P6EPPM83 FundamentalsSG

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D82337
June 2013
Edition 1.0
D81559GC10
Rel 8.3
Student Guide
Primavera P6 Fundamentals
Oracle University and Collaboration Management and Control Solution FZ LLC use only
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CONTENTS
Lesson 1: Project Management Life Cycle ..............................................1
Project Management Definitions ..................................................................2
Project Management Life Cycle....................................................................3
Initiating Process Group................................................................................4
Planning Process Group ................................................................................5
Executing Process Group ..............................................................................6
Controlling Process Group ............................................................................7
Closing Process Group ..................................................................................8
Lesson Review ..............................................................................................9
Lesson 2: Understanding Data in P6 ......................................................10
P6 EPPM .....................................................................................................11
P6 ................................................................................................................12
Team Member Interfaces ............................................................................13
Other Applications ......................................................................................14
Enterprise Project Structure (EPS) ..............................................................15
EPS ..............................................................................................................16
Sample EPS .................................................................................................17
Benefits of the EPS .....................................................................................18
Organizational Breakdown Structure (OBS) ..............................................19
Sample OBS ................................................................................................20
EPS and Security .........................................................................................21
Enterprise Data and Project-Specific Data..................................................22
Enterprise Data ............................................................................................23
Project-Specific Data ..................................................................................24
Lesson Review ............................................................................................25
Lesson 3: Overview and Navigation .......................................................26
Navigating P6 ..............................................................................................27
P6 Sections ..................................................................................................28
P6 Pages ......................................................................................................29
Overview: Overview and Navigation ............................................................30
Logging In ...................................................................................................31
Using the P6 Title Bar and P6 Help ............................................................32
Setting My Preferences ...............................................................................33
Using P6 Help .............................................................................................34
Using the P6 Navigation Bar ......................................................................35
Opening a Project via the Dialog Box.........................................................36
Opening from the Open Projects Dialog Box .............................................37
Using the EPS to Locate Projects................................................................38
Searching for Projects .................................................................................39
Opening a Project on the EPS Page ............................................................40
Opening Multiple and Dependent Projects .................................................41
Overview: Navigating the Projects Section ...................................................42
Projects Navigation Bar ..............................................................................43
Viewing the Activities Page and Selecting an Activity View.....................45
Customizing the Activities Toolbar ............................................................46
Activity Table..............................................................................................48
Gantt Chart ..................................................................................................49

Activity Network.........................................................................................50
Customizing the Activity Network .............................................................51
Calendar View.............................................................................................52
Activity Detail Windows.............................................................................53
WBS Detail Windows .................................................................................54
Lesson Review ............................................................................................55
Lesson 4: Creating a Project ...................................................................56
Project .........................................................................................................57
Creating a Project ........................................................................................58
Required Information for Creating a Project ..............................................59
Overview: Creating a Project ........................................................................61
Creating a New Project ...............................................................................62
Creating a New Project from a Template ....................................................64
Overview: Editing Project Details ..............................................................66
General Detail Window ..............................................................................67
Budget Log Detail Window ........................................................................69
Notebook Detail Window ...........................................................................70
Codes Detail Window .................................................................................71
Lesson Review ............................................................................................72
Lesson 5: Creating a Work Breakdown Structure ...............................73
WBS ............................................................................................................74
Overview: Creating a WBS.........................................................................77
Adding a Child WBS Element ....................................................................78
Specifying a WBS Code and a Responsible Manager ................................80
Adding a Sibling WBS Element .................................................................81
Adding a WBS Element Using a Keyboard Shortcut .................................82
Creating Additional WBS Levels................................................................83
Cutting and Pasting a WBS Element ..........................................................85
Lesson Review ............................................................................................87
Lesson 6: Adding Activities .....................................................................88
Activities .....................................................................................................89
Activity Components ..................................................................................90
Activity Type ..............................................................................................91
Start Milestone ............................................................................................92
Finish Milestone ..........................................................................................93
Task Dependent...........................................................................................94
Resource Dependent ...................................................................................95
How Activity Type Affects Dates ...............................................................96
Question ......................................................................................................98
Level of Effort .............................................................................................99
WBS Summary .........................................................................................100
Activity Codes...........................................................................................101
Overview: Adding Activities .......................................................................102
Adding a Start Milestone ..........................................................................103
Adding Activities ......................................................................................104
Copying and Pasting Activities .................................................................105
Deleting Activities ....................................................................................106
Importing Spreadsheets to Add Activities ................................................107

