PRIMAVERA PROJECT PLANNER FOR ENTERPRISE

CASE STUDY
Primavera Project Planner for Enterprise

BACKGROUND

Recon Limited is setting up a small parental unit in Maldives.

As a part of the project team for Recon, you are responsible for setting up the project.

ASSIGNMENT

Name of EPS NODE is Recon Ltd and second level EPS nodes are Engineering, Construction and
Commissioning.

Name of the project is Recon.

SETTING UP ENTERPRISE PROJECT STRUCTURE (EPS):

1) select " Open Global Data " in order to define EPS

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2) Select project in the HOME dialogue box.

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1) To create EPS activate ENTERPRISE/ENTERPRISE PROJECT STRUCTURE menu.

2) Create EPS node by clicking on ADD option in the EPS window.
3) Name the EPS node as ENGINEERING.
4) Close the EPS window.

SETTING UP ORGANISATIONAL BREAKDOWN STRUCTURE (OBS):

1) To create OBS activate ENTERPRISE/OBS menu.

2) To add a OBS element click on ADD option in the OBS window.

Class Exercise:

Serial No OBS Description Level

1 Recon Limited Level 1
2 Engineering Division Level 2
3 VP Engineering Level 3
4 GM Civil Level 4
5 SE Civil Level 5
6 GM Process Level 4
7 SE Process Level 5
8 GM Instrumentation Level 4
9 SE Instrumentation Level 5

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CREATING PROJECT:

1) To create project activate ENTERPRISE / PROJECT.

1) To create a project activate FILE/NEW menu.
2) Select “Engineering” as the EPS node, under which project is to be defined.
3) Give Project ID and Project name and give start date of the project as 18th July 2001
4) Assign responsible OBS as Vice President Engineering and click on FINISH option.

CREATING Work Breakdown Structure (WBS):

1) Activate WBS from HOME page or from PROJECT/WBS menu.

2) Create WBS code and description as given below.

Class Exercise:

WBS Code WBS Description Level

ENGG ENGINEERING Level 1

ENGG.GENRAL GENERAL Level 2
ENGG.ARCHITECTURE ARCHITECHTURE Level 2
ENGG.CIVIL CIVIL Level 2
ENGG.PROCESS PROCESS Level 2
ENGG.PIPING PIPING Level 2

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ENGG.ELECTRICAL ELECTRICAL Level 2

ENGG.INSTRUMENTATIO INSTRUMENTATION Level 2
N

3) WBS once created can be view in Table, Chart View and Gantt Chat format.
4) Activate WBS detail form and select the “Notebook Items” by clicking on ADD menu.
If the user needs to customize notebook topics, the same can be done by adding
notebook topic form ADMIN/ADMIN CATEGORIES/NOTEBOOK TOPICS.

ASSIGNING OBS ELEMENT TO WBS:

1) Click on WBS from HOME page.

2) Click on GENERAL tab in WBS details.
3) Assign the OBS element to the WBS level by clicking on “Responsible Manager”
option.

Given following is the list of OBS elements to be assigned to the WBS levels.

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Class Exercise:

Sr No WBS Description OBS Element

1 ENGG.GENRAL GM Civil
2 ENGG.ARCHITECTURE SE Civil
3 ENGG.CIVIL SE Civil
4 ENGG.PROCESS SE Process
5 ENGG.PIPING SE Process
6 ENGG.ELECTRICAL SE Instrumentation
7 ENGG.INSTRUMENTATION SE Instrumentation

DEFINING BUDGET & ESTABLISHING SPENDING PLAN

Budgets and spending plan can be defined at EPS Node, Project or even at WBS level.
Given following the steps for establishing Budgets and Spending plan.

1. Activate “Projects” view from HOME and select Engineering project and assign
original budget of 1000000.

Given following is the break-up of this budget at WBS level.

Class Exercise:

Sr No Description Budget (Rs)

1 Engineering 1000000
2 General 100000
3 Architecture 200000
4 Civil 200000
5 Electrical 200000

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6 Process 100000
7 Piping 100000
8 Instrumentation 100000

CREATING ACTIVITY CODE:

1) To add activity code activate ENTERPRISE/ACTIVITY CODES.

2) In activity code window users can create Global or project Specific Activity codes.
Global activity codes are available for all the projects where as Project Specific activity
codes are available only for the project under which these codes have been defined.

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3) Open activity code window and add project specific Activity Codes and also add the
values to the corresponding Activity Codes.

Given following are the activity codes and the corresponding values for the same.

Class Exercise:

Activity Code Value Description

PHASE CVLEPHAS Civil Engineering Phase
PROCPHAS Process Engineering
Phase
INSTPHAS Instrumentation Phase

SITE MUMBAI Mumbai Office

PUNE Pune Office.

