A presentation on how to manage Primavera Database Security through the Use of the Responsible Manager's Code (RMC).

1. Managing Primavera DBase Security
Through the Use of the
RESPONSIBLE MANAGER’s CODE
Rufran C. Frago, P. Eng., PMP®, CCEC, PMI-RMP®
Revision 1: July 3, 2013

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A few years back, while administering to the major project’s Primavera scheduling database of one of the largest Oil and Gas Company
in North America, the project put together an approved schedule that sat on the back burner while the team worked on other priorities.
When the time came, the project cannot find the schedule. It was gone! Somebody has probably inadvertently deleted it.
As the database administrator, I ran an audit to identify what really happened. While investigating, I coordinated the possible recovery of
the schedule. As I have suspected another User working in another project portfolio deleted the schedule.
“How can that be possible when only the schedule owner was given access to this project file?”, I asked myself.
The root cause: This subject schedule was developed from an existing schedule of a different project group. The copied file carried with
it the original RMC. As such, all the Users who have access to that group have gotten access to this newly developed schedule as well.
“It is my intention to familiarize all later version Primavera Users to the proper use of the RMC.” --- AUTHOR

3.  The robustness of Primavera database
project security access can be vastly
improved and reinforced by the proper
assignment of the "Responsible
Manager" code.
 The Responsible Manager’s code is in
fact, an OBS code.
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THINGS TO REMEMBER

4.  When the User creates a new project, the
User must make sure that the
Responsible Manager’s code is the same
as the EPS it is directly under.
 The Database Administrator, the
Primavera Users, Planners, Schedulers
and/or the Schedule Owner must see to it
that this is religiously being followed.
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THINGS TO REMEMBER … CONTINUATION

5.  In the succeeding examples, if someone
copied a project folder from ”PE&C ADMIN
node to “PE&C TEST” node perhaps to
develop a new schedule, what-if or whatever
reason; say, a project now renamed
“Calendars”, all the Users who have access
to the original schedule will still have access
to that new project schedule unless the
Responsible Manager code is changed
accordingly to reflect the OBS code of the
EPS node it is now directly under.
(see Slide 14)
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THINGS TO REMEMBER … CONTINUATION

6.  If controlling the proper assignment
of the Responsible Manager’s code is not
being done actively in the past, then there can
be numerous unwanted and unauthorized
access to restricted or confidential projects file
that need to be addressed quickly.
 All Users, Schedule Owners, Planners and
Schedulers who were given R/W access to the
Primavera database must endeavor to maintain
the RMC field as part of the Project’s routine
schedule maintenance and monitoring.
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THINGS TO REMEMBER … CONTINUATION

7.  In addition to this, the Primavera Database
Administrator through the help of the
project’s Lead should check and regularly
audit all the P6 Users to find out if they
should really have the access rights to the
EPS nodes and projects they currently
have access to.
 All access change request should be
monitored as well as preventive measure.
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THINGS TO REMEMBER … CONTINUATION

8.  Only the Primavera Administrator should have
the security right to create, delete, and modify
the EPS and OBS.
 Additional branches can be added for the
Users through the Project Leads upon request
and approval.
 Users who happened to have inadvertent
access to make these changes to the EPS and
OBS must report the matter to the Primavera
Database Administrator promptly.
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THINGS TO REMEMBER … CONTINUATION

9. RM = Responsible Manager
RMC = Responsible Manager’s Code
EPS = Enterprise Project Structure
OBS = Organizational Breakdown Structure
ACRONYM
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10. 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.
The Enterprise Project Structure (EPS) is an
hierarchical based structure that represents
how your projects are organized.
The Organizational Breakdown Structure
(OBS) is a hierarchical based structure that
essentially represents your organization.
DEFINITION OF TYPICAL TERMS
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11. One best approach to setting up an excellent Primavera database
security is to align your EPS and OBS in such that they practically
have the same structure.
A one to one correspondence between EPS and OBS using the
same code each (see sample above) facilitates access and provide
flexibility.
Each EPS Code should have corresponding OBS.
Note that the OBS code is equal to the Responsible Manager Code.
SET UP THE DATABASE EPS & OBS
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12. Check if the Responsible Manager’s
field is showing in the Project Layout.
Group and sort the project window by EPS.
If the Responsible Manager’s column is not
showing, add and make it visible.
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13. Modify column view to show the
Responsible Manager column.
Right-Click the column header band and select
“column” as shown above.
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14. The Responsible Manager’s code for each
of the project listed should have the same
code as the EPS Header it is directly under.
In this example, the EPS Header are PSG, PSG-Integration, PSG-
PSM, PSG-PE&C, PE&C Admin, and PE&C Test. Upon inspection,
several incorrect Responsible Manager codes can be seen, shown
inside the red boxes. The rest are all good.
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15. Start correcting the Responsible
Manager’s Code of those found in error.
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Note that project files must be opened first (individually or
in group) before the assigned Responsible Manager’s code
can be modified.

16. Use “Fill-in” feature to change the
Responsible Manager code
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Pointing on the correct code above the first incorrect
code, drag the mouse and highlight down, pointing to the
last field to change. In this case, start from “PE&C Test”
then highlighting all the code that says “PE&C ADMIN”
(highlighted in blue), right click and assign the right code.

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Continue aligning the EPS to the
Responsible Manager’s code
The EPS code “PSG-PSM” should have a Responsible
Manager’s code that says the same, i.e. PSG-PSM.
Point the mouse on the incorrect Responsible Manager’s
code “PSG”, right-click and select/assign the right one.

18. Continuation…
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Note that the correct RMC will not be reflected on any
closed project under this EPS. Click OK.

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Continuation…
Upon selecting the correct RMC, say “YES” to the
message shown above to confirm selection.

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Do the same for the RMC “PE&C
TEST” on the example below.
The EPS code “P&C TEST” should have a RMC that says
the same, i.e. P&C-TEST (see above window).
Point the mouse on the incorrect RMC “PE&C ADMIN”,
right-click and select/assign the right one.

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Do the same for the highlighted
RMC “PSG” on the example below.
The EPS code “PSM” should have a Responsible
Manager’s Code that says the same, i.e. PSM (see above
window). It is the alignment required.

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Continuation…
Note that the correct RMC will not be reflected on any
closed project under this EPS. Click OK.

23. ITS ALL GOOD NOW! Every EPS is aligned
horizontally. Every RMC is aligned vertically.
At this point, we have all successfully
improved Primavera database security
by aligning all the RMC fields
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24. Periodically, the Database Administrator
shall display the EPS (EPS View) with
the RM column visible. Make sure that
the codes are all aligned. In the example
below, all are aligned.
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1. Help, About Primavera, Project Management (Primavera),
V6.1 SP1, V6.1 SP2, V6.7 SP1, V6.7 SP2 and higher.
2. 070313-Rufran’s Primavera Scheduling Tips & Tricks 04-13
titled-”Improving Primavera Database Security by Managing
the Responsible Manager’s field” (2013)
3. Rufran’s personal notes from 2009 to 2013.
REFERENCES

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