates Prepared by: Jake Lilley, PMP Director of Professional Services PPM Global Services, Inc. Session ID#: 200710 jlilley@PPMGlobalservices.com
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- 3. Agenda About P6 Team Member Interfaces User Setup and Module Access Establishing Project Preferences Assigning a Status Reviewer Selecting Activities for Review Assigning Resources & Task Owners to Activities Using Team Member to Status Activities & Resource Assignments Reviewing & Approving Team Member Status Updates Viewing Team Member Status Update History
- 4. About P6 Team Member Interfaces ■ Team Member is a suite of interfaces designed for individual contributors, or team members, to record status on their tasks without the need to learn an enterprise project management application. ■ Team Member Interfaces include: ▪ P6 Team Member Web ▪ P6 Team Member for iOS app ▪ P6 Team Member for Android app ▪ E-mail Statusing Service
- 5. About P6 Team Member Interfaces ■ Resources & Task Owners ▪ Request a list of your current tasks via email ▪ Request a filtered list of tasks by project; time frame; current status, including Active, Due, Overdue, Completed, or Started. ▪ Reply to task list via email to record progress and submit status updates. ■ Project Manager ▪ Solicit updates from team members via e-mail. E-Mail Statusing Service
- 6. About P6 Team Member Interfaces ■ Status activity dates, durations and percent completes ■ Status activity resource assignments ■ Display and filter task list by project and by current status, including active, due, overdue, starred, or completed ■ Mark a task with a star to signify importance ■ Add, edit, or delete steps ■ View and update activity codes and user defined fields ■ View predecessor and successor tasks ■ Communicate with the project team via Discussion feature. ■ Communicate with the project team through e-mail ■ View notebook topics associated with a task P6 Team Member Web / Android app / IOS app
- 7. P6 / Team Member Configuration Process 1. Create Team Member User Account from within Primavera P6 2. Link User Account to Resource (optional) 3. Configure Project Preferences 4. Assign Team Member User to Activity as: ▪ Task Owner ▪ Assigned Resource ▪ Team Member Filter 5. Retrieve / Status task list from Team Member Interface 6. Review / Accept Task and Resource Assignment updates from Primavera P6 Steps to Configure Team Member for Project Updates
- 8. User Setup & Module Access 1. Create P6 user account ▪ Team Member user accounts and module access are administered from P6 2. Grant user access to the Team Member Interfaces module. 3. Link User Account to Resource (optional) ▪ Step required if user will update resource assignments. ▪ Step not required if user will update activity as task owner or via work distribution filter. 4. Assign a Team Member Filter (optional) ▪ Also known as a Work Distribution Filter ▪ Enables the user to update activities that meet filter criteria regardless of task ownership or resource assignment. Steps to Enable P6 Team Member User Accounts
- 9. User Setup & Module Access Granting User Access to Team Member Interfaces
- 10. Establishing Project Preferences ■ Used to configure what fields team members can view and edit via P6 Team Member interfaces. ■ Team members can be assigned to activities as: ▪ Resource Assignments ▪ Activity Owners / Primary Resources ▪ Both ▪ Include Primary Resources — This option enables Primary Resource to status activity as Task Owner ■ Select what fields team members can update for: ▪ Activities ▪ Resource Assignments Status Updates Tab
- 11. Establishing Project Preferences ■ Determine how Team Members should report actual time spent against resource assignments ▪ Log Additional Time = Units entered against task during current session ▪ Time Spent = Cumulative units entered against the task during all sessions ■ Determine whether team member (Primary Resource) can status other resource assignments on the activity. ▪ Only users designated as Primary Resource can status other resource assignments on the activity. ▪ Must be used in combination with Include Primary Resources setting ▪ Use Case: Provide status for Nonlabor & Material resources Status Updates Tab
- 12. Establishing Project Preferences Status Updates Tab
- 13. Establishing Project Preferences ■ Determine if Team Members can assign themselves to activities ▪ This option is available only if Timesheets module is enabled for user ■ Enable / disable team members to add and delete steps ■ Enable / disable team members to update activity notebook topics ■ Select up to 20 activity codes and UDFs that team members can view and/or update. Activity Updates Tab
- 14. Establishing Project Preferences Activity Updates Tab
- 15. Establishing Project Preferences ■ Used to set up reviews for activity updates made by team members using P6 Team Member interfaces. ■ Enable approval review or automatically accept team member status updates ■ Specify if review should be required by default for new activities ▪ Note: Setting can be controlled at activity level via Review Required column ■ Specify reviewer for team member status updates Status Reviews Tab
- 16. Establishing Project Preferences Status Reviews Tab
- 17. Assigning a Status Reviewer ■ Assigned Status reviewer ■ Admin Superuser ■ Project Superuser Who Can Review / Edit / Approve Status Updates? Where is the Status Reviewer Assigned? ■ Project Preferences ▪ Team Member > Status Reviews tab ▪ Select the default reviewer for the project ■ WBS ▪ General detail tab > Status Reviewer column ▪ Establish the reviewer for activities within the WBS