DEPARTMENT GENERAL General Department

ARCH Architecture Department
CIVIL Civil Department
PROCESS Process Department
PIPING Piping Department
INSTRUMENT Instrumentation
Department
ELECTRICAL Electrical Department

CREATING PROJECT CODES:

1) To create project codes activate ENTERPRISE/PROJECT CODES menu.

2) Add the following project codes and their values.

Class Exercise:

Project Code Value Description

EPC Project ENGINEERING Engineering Project
CONSTRUCTION Construction Project
COMMISSIONING Commissioning Project

Location MUMBAI Mumbai Office

CALCUTTA Calcutta Site

3) Create a project code with name “EPC Project” and give “Engineering”
“Construction” and “Commissioning” as the values for the Project code.
4) Create a project code with name “Location” and give “Mumbai” and “Calcutta” as the
values for the code.
5) Open “Projects” view from HOME page and assign Project code value to the
“Engineering” project.

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CREATING PROJECT CALENDAR:

1) To create project calendar activate ENTERPRISE/CALENDAR menu.

2) Users can create Global calendar, Resource Calendar or Project Specific calendars.
3) To create project specific calendars opt for PROJECT.
4) Click on ADD and select one of the Global Calendars as the template for the new
Project Calendar.

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5) Select the working days by clicking on WORKWEEK and identify the Work and non-
work days.
6) Click OK to confirm the entries.
7) To assign the calendar to the activities, open activities view from HOME page.
8) Activate activity detail form from the toolbars and click on GENERAL tab.
9) Select the activity and assign the relevant activity calendar.

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CREATING REFERENCE DOCUMENTS:

1) Select REFERENCE DOCUMENT from HOME page.

2) Add a reference document, give an appropriate name, reference number and attach a
file to this document.
3) If file is linked in the public location it will be available to all the users, however if file is
linked in private location document won’t be available for Progress Reporter users.
4) Reference documents can be assigned to WBS and Activities.

5) To assign reference document to the WBS, open WBS from HOME page, enable WBS
detail form, select REF DOC tab and assign the document to the WBS level.
6) Reference documents can also be assigned to activities.

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ADDING ACTIVITIES, RELATIONSHIPS AND SCHEDULING:

Adding Activities:

1) To add activities click on “Activities” in the HOME page.

2) Organize the layout based on WBS.
3) Add activities to respective WBS level by clicking on ADD on Command Bar Button
Text
4) Given following is the list of activities.
5) For Auto-numbering activities and increment select the project in the “Projects View”
and select “Setting” tab in the detail form and give activity prefix, suffix and increment.

Class Exercise:

1) Add the following activities and original duration to the project ENG1.

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Project ENG1

Activity ID Activity Description Original Duration

EGGEN01 Kickoff meeting 0

EGGEN02 Basic engineering package 4
EGGEN03 Soil investigation & contour survey 11
EGGEN04 Design basis 22
EGGEN05 Plot plan 5
EGGEN06 Architectural schematic drawings for tendering 22
EGGEN07 Civil tender 22
EGGEN08 Float tender & finalize contractor 44

EGARC01 Main production hall 44

EGARC02 Raw material store 33
EGARC03 Finished good store 22
EGARC04 Utility buildings 66

EGCIV01 Main production hall 44

EGCIV02 Raw material store 44
EGCIV03 Finished good store 22
EGCIV04 Utility building 66

EGPRO01 Utility P&ID's ( Air,water,oil etc ) 66

EGPRO02 Line list / valve list 66
EGPRO03 Process data sheets 77

EGPIP01 Process equipment layout 44

EGPIP02 Equipment layout - compressors 22

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EGPIP03 Equipment layout - Pumps/cooling towers 22

EGPIP04 Equipment layout - Boilers 22
EGPIP05 Equipment layout - process/lub/fuel oil 22
EGPIP06 Piping layout - Compressor house 22
EGPIP07 Piping layout - Pump house/cooling tower 22
EGPIP08 Piping layout - Boiler house 22
EGPIP09 Piping layout - Oil tank farm 22
EGPIP10 Piping layout - Yard piping 22
EGPIP11 Piping/eqpt erect tender including insulation/piping 22
EGPIP12 Finalize erection contractor 44

EGELE01 Single line diagrams 66

EGELE02 Electrical equipment specs 44
EGELE03 Electrical installation - Tender 22
EGELE04 Electrical installation - Finalize contractor 44

EGINS01 Instrument specs/schedule for indigenous 44

EGINS02 Instrumentation installation - Tender 22
EGINS03 Instrumentation installation - Finalize contractor 44

Adding Relationships:

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1) Select an activity select its predecessor from “Predecessor” tab in the activity detail
form.
2) Activity details can be enabled from list of toolbars shown on top of the layout.

