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Primavera Scheduling
Tips and Tricks 01-14
1) Solution to the P6 Issue of copying and
pasting projects resulting in multip...
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041014 Rufran's Primavera Scheduling Tips & Tricks 01-14

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Solution to the Primavera P6 issue of copying and pasting projects resulting in multiple activities linked to different versions of the project/s or project portfolio/s. Versioning the project or projects either for documentation, periodic baselining, or creating a what-if scenarion seem simple enough. However, if the Planner/Scheduler is not careful can wreak havoc to the integrated schedule.

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041014 Rufran's Primavera Scheduling Tips & Tricks 01-14

  1. 1. Primavera Scheduling Tips and Tricks 01-14 1) Solution to the P6 Issue of copying and pasting projects resulting in multiple activities links to different versions of the project/s or project portfolio/s. 2014 Rufran C. Frago, P. Eng., PMP®, CCP, PMI-RMP® Revision 0: April 8, 2014
  2. 2. 102013-Rufran's Primavera Scheduling Tips & Tricks 08-13 Page 2 of 24 4/14/2014 Author: Rufran C. Frago, P. Eng., PMP, CCEC, PMI-RMP TABLE OF CONTENTS PAGES 1. SITUATION/PROBLEM .............................................................................................................................. 5 2. RELATED TOOLS ....................................................................................................................................... 5 3. DEFINITION................................................................................................................................................. 5 4. PROBLEM ANALYSIS (PA)........................................................................................................................ 5 5. EXPLANATION ........................................................................................................................................... 6 6. SOLUTION ................................................................................................................................................... 7 7. REFERENCES .............................................................................................................................................. 8 8. ADDITIONAL READING MATERIALS..................................................................................................... 8 9. APPENDICES............................................................................................................................................... 9 9.1. APPENDIX A – PROJECT PORTFOLIO MS & INT (PROJ A, B, C, D, & E)......................................... 9 9.2. APPENDIX B – PROJECT A.................................................................................................................... 9 9.3. APPENDIX C – PROJECT B.................................................................................................................. 10 9.4. APPENDIX D – PROJECT KIM (OVERALL KIM SCHEDULE........................................................... 10 9.5. APPENDIX E – CREATE FIRST COPY OF THE KIM SCHEDULE.................................................... 11 9.6. APPENDIX F – CREATE SECOND COPY OF THE KIM SCHEDULE............................................... 14 9.7. APPENDIX G – OPEN AND INSPECT PROJECT A ............................................................................ 17 9.8. APPENDIX H – COPYING THE INTEGRATED SCHEDULE TOGETHER ....................................... 18 10. INDEX..................................................................................................................................................... 24
  3. 3. 041014-Rufran's Primavera Scheduling Tips Tricks 01-14 Page 3 of 24 Author: RUFRAN C. FRAGO, P.Eng, PMP®, CCP, PMI-RMP® List of Figures FIGURE 1 LIST OF ALL PROJECTS ........................................................................................... 9 FIGURE 2 PROJECT A SCHEDULE ACTIVITY WINDOW...................................................... 9 FIGURE 3 PROJECT B SCHEDULE ACTIVITY WINDOW.................................................... 10 FIGURE 4 KIM SCHEDULE ACTIVITY WINDOW................................................................. 10 FIGURE 5 COPY BASELINES DIALOGUE BOX .................................................................... 11 FIGURE 6 COPY PROJECT OPTIONS AND COPY WBS OPTIONS DIALOGUE BOX....... 12 FIGURE 7 COPY ACTIVITY OPTIONS DIALOGUE BOX USING OPTION 1 ..................... 12 FIGURE 8 RENUMBER ACTIVITY ID DIALOGUE BOX ...................................................... 13 FIGURE 9 KIM SCHEDULE-1 ACTIVITY WINDOW ............................................................. 13 FIGURE 10 CREATE SECOND COPY OF THE KIM SCHEDULE ......................................... 14 FIGURE 11 COPY BASELINES DIALOGUE BOX .................................................................. 14 FIGURE 12 COPY PROJECT OPTIONS & COPY WBS OPTIONS DIALOGUE BOX.......... 15 FIGURE 13 COPY ACTIVITY OPTIONS DIALOGUE BOX USING OPTION 2.................... 15 FIGURE 14 RENUMBER ACTIVITY ID DIALOGUE BOX .................................................... 