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Creating and Managing Resources
Labour Resources
©Focus Planning Ltd
Disclaimer
Information contained within this presentation is for education purposes only.
How a programme or schedule is b...
Contents
Creating a new resource – New Resource Wizard
Resource ID & Name
Resource Types
Unit of Measure
Price/Unit
Defaul...
New Resource Wizard (NRW)
In the Resources Window when you select to create a new resource the New Resource
Wizard window ...
NRW: Resource ID and Name
Resource ID
This is the identifier that P6 will use to reference the resource in the application...
NRW: Resource Types
©Focus Planning Ltd 6
Labour
Labour resources are the people involved in the project. This could be a ...
NRW: Units
©Focus Planning Ltd 7
Price/Unit
This is where you will tell P6 the value per unit for the resource. The price ...
NRW: Roles
©Focus Planning Ltd 8
The next step in the Wizard offers the user the opportunity to assign a Role to the
Resou...
NRW: Resource Calendar
©Focus Planning Ltd 9
The next step in the Wizard offers the user the opportunity to assign a calen...
NRW: Auto Compute Actuals
©Focus Planning Ltd 10
The next step in the Wizard offers the user the opportunity to tell P6 if...
NRW: Complete!
©Focus Planning Ltd 11
Once all the previous steps have been complete the finial step is to press Finish. T...
Assigning a Resource
©Focus Planning Ltd 12
To assign a resource to an activity complete either of the following steps in ...
Resource Units
Now the Resource has been assigned, in the activities window select the activity the
resource has been assi...
Budgeted Units
The Budgeted Units field is where you will enter the total units in time allowed to the
resource to complet...
Actual Units
How actual units are entered for a resource depends on two factors;
1. Is the Resource setup to use Auto-comp...
Remaining Units/Time
When a new resource has been allocated to an activity the remaining units/time is
pre-populated with ...
Summary: Duration Type & Units
©Focus Planning Ltd 17
Duration Type Change Duration Change Units/Time Change Budget
Units
...
Resource Usage Spreadsheet
The Resource Usage Spreadsheet allows the user to see how the units and/or costs
associated wit...
Resource Usage Spreadsheet cont....
The Resource spreadsheet itself contains information on how the units and/or costs
ass...
Resource Usage Profile
The Resource Usage Profile is a graphical representation displaying the unit and/or
cost status of ...
Resource Over Allocation
If a resource has been over allocated there are various methods to get the workloads
down to a mo...
Resource Levelling
If a resource has been over allocated there are various methods to get the workloads
down to a more del...
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Creating & Managing Labor Resources in P6 R8 (Client)

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Some guidance on creating resources, resource units and what they translate to, and how P6 calculates phasing and costs for a resource.

Future guides to soon be out for Supplies and NonLabor. Follow Us to be notified when these are released.

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Transcript of "Creating & Managing Labor Resources in P6 R8 (Client)"

  1. 1. Creating and Managing Resources Labour Resources ©Focus Planning Ltd
  2. 2. Disclaimer Information contained within this presentation is for education purposes only. How a programme or schedule is built, maintained and managed is the responsibility of the owning organisation. Focus Planning Ltd accepted no responsibility for changes made to programmes or schedules which are altered as a result of reading slides contained within this presentation. The configuration and settings of computer software are the responsibility of the license holders and Focus Planning Ltd accept no liability for the configuration used by the license holder.