Class Exercise:

Activity ID Predecessors Relationship Lag

EGGEN01 - -- --
EGGEN02 - -- --
EGGEN03 - -- --
EGGEN04 EGGEN01 SS 11
EGGEN05 EGGEN01 SS 6
EGGEN06 EGGEN05 FS 0
EGGEN03 FS 0
EGGEN07 EGGEN06 SS 0
EGGEN08 EGGEN07 FS 0
EGARC01 EGGEN05 FS 55
EGCIV04 SF -20
EGGEN08 FS -9
EGARC02 EGGEN05 FS 99
EGARC03 EGGEN05 FS 132
EGARC04 EGGEN05 FS 55

EGCIV01 EGARC01 FS 0
EGCIV02 EGARC02 FS 0
EGCIV01 FS -9
EGCIV03 EGARC03 FS 0
EGCIV02 FF 0
EGCIV04 EGARC04 FF 22

EGPRO01 EGGEN02 FS 0
EGPRO02 EGPRO01 SS 22

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EGPRO03 EGPRO01 SS 22

EGPIP01 EGARC01 FS 0
EGPIP02 EGARC04 SS 22
EGPIP03 EGARC04 SS 44
EGPIP04 EGARC04 SS 66
EGPIP05 EGARC04 SS 88
EGPIP06 EGPIP01 SS 0
EGPIP02 FS 0
EGPRO01 FS 22
EGPRO02 FS 11
EGPRO03 FS 0

EGPIP07 EGPIP03 FS 0
EFPIP06 FS 0
EGPIP08 EGPIP04 FS 0
EGPIP07 FS 0
EGPIP09 EGPIP05 FS 0
EGPIP08 FS 0
EGPIP10 EGPIP09 FS 0
EGCIV03 FS 9
EGPIP11 EGPIP04 FS 0
EGPIP12 EGPIP11 FS 0
EGPIP10 FF 0
EGELE01 EGGEN04 FS 0
EGELE02 EGELE01 SS 22
EGELE03 EGELE02 FS 88
EGELE04 EGELE03 FS 0

EGINS01 EGGEN04 FS 55
EGINS02 EGINS01 FS 88

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EGPIP12 FS -1
EGINS03 EGINS02 FS 0
EGELE04 FF 31

Assigning Activity Codes:

1) To assign Activity Code select the activity and enable activity details.
2) In activity details click on CODES tab.
3) Click on ASSIGN and select the respective codes.
4) Given following is the list of activity code values to be assigned to the activities.

Class Exercise:

S. No Activity ID Activity Code Activity Code

Value
1 EGGEN01 to EGGEN08 PHASE CVLPHAS
2 EGARC01 to EGARC04 PHASE CVLEPHAS
3 EGCIV01 to EGCIV04 PHASE CVLPHAS
4 EGELE01 to EGELE04 PHASE INSPHAS

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5 EGINS01 to EGINS03 PHASE INSPHAS

6 EGPRO01 to EGPRO03 PHASE PROPHAS
7 EGPIP01 to EGPIP10 PHASE PROPHAS

S. No Activity ID Activity Code Activity Code

Value
1 EGGEN01 to EGGEN08 SITE MUMBAI
2 EGARC01 to EGARC04 SITE MUMBAI
3 EGCIV01 to EGCIV04 SITE MUMBAI
4 EGELE01 to EGELE04 SITE MUMBAI
5 EGINS01 to EGINS03 SITE PUNE
6 EGPRO01 to EGPRO03 SITE PUNE
7 EGPIP01 to EGPIP10 SITE PUNE

S. No Activity ID Activity Code Activity Code

Value
1 EGGEN01 to EGGEN08 DEPARTMENT GENERAL
2 EGARC01 to EGARC04 DEPARTMENT ARCH
3 EGCIV01 to EGCIV04 DEPARTMENT CIVIL
4 EGELE01 to EGELE04 DEPARTMENT ELECTRICAL
5 EGINS01 to EGINS03 DEPARTMENT INSTRUMENT
6 EGPRO01 to EGPRO03 DEPARTMENT PROCESS
7 EGPIP01 to EGPIP10 DEPARTMENT PIPING

Scheduling:

