P6 Security and Administration

Session ID#: 15476

Best Practice Overview for

Enterprise Administration

Prepared by:
Brian Criss, PSP
Vice President of Professional Services
DRMcNatty & Associates, Inc.

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 What is the purpose of the P6 administrator?

Establishment of Security for End Users
Security Profiles / Project Access/ Policy
Preservation of Global Data
Codes
Cost Accounts
Calendars
Resources

Primavera P6 Administration
Where to go to setup P6?....Depends on the
Version of Primavera you are running.

P6 v7 and Earlier = Client Application

P6 r8 and Higher = .depends?
P6 Professional = Client Application
P6 EPPM = Use P6 Web for admin.

Primavera P6 Administration
Administration of P6 EPPM version 8.x
Most functions are in the web product related to
administration of the system.
User Accounts, EPS, OBS, Project Codes
Some items related to schedule functions are still
available in the Optional Client.
Activity Codes, Resources, Calendars

Primavera P6 Administration
P6 EPS Structure
The EPS is not the
only means by
which to view
projects in P6.
The EPS Structures
primary function
should be to
facilitate the
security model

Primavera P6 Administration
OBS Structure
Hierarchical
Structure use to
grant access to
projects for end
users.
A good strategy is
to have the OBS
mirror the EPS
structure.

Primavera P6 Administration
Project Access
Users may be assigned
access to multiple
OBS/Responsible
Manager elements.
Project security privileges
can be different for each
level of project access

Primavera P6 Administration

Alignment of EPS / OBS

Elements is a good method to
begin building the P6 Security
Model

Primavera P6 Administration
Admin considerations for an Enterprise
environment (i.enot everyone is Superuser).
Adding Projects In order for end users to add a
new project in P6, they will require access to at
least 1 EPS node.
For larger deployments, the process by which new
projects are added to P6 should be clearly defined
and communicated to users.

Primavera P6 Administration
Enterprise Deployments Adding Projects
Tip: Create a dedicated EPS node specifically for the
creation of new projects.
Allows flexibility for people to freely use the system and
create new projects as required to capture all work in P6.
Requires system administrator to move the project to the
appropriate EPS node.
Provides a QA opportunity for System Admin or
Supervisor.

Primavera P6 Administration

1. Users select project from Templates Node and copy the project.
2. Paste the project in the New node and update as appropriate with
Project Codes, etc.
3. System Administrator can then move the project to a secure node (such as
Energy Services).

Primavera P6 Administration
Global Data
Primary elements which may be polluted are:
Project Codes
Activity Codes
Calendars

Project Codes will end up being an essential

element for any reporting or integration solution for
any organization.

Primavera P6 Administration
Tips for Preserving Global Data:
Use the security profiles to limit the number of users
who can modify these dictionaries.
Limit the practice of importing data from outsiders
into the system.
Customize or Brand the default data in a blank P6
database
Standard 5-Day Workweek

Primavera P6 Administration
Good Example of what
should be avoided
Administrators need to
control the ability to import
new projects into P6.
Calendars is one of the
more problematic areas to
keep clean.

Primavera P6 Administration
Admin Settings
Control Data Limits for several elements in
P6.
Time Periods
Do not modify the default settings for
days, weeks, months.
Recommend to check the box which says
use activity calendar work days

Primavera P6 Administration

Maintain the Default Hours per Time period.

Check the box for Use Assigned Calendar to specify the number
of work hours

Primavera P6 Administration

The Earned Value

Calculation setting may
influence the display of
Baseline Bars in the Gantt
Chart.

Primavera P6 Administration
Admin Preferences Data
Limits
Allows administrators of P6 to
determine limits for EPS/OBS/WBS
elements
Number of Codes per Project
Maximum number of Baselines
Max number of copied Baselines

Primavera P6 Administration

Startup Filters determine whether

or not Current Project values
display, or All Values

Primavera P6 Administration
Admin Categories
Contains several system defaults for specific data
elements in P6.
Recommended to customize the Admin Categories
to fit the organization needs as an initial step in
setting up the P6 database
Notebook Topics
WBS Categories
Expense Categories

Primavera P6 Administration

Customize as an initial part of the P6 setup

Primavera P6 Administration
Project Templates:
1. Desired by most organizations to provide a
starting point in the development of new project
schedules.
2. P6 provides the option to create specific
template projects in P6 EPPM (Web).
3. Alternative methods typically entail a specific EPS
node where templates reside.
Copied and re-purposed to create new projects.

Primavera P6 Administration
Project Templates: GOOD
Facilitate the creation and adherence of standards
for the organization.
Activity IDs
Activity Codes
Logic and Milestones.

Efficient for End Users to quickly create new

projects.
For organizations where users manage 30-50 projects,
this ability is appreciated.

Primavera P6 Administration
Project Templates: BAD
Terminology for activities in the schedule is often
not documented or communicated to users.
I dont know what this activity means??

Arriving at a consensus for what should and

should not be contained in the standard templates
is extremely PAINFUL!!!
The end result is the development of 50+ templates to
accommodate every fork in the road a project may
face.

Primavera P6 Administration
P6 EPPM (aka P6 Web)
Provides features for collaboration with nonschedulers
Recommended Uses for EPPM are:
Notebook Entries
Issues Tracking
Risk Tracking

Try and Keep as Simple as Possible!!!

Never get a second chance to make a first impression
Use the User Interface Views to help the initial
experience.

Primavera P6 Administration

Create User
Interface Views
as a method of
creating a
consistent
starting point for
users of P6 Web.

1. Use Weighted Project Codes

to determine criteria for
Project Score
2. Select Metric Value for
Green, etc.

Primavera
Project Scoring

Primavera P6 Administration
Sample Project Score in EPS View

Individual Project Score is calculated

automatically. Roll up of information available
for summary reporting

Questions?
Brian Criss
VP of Professional Services
bcriss@drmcnatty.com
T. (877) 367-7990 x7995
Web www.drmcnatty.com

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