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HARD DOLLAR – PRIMAVERA INTEGRATION

© 2009 CMCS FZCO 0


Team Attended the Workshop

CMCS Team: Taisei Team:

1. Mr. Syed Ali Hasan- Manager


1. Mr Ahmed Kassem (Controls Manager)
Professional Services
2. Mrs. Gagan Preet Kaur- Senior 2. Mr M.M. Lay (Documents System Manager)
Consultant- Professional Services 3. Mr Yashuhiro Taniuchi (Construction Manager)

4. Mr Sushil Katrekar (Marketting Manager)


5. Mr Ayman Sobhy Ayoub (Planning Manager)
6. Mr Zaldy Mejia (Senior QS)
7. Mr Elizer D Manalata (QS)
8. Mr Aqil Mahmood (Senior Planning Engineer).

© 2009 CMCS FZCO 1


Brief of the Workshop

A workshop was conducted by CMCS team and Taisei Team for two days on 15th and
16th Dec. The topics covered were related to both P6 and Hard Dollar. Taisei Team
had compiled few topics to be covered by CMCS, which were covered by CMCS
team on Day 1. On Day 2 , Taisei had raised some issues faced by them related to
Hard Dollar and P6 , which were answered by CMCS.

The workshop was a success and involved the active Participation of Taisei Team.

© 2009 CMCS FZCO 2


Day 1

15th December’10

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Earned Value Management Workshop

1. Considerations to be made in HD prior to start preparing estimate in HD, which


can lead us
a. Proper conversion of estimate to P6 (detailed resources, their costs
and unit rates)
b. To do earned value management through P6.
2. Items/considerations needs to be made in HD before transferring estimate to
P6
a. Customizing HD layout prior to conversion
b. Switches/Boxes needs to be checked
c. Scheduled / WBS columns check boxes, their importance
3. Step wise procedure for converting HD estimate to P6
a. Importance of tabs under the Schedule tab of job properties of forms.
b. Switches/Boxes needs to be checked
c. How many times HD and P6 need to be synchronized for proper
conversion?

© 2009 CMCS FZCO 4


Earned Value Management Workshop (Contd.)

4 Discussion about evaluating Earned Value in different ways in P6 and their


settings in P6.
a. How earned value changes with different percentages completes
(physical, duration and unit % completes).
b. Any other criteria for evaluating earned value in different manners
apart from percent complete types?
5. Step wise procedure for carrying out Earned value management in P6
a. Switches / boxes needs to checked and their significance
6. Steps wise procedure to use/update only one P6 program to serve following
two purposes,
a. Internal monitoring (Earned value based on BOQ quantities and
budgeted unit rates from our estimate).(Here our resources are assigned
with unit rates).
b. Reporting to the client (Progress report based onBOQ quantities and
BOQ unit rates). (Here we don’t need unit rates of the resources).

© 2009 CMCS FZCO 5


Point 1

Considerations to be made in HD prior to start preparing estimate in


HD, which can lead us
a. Proper conversion of estimate to P6 (detailed resources, their
costs and unit rates)
Solution 1a:
Besides the normal estimate, the only consideration in HD would be to
Unlock the Pay Items to the Cost Items so the CBS arrangement can be
changed to reflect how the schedule is to proceed. This is done in the Job
Properties form, Cost Basis tab, and unchecking the box to unlock the Pay
Items. (This is not required, but may be helpful in rearranging the CBS
items

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Solution 1 a

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Point 1

b. To do earned value management through P6.----- Covered in P6

Solution 1b:
Regarding earned value in P6, all we provide from HD is the Percent Complete if the
Job Tracking module is used. We can send to P6 HD’s percent complete as the
physical in P6

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Point 2

2. Items/considerations needs to be made in HD before transferring


estimate to P6
a. Customizing HD layout prior to conversion

Solution:
The solution provided in Point 1a applies here also. But we need to
understand how other things also work.

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Why HD – Primavera Integration?

A powerful and flexible project management tool that you can use to
control simple or complex projects

 It helps you schedule and track all your cost items so you can stay on top
of their progress

 Have the ability to send and update resources from HD to Primavera

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Synchronizing Primavera with HD

 For Primavera Integration, HD needs to be on Network Mode


 When the synchronization of data occurs between Primavera and HD, the
synchronization is occurring on the HD Primavera Integration Server in the
background rather than on the client machine

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Define Primavera as the Integrated Schedule

1. FORMS > JOB PROPERTIES.


2. Click on the SCHEDULE tab.
3. In the INTEGRATED SCHEDULE field, click on the drop down list button and
choose Primavera and press the <TAB> key.
4. If you always want to use Plug Days when updating HD from the
schedule, click on the ALWAYS USE PLUG DAYS WHEN UPDATING HD FROM
THE SCHEDULE checkbox.

5. Put Username and Password


6. OK

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OPENING PRIMAVERA FROM HARD DOLLAR

You can Open Primavera Either from HD or "outside" of HD.


To Open Primavera from HD
 Choose FORMS > SCHEDULE
OR
 Click on the toolbar button,
Note : Simply closing the HD job will automatically also close Primavera. You will be
prompted to save the work that you did in both the job and the Primavera schedule. If
you have opened Primavera "outside" of HD, closing the job in HD will not
automatically close Primavera

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While Opening a Project

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Rule 1: JOB CODES

In HD, JOB CODES is 90 characters and in Primavera PROJECT ID is 20


characters.

RULE:
In order for a HD project to be scheduled in Primavera, the HD job code
cannot exceed the 20 character limit imposed by Primavera.

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AFTER MAKING CHANGES IN THE JOB CODE

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Rule 2: Standard Shift Arrangements

Go to Job properties- Cost Basis

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IN PRIMAVERA- CALENDARS

Go to Enterprise- Calendar – Project

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Licensing Primavera Users to Allow for Integration
with HD

In order for HD users to be able to use the Primavera integrated schedule


feature, the users will need to be licensed as "named users" for the
Integration API.

In Primavera, choose ADMIN > USERS from the main menu.