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1) To schedule the project activate TOOLS / SCHEDULE menu or strike F9 toggle key.
2) Select the DATA DATE and click on SCHEDULE command.
3) Customize the Gantt Chart by activating VIEW / BARS.
4) If relationship are to be displayed in the Gantt Chart click on OPTIONS in the above menu.
5) To view the PERT chart and trace Logic views click on the toolbars available in the layout.
6) Schedule the project on Data Date 18th July 2001
7) Primavera Enterprise (P3e) schedules the project on Critical Path Method and Critical Path
for the project is displayed with red colored activity bars.
8) Primavera Enterprise calculates schedule early dates during forward pass calculation and
schedule late dates are calculated during backward pass calculation.
9) The difference between Late Finish and Early finish dates of a activity is termed as TOTAL
FLOAT.
10) Activities with Zero Total Float are identified as critical activities and sequence of activities
with Zero Total Float lead to Critical Path or Longest Path of the project.

To check this date activate PROJECTS from HOME page and click on DATES tab.

Applying Constraints:

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1) To apply constraints activate ACTIVITY DETAILS.

2) In Activity Details enable STATUS / CONSTRAINTS menu, select the constraint and apply
appropriate constraint date.
3) Schedule the project through SCHEDULE command.

Class Exercise:

Example: Select activity EGGEN06 and check Start date of the activity and Total Float. Due to
some reason this activity is not expected to start on its scheduled start date. This activity could
only be started after 2 weeks from its scheduled start date. To schedule the activity after 2 weeks
from the current start date apply constraint “start on or After” and give the date 2 weeks ahead
of its scheduled start date. After applying the constraint schedule the project. If we check the float
of this activity it is reduced from the original float. If we want to remove the constraint, click on
none option and re-schedule the project. The activity will scheduled back on its original start date
and original float will also be displayed.

GROUPING AND FILTERING ACTIVITIES:

Grouping activities:

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1) To organize the activities activate VIEW / GROUP & SORT menu.

2) Group the Activities based on WBS and Activities Codes.
3) Sort the activities under each group by activating SORT menu.
4) Save the layout by activating VIEW /LAYOUTS / SAVE AS.

Class Exercise:

1) Activate group and sort window from the above menu and select WBS field in the “Group
By” Column. To show summaries for the each WBS element enable “Show Summaries” check
box.
2) Select the background color and font for the WBS levels and click OK to confirm the entries.
Layout can be saved by clicking “Save As” command, the path for which is shown above.
3) Group the activities of the project based on activity code “Phase” and save the layout.
4) Group the activities of the project based on activity code “Department” and save the layout.
5) Group the activities of the project based on activity code “Site” and save the layout.

Users can create unlimited number of layouts by selecting the appropriate Data Fields for
grouping and sorting.

Customising Layouts:
Layouts can be customized by changing Bar colors, adding data columns, formatting Time Scale
and changing Top and Bottom half of Activities screen. To customize the project layout following
steps can be performed.

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1) To customize the Activity Bars, activate VIEW / BARS menu.

2) To change the columns in the activities view, activate VIEW / COLUMNS menu.

3) To format Time Scale in activity view, activate VIEW / TIME SCALE menu.

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4) To view PERT network, activate VIEW / SHOW ON TOP/ PERT menu.

5) To view Activity usage spreadsheet, activate the above menu with Activity usage spreadsheet
option.

Class Exercise:

1) Create one layout each for the Activity spreadsheet view and PERT view with activities
grouped on the basis of WBS codes.
2) Change the color of the activity bars and change the columns in the layout.
3) Also give an appropriate name and save the above layouts.

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Filtering Activities:

1) To filter the activities activate VIEW / FILTER menu.

2) Run the default filter if desired by ticking the check boxes.
3) To add a new filter click on NEW menu and give logical conditions by selecting appropriate
logical operators.
4) Run multiple filters by ticking check boxes by either ANY or AND logic.

5) Save the layout of filters if desired.

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Class Exercise:

Given following is the logic for filtering activities in “Civil Engineering Phase” belonging to
Mumbai site. Phase and Site are the activity codes whose values have already been assigned to
activities.

Parameter Is Value
Where Phase Is under CVLPHAS
AND Site Is under MUMBAI

Multiple filter criteria can be defined by either AND or OR logic. Filters can also be made global
so that all the projects across the enterprise can make use of them.

Given following is the logic for filtering 2-week look-ahead activities.

Parameter Is Value
Where Start >= DD
AND Start <= DD+2W

Executing the above filter will display only those activities which are having start date in between
Data Date and 2 weeks from data date. If the users want to restore the all activities layout, click on
“All Activities” check box and apply the condition.

RESOURCES AND COSTS:

Adding Resources:

1) To create resource dictionary click on RESOURCES from HOME page.

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2) Create a resource pool for ENGINEERING by clicking ADD menu.