16 FIGURE 15 KIM SCHEDULE-2 ACTIVITY WINDOW ........................................................... 16 FIGURE 16 PROJECT A ACTIVITY WINDOW........................................................................ 17 FIGURE 17 CHECK PROJA-J ACTIVITY (AS AN EXAMPLE).............................................. 17 FIGURE 18 CHECK PROJA-L ACTIVITY (AS OUR 2ND EXAMPLE).................................. 18 FIGURE 19 COPY THE ENTIRE INTEGRATED SCHEDULE TOGETHER.......................... 18 FIGURE 20 COPY BASELINE WINDOW (PROJECT PORTFOLIO)...................................... 19 FIGURE 21 COPY PROJECT AND COPY WBS OPTIONS WINDOW................................... 19 FIGURE 22 COPY ACTIVITY OPTIONS WINDOW................................................................ 20 FIGURE 23 RENUMBER ACTIVITY ID DIALOGUE BOX .................................................... 20 FIGURE 24 PROJECT WINDOW SHOWING COPIES OF THE ORIGINAL PROJECTS...... 21 FIGURE 25 ORIGINAL KIM SCHEDULE ACTIVITY WINDOW .......................................... 21 FIGURE 26 ORIGINAL PROJECT A SCHEDULE ACTIVITY WINDOW ............................. 22 FIGURE 27 PROJECT A-1 SCHEDULE ACTIVITY WINDOW .............................................. 23
  4. 4. 041014-Rufran's Primavera Scheduling Tips Tricks 01-14 Page 4 of 24 Author: RUFRAN C. FRAGO, P.Eng, PMP®, CCP, PMI-RMP®
  5. 5. 041014-Rufran's Primavera Scheduling Tips Tricks 01-14 Page 5 of 24 Author: RUFRAN C. FRAGO, P.Eng, PMP®, CCP, PMI-RMP® 1. SITUATION/PROBLEM 1.1. A multi-Billion dollar project was busy preparing the EDS baseline schedule for checkpoint review when the Central Team Lead noticed that certain dates were not making good sense. 1.2. The project has multiple areas and each one has a Lead Planner taking care of their individual area schedule. 1.3. The Central Team Lead took a closer look into the problem and found a bigger problem than anticipated. The individual area planning lead recognized that the problem had become a real issue. They were afraid that unaddressed, it might turn into a contractual dispute as some of the component activities and packages belongs to the contractors. 2. RELATED TOOLS 2.1. Project Management-Primavera P6.1 SP1, P6.2, P6.7 SP1/SP2 & P6.7SP4 3. DEFINITION 3.1. The term “User” in this document is the person using the Primavera scheduling tool. He can be the planner, the scheduler, the Project Manager or anyone. 3.2. Copying & pasting projects in the P6 project window is a common process of creating a new version of the project or projects. The copied projects can be pasted to a specific EPS target. 3.3. C&SU means Commissioning and Start-up. 4. PROBLEM ANALYSIS (PA) 4.1. The construction schedule was connected to several versions of the C&SU schedule, some as old as six months back. 4.2. The engineering schedule of one major area links to repeating construction activities, and various different versions including the current schedule. 4.3. A preliminary investigation was carried-out.
  6. 6. 041014-Rufran's Primavera Scheduling Tips Tricks 01-14 Page 6 of 24 Author: RUFRAN C. FRAGO, P.Eng, PMP®, CCP, PMI-RMP® 4.4. It appeared that the C&SU and the Construction Lead Planner/Scheduler was periodically performing the copy-paste process on their individual projects alone while preserving the links to the other areas and the other phases. 4.5. The incident indicated that it was dependent on the individual User’s level of experience because the other Leads were doing the copy-paste process correctly. 4.6. Further investigation showed that the copy-paste approach was to create a baseline copy of the previous period before moving the data date for update. The best practice should have been the use of Primavera “Maintain Baseline” feature. It is safe and easy because it is a static copy. The project team can restore the period baseline if there is an absolute need to. 4.7. The problem affects the accuracy of the schedule updates of all areas. The calculation generated suspicious dates. The result of schedule quantitative risk analysis (SQRA) produced repeating activities in the tornado chart making the result unreliable, the contractors were complaining about a bunch of repeating activities connected to their schedules, etc. 4.8. Note that there was no reported error message. 5. EXPLANATION 5.1. I have created a Test Portfolio consisting of Project A, B, C, D, &E intending to replicate the copy-paste actions of the Users. These represent the original project schedules; i.e. APPENDIX A – PROJECT PORTFOLIO MS & INT (PROJ A, B, C, D, & E), APPENDIX B – PROJECT A, APPENDIX C – PROJECT B, and APPENDIX D – PROJECT KIM (OVERALL KIM SCHEDULE ). 5.2. To test the copy-paste approach undertaken by the User Planner/Scheduler, I have created two copies of the KIM Schedule; i.e. KIM Schedule-1 and KIM Schedule-2 (Please see APPENDIX E – CREATE FIRST COPY OF THE KIM SCHEDULE and APPENDIX F – CREATE SECOND COPY OF THE KIM SCHEDULE) 5.3. The two copies of the KIM Schedules were created by using two Options. These options affect activity relationships. The first one was “copying relationships only between copied activities” and the second one, “copying relationships to/from all other schedules the KIM schedule is connected to”.