Select User.
Click on the LICENSING tab located in the middle of the dialog.
For the INTEGRATION API product, click on the checkbox in the NAMED USER
field.
Click CLOSE

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Setting ID Lengths in Primavera

In Primavera, choose ADMIN > ADMIN PREFERENCES from the main menu.

Click on the ID LENGTHS tab located on the left side of the dialog.
Set the WBS CODE MAXIMUM CHARACTERS to 20.
Set the ACTIVITY ID MAXIMUM CHARACTERS to 20.

© 2009 CMCS FZCO 20


Define Primavera as the Integrated Schedule (Contd.)

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Point 2

b. Switches/Boxes needs to be checked.


c. Scheduled / WBS columns check boxes, their importance.

Solution:
Here we will explain the column headings in HD that relate to P6

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HD Columns in P6

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Description of Columns

Scheduled: This is simply the cost items that are sent to P6


Roll Up Schedule: This is the option to just send higher levels of the CBS
structure
WBS Element: This column is for information for P6. What we call
superiors, P6 calls their WBS.
Schedule ID: Since P6 sorts alphabetically and Numerically, and HD’s CBS
position code is numeric, we allow the user to use the Schedule ID that will
be sent to P6. HD provides a default, but the user may change this – either
in HD or in P6.

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Point 3.

3. Step wise procedure for converting HD estimate to P6


a. Importance of tabs under the Schedule tab of job properties of forms.

Solution

Will explain each tab

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Cost Item Roll Up: If the user rolls up the Cost Items, this box determines what
duration is to be used.
Mapping Options: 1. Which number to use in P6. 2. We can send all the
CBS structure or only the Activities (P6) terms, or in HD terms, the terminals.
Resources: 1. The user can decide what resources are sent to P6. 2. In
mapping resources to P6, the user can decide if the Labor, Construction Equipment
and Rented Construction equipment resource are mapped as Roles or
Resources. All other resource type can be mapped as resources. 3. In the Update
Price/Unit on Primavera resource Assignments area, if this is checked, the cost of
the resources will be sent to P6. 4. The Update Primavera Budgeted Units when
using Plug Days, allows the user to decide which duration to use – the estimate
duration or the entered Plug days on the CBS column (schedule plug days). 5. If
there are account codes on the resources, we will send this info to P6
Expense Costs: If the user does not what the actual resource rates sent to
P6 (see above), they may be sent as Expenses in P6
Actuals: This box will send any % complete provided by HD Job Tracking
Tags: The Cost Items can have tags assigned and can be sent to
P6. There is the ability in P6 to show HD’s tags.
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Cost Item Roll up

From the main HD menu, choose FORMS > JOB PROPERTIES.


 Click on the COST ITEM ROLL-UP tab.
 Select the AUTOMATICALLY PLUG DAYS WHEN ROLLING UP COST
CALCULATE
ITEMS FOR SCHEDULING PURPOSES checkbox.

 If you want the superior level cost item (the cost item to which
subordinates are rolled up to) to use the longest number of scheduled days
from the subordinates as the duration, choose LONGEST SCHEDULED DAYS
AMONG ALL ROLLED UP COST ITEMS.

If you want the superior level cost item (the cost item to which
subordinates are rolled up to) to use the total scheduled days of all
subordinates as the duration, choose TOTAL SCHEDULED DAYS FOR ALL ROLLED
UP COST ITEMS.

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Cost Item Roll up

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MAPPING OPTIONS

There Can be two Options:


WBS structure in your schedule to match the CBS structure in the HD
estimate OR
May want to establish a different WBS structure that better matches how
you build the job.

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Update the Primavera WBS Structure from HD

When updating the Primavera WBS structure from HD , there are two
options:
1. Manage the Primavera WBS Structure in HD - If you want to manage the
WBS structure in the Primavera project in HD and have the WBS structure in
Primavera match the CBS structure in HD, then Primavera will be updated
with both SUPERIOR and TERMINAL cost items found in the HD CBS structure.
In this case, SUPERIOR cost items will map to Primavera as WBS elements and
TERMINAL cost items will map to Primavera as activities.

2. Manage the Primavera WBS Structure in Primavera - If you want to manage


the WBS structure in the Primavera project in Primavera and create a WBS
structure that does not necessarily match the CBS structure in HD, then
Primavera will be updated with only TERMINAL cost items found in the HD
CBS structure. In this case, TERMINAL cost items will map to Primavera as
activities and you will create your WBS elements for the schedule in
Primavera
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COST ITEMS/ACTIVITIES

 In HD , there are two types of Cost Items:

1. Superior (top level) cost items – Higher Level


As a rule, they have cost details associated with them and their cost and
duration is determined by the terminal (subordinate) cost items below them in
the cost breakdown structure
2. Terminal (subordinate) cost items – Lower Level cost Items

Are those cost items where cost details and duration (production) are defined.

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COST ITEMS/ACTIVITIES (Contd)

 When HD is updated from Primavera, durations for superior cost items are
calculated as the number of calendar days "spanned" by the superior itself. In the
case of terminal cost items, durations are taken directly from Primavera.

 Any activities that you create directly in Primavera will not be deleted from your
Primavera project and will not be added to the estimate in HD when
synchronizing Primavera with HD.

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RESOURCES

During P6 – HD integration, we have the ability to update the global


resource pool in Primavera with the resources in your HD jobs.

Note: Since Primavera does not allow for duplicate resources, once a
resource from a HD job is updated in Primavera, if that same resource exists
in another HD job, it will not be updated, overwritten, or added when you
update Primavera resources from HD for a different job in which the same
resource exists.

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Resource Updating options

Option 1: You can update Primavera with all of a job's resources


Option 2: Only those resources that have been employed to scheduled
cost items (resource assignments) in the job's
Option 3: Only updating the Primavera resource pool with HD resources of
certain types (e.g. only Labor and Construction Equipment

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Tags

When a cost item is scheduled, the tags assigned to these cost items can de
sent to Primavera where a user defined field is created for each tag.
When sending activities to Primavera, you have the option of sending the
tag assignments of the scheduled cost items to Primavera as well.

