P6 tips tricks-client

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P6 tips tricks-client

  1. 1. Tips Tricks with Version Six (Client)Don Louser PMP, PMA Consultants LLC
  2. 2. Give Us Your Card• There are more items in this presentation than we will have time to demonstrate• Give us your business card and we will send you the entire presentation complete with notes• Or, contact me @ dlouser@pmaconsultants.com 2
  3. 3. What we have for you today...• What’s New in Client v. 6.0 (Slides 1-20)• Use of Indicators (Slide 21)• Global Changes – De-status the Schedule (Slides 22-26)• Global Changes – Change WBS from Filters (Slide 27)• Export and Importing Projects (Slides 28-39)• Project details that are often forgotten (Slides 40-42)• Renumbering Activities (Slides 43-45)• Building your Schedule – Making a List (Slides 46-47)• Building your Schedule - Linking Shortcuts (Slide 48)• The Schedule Report (Slides 49-52)• Lag Calendars (Slides 53-54) 3
  4. 4. What we have for you today (cont.)...• Fragnets (Slides 55-58)• Coding and WBS Shortcuts (Slides 59-63)• Finding and Filtering Activities (Slides 64-65)• Roles and Resource Loading (Slides 66)• Schedule Crashing Basics (Slides 67-68)• Advanced Layouts For Communication (Slides 69-71)• Advanced Gantt Chart Formatting (Slides 72-76)• Exporting and Importing Layouts/Reports (Slide 77)• Add Bar-charts & Graphics to Reports (Slides 78-83)• Working with Baselines (Slides 84-91) 4
  5. 5. What’s New – Reflection Projects• Power with Simplicity !!!• A Reflection is a Copy of a Project that enhances Your Ability to “What If” or Update Your Project• Same Name – What If – Internal Link to Source – Baseline – Timesheet Data – Activity Owner• “Activity Owner” make changes via .xer or Web• Review & Change or Merge As Is (Check Boxes)• Merge Will Not remove Activities, Resource Assignments, WBS Elements, Work Products & Docs, Expenses, Issues or Risks if deleted from Reflection DEMO 5
  6. 6. What’s New - Create Reflection Project 6
  7. 7. Making Changes to Reflection Projects• Use to test Scenarios or Update Project• Send w/Project Specific Layout to Others to Update• Import/Export just like any other Project file• Activity Owner – designate Owner w/Required Web License & Privileges to Update/Change• Admin or Project Superuser gets last shot to Review/Correct before merging back into Source Project• Merge Will Not remove Activities, Resource Assignments, WBS Elements, Work Products & Docs, Expenses, Issues or Risks if deleted from Reflection 7
  8. 8. Merging Reflection into Source Project• Close all Projects• Go to Projects Table – Select Reflection Project• Right Click – Merge Reflection into Source Project 8
  9. 9. Merging Reflection into Source Project 9
  10. 10. Merging Reflection into Source Project 10
  11. 11. Merging Reflection into Source Project 11
  12. 12. What’s New – Future Bucket Planning• Redistribute Even Distribution of Budgeted Units• Editable Security Privilege• Duration Type Must be Fixed Duration & Units, or Fixed Duration & Units/Time• Use Resource Spreadsheet or Resource Assignment• In Future Bucket Period type or change Values as Needed 12
  13. 13. What’s New – Future Bucket Planning Day 1 Day 2 Day 3 Day 4 Day 5 TOTALEven Spread 8 8 8 8 8 40Future Bucket 8A 8A 4A 10R 10R 40•Assuming Daily TS – P5 spread evenly•Actual levels of work may vary•Example shows 20 A units in 3 days•Remaining needs to be adjusted•Two remaining buckets reflect adjustment•Activity Adjusted must have Fixed Duration & Units, orFixedDuration & Units/Time•Use Resource Spreadsheet to adjust future bucket period 13
  14. 14. Edit Future Bucket Security 14
  15. 15. What’s New – Group & Sort Dialog• New Checkbox for Show Group Totals, Shrink Vertical Bands SHOW PIX & EXPLAIN 15
  16. 16. What’s New - Search in Pop-Up Dialog and Type Ahead inDrop Down SHOW PIX & EXPLAIN 16
  17. 17. What’s New - Copy Baselines• Checkbox in Copy Project Options• Copy Baselines Dialog # Copies Controlled by New Setting in Admin Preferences 17
  18. 18. Admin preferences Setting for Copying Baselines 18
  19. 19. What’s New - Role Limits• Similar to Limits for Resources• Effective Date and Max Units/Time 19
