Primavera Project Management P6 Course session 5

PRIMAVERA P6
PROJECT
MANAGEMENT
Mohamed Adel

7/6/2018 11:04 PMThis material is copyrighted and not allowed to be shared without the permission of the course owner2
SESSION 4
Topic Status
Creating Calendars 100%
Setting Up the Enterprise Project Structure 100%
Setting Up the Organizational Breakdown Structure 100%
Reviewing Work Breakdown Structures 100%
Defining Budgets 100%
Defining Resources and Roles 100%
Establishing Project Codes 100%
Working with User-Defined Fields 100%
Till now we finished the following topics

Topic Status
Critical Path Method (CPM)
Establishing Activity Codes
Working with Activities
Working with Cost Accounts and Project Expenses
Performing Top-Down Estimation

Implementing Schedules
Working with Activities

Establishing Relationships
Create relationships between activities to indicate whether an activity can begin only after other activities start or
finish. Once you assign relationships, schedule the project to calculate early and late dates for each activity.
Relationship types and lag
You can define the following four types of relationships. Typically, you define relationships from the predecessor to
the successor activity.
When a successor activity cannot start or finish
as soon as its predecessor starts or finishes, you
can define a lag time for the relationship. Lag is
the number of time units from the start or finish
of an activity to the start or finish of its
successor. Lag can be a positive or negative
value. For example, a start to start relationship
with a three-day lag indicates that the successor
activity can start three days after the start of its
predecessor.

Assign relationships using Activity Details
In the Activities window, select the activity to which you want to add a predecessor or successor relationship.
Display Activity Details by clicking the Layout Options bar and choosing Show on Bottom, Activity Details, then click
the Relationships tab. Click Assign in either the Predecessors or Successors section. Select the predecessor or
successor activity you want to assign, click the Assign button, then click the Close button. Double-click the
Relationship Type field, then select a relationship type. Double-click the Lag field, then type the relationship’s lag
time value.

Assigning Resources and Roles
In the Activities window, select the activity to which you want to assign a resource or role. Click the Resources tab in
Activity Details. Click Add Resource to assign a resource to the selected activity; click Add Role to assign a role to the
selected activity. Select the resource or role you want to assign. To assign multiple resources or roles, hold down the
Ctrl key, then click each resource/role you want to assign. Click the Select button, then click the Close button.

Add expenses to activities
In the Activities window, select the activity to which you want to add an expense. Click the Expenses tab.
Click Add, then type the expense’s name. Double-click the item’s expense category listing, click the category you
want to assign, then click Select. Double-click the Accrual Type cell, then select the expense’s accrual type. Enter the
number of budgeted or planned units you expect the selected activity to use and the cost of each unit. The
Budgeted (or Planned) Cost field displays the expense’s budgeted or planned cost (budgeted or planned units *
price/unit).

Assigning Work Products and Documents
Work products and documents enable you to catalog and track all project-related documents and deliverables. This
includes guidelines, procedures, standards, plans, design templates, worksheets, and all types of project
deliverables. Choose Project, Work Products and Documents, to set up the documents. Set up the categories for
work products and documents by choosing Admin, Admin Categories, then clicking the Document Categories tab.
Click the Document Status tab to establish the different status codes you want to use for the documents. In the
Activities window, select the activity to which you want to assign a document. Click the WPs & Docs tab in Activity
Details. Click Assign and select the document you want to assign. Click the Assign button. Mark the checkbox for the
selected document to indicate that it is a work product. To view detailed information about and/or open a
document, select the item, then click Details in the WPs & Docs tab.

Adding Steps
You can divide an activity into smaller task increments called steps and then assign weights to the steps to calculate
the activity’s percent complete. Weighted steps enable you to track the progress of an activity based on the number
of steps completed.
In the Activities window, select the activity to which you want to add a step. Click the Steps tab in Activity Details.
Click Add. Type the name of the new step.

Using Global Change
The Global Change feature enables you to make changes to all activities, or a selected group of activities, at one
time. You can use Global Change to edit existing values, assign new values, or delete a group of activities from
your project. Use the Global Change dialog box to create, edit, delete, or run global change specifications. Choose
Project, Activities, then choose Tools, Global Change. Select a global change and click Apply Change. You can view
the data changes in the Global Change Report window. To accept the changes displayed in the Global Change
Report window, click Commit Changes; to cancel the global change and return the data to its original state, click
Cancel Changes.
Add or modify a global change statement
Choose Tools, Global Change. Select the subject area for the global change statement. To select parameters for
expressions that can affect all activity information, choose Activities. To select parameters for expressions that can
affect an activity's resource information, choose Activity Resource Assignments. Choose Project Expenses to select
parameters for expressions that can affect an activity's expense information.