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Point 3

c. How many times HD and P6 need to be synchronized for proper conversion

The UPDATE PRIMAVERA FROM HD option is used to update Primavera with the
Expense Costs for scheduled cost items and the Price per Unit for scheduled
resource employments. You can also update Primavera with the physical PERCENT
COMPLETE from HD. The data that will be updated in Primavera is based on the
settings defined on the Job Properties - Schedule form.
When using the Primavera integration with HD, when any of the Primavera
integration settings are modified on the Job Properties - Schedule form, new
resources are added that meet the integration settings that you defined, or data is
changed in Primavera that originated in HD and you want to revert it back to what is
in HD, you will be required to re-sync Primavera with HD to make sure the data in
Primavera reflects the settings and data in HD.
When Primavera is launched from within HD, the user will find three updating
options within the SCHEDULE menu. The RE-SYNC PRIMAVERA WITH HD button option
is used to update Primavera with the data in HD.

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Earned Value Analysis--- P6

4. Discussion about evaluating Earned Value in different ways in P6 and their


settings in P6.

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Earned Value Analysis

Earned value analysis is a technique for measuring project


performance according to project cost and schedule. This technique
compares the budgeted (planned) cost of work to the actual cost of
work.

186
Earned Value Analysis (cont.)

Planned Value Cost


 Planned Value Cost is the cost of the work that should have been
accomplished as of the data date, if the project had proceeded
according to the baseline plan.
 Planned Value Cost = Budget at Completion x Schedule %
Complete.
 Answers the question: How much work should be done?

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Earned Value Analysis (cont.)

Earned Value Cost


 Earned Value Cost is the monetary value of the work performed by a
resource as of the data date.
 Earned Value Cost = Budget at Completion x Performance %
Complete
 Answers the question: How much work is done?

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Earned Value Analysis (cont.)

Actual Cost
 Actual Cost is the actual total cost incurred for the work
accomplished as of the data date.
 Actual Cost = Actual Labor Cost + Actual Nonlabor Cost + Actual
Expense Cost + Actual Material Cost
 Answers the question: How much did the completed work cost?

186
Earned Value Analysis (cont.)

Earned Value Graph


The following graph shows several earned value variables and
illustrates the relationship between the variables.

187
Earned Value Analysis (cont.)

187
Earned Value Project Background

The Building Addition project contains a single activity (BA1000) that


spans from 11-Jan-10 to 26-Jan-10. A single resource is assigned to
BA1000 for a total of 80 hours. The price/unit for the resource is $100
per hour; therefore, the Budgeted At Completion cost for BA1000 is
$8,000. A baseline has been created for this project.

188
Calculating Planned Value Cost

Planned Value Cost is the cost of the work that should have been
accomplished as of the data date, if the project had proceeded
according to the baseline plan.
 Planned Value Cost = Budget at Completion * Schedule % Complete
An alternative way to define Planned Value Cost: One day of work
should have been completed with a single resource at 8 h/d and
$100/h; therefore, 8hr x $100/h = $800.

189
Calculating Actual Cost
Actual Cost is the actual total cost incurred for the work
accomplished as of the data date.
 Actual Cost = Actual Labor Cost + Actual Nonlabor Cost + Actual
Expense Cost + Actual Material Costs. (Even though no expenses or
nonlabor resources are assigned, you can view the Actual Total Cost
on the Summary tab.)

190
Calculating Earned Value Cost

Earned Value Cost is the monetary value of work performed by a


resource as of the data date.
 Earned Value Cost = Budget at Completion * Performance %
Complete
Another way to think of Earned Value Cost: Since 25% of the work
has been completed, 25% of the cost should have been incurred -
hence $2000 = (25% * $8000).

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Performance % Complete

Performance % Complete can be different from the Activity %


Complete depending on the technique used to compute it. Techniques
are set at the WBS level and calculated as follows:

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Performance % Complete (cont.)

Weighted Milestones
WBS milestones can be used when higher-level task increments
comprise a body of activities and you want to control the activities at
the WBS level. When you assign weights to the WBS milestones, the
completion of each specific milestone is used to calculate the
performance percent complete of the WBS.
 Weight of the milestone can be any number between 0 and 999999.
 Performance percent complete is calculated based on the relative
weights of the completed milestones versus the incomplete
milestones.

193
Performance % Complete (cont.)

Weighted Milestones
 The following option must be set to use weighted milestones:
 Use when calculating earned value.

193
Performance % Complete (cont.)

Creating Weighted Milestones


 In the WBS window, you must enter weights for each milestone.
 The weights are relative to one another based on 100% completion
of all the milestones.

194
Performance % Complete (cont.)

Updating Weighted Milestones


The milestone Percent Complete is based on the relative weights of
the completed milestones versus the incomplete milestones.
The milestone Percent Complete will be calculated as follows: Bids
solicited = 30%, Contract awarded = 10.0%, Code written= 60.0%.

195
Performance % Complete (cont.)

Effect of Weighted Milestones on Activities


 The Performance Percent Complete is set equal to the WBS
milestones' Percent Complete.

196
Performance % Complete (cont.)

50/50
Use this technique to have a performance percent complete of 50%
assigned once the activity has been marked started, and 100%
complete when the activity is marked completed.

197
Performance % Complete (cont.)
Activity Percent Complete
Activity Percent Complete calculates Performance
Percent Complete from the activity's Percent Complete
type.

198
Conclusions Based on Earned Value
Once you have completed an updating cycle, you can
draw conclusions about schedule and cost performance by
comparing Planned Value Cost, Earned Value Cost, and
Actual Cost.

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Conclusions Based on Earned Value
(cont.)

Schedule Performance
As of the data date, 30 hours of work have been
completed (Actual Labor Units), but only 25% of the activity
is done (Performance % Complete). The baseline indicates
that half of the work should have been done (Schedule %
Complete). This shows that the project is behind schedule.

199
Conclusions Based on Earned Value (cont.)

Cost Performance
As of the data date, the project has cost $3,000 (Actual Cost) to
achieve only $2,000 worth of work (Earned Value Cost). The baseline
indicates that $4,000 worth of work should have been accomplished
(Planned Value Cost). This shows that the resources on the project are
not working as efficiently as they should be. The project is running
over budget.