  20. 20. What’s new – Project Specific Layouts (Yeah!)• Layout with Filter when Project Exported• Reduces Need for Global Layouts• Only Global and Layout Filters will Restrict Use• Expanded & Collapsed Bars & Row Height Setting when switching between layouts and Windows (Yeah!) 20
  21. 21. Use of Indicators 21
  22. 22. Useful Global Changes –De-Status the ScheduleRe-create a Baseline, Copy an Existing Schedule that has Been Progressed Project Detail Calculations Tab = Any Actual Units that Exist Must be set to 0 • See Actual Units Slide Run 2 Global Changes to Reset Activities to Not Started • See De-Progress GCs Make any Needed Changes and Reschedule Skip 22
  23. 23. Useful Global Changes –De-Status the Schedule (cont.) Actual Work Units Go Back 23
  24. 24. Useful Global Changes –De-Status the Schedule (cont.) De-Status the GC’s Go Back 24
  25. 25. Errors?Sometimes...An Activity may have a Unit without aResource Assigned... 25
  26. 26. Useful Global Changes –De-Status the Schedule (cont.) Set Cols for All Units Delete Manually, or Use the Fill- Down Feature 26
  27. 27. Useful Global Changes –Change WBS Based on Filters 27
  28. 28. Exporting and Importing ProjectsPrimavera PM/MM (.xer)MS ProjectProject Planner (P3)Spreadsheet (.xls)Primavera Contractor 4.1 (.xer) 28
  29. 29. Exporting and Importing Projects – Spreadsheet (.XLS)1. Select Items for Export2. Separate Sheet for Each Item 29
  30. 30. Exporting and Importing Projects – Spreadsheet (.XLS)(cont.)3. Select a Project (it must be open) 30
  31. 31. Exporting and Importing Projects – Spreadsheet (.XLS)(cont.)4. Establish Templates for each Item 31
  32. 32. Exporting and Importing Projects – Spreadsheet (.XLS)(cont.)5. Certain items are mandatory, and you can filter & sort 32
  33. 33. Exporting and Importing Projects – Spreadsheet (.XLS)(cont.)6. Select any or all templates 33
  34. 34. Exporting and Importing Projects – Spreadsheet (.XLS)(cont.)7. Select the file path and name 34
  35. 35. Exporting and Importing Projects – Spreadsheet (.XLS)(cont.)8. Confirm before you finish 35
  36. 36. Exporting and Importing Projects (cont.) One Worksheet Per Subject 36
  37. 37. Exporting and Importing Projects (cont.) Caution! – Don’t Edit this Sheet 37
  38. 38. Importing Projects Importing is a Snap! 38
  39. 39. Importing Projects (cont.) 39
  40. 40. Project details that are often forgotten 40
  41. 41. Project details that are often forgotten 41
  42. 42. Project details that are often forgotten 42
  43. 43. Renumbering ActivitiesMany GCs like Intelligent IDsCSI Code – Bldg – FloorEstablish UDF (Activity) or Activity CodePut in Column in LayoutType Codes in ColumnUse Global ChangeCodes Become Activity IDs 43
  44. 44. Renumbering Activities (cont.) Leave Blank 44
  45. 45. Renumbering Activities (cont.) For those a bit more familiar with (GC’s) Create Activity Code Add Activity Code column in Layout Fill Column Create GC’s that add suffix for Bldg & Floor 45
  46. 46. Building your schedule – Making a list 46
  47. 47. Building your schedule – Making a list 47
  48. 48. Building your schedule – Linking shortcuts <Ctrl-Click> the order to link the activities, then <right-click> your mouse and choose “Link Activities.” They are now linked in the order you clicked on them. 48
  49. 49. Building your schedule – The Schedule ReportWhen you schedule your project, don’t forget to choose “Log to file” andclick on the ellipsis to specify the location of the “schedule.txt” file.Always view the log to spot errors. 49
  50. 50. Building your schedule – The Schedule Report 50
  51. 51. Building your schedule – The Schedule Report 51
  52. 52. Building your schedule – The Schedule Report 52
  53. 53. Lag Calendars and Schedule Result - Version 5.0 + = 53
  54. 54. Lag Calendars Reschedule This has been changed in v 6.0 to default to the predecessor + = ? 54
  55. 55. Fragnets• Time Saving – why recreate the wheel? – Building a Single Schedule – Modifying Many Schedules• Create New or Modify Existing – New = As You Would New Project – Modify = Delete from Existing• WBS is the Key to Integration 55
  56. 56. 2 ProjectsFragnets (cont.) Move to 2 WBS elementsModify a template with a Fragnet To Here From Here 56