Working with Cost
Accounts and
Project Expenses

Cost accounts enable you to track activity costs and earned value throughout the project life cycle. Set the
default cost account at the project level so that it is automatically assigned to the project’s activities. Cost
accounts are established in a hierarchy available to all projects in the enterprise project structure (EPS).
Expenses are nonresource costs associated with a project and assigned to a project’s activities. They are
typically one-time expenditures for nonreusable items. Examples of expenses include facilities, travel,
consulting, and training.

Setting Up a Cost Account Structure
Set up a cost account structure and assign codes to activities and/or resources. Use the cost account structure to
track the amount of work accomplished against the amount of money spent.
Create a cost account hierarchy
Choose Enterprise, Cost Accounts. Click the Cost Account ID column label to display the cost accounts hierarchy.
An outline symbol in the Cost Account ID column label indicates a hierarchy display.
Select the cost account immediately above and at the same level as the cost account you want to add, then click
Add. Type the cost account’s ID and name. The cost account ID and name should identify a project component,
such as engineering, hardware, or research. Create cost accounts beneath each main component to delineate the
component’s parts, such as coding and installation for hardware.

Set the project default cost
account
Specify a default cost account that will be used
for resources assigned to activities and project
expenses in the selected project. Choose
Enterprise, Projects, to open the Projects window.
Display Project Details by clicking the Display
Options bar and choosing Show on Bottom,
Project Details. Click the Defaults tab, select a
project in the upper layout, then click the Browse
button in the Cost Account field. Select the
default cost account, then click the Select button.

Adding Expenses and Entering Cost Information
Use the Project Expenses window to create, view, and edit expenses and related cost information for the open
project. You can assign a cost account and corresponding work breakdown structure (WBS) code so you can
identify the project component associated with the expense, and the area of work with which it is associated.
The Project Expenses window is displayed when you choose Project, Expenses. To include Project Expense
Details at the bottom of the Project Expenses window, click the Display Options bar and choose Expense
Details. (The box next to Expense Details should be marked.)

Add expenses
Choose Project, Expenses. Click Add. Select the activity that incurs the expense, then click the Select button.
Group the activities in the Select Activity dialog box so you can easily find the activity.
Click the General, Activity, Costs, and Description tabs, and enter the expense’s information. For an
explanation of the fields on these tabs, refer to “Defining Expense Details”.
Enter cost information for expenses
Choose Project, Expenses. Select the expense whose cost information you want to enter, then click the Costs
tab. Type the number of units you expect the expense’s assigned activity to use, then supply the price for each
unit. The module calculates and displays the budgeted or planned cost of the selected expense (budgeted or
planned units * price/unit) in the Budgeted or Planned Cost field.

Enter an expense accrual type
Choose Project, Expenses. Select the expense whose accrual type you want to enter, then click the Activity tab.
Select one of the following accrual types:
• Start of Activity, to accrue the entire expense on the date the activity begins
• End of Activity, to accrue the entire expense on the date the activity ends
• Uniform Over Activity, to evenly distribute the expense over the course of the activity’s duration

Assign an expense category
Choose Project, Expenses. Select the expense
to which you want to assign an expense
category. Expense categories enable you to
classify the type of cost and can be used to
group, sort, filter, and report the expense and
cost information for your projects. Click the
General tab, then click the Browse button in the
Expense Category field. Select the category you
want to assign, then click the Select button.

Defining Expense Details
Use Expense Details to view and edit detailed information about the selected expense item. Expense Details appear
in the Project Expenses window when you choose Expense Details from the Display Options bar.
General information
Use the General tab to define general information for the selected expense item, such as the item name and
category. You can also specify the item’s vendor, cost account, and document number.

Activity information
Use the Activity tab to change the selected expense item’s activity assignment and specify the expense item’s
accrual type. You can also view the item’s activity assignment according to WBS element, activity status, activity
start and finish dates, and primary resource.

Project Planning Module is
finished now
Thanks for your attention
Looking forward seeing you in
Managing Schedules Module
(Find the TOC below)

Topic
Managing Baselines
Updating, Scheduling, and Leveling
Customizing Reports
Summarizing Projects
Project Issues and Thresholds
Managing Risks
Maintaining a Project’s Document Library
Tracking Projects
Creating and Using Reflections

Primavera Project Management P6 Course session 5

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