199
Cost, Schedule Performance Indices

Another way to analyze how efficient the project is progressing is to


calculate Cost Performance Index and Schedule Performance Index.

200
Cost, Schedule Performance Indices (cont.)

Cost Performance Index


Cost Performance Index (CPI) relates the amount of
physical work accomplished against the dollars actually
spent to accomplish the work
 CPI = Earned Value Cost / Actual Cost
Another way to think of CPI: For every project dollar
spent, $0.67 in physical work was accomplished.

200
Cost, Schedule Performance Indices (cont.)

Schedule Performance Index


Schedule Performance Index (SPI) relates the physical work
accomplished against the amount of work that was planned.
 SPI = Earned Value Cost / Planned Value Cost
Another illustration of SPI: For every dollar of physical work this
project had planned to accomplish, only $.63 was actually completed.

201
Calculating Estimate to Complete

There are various techniques for calculating Estimate to Complete


(ETC). These techniques take into consideration a delay in the
schedule and an overrun in costs, and are set at the WBS level.

202
Calculating Estimate to Complete (cont.)

Estimate To Complete
ETC identifies how much money you are projecting to spend from
now to the end of your project. The ETC is calculated using one of two
formulas:
 ETC = remaining cost for activity
 ETC = Performance Factor * (Budget at Completion - Earned Value
Cost)

202
Calculating Estimate to Complete (cont.)

Performance Factor
The Performance Factor is used to compute Estimate To Complete
(ETC). There are four ways to calculate the Performance Factor:
 Performance Factor = 1
 Performance Factor = 1/CPI
 Performance Factor = 1/ (CPI *SPI)
 Performance Factor = _____

203
Calculating Estimate to Complete (cont.)

Using Remaining Cost for Activity to Calculate ETC


Remaining cost for activity is the system default. It calculates ETC
based on Remaining Units. However, this calculation does not take
into account a schedule delay or overspending into consideration.
Historical evidence shows that these trends do not correct
themselves over time; they tend to worsen.
The ETC is $6400 in the example below. This does not take into
consideration any previous delays in the schedule or overrun in costs.

204
Calculating Estimate to Complete (cont.)

Using CPI to Calculate ETC


Using CPI to calculate ETC represents a reliable indicator of the
"minimum" total required costs. It is viewed as the most optimistic the
project will do based on its history.
 ETC = PF * (Budget at Completion - Earned Value Cost)
 (1/CPI) * (Budget at Completion - Earned Value Cost)
 Therefore, ETC = (1/CPI) * (Budget at Completion - Earned Value
Cost)
The ETC is $9,000, meaning that if the project progresses as it has in
the past, it will cost $9,000 to complete the project. The original budget
was $8000 and when we complete the project it will cost $12000 (Actual
+ ETC).

205
Calculating Estimate to Complete (cont.)

Using CPI and SPI to Calculate ETC


Using CPI and SPI to calculate ETC represents a reliable indicator of
the "maximum" total required costs because it incorporates the cost
overrun to date with a behind-schedule condition to produce the
statistical forecast.
 Viewed as the very worst the project will do based on its history.
 ETC = PF * (Budget at Completion - Earned Value Cost)
 [1/(CPI * SPI)] * (Budget at Completion - Earned Value Cost)

207
Calculating Estimate to Complete (cont.)

Using CPI and SPI to Calculate ETC


The ETC is $14,400. This means that if the project progresses as it
has in the past, it will cost $14,400 to complete the project. The project
has already incurred $3,000 worth of costs, therefore the Estimate at
Completion Cost (EAC) is $17,400. The original budget was $8,000,
creating a Variance at Completion (VAC) of -$9,400.

208
Calculating Estimate to Complete (cont.)

Key Points
 Perform an earned value analysis to compare the budgeted
(planned) cost of work to the actual cost.
 Calculate the Planned Value, Earned Value, and Actual Costs to
determine how much work should have been completed, how much
work was completed, and how much the completed work cost.
 You can assign weights to WBS milestones, the completion of each
specific milestone is used to calculate the performance percent
complete of the WBS.

209
Day 2

16TH December’10
HARD DOLLAR QUESTION 1

Q1. When transferring data from HD to P6 why duration for some items/ activities is
coming 0 value?
Solution: In Hard Dollar, Schedule Plug days is selected for those items and there is
0 value.

© 2009 CMCS FZCO 71


Q2. After the Job is moved to P6 Why there is Unit / price value in the Activities, but
not there in the Resource’s Window?
Solution: As this change is done in the latest version of HD, it is not a much
experienced problem.
HD has been integrated with P6 in such a way that Price/unit goes to the Activities
level without affecting the Global Resource in P6. You can see the same in the
Resource assignment’s Widow also.
Once you change the value in the Resource window, it would change at the
Activities level also.
This issue can be raised to HD for further clarifications.

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HARD DOLLAR QUESTION 2

Q2. After the Job is moved to P6 Why there is Unit / price value in the Activities, but
not there in the Resource’s Window?
Solution: As this change is done in the latest version of HD, it is not a much
experienced problem.
HD has been integrated with P6 in such a way that Price/unit goes to the Activities
level without affecting the Global Resource in P6. You can see the same in the
Resource assignment’s Widow also.
Once you change the value in the Resource window, it would change at the
Activities level also.
This issue can be raised to HD for further clarifications.

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P6 QUESTIONS

 MULTIPLE FLOAT PATHS.


 UPDATING BASELINE
 CLAIMS DIGGER
 TRACKING LAYOUTS
 AUTO COMPUTE ACTUALS
 BUCKET PLANNING
 LEVELLING
 FINANCIAL PERIODS

© 2009 CMCS FZCO 74


Multiple Float Path

143
Multiple Float Paths

The critical path is a series of activities that determines a project's


completion date.
In the Advanced tab of the Schedule Options dialog box, you can choose to
calculate a specific number of critical float paths based on total float or free
float. You can also choose the activity you want the float paths to end on. By
choosing an activity, you can calculate multiple float paths that affect the
entire project schedule, a specific part of the schedule, or a milestone in the
schedule.