  57. 57. Fragnets (cont.) Objective – Add 22 new Activities in Template to 2 WBS Nodes• Copy the Template as Fragnet, Delete All Activities Except those to Remain in Planning & Design WBS Nodes• Add the 22 New Activities & All Links to Fragnet• Open Template & Fragnet• Delete All Activities in Planning & Design Template WBS Nodes• Select & Copy All Fragnet Activities 57
  58. 58. Fragnets (cont.)• Paste into one of the empty Template Nodes (Preserves all Links)• Control-Click all Activities to be moved to other Node• <Ctrl-X> (Cut)• <Ctrl-V> (Paste) into other Node• Re-establish any Links from 2 Nodes to others• Use Template to create new Schedules 58
  59. 59. Coding and WBS ShortcutsHere is one person’s Layout 59
  60. 60. Coding and WBS Shortcuts (cont.) 60
  61. 61. Coding and WBS Shortcuts (cont.) 61
  62. 62. Coding and WBS Shortcuts (cont.) Here. the work is organized by WBS1 and Level 62
  63. 63. Coding and WBS Shortcuts (cont.) Here, the work is organized only by Level 63
  64. 64. Finding and Filtering ActivitiesUnleash the power of Find with <Ctrl-F> 64
  65. 65. Finding and Filtering Activities (cont.) 65
  66. 66. Roles and Resource Loading• Roles are placeholders for Resources that are not yetassigned.• Roles allow teams to be assigned quickly to projectactivities, once the resource team is identified.• Only resources for roles that are unfilled are shown inthe assign resources for roles dialogue box.• <Shift-Click> and <Ctrl-Click> can be used to selectthe activities being assigned resources by roles.• A project team could be assigned to all of theproject’s activities at once. 66
  67. 67. Schedule Crashing Basics 28 Days Total Duration 67
  68. 68. Schedule Crashing Basics (cont.)Assume We Need to Reduce Duration by 5 Days 28 Days Total Duration 68
  69. 69. Advanced Layouts toEnhance Communication• User Defined Fields• Bring in Related Data from Other Sources• Tabular + Graphic Presentation 69
  70. 70. Advanced Layouts toEnhance Communication (cont.) User Defined Schedule Data Random Data 70
  71. 71. Advanced Layouts toEnhance Communication (cont.) 71
  72. 72. Advanced Gantt Chart Formatting 72
  73. 73. Advanced Gantt Chart Formatting 73
  74. 74. Advanced Gantt Chart Formatting 74
  75. 75. Advanced Gantt Chart Formatting 75
  76. 76. Advanced Gantt Chart Formatting 76
  77. 77. Exporting and ImportingLayouts and Reports .plf filename extension 77
  78. 78. BC1 Adding Barchart Graphics to Reports 1. Create a layout that you want to print in your report 2. From the tool menu or print preview, choose Publish 3. Choose the directory for the report 4. Open a notebook topic and insert the graphic 5. Include that notebook topic in your tabular report 6. Run the report 78
  79. 79. Slide 78BC1 Please doublecheck first bullet. Thanks, BC Bill Camarda, 10/17/2006
  80. 80. Adding Barchart Graphics to Reports (cont.) Publish to HTMLFrom the Tool menu or PrintPreview, choose Publish 79
  81. 81. Adding Graphics to Reports 80
  82. 82. Adding Graphics to Reports (cont.) Click on the Picture Icon, and browse for a graphic file to insert into the Notebook topic 81
  83. 83. Adding Graphics to Reports (cont.) 82
  84. 84. 83
  85. 85. Working with BaselinesBaselines are an established method of tracking progress and measuring resultsWhen you first begin using Baselines, you may see some strange results that are difficult to diagnoseBaselines can refer to either the Current Project or another Project How can you know which, without opening? 84
  86. 86. Working with Baselines (cont.) Sort Add a Baseline Column ? Why Alpha Prefix? Sort by BL Baseline Code Project Name Date Resp 85
  87. 87. Working with Baselines (cont.) Is the Current Schedule Ahead or Are we a year Behind the ahead? Original Plan? 86
  88. 88. Working with Baselines (cont.) Something is Wrong?SummarizedDates MAGIC! 87
  89. 89. Working with Baselines (cont.) Perform a Global Change on a Baseline 88
  90. 90. Working with Baselines (cont.)1 Here are the PL Strt = Start (Milestone): If = SM, Then, PS = Start details...23 89
  91. 91. Working with Baselines (cont.) Here are the changes 90
  92. 92. Questions? 91

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