  3. 3. Contents Creating a new resource – New Resource Wizard Resource ID & Name Resource Types Unit of Measure Price/Unit Default Units/Time Max Units/Time Roles Resource Calendar Auto-Compute Actuals Resource Units Units/Time Budget Units Max Units/Time Remaining Units Actual Units Duration Types ©Focus Planning Ltd 3
  4. 4. New Resource Wizard (NRW) In the Resources Window when you select to create a new resource the New Resource Wizard window will open. The next few slides will run you through this wizard. If you want to switch the wizard off, simply tick the box in the left hand corner “Do Not Show This Wizard Again”. This can be switched back on in User Preferences at a later date. So with the wizard open lets continue to the first fields to be completed.... ©Focus Planning Ltd 4
  5. 5. NRW: Resource ID and Name Resource ID This is the identifier that P6 will use to reference the resource in the application. This is used in the activity table, for filters and layouts, and for reporting and resource management (i.e. Levelling) The resource ID is at the users discretion, although by using a standard numbering system the user will be able to put the resources in a logical order when grouping and sorting resources at a later date. For the purpose of these slides we will follow managing a resource called “Dig Team”, we will give them a Resource ID of “DT” Resource Name This is the name of the Resource as it will appear in all tables. In this example they are called “Dig Team”. ©Focus Planning Ltd 5
  6. 6. NRW: Resource Types ©Focus Planning Ltd 6 Labour Labour resources are the people involved in the project. This could be a single person or a team. So for our Dig Team we will select the Labour option. NonLabour NonLabour is anything this is neither Labour or Materials. So this could include Plant and Equipment, Machinery, and other tangible site assets. Materials Materials covers supplies on site and are normally expendable items such as bricks, cement, type 1, etc Unit of Measure When you select the resource type as Material; the unit of measure box becomes selectable. This is where you match the material type to the volume, i.e. Type 1 may be tonnes. Units of Measure can be specified in Admin > Admin Categories.
  7. 7. NRW: Units ©Focus Planning Ltd 7 Price/Unit This is where you will tell P6 the value per unit for the resource. The price is defined by the user. For our Dig Team we will say each guy is on ten pounds an hour = £10/h. [The available units in P6 are Minute (n) Hour (h) Day (d) Week (w) Month (m) and Year (y)] Default Units/Time This is where you tell P6 the default outputs for the resource over a specified time period when it is assigned to an activity. For our Dig Team each guy works an 8 hour day = 8h/d. Max Units/Time This is the maximum output the resource can achieve over a specified time period, this will be used in Allocation calculations in the system when resource levelling at a later date. As this is the total maximum over a time period and we have 4 guys working 8 hours a day the max units/time would be 4guys x 8hours/day = 32h/d So we have now defined the team work for £10 an hour on an 8 hour day which means that they can do a total of 32 hours work over the course of each day.
  8. 8. NRW: Roles ©Focus Planning Ltd 8 The next step in the Wizard offers the user the opportunity to assign a Role to the Resource. Roles are a method of grouping resources by the outputs they produce or the form of work they deliver, and these can be used to assign to activities to identify the resource requirement. Examples; Resource = Dave | Role = Sparky Resource = Steve | Role = Plumber For this example we will place the dig team under an pre defined role called “Ground Works Teams”. Roles cannot be created directly from the Resource Wizard, to create a new role the user must go in to the Roles part of the system under Enterprise > Roles.
  9. 9. NRW: Resource Calendar ©Focus Planning Ltd 9 The next step in the Wizard offers the user the opportunity to assign a calendar to the Resource, the options are; Select an existing calendar This option allows the user to assign a calendar already defined in the system. Create a personal calendar for this resource If you select this option the new calendar screen will open allowing the user to specify the working hours and days for the resource, as well as holidays and non working days. It is the combination of the resource calendar and units that P6 will use to generate the duration for resource dependant activities when the activity has a Fixed Units/Time duration type. This is explained here; http://www.slideshare.net/AdamGarnham/no-nonsense-guide-to-duration-types-in- p6.
  10. 10. NRW: Auto Compute Actuals ©Focus Planning Ltd 10 The next step in the Wizard offers the user the opportunity to tell P6 if the Actual and Remaining Units should be manually managed by the user (in the Actual Units field) or automatically calculated by the system. If the user decides to let P6 calculate the actuals for the resource then when the plan is updated P6 will look at the Planned Units and the percentage complete of the activity and use these values to input an actual units number, this will then run against the Price/Unit for the resource to generate an actual cost. For example; • Activity is 4 days long and is 25% complete • Planned Units was 5h/d • Price/Unit is £10/h (4d * 25%) = 1d (1d * 5h/d) = 5h (5h * £10/h) = £50
  11. 11. NRW: Complete! ©Focus Planning Ltd 11 Once all the previous steps have been complete the finial step is to press Finish. This will add the newly created resource to the Resources Library and the application will perform a quick refresh. The resource has now been created and is ready to assign to activities in the schedule.