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Multiple Float Paths (cont.)

 Some options in the Schedule Options dialog box are:


 Calculate the paths based upon free float or total float
 Pick a key activity upon which to draw the path. This option would be useful
in analyzing what activities drive the end of a phase in the project.
 Determine how many paths to track.
Each float path is ranked from most critical to least critical and stores the
value for each activity in the Float Path field. For example, if you calculate five
float paths, a value of 1 is stored in the Float Path field for each activity on the
most critical float path; a value of 5 is stored for each activity on the least
critical float path.

64
Multiple Float Paths (cont.)

 The two options in selecting how to calculate the float paths are Total Float
and Free Float:
After setting the multiple float paths options and scheduling, the Float Path
Order field is populated.
To view the float paths after you schedule the project, group activities in the
Activity Table by Float Path. A Float Path value of 1 indicates that those
activities are part of the most critical float path. The Float Path Order value
indicates the order in which the activities were processed.

65
Multiple Float Paths (cont.)

Scheduling Progressed Activities


When scheduling, the following options determine how Primavera will
schedule progressed activities :
 Retained Logic - The remaining duration of a progressed activity is not
calculated until all predecessors are complete.
 Progress Override - Network logic is ignored and the activity can progress
without delay.

68
Multiple Float Paths (cont.)

Scheduling Progressed Activities Using Retained Logic


When scheduling using retained logic, an activity that starts out of sequence
will not be able to complete until its predecessor has finished. The Remaining
Duration of the successor activity is scheduled to begin after its predecessor
activity is scheduled to finish.

69
Multiple Float Paths (cont.)

Scheduling Progressed Activities Using Progress Override


When scheduling using progress override, Primavera will ignore the
relationship logic and schedule the remaining duration of the successor
activity from the data date.

70
Updating Baseline

143
Updating a Project

During a project's life cycle, changes may impact the project plan. If you have
a baseline assigned to the project, you may want to update the baseline to
reflect these changes. For example, the owner of a project may request a
design change during the planning phase of the project. The baseline of the
project needs to be updated with this change.

134
Updating Baselines

Options available in the Update Baselines dialog box enable you to:
 Select the project data you want to include in the update. You can include
project data, such as project details, work products and documents, project
risks, issues, and thresholds.
 Select specific activities to update. You can select a filter that will only
include activities that satisfy the filter's criteria.
 Add new activities to the baseline. You can add new activities and activity
data from the open project to the baseline. Past period actuals are not
added in the update.
 Delete activities that are no longer in the project plan.
 Update existing activities in the baseline.

136
Updating Baselines (cont.)

 Record a log of errors and warnings that may occur during the update.
 Choose to run the baseline update without logging any errors.
 Update data items based on the data item's last update date, instead of
updating the data items based on the baseline's last update date.
The options set in the Update Baselines dialog box are saved for each user.


Only users with the proper security privileges can run the baseline update.

136
Updating Baselines (cont.)

Adding and Removing Activities in the Baseline


Use the Maintain Baselines command in the Project menu to open the Update
Baseline dialog box and select the options for updating the baseline.
To compare the current project and its baseline, you can show the baseline
bar in a layout in the current project.

137
Update Baseline Options

Additional update options are available for baselines in the Update Baselines
Options dialog box. Specific activity and resource fields can be selected to
update in the Update Baseline Options dialog box. The two areas of the Update
Options screen are updating activity data and updating resource assignment
data:

139
Claim Digger

143
Claim Digger Overview

Claim Digger is a utility that compares two project plans- a revised project
and a base project - and creates a report on the differences between the
project plans, including:
 Items added
 Items deleted
 Changed values
Claim Digger is a separate application outside of Primavera. A database link
to Claim Digger must be established during the installation of the component.

144
Claim Digger Overview (cont.)

 Key Claim Digger functionality:


 Report is created in either HTML, CSV or text format.
 Select a base project and a revised project to be used for
comparison.
 Comparison options can be turned on/off based on your needs.

144
Claim Digger Overview (cont.)

Launching Claim Digger


Claim Digger is located in the Tools menu in Primavera.

144
Claim Digger Overview (cont.)

Main Application Window


After Claim Digger is launched, the Main Application window appears.

145
Configuring Projects, Output Options

Several configuration and output decisions are required:


 Specify projects to use as the revised project and the base project.
 Select a report format:
 Determine output file destination.
 Specify report launch setting (automatic launch after creation).

146
Configuring Projects, Output Options (cont.)

Choosing Comparison Options


Comparison options can be selected by clicking Advanced in the Main
Application window.

147
Configuring Projects, Output Options
(cont.)

Reviewing the Report


 If the View the file when done option is selected, the report is displayed after
it is created.
 Each section of the report details:

149
Tracking Layout
Tracking Layouts

Tracking layouts allow you to review your project at a comprehensive level


and then drill down to more detailed levels. Tracking layouts can be grouped
according to the Work Breakdown Structure (WBS), Organizational Breakdown
Structure (OBS), primary resource, WBS category, cost account, or activity
codes and values.

274
Tracking Layouts (cont.)

Types of Tracking Layouts


A tracking layout displays information in one of the four display formats:
 Project Table - Displays project data in a tabular format.
 Project Bar Chart - Consists of bars that represent project information.
 Project Gantt/Profile - Displays columns representing either cost or quantities in
the bottom pane and the corresponding Gantt Chart in the top pane.
 Resource Analysis - Displays resource usage (quantities or cost) in the bottom
pane and the corresponding Gantt Chart in the top pane.

274
Tracking Layouts (cont.)

Types of Tracking Layouts


These layouts display data for the project(s) that are currently open.
You also have the ability to fully customize the format and choose the level of
detail that each tracking layout displays.
Layouts that are available to all users are considered global, and those
available to a single user are considered user-specific.

274
Displaying Tracking Details

In the left pane, select an EPS node and projects to


display.