3) Add the following resources under ENGINEERING resource pool.
4) To add the resource click on ADD option.
5) Give Resource ID and in the detail tab select the resource classification. P3e supports 2
type of resource classifications, namely Labour and Non-Labour resource.
6) Click on UNITS & PRICES tab and give the resource availability and the Price /Time.

Class Exercise:

Resource ID Resource Name Resource Max Price/Hr (Rs)

Type (Hrs/day)
CVLENG Civil Engineer Labour 8 100
ELECENG Electrical Engg Labour 8 100
ARCHENG Architect Labour 8 120
PROCENG Process Engg Labour 8 150
PIPEENG Piping Engg Labour 8 150
INSTENG Instrumentation Labour 8 120
Engg

Assigning Resources to activities:

1) Select the activity to which resource is to be assigned.

2) Activate the activity details and click on RESOURCES tab and assign the resource by
clicking on ASSIGN option.
3) Allocate the number of resource units required to complete the activity as BUDGETED
UNITS.
4) By default P3e will assume Budgeted units for a resource as the product of unit/day and
OD.
5) Budgeted Quantity (BQ)= Units/Time period * Original Duration (OD)
6) View the resource profile by activating VIEW / SHOW ON BOTTOM / RESOURCE
UASAGE PROFILE menu or same can be activated from the toolbars shown in the
layout.
7) Configure the time scale and check the resources for over allocation.
8) Resource over-allocation will be shown for each of the resource assigned to the activity.
9) Resource usage can also be seen in a spreadsheet format by activating RESOURCE
USAGE SPREADSHEET.

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Class Exercise:

Activity ID Activity Description Original Resources Budgeted Qty

Duration
EGGEN01 Kickoff meeting 0 CVLENG 0
EGGEN02 Basic engineering package 4 CVLENG 32
EGGEN03 Soil investigation & contour survey 11 CVLENG 88
EGGEN04 Design basis 22 CVLENG 226
EGGEN05 Plot plan 5 CVLENG 40
EGGEN06 Architectural schematic drawings for 22 CVLENG 226
tendering
EGGEN07 Civil tender 22 CVLENG 226
EGGEN08 Float tender & finalize contractor 44 CVLENG 352
EGARC01 Main production hall 44 ARCHENG 352
EGARC02 Raw material store 33 ARCHENG 264
EGARC03 Finished good store 22 ARCHENG 226
EGARC04 Utility buildings 66 ARCHENG 528

EGCIV01 Main production hall 44 CVLENG 352

EGCIV02 Raw material store 44 CVLENG 352
EGCIV03 Finished good store 22 CVLENG 226
EGCIV04 Utility building 66 CVLENG 528

EGPRO01 Utility P&ID's ( Air,water,oil etc ) 66 PROCENG 528

EGPRO02 Line list / valve list 66 PROCENG 528

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EGPRO03 Process data sheets 77 PROCENG 626

EGPIP01 Process equipment layout 44 PIPEENG 352

EGPIP02 Eqpmnt layout - compressors 22 PIPEENG 226
EGPIP03 Eqpmnt layout - Pumps/cooling towers 22 PIPEENG 226
EGPIP04 Eqpmnt layout - Boilers 22 PIPEENG 226
EGPIP05 Eqpmnt layout - process/lube/fuel oil 22 PIPEENG 226
EGPIP06 Piping layout - Compressor house 22 PIPEENG 226
EGPIP07 Piping layout - Pump house/cooling tower 22 PIPEENG 226
EGPIP08 Piping layout - Boiler house 22 PIPEENG 226
EGPIP09 Piping layout - Oil tank farm 22 PIPEENG 226
EGPIP10 Piping layout - Yard piping 22 PIPEENG 226
EGPIP11 Piping/equipment erect tender including 22 PIPEENG 226
insulation/piping
EGPIP12 Finalize erection contractor 44 PIPEENG 352

EGELE01 Single line diagrams 66 ELECENG 528

EGELE02 Electrical equipment specs 44 ELECENG 352
EGELE03 Electrical installation - Tender 22 ELECENG 226
EGELE04 Electrical installation - Finalize contractor 44 ELECENG 352

EGINS01 Instrument specs/schedule for indigenous 44 INSTENG 352

EGINS02 Instrumentation installation - Tender 22 INSTENG 226
EGINS03 Instrumentation installation - Finalize 44 INSTENG 352
contractor

CREATING COST ACCOUNT NUMBERS:

1) To add cost accounts to the dictionary activate ENTERPRISE/COST ACCOUTS.

Given following is the list of Cost Account numbers.

