Miami-Dade County Public Schools Project Manager Training Conducted by Evans Technology Primavera Project Management (P3eC) for Engineering and Construction v.4.1 June 2005
TABLE OF CONTENTS SECTION 1: INTRODUCTION TO PRIMAVERA PROJECT MANAGEMENT ……… 3 PROJECT MANAGEMENT MODULE …………………………… 3
SECTION 2: NAVIGATING IN PRIMAVERA…………………………………………….. OPENING UP PROJECT MANAGEMENT (P3EC)…...…………… PROJECTS WINDOW……………………………………………. SORT …………………………………………………………… ENTERPRISE PROJECT STRUCTURE (EPS) …………………... OPENING AN EXISTING PROJECT …………………………….. ACTIVITIES WINDOW .............................................................
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SECTION 3: STATUSING A PROJECT IN THE ACTIVITIES WINDOW ......………. DATA DATE / CRITICAL PATH ………………………………….. NOTEBOOK TOPICS ………………………………..…………. STATUSING ……………………………………………………. TOTAL FLOAT ………………………………………………….
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SECTION 4: STATUSING A PROJECT IN THE PROJECTS WINDOW ………….. 12 STATUSING THE CURRENT PHASE …………………………… 12 STATUSING THE SUBSTANTIAL COMPLETION DATE ……….. 13
SECTION 5: REPORTING …………………………………………………………….. 13 PRINTING A LAYOUT ………………………………………… 13 REPORTS FROM THE REPORTS WINDOW …………………. 14
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SECTION 1: INTRODUCTION TO PRIMAVERA PROJECT MANAGEMENT (P3EC) Primavera offers a suite of modules for enterprise-wide project management. The suite provides comprehensive information on all projects in the enterprise, form executive-level summaries to detailed work assignments for each team member. It is an integrated solution with web-enabled, client/server, and desktop software that provides role-specific tools to satisfy each team member’s needs, responsibilities, and skills. The modules within the suite are multi-project and multi-user. PROJECT MANAGEMENT MODULE The Project Management module is a system for planning, tracking, controlling and analyzing projects including dates, costs and resources in that project. By using the Project Management module, an organization can store and manage projects in a central location.
SECTION 2: NAVIGATING IN PRIMAVERA OPENING UP PROJECT MANAGEMENT (P3EC) STEP: Double-click on the Project Management icon on your desktop and it will prompt you for a user name and password.
NOTE: You can change your password by choosing the Edit drop-down menu, choosing User Preferences, selecting the Password tab and clicking on the ‘Password’ button. PROJECTS WINDOW This should take you to the Home window. Then choose the top button on your Directory Bar (blue background on left side of window with several buttons) that says Projects. The top band in the window you see should say ‘Projects’. This will take you to the Projects window. You should see several different colored bands in your window that say MDCPS, Region 1, 2, etc… STEP: Expand View Click on the + sign next to the yellow band that says PM Training and it will expand all of the projects within that band. Notice the information you are seeing is at a project level. 3
SORT If you would like to see all of these projects in order of Region (from 1 to 6) for example, click once on the column heading that says Region. Click it once more to see the order change direction and go from Region 6 to 1. This is Indicated by a faint arrow in the column heading. You can do this for any column on the table.
ENTERPRISE PROJECT STRUCTURE (EPS) The display of bands that you are seeing is called the Enterprise Project Structure, or commonly known as the EPS. The Enterprise Project Structure is a hierarchy built to help organize projects. Simply put, the EPS is the way that the projects are logically stored. For MDCPS, each project will be classified by Region and then by School within the EPS. Each Project Manager will look for their own projects first under their own assigned region then by the school that is associated with that project. 4
OPENING AN EXISTING PROJECT STEP: Open Project Dialogue Box Choose from the menu bar File, Open and it will bring up this window.
ACCESS MODES: Read-Only: You can view data, but cannot input or change data Shared:
Multiple users can view, input, and change data. This is the default setting.
Exclusive:
The current user is the only user who can edit data on these projects. Other users can access these projects in the Read Only mode.
STEP: Select Project Highlight project # A01125 (S/S :A-1”) and choose Open. NOTE: To open multiple projects together, hold the Ctrl button on your keyboard down and click on (highlight) the projects you would like to open. This will automatically open up your Activities window with your project(s) displayed. 5
ACTIVITIES WINDOW The Activities window is used to create, view, and edit activities for open projects.
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1. Toolbar – Displays icons that allow you to change the look of your layout or view.
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2. Command Bar – Displays options for adding or editing activity data.
5. Vertical Split Bar – To hide or show more information in each pane, drag the vertical split bar between the Activity Table and the Gantt Chart. 6. Activity Table – Displays activity information in spreadsheet format.
3. Gantt Chart – Provides a graphical display of activity progress over time.
7. Layout Options Bar – Displays a menu of the options available for the Activities window.
4. Horizontal / Vertical Scroll Bars –Use to scroll left & right, up & down on both sides of the screen
8. Timescale – Determines the time interval shown in the top and bottom layout.
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SECTION 3: STATUSING A PROJECT IN THE ACTIVITIES WINDOW DATA DATE The data date is the date up to which actual performance data is reported and the date from which future work is scheduled. The system knows it as ‘the most current date’ and we know it as the last time we statused the project. • The data date is always the same as the start date of the project before the project starts • The data date always starts at the beginning of the day—Example: If you are statusing on Friday, you will status the project through the end of the day on Friday and make the data date the next business day, which should be Monday in most cases. It will change each time you status your project. CRITICAL PATH The critical path is the longest, continuous path of activities that dictates the finish date of the project. It is usually displayed in the Gantt chart by red bars.