  12. 12. Assigning a Resource ©Focus Planning Ltd 12 To assign a resource to an activity complete either of the following steps in the Activities Window; 1. Select the appropriate activity 2. In the Activity Details window select the Resources tab 3. Select Add Resource 4. Find the resource in the resources window 5. Click Assign (button is a table with a green +) 1. Select the appropriate activity 2. On the toolbar on the right edge of the screen select Resource (blue man) 3. Find the resource in the resources window 4. Click Assign The resource will now be assigned to the selected activity. To assign to multiple activities; Ctrl or Shift select the activities when the assign resource window is open.
  13. 13. Resource Units Now the Resource has been assigned, in the activities window select the activity the resource has been assigned against and in the activity details window select the resources tab. The following columns will be visible in the standard layout; Resource ID Name: This is the Resource ID and Name previously defined Price/Unit: This is the Price/Unit previously defined Rate Type: This is Price/Unit as standard but other rate types can be defined (advanced) Rate Source: This is Resource as standard but other sources can be defined (advanced) Primary Resource: The resource responsible for delivery the activities work Budgeted Units: The total budgeted units for the resource (upcoming slide) Actual Units: The actual units to date (upcoming slide) Remaining Units: The remaining units for the resource on the activity (Budget – Actual) Remaining Units/Time: The remaining unit/time for the activity (upcoming slide) Role: The name of the role the resource is assigned to (if one has been assigned) Cost Account: The cost account the resource is assigned to (if one has been assigned) ©Focus Planning Ltd 13
  14. 14. Budgeted Units The Budgeted Units field is where you will enter the total units in time allowed to the resource to complete the activity; for example if you budgeted for the resource to complete the activity in 8 hours the Budgeted Units would be 8/h. This does not constrain the activity so the actual units can be greater than the budgeted. The value you enter for this field will have an effect on the remaining units and remaining units/time fields according to the duration type assigned to the activity. The duration type of the activity can also change the value in the budgeted units field. A brief summary is below; ©Focus Planning Ltd 14 Duration Type Change Duration Change Units/Time Change Budget Units Add another resource Fixed Units No change to budget No change to budget Budget changes No change to budget Fixed Units/Time Budget changes No change to budget No change to budget No change to budget Fixed Duration & Units No change to budget Budget changes No change to budget No change to budget Fixed Duration and Units/Time Budget changes Budget changes No change to budget Budget Changes
  15. 15. Actual Units How actual units are entered for a resource depends on two factors; 1. Is the Resource setup to use Auto-compute actual units? (slide 10) 2. Are you using Store Period Performance methodology? If you are using auto-compute actuals for the resource the actual units field will update itself when you progress the schedule. If you are manually entering the Actual Units using the Store Period Performance methodology you will need to make the Actual Units This Period column visible and enter the actual units in that field for the predefined period before storing the period performance – doing so will automatically update the actual units field with a cumulative value of all previously recorded periods. If you are not using Store Period Performance then enter the actual units in the actual units field directly. This will need to be tracked by the user and overwritten each time. To enter the actual units for simplicity use the same unit format as the budget units. ©Focus Planning Ltd 15
  16. 16. Remaining Units/Time When a new resource has been allocated to an activity the remaining units/time is pre-populated with the Default Units/Time which was defined when creating the resource (slide 7). The remaining units/time can be manually changed by the user at any time, but similar to the Budgeted Units field; the Remaining Units/Time can also change according to the duration type, as below; ©Focus Planning Ltd 16 Duration Type Change Duration Change Units/Time Change Budget Units Add another resource Fixed Units Rem U/T Changes No change to Rem Units No change to Rem Units No change to Rem Units Fixed Units/Time No change to Rem Units Rem U/T Changes No change to Rem Units No change to Rem Units Fixed Duration & Units Rem U/T Changes No change to Rem Units Rem U/T Changes Rem U/T Changes Fixed Duration and Units/Time No change to Rem Units No change to Rem Units Rem U/T Changes No change to Rem Units