Class Exercise:

Sr No Cost Account Code Description

1 ENGG ENGINEERING
2 ENGG.GEN GENERAL
3 ENGG.ARC ARCHITECTURE
4 ENGG.CIV CIVIL
5 ENGG.PIP PIPING
6 ENGG.PRO PROCESS
7 ENGG.ELE ELECTRICAL
8 ENGG.INS INSTRUMENTATION
9 ENGG.MISC MISCELLANEOUS

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Costs:

1) Actual cost for an activity is calculated based on actual resource units spent on
activities.
2) Any additional expenses incurred on activities can be accounted under respective cost
account numbers if defined.
3) Cost account numbers once defined can be assigned to the resources. To assign the Cost
account to the resource enable Resource Tab and from the activity details and assign
cost account number for the same.
4) Miscellaneous expenses budgeted and actuals can be accounted under the cost account
codes.

CREATING BASELINE PLAN :

Creating Baseline:

1) To create a baseline activate PROJECT / BASELINE menu.

2) To add new baseline click on ADD menu. In the Baselines window, P3e will prompt the
users to save a copy of the current project as the baseline.
3) Current project can also be set as a baseline by ticking the checkbox in the baseline
window.
4) Customise the Gantt Chart to view current and baseline project in the layout.

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Class Exercise:

1) Create a baseline project for Recon by selecting the option “ Save copy of the present
project as the baseline” in the add new baseline window.
2) Give an appropriate name for the base line project.
3) Once the baseline project is created click on the “use” checkbox.
4) This will ensure that the baseline project will be used as the current baseline.
5) Users can create as many as 50 baselines per project.
6) After creating the baseline project customize the layout by displaying the baseline bar.

Viewing Resource Profile:

1) After defining and assigning resources to activities, users need to specify the Budgeted
Quantity of resource required to complete the activity.
2) After specifying the Budgeted Quantity (BQ), P3e will calculate the per day
requirement of resources based on the following formula.

Resource Units per day = Budgeted Quantity / Original Duration

3) In the resource usage profile, P3e will show the requirement of resources against
availability depending upon the time scale unit chosen.
4) To view Resource Usage profile, activate VIEW / SHOW ON BOTTOM /RESOURCE
USAGE PROFILE menu or click on the relevant tool bar from the activities layout.
5) In the Resource Profile, click on a particular resource to view the resource histogram.
6) Resource profile displays the requirement of resource against availability.

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7) If requirement of resource exceeds its availability limit, then such resource is termed as
over-loaded resource and the over allocation of resource is shown with red color on the
resource histogram.
8) In order to get rid of the over-allocation in a resource, users should either increase the
availability or level the resource.
9) In the example all the resources except “Instrumentation Engineer” are overloaded.

Resource Leveling:

1) From the resource profile locate the over-allocated resources.

2) To level resources activate TOOLS / LEVEL RESOURCES.
3) Select the resources to level and tick the appropriate leveling settings.
4) Click on LEVEL option to level the resources.
5) View the LOG file for post leveled analysis.

STATUSING THE CURRENT SCHEDULE:

Applying actuals:

1) Project schedule can be saved as a baseline after keying the resource information, if not
saved formerly.
2) To apply actuals activate TOOLS / APPLY ACTUALS menu.
3) Give the new DATA DATE and click on APPLY option.
4) This will update progress of the project on given Data Date as if the project as
progressed exactly as per the planned schedule.
5) If actual progress is other than planned progress then update the activity by keying the
actual status.
6) This will eliminate unnecessary data entry on activities, which are progressing exactly
as per plan.

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Statusing the Project:

1) Activities , which are not progressing as per plan, can be statused separately from
Activity Details.
2) Select the activity to be statused and activate activity details from Display options.
3) Activate STATUS tab from activity detail and give Start Date and Finish Date if
activity is 100% complete.
4) Give Start Date and Percentage completion if the activity is in progress.
5) Schedule the project by giving the Data Date, the date upto which progress of project is
recorded.
6) Compare the current project schedule with the baseline project.

Given following are the status of activities as of 1st September 2001.

Class Exercise:

Sr No Activity ID Actual Start Actual Finish Percent

Complete
1 EGGEN01 23 July 2001 23 July 2001 100%
2 EGGEN02 23 July 2001 26 July 2001 100%
3 EGGEN03 23 July 2001 10 August 100%
2001
4 EGGEN04 1 August 2001 13 August 100%
2001
5 EGGEN05 6 August 2001 In Progress 60%

Given following are the actual man-hours spent on the above activities.