  7. 7. 041014-Rufran's Primavera Scheduling Tips Tricks 01-14 Page 7 of 24 Author: RUFRAN C. FRAGO, P.Eng, PMP®, CCP, PMI-RMP® 5.4. Opening and inspecting Project A shows that certain Successors and Predecessors were repeated (see APPENDIX G – OPEN AND INSPECT PROJECT A, Figure 16). The project activities were linked to two versions of the KIM Schedule, hence, the activities were tied twice to the same activity, each from a different schedule version (APPENDIX G – OPEN AND INSPECT PROJECT A, Figure 17). Activity PROJA-J is now connected to the same activities of two different schedule versions. The User had done this without realizing what he did. 5.5. Another example: Activity PROJA-J is now connected to the same activities of two different versions of the KIM schedule. Again, the User had not realized what he has done. 5.6. Another example: Activity PROJA-L is now connected to the same activities of two different versions of the KIM schedule; i.e. KIM Schedule and KIM Schedule-2. 6. SOLUTION 6.1. Use OPTION 2 in copying projects and activity relationship. Copy all the interconnected projects together as much as possible if you can. In the example, copy the entire integrated schedule; i.e. Projects A, B, C, D, E and the KIM Schedule (Figure 19, Figure 20, and Figure 21). 6.2. Preserve the relationships only between copied activities to retain the relationships between copied activities. By doing so, links to/from and between Projects A-1, B-1, C-1, D-1, & E-1 and KIM Schedule-1 are preserved with each one a distinct copy of the original (Figure 19, 21, 22, 23, and 24). 6.3. KIM Schedule-1, Project A-1, B-1, C-1, D-1, E-1 are created and it includes a completely new, distinct, and independent schedule version of the portfolio (Figure 24). 6.4. The original KIM Schedule has no repeating activity links. The Predecessors and Successors columns are as before. Nothing has changed. Original schedule not affected by the copy-paste processes. This option did not create the links between the original and the new schedule versions. The logical links stayed within the new copy. This is what we want!
  8. 8. 041014-Rufran's Primavera Scheduling Tips Tricks 01-14 Page 8 of 24 Author: RUFRAN C. FRAGO, P.Eng, PMP®, CCP, PMI-RMP® 6.5. To make sure, let us check Project A. We found the following to be true (Figure 26). 6.5.1. No repeating activity links. 6.5.2. The Predecessors and Successors columns are as before. 6.5.3. Nothing has changed. 6.5.4. Links to the new versions are not created 6.6. Let us also check the copy, Project A-1. We found the following to be true (Figure 27). 6.6.1. No repeating activity links. 6.6.2. Predecessors and Successors activities connect only to all version 1 projects. 6.6.3. They are not linked in any way to the originals 6.6.4. A completely distinct and new version of the project portfolio was created 7. REFERENCES 7.1.1. Frago, R. (2012 to 2014). Log book-Troubleshooting records 8. ADDITIONAL READING MATERIALS 8.1.1. User’s Manual Primavera P6.1 SP1, P6.2, P6.7 SP1/SP2 & P6.7SP4
  9. 9. 041014-Rufran's Primavera Scheduling Tips Tricks 01-14 Page 9 of 24 Author: RUFRAN C. FRAGO, P.Eng, PMP®, CCP, PMI-RMP® 9. APPENDICES 9.1. APPENDIX A – PROJECT PORTFOLIO MS & INT (PROJ A, B, C, D, & E) Figure 1 List of all projects 9.2. APPENDIX B – PROJECT A Figure 2 Project A schedule activity window