- 18. Assigning Task Owners to Activities ■ To enable updates of activities within Team Member, the task owner must be associated with a valid user account within P6. ■ Task owners need not be associated with a resource. ■ Task owners can be assigned to activities from the following location within P6: ▪ Projects section > Activities page > Owner column Assigning Task Owners to Activities for Team Member Update
- 19. Assigning Task Owners to Activities Assigning Task Owners to Activities for Team Member Update
- 20. Assigning Resources to Activities ■ To enable updates of resource assignments within Team Member, the resource must be associated with a valid user account within P6. ■ Resources can be assigned to activities from one of the following locations within P6: ▪ Projects section > Activities page > Assignments detail tab ▪ Resources section > Assignments page Assigning Resources to Activities for Team Member Update
- 21. Assigning Resources to Activities Assigning Resources to Activities for Team Member Update
- 22. Statusing Activities & Resource Assignments via Team Member ■ Upon login, Team Member automatically displays all active tasks to which the user is assigned as a: ▪ Resource ▪ Owner ▪ Distribution Filter ■ Tasks completed within the last 30 days can be retrieved Retrieving the Task List
- 23. Statusing Activities & Resource Assignments via Team Member ■ The task list can be filtered by: ▪ Project ▪ Status ▪ Timeframe ▪ Resource (user must be designated as task owner to use this function) ▪ Text Filter ■ The tasks can be sorted by: ▪ Task ID ▪ Task Name ▪ Project ID ▪ Project Name ▪ Start Date ▪ Finish Date Retrieving the Task List
- 24. Statusing Activities & Resource Assignments via Team Member Retrieving the Task List
- 25. Statusing Activities ■ The following activity fields can be updated by the Task Owner. ▪ Actual Start ▪ Actual Finish ▪ Remaining Duration ▪ Expected Finish ▪ Activity % Complete ▪ Actual Labor Units ▪ Actual Nonlabor Units ▪ Remaining Labor Units ▪ Remaining Nonlabor Units Updating Activity Progress via Team Member
- 26. Statusing Activities Updating Activity Progress via Team Member
- 27. Statusing Resource Assignments ■ The following resource assignment fields can be updated by the Assigned Resource. ▪ Assignment Actual Start ▪ Assignment Actual Finish ▪ Assignment Remaining Early Finish ▪ Remaining Duration ▪ Actual Units ▪ Remaining Units Updating Resource Assignments via Team Member
- 28. Statusing Resource Assignments Updating Resource Assignments via Team Member
- 29. Updating Activity Information via Team Member ■ Steps ▪ Steps can be added, deleted and updated by Task Owners and Assigned Resources ■ Activity Code assignments and User Defined Field ▪ Values can be viewed or modified by Task Owners and Assigned Resources ■ Notebook Topics ▪ Can be viewed and edited by Task Owners and Assigned Resources ■ Related Tasks ▪ Can be viewed, but not modified via Team Member. The following fields can be viewed and or updated by Task Owners and Assigned Resources
- 30. Updating Activity Information via Team Member The following fields can be viewed and or updated by Task Owners and Assigned Resources
- 31. Communicating with Project Participants ■ E-mail ▪ E-mail will launch from user’s mail client ▪ The email will include the project name, task name and ID, WBS, and codes and UDFs. ■ Discussions ▪ Discussions are saved within each activity. ▪ Discussions are available to anyone who has access to the project. ▪ If more than one team member is assigned to the same activity, all discussions are captured in the same dialog box for that activity. Communication tools available from within Team Member
- 32. Communicating with Project Participants Communication tools available from within Team Member
- 33. Reviewing & Approving Status Updates ■ When a team member saves a change in a P6 Team Member interface, the change appears in the Review Status Updates dialog box. ■ Review Status Updates dialogue box can be accessed from one of the following locations: ▪ Projects section > Activities page > Actions menu > Review Status Updates ▪ Notifications Panel Receiving Status Updates
- 34. Reviewing & Approving Status Updates Receiving Status Updates within P6 Web
- 35. Reviewing & Approving Status Updates ■ From the Review Status Updates dialogue window, the user can review activity and resource assignment updates submitted by users of the P6 Team Member interfaces ■ From the Review Status Updates dialogue window, the following options are available to the user: ▪ View ▪ Edit (Override) ▪ Accept ▪ Place on hold / Remove hold Reviewing & Approving Status Updates
- 36. Reviewing & Approving Status Updates
- 37. Viewing Team Member Status Update History ■ The history of team member status updates is captured with each change and can be viewed from the following location within P6. ▪ Projects section > Activities page > Update History detail tab ■ Update history is captured for ▪ Activities ▪ Assignments ▪ Steps ▪ Activity codes ▪ UDFs ■ Update history can be filtered by timeframe and category Activity Update History
- 38. Viewing Team Member Status Update History Activity Update History
- 39. In Review About P6 Team Member Interfaces User Setup and Module Access Establishing Project Preferences Assigning a Status Reviewer Selecting Activities for Review Assigning Resources & Task Owners to Activities Using Team Member to Status Activities & Resource Assignments Reviewing & Approving Team Member Status Updates Viewing Team Member Status Update History
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