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Class Exercise:

Sr No Activity ID Resource Budgeted Qty Actual Qty

1 EGGEN02 CVLENG 32 40
2 EGGEN03 CVLENG 88 95
3 EGGEN04 CVLENG 40 40
4 EGGEN05 CVLENG 216 86

After updating the project for the above status, schedule the project on 1st September 2001.
1st September 2001 is the date up to which progress of project has been collected. This date
is also known as data date.

Given following are the Expenses incurred on the activities

Class Exercise:

Sr No Activity ID Expense Item Budgeted Cost Actual Cost

1 EGGEN02 Miscellaneous 0 3000
2 EGGEN03 Travel 0 5000
3 EGGEN04 Stationary 0 1000
4 EGGEN05 Miscellaneous 0 5000

The above incurred Expenses can be accounted under the cost account number of
ENGG:GENERAL.

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Threshold Monitoring and Issues:

1) To activate threshold activate PROJECT / THRESHOLD menu.

2) To add a threshold click ADD and select appropriate threshold parameter say, Start
Date Variance parameter.
3) In general tab enter the lower and upper threshold values of Start Date Variance and
also select the details to be monitored where threshold parameters are to be applied.
4) Click on MONITOR menu to run the threshold.
5) Activities/WBS levels having Start Date Variance outside threshold limits will be
separated as ISSUES.
6) Activate PROJECT / ISSUES to view the Activities/WBS level falling outside threshold
limit.
7) Issues can be notified to respective OBS person through mail if P3e is configured to E-
Mail.
8) Issues may also comprise of history notes, summary and details on the issue under
consideration.

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Class Exercise:

Threshold Monitoring for Start date variance:

Give the following threshold parameter for generating issues on Start Date Variance.

Threshold WBS Details to Lower Upper

Parameter Monitor Threshold Threshold
Start date Engineering Activities -5 1
variance

Give the following threshold parameter for generating issues on Total Float.

Threshold WBS Details to Lower Upper

Parameter Monitor Threshold Threshold
Total Float Engineering Activities 1 10

1) Click on “ Monitor” button to apply threshold parameters to the project.

2) Running threshold parameters will generate Issues for those Activities or WBS which
fail to meet the threshold parameters.
3) Open the Issues window to check the Issues generated for the above thresholds.
4) Click on Issues history to add the notes to the Issues.
5) Click on Notify to send the mail to the responsible OBS.

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TRAKING THE PROJECT AND REPORTS:

Tracking the Project:

1) Activate tracking view from PROJECT / TRAKING menu.

2) To create a new tracking layout click on ADD icon.
3) Select filter for tracking view by clicking on SELECT FILTER option.
4) Tracking view can be summarised to either WBS level or to activity level and fields
required to be shown in the tracking layout can be selected by clicking MODIFY icon
on the layout.
5) Tracking view layout can be saved with SAVE AS option.

Class Exercise:

Project Table Tracking Layout:

1) Create a Earned Value “Project Table” tracking view layout for the project
Engineering.
2) Customise the columns of Tracking View layouts by clicking on toolbar.
3) Click on Organise and Filter toolbars to group and filter the tracking view based on
any custom criteria.
4) Save the layout by giving appropriate name.

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Project Gantt/Profile Tracking view layout:

1) Create a “Project Gantt/Profile” tracking view layout for project Engineering.
2) Customise the “Project Profile” options by clicking on toolbar.
3) Customise the “Project Spreadsheet” by selecting the appropriate spreadsheet fields.
4) In similar way “Resource Allocation” spreadsheet as well as resource profile tracking
view layouts can be customised in Primavera Enterprise.

Reports:

1) To generate a report activate REPORTS / REPORTS menu.

2) Select the report group and click on ADD icon.
3) Follow the prompts on the reports wizard by selecting the subject area and fields
required in the report.
4) Select the Group sort and Filter criteria to generate the report.
5) Save the report.
6) To run the report, which is already, created click on RUN REPORT icon.
7) HTML or ASCII file can also be created from these reports.

Class Exercise:

1) Generate report by selecting the subject area “Activities” through report wizard.
2) Generate report by selecting the subject area “Activity Code Assignment” through
report wizard.

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PROJECT UTILITIES:

Export / Import utility:

Primavera Enterprise can Export and Import project data from P3 3.0 and MPX formats.
P3e can also export Resource and Roles related information to XER format which can be
Imported into other projects. This utility of Export Import ensures data transfer between
two enterprises or databases.

XER is Pimavera’s proprietary format, which supports exchanging of data between two
databases. MPX is widely used format for storing project information and supported by
many project management tools from other vendors. P3 3.0 format is supported by
Primavera Project Planner version 3.0.

Exporting Projects from P3e:

1) To export projects activate FILE / EXPORT menu.