  10. 10. 041014-Rufran's Primavera Scheduling Tips Tricks 01-14 Page 10 of 24 Author: RUFRAN C. FRAGO, P.Eng, PMP®, CCP, PMI-RMP® 9.3. APPENDIX C – PROJECT B Figure 3 Project B schedule activity window 9.4. APPENDIX D – PROJECT KIM (OVERALL KIM SCHEDULE Figure 4 KIM schedule activity window
  11. 11. 041014-Rufran's Primavera Scheduling Tips Tricks 01-14 Page 11 of 24 Author: RUFRAN C. FRAGO, P.Eng, PMP®, CCP, PMI-RMP® 9.5. APPENDIX E – CREATE FIRST COPY OF THE KIM SCHEDULE Figure 5 Project Window showing Project A, B, C, D, E and KIM schedule Figure 5 Copy baselines dialogue box Check if the baselines should be part of the new version
  12. 12. 041014-Rufran's Primavera Scheduling Tips Tricks 01-14 Page 12 of 24 Author: RUFRAN C. FRAGO, P.Eng, PMP®, CCP, PMI-RMP® Figure 6 Copy Project Options and Copy WBS Options dialogue box Select all and Click OK Figure 7 Copy activity options dialogue box using OPTION 1 OPTION 1: Preserving the relationships only between copied activities Links to Projects A, B, C, D, & E are severed KIM Schedule KIM Schedule-1 A B C D E
  13. 13. 041014-Rufran's Primavera Scheduling Tips Tricks 01-14 Page 13 of 24 Author: RUFRAN C. FRAGO, P.Eng, PMP®, CCP, PMI-RMP® Figure 8 Renumber Activity ID dialogue box Just click OK Figure 9 KIM Schedule-1 Activity window KIM Schedule-1 was created Note that Predecessors and Successors columns are blank Links were not preserved between KIM Schedule-1 and Projects A, B, C, D & E Links has to be re-instated with the Projects A, B, C, D &E which means more work
  14. 14. 041014-Rufran's Primavera Scheduling Tips Tricks 01-14 Page 14 of 24 Author: RUFRAN C. FRAGO, P.Eng, PMP®, CCP, PMI-RMP® 9.6. APPENDIX F – CREATE SECOND COPY OF THE KIM SCHEDULE Figure 10 Create second copy of the KIM Schedule Figure 11 Copy baselines dialogue box Check copy Baselines if the baselines should be part of the new version
  15. 15. 041014-Rufran's Primavera Scheduling Tips Tricks 01-14 Page 15 of 24 Author: RUFRAN C. FRAGO, P.Eng, PMP®, CCP, PMI-RMP® Figure 12 Copy project options & copy WBS options dialogue box Select all and Click OK Figure 13 Copy activity options dialogue box using OPTION 2 Leave “Only between copied activities” blank In this way, links to/from Projects A, B, C, D, & E are retained KIM Schedule KIM Schedule-2 A B C D E
  16. 16. 041014-Rufran's Primavera Scheduling Tips Tricks 01-14 Page 16 of 24 Author: RUFRAN C. FRAGO, P.Eng, PMP®, CCP, PMI-RMP® Figure 14 Renumber Activity ID dialogue box Just click OK Figure 15 KIM Schedule-2 Activity Window KIM Schedule-2 was created Links were preserved between KIM Schedule-1,KIM Schedule & Projects A, B, C, D, E Links were automatically retained with the Projects A, B, C, D & E Projects ABCDE are now connected with two versions of the KIM Schedule
  17. 17. 041014-Rufran's Primavera Scheduling Tips Tricks 01-14 Page 17 of 24 Author: RUFRAN C. FRAGO, P.Eng, PMP®, CCP, PMI-RMP® 9.7. APPENDIX G – OPEN AND INSPECT PROJECT A Figure 16 Project A activity window KIM Successors and Predecessors are repeated (see highlighted portion) Figure 17 Check PROJA-J activity (as an example) Activity PROJA-J is now connected to two different versions of the KIM Schedule It is now connected to both KIM Schedule and KIM Schedule-1 The planner has created the link to the older version of the KIM Schedule. He did not realize what he has done. KIM Schedule KIM Schedule-2 A