276
Displaying Tracking Details (cont.)

Open a Project Table Layout


There is an unlimited number of tracking layouts. Each tracking layout is set
up to display information in a specific format. In a Project Table-type layout,
project data is displayed in a row and column format.

277
Creating a New Tracking Layout

Tracking layouts are created to analyze project information for potential


problems. A single tracking layout can be used for multiple types of analysis.
You can create an unlimited number of tracking layouts. Select the display
format for how the project data will be presented:
 Project Table
 Project Bar Chart
 Project Gantt/Profile
 Resource Analysis
You can specify filter criteria to determine which project information will be
included and group and sort the project data.

278
Creating a New Tracking Layout (cont.)

Creating a Project Bar Chart


The Project Bar Chart displays horizontal bars that represent different types
of resource or cost data from the selected project.
You will set up a Project Bar Chart as a way to see a virtual display of the cost
variance between your baseline cost compared to your Actual Cost and
Remaining Cost.

279
Creating a New Tracking Layout (cont.)

Selecting Bars to Display in the Layout


You can define up to three bars for display and select the type of data
represented by each bar.

280
Creating a New Tracking Layout (cont.)

Grouping the Layout


Group the Bar Chart bypProject, EPS/WBS, OBS, Phase, or customize to
specify a different data field by which to group.
You can show grand totals, summary data, or both, and sort by any available
project data field.

281
Creating a New Tracking Layout (cont.)

Creating a Resource Analysis Layout


The Resource Analysis layout displays a Gantt Chart and a resource profile
or spreadsheet. The Resource Analysis layout enables you to review resource
allocation for one or more selected EPS elements. You can also review total
allocation for all projects across the enterprise.
You can choose the bars and set options for display in the Gantt Chart.

282
Creating a New Tracking Layout (cont.)

Creating a Project Gantt/Profile Layout


The Project Gantt/Profile layout enables you to display project data in a Gantt
Chart, spreadsheet, and a profile. The layout displays columns of project data
on the left side of the Top Layout window, along with a corresponding Gantt
Chart to the right. The Bottom Layout window displays time-distributed cost or
unit data rolled up to WBS summary levels.

283
Auto Compute Actual
Auto Compute Actuals

Auto compute actuals enables you to automatically update actuals in your


project.
 Calculates actuals from the percent complete.
 Applied at three different levels:
Choose Tools, Apply Actuals to auto compute actuals.
 Calculates activity, resource, and expense actuals according to the project
plan.
 Use to progress a project exactly as planned.
 Use to estimate progress.

286
Auto Compute Actuals (cont.)

Business Rules
All activities that have correct flags set and fall within the status period, from
current data date to the new data date, are progressed automatically.

287
Business Rules for Auto Compute Actuals
Activity Resource Expense Result

X Actuals calculated for activity, resources and expenses.

X Actuals calculated only for the resources with Auto


Compute checked.

X Actuals calculated only for the expenses with Auto


Compute checked.

X X X Actuals calculated for activity, resources and expenses.

No actuals calculated

X X Actuals calculated for activity, resources and expenses.

287
Business Rules for Auto Compute Actuals (cont.)

Activity Resource Expense Result

X X Actuals calculated for activity, resources and


expenses.
X X Actuals calculated for the resources and
expenses with Auto Compute checked.

287
Auto Compute Activity

Use auto compute functionality to calculates activity data (schedule,


resource, and cost) as if everything went according to plan.
In the Activities window, add the Auto Compute Actuals column in the
Activity Table and mark the checkbox next to each activity. Actuals are
computed only for the marked activities.

288
Auto Compute Activity (cont.)

 When project actuals are applied, Primavera:


 Assigns an Actual Start/Finish to activities with a Planned Start/Planned
Finish < Data Date.
 Updates Activity % Complete and Remaining Duration.
 Updates Actual Units and Remaining Units.

290
Auto Compute Resource

Calculates actuals for resource data as if everything went according to plan.


 Sets individual resource assignments for auto compute actuals, even if the
activity is not set to auto compute actuals.
 When auto compute actuals is marked at the resource level (i.e., Resources
window) all occurrences of that resource will set to auto compute actuals.
 When project actuals are applied, Actual Units and Remaining Units are
updated.
 Auto Compute Actuals is the default setting when a new resource is created.

292
Auto Compute Expense

Calculates expenses as if everything went according to plan.


When project actuals are applied:
 Updates the expense's Actual Cost based on the accrual type:
 Start of Activity — Sets the Actual Cost equal to the Budgeted Cost when
the activity is started.
 End of Activity — Sets the Actual Cost equal to the Budgeted Cost when the
activity is finished.
 Uniform over Activity — Calculates the Actual Cost using Budgeted Cost
and Activity % Complete.

293
Auto Compute Expense (cont.)

There are two ways to set up an expense to auto


compute.
In the Project Expenses window:
 Click the Costs tab.
 Select the expense you want to auto compute actuals.
 Mark the Auto Compute Actuals checkbox.
In the Activities window:
 Select the activity to which the expense is assigned.
 Click the Expenses tab.
 Add the Auto Compute Actuals column.
 Mark the checkbox next to each expense.

293
Bucket Planning
Future Period Bucket Planning

 When an assignment is added to an activity, Primavera evenly spreads the


budgeted work over the duration of the activity. The remaining work is
spread linearly over the Remaining Duration, or based on a pre-defined
resource curve.
 In the table below, a one-week activity with 40 Budgeted Units is spread
evenly over five days.

Day 1 Day 2 Day 3 Day 4 Day 5

8 8 8 8 8

80
Future Period Bucket Planning (cont.)

 This type of distribution may be incorrect for some activities in your project.
Some activities may need work performed at varying levels of effort during the
duration of the activity.
To accurately reflect the work needed, you can manually add and edit the
planned work and remaining work for each time period - or "bucket" - over the
duration of the assignment. You can manually enter future period assignment
values per bucket for labor, non-labor, and material resource assignments, as
well as for role assignments.
Future Period Bucket Planning (cont.)