  17. 17. Summary: Duration Type & Units ©Focus Planning Ltd 17 Duration Type Change Duration Change Units/Time Change Budget Units Add another resource Fixed Units Rem Units /Time Changes Duration Changes Duration Changes Duration Changes Fixed Units/Time Budgeted Units Changes Duration Changes Duration Changes Duration Changes Fixed Duration & Units Rem Units /Time Changes Budget Units Changes Rem Units/Time Changes Rem Units/Time Changes Fixed Duration and Units/Time Budget Units Changes Budgeted Units Changes Rem Units/Time Changes Budget Units Changes
  18. 18. Resource Usage Spreadsheet The Resource Usage Spreadsheet allows the user to see how the units and/or costs associated with assigned resources are split over user-defined timescales. The spreadsheet opens in the bottom window in the activities screen. The spreadsheet is split in to three elements, the Resources pane on the left, the activity table snapshot in the middle and the spreadsheet on the right. The resources pane lists the available resources and can be filtered, grouped and sorted and have columns added or removed to the users preference. By selecting the dropdown menu above the Resource ID column. The top activity window displays activities according to the selected criteria at the bottom of the Resources pane, either display activities for the resource currently selected in the resources pane (by ticking the Resource box) or display all activities that have any resource assigned (by ticking the assignments box). ©Focus Planning Ltd 18
  19. 19. Resource Usage Spreadsheet cont.... The Resource spreadsheet itself contains information on how the units and/or costs associated with a resource are divided up over the user defined timescale. The timescale can be set in the same manor the Gantt chart timescale is, and the change is reflected on both windows. The change what the spreadsheet contains right click it and choose Spreadsheet Fields. Here you can choose a predefined layout or customize your own. The Resource Usage Spreadsheet remaining values can be changed if required to better reflect the QS forecast in two ways; 1. Applying a curve to a resource – this tells P6 to use the curve values to distribution the resource usage across the duration. Without a curve assigned the distribution is linear. 2. Using Future Period Bucket Planning – this method is where the user manually types in values across the duration of the activity for the selected resources. Both methods will be covered in future slides from Focus Planning Ltd at; http://www.slideshare.com/adamgarnham Follow Us to get notified when these are released. ©Focus Planning Ltd 19
  20. 20. Resource Usage Profile The Resource Usage Profile is a graphical representation displaying the unit and/or cost status of each resource that has been assigned to an activity. As with the Resource Usage Spreadsheet you select the Resource on the left and the graph will populate on the right, the timescale can also be changed in the same way as the Gantt chart. The Profile is a good place to spot over-allocation of a particular resource, over allocated resources will appear with a red bar. To change the Graph to a Histogram, add curves or amend format or calculations; right click on the graph and select Resource Usage Profile Options or Stacked Histogram. Unlike previous versions of Primavera release 8 will allow you to print the Resource Profile straight out of the software. To do this in Print Preview select Settings > Page Setup > Options > tick box “Profile”. ©Focus Planning Ltd 20
  21. 21. Resource Over Allocation If a resource has been over allocated there are various methods to get the workloads down to a more deliverable level. • Increase Resource – the resource could increase manpower and then the user would increase the available units to account for this (Max Units/Time) • The Resource could have its time reduced on the activities it is assigned (Remaining Units/Time) • The Resource could be re-apportioned across the activities using curves or future period bucket planning (Resource Usage Spreadsheet) • The Resource could increase its working hours (Resource Calendar and Units/Time) • The user could apply Resource Levelling ©Focus Planning Ltd 21
  22. 22. Resource Levelling If a resource has been over allocated there are various methods to get the workloads down to a more deliverable level. • Increase Resource – the resource could increase manpower and then the user would increase the available units to account for this (Max Units/Time) • The Resource could have its time reduced on the activities it is assigned (Remaining Units/Time) • The Resource could be re-apportioned across the activities using curves or future period bucket planning (Resource Usage Spreadsheet) • The Resource could increase its working hours (Resource Calendar and Units/Time) • The user could apply Resource Levelling (next slides) Resource levelling will be covered in future slides from Focus Planning Ltd at; http://www.slideshare.com/adamgarnham. Follow Us to get notified when these are released. ©Focus Planning Ltd 22
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