  18. 18. 041014-Rufran's Primavera Scheduling Tips Tricks 01-14 Page 18 of 24 Author: RUFRAN C. FRAGO, P.Eng, PMP®, CCP, PMI-RMP® Figure 18 Check PROJA-L activity (as our 2nd example) Activity PROJA-L is also connected to two different versions of the KIM Schedule Project A is now linked to KIM Schedule and KIM Schedule-2. Again, this is a problem and can create an issue to updating progress. 9.8. APPENDIX H – COPYING THE INTEGRATED SCHEDULE TOGETHER Figure 19 Copy the entire integrated schedule together Copy Projects A, B, C, D & E and the KIM Schedule
  19. 19. 041014-Rufran's Primavera Scheduling Tips Tricks 01-14 Page 19 of 24 Author: RUFRAN C. FRAGO, P.Eng, PMP®, CCP, PMI-RMP® Figure 20 Copy baseline window (Project Portfolio) Check Copy Baselines button if the baselines should be part of the new version Figure 21 Copy project and Copy WBS options window Select all and Click OK
  20. 20. 041014-Rufran's Primavera Scheduling Tips Tricks 01-14 Page 20 of 24 Author: RUFRAN C. FRAGO, P.Eng, PMP®, CCP, PMI-RMP® Figure 22 Copy activity options window OPTION 1: Preserving the relationships only between copied activities It retained the relationships between copied activities Links to/from, and between Projects A-1, B-1, C-1, D-1, & E-1 and KIM Schedule-1 are preserved. Each one is a distinct copy of the original. Figure 23 Renumber Activity ID dialogue box Just click OK KIM Schedule A B C D E KIM Schedule-1 A-1 B-1 C-1 D-1 E-1
  21. 21. 041014-Rufran's Primavera Scheduling Tips Tricks 01-14 Page 21 of 24 Author: RUFRAN C. FRAGO, P.Eng, PMP®, CCP, PMI-RMP® Figure 24 Project Window showing copies of the original projects KIM Schedule-1, Project A-1, B-1, C-1, D-1, and E-1 are created. A complete and new version of the portfolio, distinct and independent. Figure 25 Original KIM Schedule activity window The original KIM Schedule has no repeating activity links. The Predecessors and Successors columns are as before. Nothing has changed. Great! The original was not affected by the copy/paste process. Links to the new versions were not created.
  22. 22. 041014-Rufran's Primavera Scheduling Tips Tricks 01-14 Page 22 of 24 Author: RUFRAN C. FRAGO, P.Eng, PMP®, CCP, PMI-RMP® Figure 26 Original Project A schedule activity window Let us check the original Project-A schedule. Good! No repeating activity links. The Predecessors and Successors columns are as before. Nothing has changed. Links to the new versions are not created. KIM Schedule A KIM Schedule-1
  23. 23. 041014-Rufran's Primavera Scheduling Tips Tricks 01-14 Page 23 of 24 Author: RUFRAN C. FRAGO, P.Eng, PMP®, CCP, PMI-RMP® Figure 27 Project A-1 Schedule activity window Let us check the copy, Project A-1 schedule. Good! No repeating activity links. Predecessors and Successors activities connect only to all version 1 projects. They are not linked in any way to the originals. A completely distinct and new version project portfolio was created. This is what we want. KIM Schedule-1 A-1 B-1 C-1 D-1 E-1 KIM Schedule
  24. 24. 041014-Rufran's Primavera Scheduling Tips Tricks 01-14 Page 24 of 24 Author: RUFRAN C. FRAGO, P.Eng, PMP®, CCP, PMI-RMP® 10. INDEX “User” 5 ADDITIONAL READING MATERIALS 8 APPENDIX A 6 APPENDIX B 6 APPENDIX C 6, 7, 14, 17, 18 baseline copy 6 Central Team 5 Copying & pasting 5 DEFINITION 5 EXPLANATION 6 FIGURE 1: CURRENT ADMIN PREFERENCES SETTING 6, 17 INDEX 24 preliminary investigation 5 PROBLEM ANALYSIS 5 REFERENCES 8 RELATED TOOLS 5 SITUATION/PROBLEM 5 SOLUTION 7 SQRA 6 TABLE OF CONTENTS 2

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