2) Projects can be exported into XER, MPX or P3 3.0 format.
3) Resources, Expenses, Time sheets and Roles can also be exported from P3e in either
XER, MPX or TXT format.
4) Users should ensure that the project to be exported should be open.

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Class Exercise:

1) Export the Project “Engineering” to XER and P3 3.0 format.

2) While exporting the project to XER format give the file name as “Engineering.xer”.
3) While Exporting the project to P3 3.0 format give a four character project name
“ENGG” and also specify the directory, where project is to be exported.
4) P3e users can also export Resources and Roles to XER format.
5) The project exported to P3 3.0 format can now be opened in Primavera Project
Planner version 3.0.
6) Open the Exported project in P3.

Importing Projects in P3e:

1) To import project activate FILE / IMPORT menu.

2) Projects, resources and roles can be imported into P3e.
3) Projects to be imported should be in XER, MPX or P3 3.0 format.
4) To Import XER, MPX or P3 3.0 format, users should give the location of project files
by browsing to appropriate directory.
5) Users should also specify the EPS node under which the project should be imported.
6) Users can also choose the layout configuration to be used during the Import.

Class Exercise:

1) Create a new EPS level in P3e.

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2) Import the “Engineering.xer” file, which has originally been exported to the newly
created EPS level.
3) Open the Imported project in P3e to confirm the successful Import of the project..
4) Also Import the originally created P3 3.0 file in the new EPS level.
5) Open the project in P3e to confirm the successful Import of the project.

Setting up User Preferences:

Users can set Time Units, Date and Currency format by activating User Preference
window.

1) To activate User Preference window click on EDIT /USER PREFERENCES menu.

2) Click on “Time Units” tab and specify the format for displaying Time Units and
Durations.
3) Users can give Hour, Day, Week, Month and Year as a unit for measuring Time Units
or Duration.
4) Format for Units/Time can also be specified in the same window.
5) Click on “Dates” tab to select the appropriate Date and Time format.
6) Click on “Currency” tab for selecting Currency Symbol and decimal digits.
7) Click on E-Mail tab for selecting E-Mail protocol and outgoing E-Mail server.
8) Click on “Password” tab for changing application user name password.
9) Click on “Resource Analysis” tab for selecting appropriate option to display Resource
usage profile and Spread Sheet.

Publishing Project Web Site:

Users can publish comprehensive project web site, activity layouts and tracking view
layouts into a predefined directory and further publish the same to corporate Web Site or
Intranet.

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1) To publish Web Site activate TOOLS / PUBLISH / PROJECT WEBSITE menu.

2) Select a directory to publish the Project Website.
3) Select the appropriate Topics, Graphics and Reports to publish.
4) Click on PUBLISH to create Project Website.
5) To open the Project Website, browse to the directory where Project Details have been
published.
6) Click on Main.htm to launch the project website.
7) Project Web Site is the most comprehensive way of getting Project information like
Layouts, Reports on the Web.

ADMINISTRATIVE FUNCTIONALITIES OF P3e:

Administrative functionalities of P3e enables uses to define access rights, admin

preferences and admin categories.

Defining users and security profiles:

1) To define application users activate ADMIN / USERS menu.

2) Click on ADD to add users.
3) Click on “General” tab to give log-in name and password for the new application user.
4) Click on “Global Access” tab for assigning Global Security profile to the application
user.
5) Click on “Project Access” tab and assign the responsible OBS to the application user.
6) To define security profiles activate ADMIN / SECURITY PROFILES.
7) Application administrators can define Global and Security and profiles and assign the
same to the application users

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8) To add new global profile click on ADD and grant the privileges by enabling the check
boxes.
9) Depending on Privilege, global profile allows or prevents the application users from
editing Global information.
10) Depending on Privilege, Project Profile allows or prevents the application users from
editing project information.

Setting up Admin preferences:

1) To activate Admin Preferences click on ADMIN/ ADMIN PREFERENCES menu.

2) Click on “Data Limits” tab to specify maximum number of levels for trees.
3) Maximum number of levels for EPS and WBS trees are 50 and for OBS, RBS, Cost
Account code, Activity Code the maximum number of levels is 25.
4) Maximum number of activity codes per project is 500 and maximum number of
baselines that can be stored for project is 50.
5) Maximum number of characters for Activity ID, WBS ID, Cost Account ID and
Resource ID are 20.
6) Users can define currency options by clicking on “Currency” tab.
7) User defined fields for the subject areas can be defined by clicking on “User Fields”
tab.
8) Hours per Time Period and Time Period Abbreviations can be set by clicking on “Time
Periods” tab.

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Hours to day, hours to week, hours to month and hours to year conversions are based on
the values specified in the Hours/Time period option.

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