 In the table below, the Budgeted Units for the same one-week activity
were manually entered for the buckets representing Day 3, Day 4, and
Day 5 so the activity would finish on time:

Day 1 Day 2 Day 3 Day 4 Day 5

8 8 4 10 10

80
Future Period Bucket Planning (cont.)

Bucket Planning and Baselines


By manually entering the planned resource/role distribution in future period
assignment buckets, you can create an accurate baseline plan to measure
against current project progress. As the current project schedule progresses
and you apply actuals, you can track how the project is performing against
plan by comparing the baseline project's budgeted future periods to the
current project's actuals. If work on an assignment is not proceeding
according to plan, you can manually update the remaining units for an
assignment's future periods, enabling you to measure the remaining work for
an assignment without changing the original plan.
Future Period Bucket Planning (cont.)

Specifying the Activity Duration Type


You can only edit the Budgeted Units and Remaining Early Units of resource
assignments for activities that have a Fixed Duration & Units duration type or a
Fixed Duration & Units/Time duration type. You can view/change the duration
type for an activity in the General tab in Activity Details.

81
Editing Future Period Buckets

Use the Resource Usage Spreadsheet in the Resource Assignments window or the
Activities window to manually enter period bucket values for a resource assignment. For
each resource assignment you want to manually plan, specify the Budgeted Units and/or
the Remaining (Early) Units for each assignment bucket over the duration of the activity.
If a resource curve has a resource distribution similar to the distribution you intend to
manually plan, you can assign the curve and edit its distribution for the activity. You can
edit the resource distribution even if a resource curve is already assigned to an activity.

82
Editing Future Period Buckets (cont.)

 If a bucket is grayed-out in the Resource Usage Spreadsheet, you cannot enter time in
that bucket. (Refer to the online Help for reasons why future period spreadsheet cells are
grayed out and other helpful guidelines.)
In the following exercise, John Dawkins is assigned to work on a 5-day activity, and his
Budgeted Units are spread evenly throughout the duration of the activity. Due to a
schedule change, his hours need to be redistributed to work 10 hours each on Monday
and Wednesday, and 6 hours each on Tuesday and Thursday.

82
Editing Future Period Buckets (cont.)

Editing Period Buckets for Multiple Assignments


In the following exercise, reallocate the work between two resources, Jeff
Young and Wendy Ressner, so that each resource works 20 hours on the same
activity.

84
Editing Future Period Buckets (cont.)

Tracking Manual Curves


When you manually enter a value in a future period bucket for an assignment,
a value of Manual is automatically assigned in the assignment's associated
Curve column.
If you change the total work effort for a resource assignment, the distribution
of the Remaining Units is maintained based on the Manual curve.

86
Leveling Resources

89
Leveling Overview

Resource leveling is a process that ensures resource demand doesn't exceed


resource availability. Activities may be delayed if too few resources are
available at any time during the activity's duration.
Leveling enables you to determine the earliest dates an activity can be
scheduled without overallocating resources
 Primavera compares the resource requirements of all scheduled activities to
the maximum quantity available at the time of leveling.
 Level all resources in your project or select the resource(s) to be leveled.
 Leveling priorities can be assigned at the project or activity level.

90
Leveling Overview (cont.)

 The following items are ignored during the leveling process:


 Milestones
 Level of effort activities
 Expenses
 Closed What-if projects
 WBS Summary activities
 An activity's schedule dates may temporarily change when leveling a
project.
 Reschedule your project to remove the leveled dates.

308
Handling Resource Conflicts

1. Determine whether resource conflicts exist through resource profiles and


spreadsheets.
2. Use resource leveling to resolve overallocation.
3. Review leveling log to determine impact.
4. Review resource profile to see whether problems are resolved.
5. If leveled dates are acceptable, constrain activities.
6. If leveled dates are not acceptable:
a. Review logic
b. Review resource assignments and availability
c. Modify activity data and then reschedule

309
Handling Resource Conflicts (cont.)
Leveling Rules

 The following rules are used to determine the order for


leveling activities.
1. Mandatory constraints
a. Primavera leaves activities that have a mandatory start/finish
date on their early dates.
b. Network logic may be violated.
2. Topological order (predecessor/successor relationships)
a. Respects network logic.
3. Leveling priority ("tiebreaker")
a. If two activities can be leveled at the same time, leveling
priorities are used to break the tie.

310
310
Leveling
Leveling determines the earliest possible dates that activities can be
scheduled without exceeding resource availability.
 Starts with activities that do not have predecessors.
 Leveled dates temporarily replace the Remaining Start/Finish dates and the
Start/Finish dates.
 May delay the project finish date.

93
Leveling (cont.)

Below are definitions of fields in the Level Resources dialog box:


 Automatically level resources when scheduling - Mark to level resources
each time you schedule your project.
 Consider assignments in other projects with priority equal/higher than - If this
option is set to 5, projects with priority of 1-5 are considered higher priority
than the project being leveled.
 Preserve schedule early and late dates
 If marked, the project's current early and late dates are retained.
 If unmarked, the current scheduled early and late dates are overwritten
by the leveled dates.
 Recalculate assignment costs after leveling

312
Leveling (cont.)

 Leveling may change an activity's dates. The leveled dates may push
the resource assignment into a different Effective Date, which could
change the price/unit.
 Primavera will recalculate the costs based on the new price/unit, which
is based on the Effective Date of the resource assignment and the new
leveled dates.
 Level all resources
 Mark to level all resources.
 Clear and click Select Resources to specify the resources to be leveled.
 Level resources only within activity Total Float
 Mark to delay activities with resource conflicts up to their late finish
dates.

312
Leveling (cont.)

 Leveling priorities - Use to handle scheduling conflicts that can occur during
leveling by specifying which project/activity is leveled first.
 Log to file - Mark to create a log report of the leveling process.

312
Leveling (cont.)

Selecting Resources
The Level Resources dialog box enables you to level all resources or select
resources to level. Click Select Resources to:
 Decide which resources to level within the project.
 Displays the Max Units/Time that were defined in the Resources window.