Critical Path Activities
Data Date: April 13th, 2005 7
NOTEBOOK TOPICS A notebook topic and description is used for as a place to keep notes on specific activities for a reference as well as historical purposes.
STEP 1: Select Activity Click once on (or highlight) the activity you would like to add a notebook topic to. STEP 2: Display Notebook Tab Click on the Layout Options Bar, Show on Bottom, Activity Details or choose the icon with the yellow arrow and rectangle on your toolbar. STEP 3: Record Notes Type any notes in reference to that activity that fit under that topic. You will type these notes in on the right side of the Notebook Tab. You may select several different topics for one activity.
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STATUSING It is important to establish consistent timing on how often and when you will be updating your projects. The organization usually sets the standard on the frequency of updating -- weekly, monthly, twice a month. We will begin to status our project. When statusing a project, you must do the following in this order: • • •
Actual Start Date – Begin with the actual start date. Actual Finish Date – ONLY if the activity has been completed, you will give the activity an actual finish date. Remaining Duration – ONLY if the activity is still in progress, you will enter in a remaining duration amount (in work days) for that activity and the Activity % complete gets calculated.
STEP 1: Record Actual Start Date Find the task’s Actual Start date. Click twice inside the cell that correlates to the activity that has started and a calendar will pop up. Choose the date and click Select.
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STEP 2: Record Actual Finish Date (if activity is actually complete) Find the task’s Actual Finish date. Click twice inside the cell that correlates to the activity that has started and a calendar will pop up. Choose the date and click Select. STEP 3: Record Remaining Duration (if activity is in progress) If the activity is still in progress, click in the cell correlating to the activity under the Remaining Duration column and type in an amount of work days left on that activity. Your activity % complete should calculate automatically. STEP 4: Change the Project’s Data Date When you have updated every activity for the time period you intended on statusing, you will need to change the data date so the system knows up to what date the information is most current. To change the data date, click on the Tools menu bar and choose Schedule or press your F9 key on your keyboard and it will bring up the scheduling window.
STEP 5: Select New Data Date Choose the ellipse button next to the data date and it will bring up a calendar. REMEMBER, choose the next business day after your update as the new data date. Then click on Schedule and you will see the schedule update itself and the data date line will move accordingly.
TOTAL FLOAT (OR SLIPPAGE) The amount of time an activity can slip from its start date without delaying the finish date of the project. Measured in days. THREE TYPES OF TOTAL FLOAT: • Positive Float – Amount of days that activity is ahead of schedule • Zero Float – Considered critical: No room for that activity to slip 10
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Negative Float – Considered extremely critical: Amount of days that activity is behind schedule
SECTION 4: STATUSING A PROJECT IN THE PROJECTS WINDOW STATUSING THE CURRENT PHASE
STEP 1: Find Project Find the project you would like to status. STEP 2: Find “Status Column” On the layout options bar, it should say Project Manager Layout. Go to the Status column of the project you are updating.
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STEP 3: Select Phase Click inside the cell of that column and it will give you several phase options (Design, Bidding, Construction etc…). Click on the new phase the project is in and click the green plus button to select it.
STATUSING THE SUBSTANTIAL COMPLETION DATE
STEP 1: Find Project Find the project you would like to status. STEP 2: Find “Substantial Completion” Column On the layout options bar, it should say Project Manager Layout. Go to the Substantial Completion column of the project you are updating. STEP 3: Select Substantial Completion Date Click inside the cell of that column and a calendar will pop up. Choose the date within the calendar and click on Select. 12
SECTION 5: REPORTING PRINTING A LAYOUT
STEP 1: Print Preview From the menu bar, choose File, Print Preview. You will be able to see on screen exactly how your hard copy will look. You may want to make some adjustments to the width of your columns. STEP 2: Make Adjustments If you would like to make any adjustments, you must first close out of the print preview screen and go back to the main screen by clicking on the Close icon on your toolbar—it is the icon farthest right and has a blue box with an ‘x’ on it. STEP 3: Print Preview Make any adjustments you need to in that window and go back to File, Print Preview on your menu bar. STEP 4: Select Paper Options 13
To change the paper size or margins of your printout, click on the Page Setup icon farthest to the left on the toolbar (white square). STEP 5: Paper Options (Page Tab) First tab is the Page tab. You can choose Portrait or Landscape view, your paper size as well as a scaling capability. You can click on the percentage to make the print large or smaller on the page. The second tab is the Margins tab and you may adjust that accordingly if needed.
REPORTS FROM THE REPORTS WINDOW Primavera has the ability to create new reports and the software also comes standard with several pre-defined reports that you can use “as-is” or modify them. We will run a few predefined reports from the reports window.
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REPORTS FROM THE REPORTS WINDOW (continued)
STEP 1: Navigate to Reports Window From the Directory Bar on the left side of the screen, click on the Reports, button. This will take you to the reports window. STEP 2: Select Report Highlight the report you would like to print or preview and choose Run Report from the right hand side of the screen. STEP 3: Print Preview Report You have the option to preview the report before you print or print it directly to the printer. If you choose to preview it first, you can either close out of it (choose the close icon) or print it by clicking on the printer icon on the toolbar.
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