95
Adding Leveling Priorities

If two activities are ready for leveling, Primavera chooses one using the
priorities you specify in the Leveling Priorities section. If you specify no
prioritization, Primavera sorts by Activity ID. The default leveling priority is
Activity Leveling Priority.

96
Adding Leveling Priorities (cont.)

 The following table defines some commonly used priority and


order options for leveling resources:

96
Leveling Priorities
Priority Ascending Descending

Activity ID Levels activities with lower Levels activities with


IDs first. higher IDs first.
Activity Leveling Levels lower priority Levels higher priority
Priority activities first. activities first.
Early Finish Levels activities with Levels activities with later,
earlier, Early Finish dates Early Finish dates first.
first.
Early Start Levels activities with Levels activities with later,
earlier, Early Start dates Early Start dates first.
first.
Free Float Levels activities with less Levels activities with more
Free Float, or more critical Free Float, or less critical
activities, first. activities, first.

96
Leveling Priorities (cont.)
Priority Ascending Descending

Late Finish Levels activities with Levels activities with


earlier, Late Finish dates later, Late Finish dates
first. first.
Late Start Levels activities with Levels activities with
earlier, Late Start dates later, Late Start dates
first. first.
Original Duration Levels activities with Levels activities with
shorter Original Durations longer Original Durations
first. first.
Planned Finish Levels activities with Levels activities with later
earlier Planned Finish Planned Finish dates first.
dates first.
Planned Start Levels activities with Levels activities with later
earlier Planned Start dates Planned Start dates first.
first.
96
Leveling Priorities (cont.)
Priority Ascending Descending

Project Priority Levels lower priority Levels higher priority


projects first. projects first.
Remaining Duration Levels activities with Levels activities with
shorter Remaining longer Remaining
Durations first. Durations first.
Total Float Levels activities with less Levels activities with more
Total Float, or more critical Total Float, or less critical
activities, first. activities, first.

96
Leveling (cont.)

Adding Leveling Priorities


Click Remove to remove existing leveling priorities or Add to add new ones.
Activity ID is used as the "tiebreaker" if activities receive equal ranking based
on specified leveling priorities.

96
Analyzing the Leveled Project

After leveling, use the Resource Usage Profile to analyze resource allocation
and verify that no resources are overallocated.
 Compare the current Early Start/Early Finish dates to the Leveled
Remaining Early Start/Early Finish dates.
 The Remaining Start/Remaining Finish are the earliest dates the activity can
occur based on the current resource's availability.

98
Analyzing the Leveled Project (cont.)

Viewing the Leveling Log


The Exceptions section of the Scheduling/Leveling report shows the results
of the leveling calculations.
 Activities delayed due to predecessor delay.
 Activities delayed due to resource leveling.
 Activities that cannot be leveled.

99
Storing Period Performance

109
Past Period Actuals

The Store Period Performance feature enables you to track Actual Units and
Actual Costs by period, typically after the schedule is updated. You can record
actuals for the selected financial period, along with earned value and planned
value data.
You can also use the feature to track previous periods' performance for trend
analysis. If past period data changes after you store period performance, you
can edit the data in the Financial Period columns in the Activity Table,
Resource Assignments window, and the Resources tab in Activity Details.

110
Past Period Actuals (cont.)

 For example, when you increase the Actual This Period data, Primavera
increases the Actual to Date value by the same amount. At the end of each
financial period, click Store Period Performance in the Tools menu to store the
actuals and reset the Actual This Period values of all activities and
assignments to zero. Resetting the Actual This Period values does not affect
Actual to Date values; rather, it prepares you to begin tracking new use for the
current period.
You can schedule your project weekly, monthly, or even quarterly. To track
actual costs and progress, update your schedule at the times established in
the Financial Periods dictionary. The next step is to store period performance
at the end of the update period and before the start of the next schedule
update.

110
Past Period Actuals (cont.)

 The example below displays the Actual This Period value and
the financial period value (2010-01-01) before actual values
are stored.

Actual Units to Date Actual This Period 2010-


2010-01
01--01: Actual
Units

100 100 0

110
Past Period Actuals (cont.)

 The following example shows the Actual This Period value at 0,


with actuals now stored in the financial period.

Actual Units to Date Actual This Period 2010-01


2010- 01--01: Actual
Units

100 0 100

110
Past Period Actuals (cont.)

Viewing Financial Periods


Rather than spreading costs evenly throughout the length of a project, you
can view how actual costs were incurred by customized financial periods.
Financial periods, generally created by a system administrator, can match the
time period when project schedules are routinely updated, or created on an as-
needed basis.
Financial periods are set to start and finish at midnight.

110
Past Period Actuals (cont.)

Selecting Financial Periods


Add financial period columns to the Resources tab in Activity Details to easily
track resource usage. First, in User Preferences, you must specify which
financial periods can be displayed as columns.

112
Past Period Actuals (cont.)

Displaying Financial Periods in Columns


Financial periods selected on the previous page are listed in the Resource
Assignment Columns dialog box.

113
Storing Past Period Information

You can store past period actual data that has been calculated. Actual data is
stored in the financial periods.
Use the Store Period Performance dialog box to store past period actuals for
a project. Unmark the checkbox for each project for which you do not want to
store period performance.

114
Storing Past Period Information (cont.)

Editing Past Period Actual Data


You can view and edit past period actual data for any financial period in the
Activity Table and the Resources tab in Activity Details. You can display
Activity Table columns for all of the following financial period fields:
 (Period Name): Actual Expense Cost
 (Period Name): Actual Labor Cost
 (Period Name): Actual Labor Units
 (Period Name): Actual Material Cost
 (Period Name): Actual Nonlabor Cost
 (Period Name): Actual Nonlabor Units
 (Period Name): Earned Value Cost
 (Period Name): Earned Value Labor Units
 (Period Name): Planned Value Cost
 (Period Name): Planned Value Labor Units

116
Storing Past Period Information (cont.)

Editing Past Period Actual Data


You can change the columns of the Activity Details, Resources tab, to display
Actual Cost and Actual Units columns for any financial period.
Also, after you expose the desired columns, you can edit any value by
clicking in the field.

116

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