Overview: Editing Activity Details .............................................................108
Using Steps ...............................................................................................110
Using Notebooks .......................................................................................111
Using Activity Codes ................................................................................112
Adding Activity Code Values ...................................................................113
Lesson Review ..........................................................................................114
Lesson 7: Calendars ...............................................................................115
Calendars ...................................................................................................116
Available Calendars ..................................................................................117
Resource Calendars ...................................................................................119
Work Time Types .....................................................................................120
Calendars and Activity Types ...................................................................121
Overview: Viewing Calendars ....................................................................122
Viewing an Activity's Calendar ................................................................123
Viewing Available Global Calendars........................................................125
Viewing a Global Calendar .......................................................................126
Editing a Project Calendar ........................................................................127
Setting Exceptions.....................................................................................128
Setting Nonwork Exceptions.....................................................................129
Assigning a Calendar to an Activity .........................................................130
Lesson Review ..........................................................................................131
Case Study 1: Creating a Project .............................................................132
Objectives ..................................................................................................133
Lesson 8: Creating Relationships .........................................................136
Network Logic Diagram ...........................................................................137
Precedence Diagramming Method (PDM)................................................138
Relationship Types ....................................................................................139
Finish to Start (FS) ....................................................................................140
Start to Start (SS) ......................................................................................141
Finish to Finish (FF) .................................................................................142
Start to Finish (SF) ....................................................................................143
Relationships with Lag..............................................................................144
Finish to Start with Lag .............................................................................145
Start to Start with Lag ...............................................................................146
Question ....................................................................................................147
Overview: Creating Relationships ...............................................................148
Creating Relationships in Detail Windows ...............................................149
Creating Relationships with Lag ...............................................................151
Using the Relationships Detail Window ...................................................152
Creating Relationships in the Gantt Chart ................................................154
Editing Relationships in the Gantt Chart ..................................................155
Linking Multiple Activities .......................................................................156
Canceling Data Changes ...........................................................................157
Lesson Review ..........................................................................................158
Lesson 9: Scheduling ..............................................................................159
Critical Path Method Scheduling ..............................................................160
Critical Path...............................................................................................161
Data Date...................................................................................................162
Forward Pass .............................................................................................164
Backward Pass ..........................................................................................166
Total Float .................................................................................................168
Types of Total Float ..................................................................................170
Must Finish By Date .................................................................................171
Backward Pass with Required Finish........................................................172
Circular Relationships (Loops) .................................................................173
Open Ends .................................................................................................174
Questions ...................................................................................................175
Overview: Scheduling .................................................................................178
Scheduling a Project..................................................................................179
Viewing the Schedule Log ........................................................................180
Using Schedule Check Report ..................................................................181
Viewing the Scheduled Finish Date ..........................................................183
Lesson Review ..........................................................................................184
Lesson 10: Assigning Constraints ...........................................................185
Constraints ................................................................................................186
Must Finish By ..........................................................................................187
Start On or After .......................................................................................188
Additional Start Constraints ......................................................................189
Additional Finish Constraints ...................................................................190
Additional Constraints ..............................................................................191
How Constraints Affect Activity Dates ....................................................192
Overview: Assigning Constraints ................................................................193
Adding a Project-Level Constraint ...........................................................194
Viewing Total Float ..................................................................................195
Adding an Activity-Level Constraint ........................................................196
Lesson Review ..........................................................................................198
Lesson 11: Customizing Activity Views .................................................199
Activity Views ..........................................................................................200
Grouping ...................................................................................................201
Sorting .......................................................................................................203
Filtering .....................................................................................................204
Overview: Customizing Activity Views .....................................................205
Saving a Copy of an Activity View ..........................................................206
Viewing the Customize Activity View Dialog Box ..................................207
Columns Tab .............................................................................................208
Sorting Tab ................................................................................................209
Grouping Tab ............................................................................................210
Filters Tab .................................................................................................212
Modifying Filter Access............................................................................214
Bars Tab ....................................................................................................215
Gantt Chart Tab .........................................................................................217
Access Tab ................................................................................................218
Viewing the Gantt Chart and Changing the Timescale .............................219
Renaming Columns ...................................................................................220
Sorting Data and Ordering Columns on the Activities Page.....................221
Selecting Detail Windows .........................................................................222
Relocating Detail Windows ......................................................................224

Lesson Review ..........................................................................................225
Lesson 12: Understanding Roles and Resources ...................................226
Roles and Resources .................................................................................227
Resource Details .......................................................................................229
Relationship Between Roles and Resources .............................................230
Resource Types .........................................................................................231
Overview: Viewing Roles and Resources ...................................................232
Viewing Resources ...................................................................................233
Viewing Unit and Price Information .........................................................234
Viewing Resource Teams .........................................................................235
Viewing Roles ...........................................................................................236
Viewing Price and Limits Information for Roles......................................237
Viewing Role Teams .................................................................................239
Lesson Review ..........................................................................................240
Lesson 13: Assigning Roles and Resources ............................................241
Assigning Roles ........................................................................................242
Assigning Resources .................................................................................244
Steps for Resource Management...............................................................245
Summarization ..........................................................................................246
Overview: Assigning Roles and Resources .................................................247
Viewing the Assignments Detail Window ................................................248
Assigning Resources to an Activity ..........................................................250
Assigning a Role to an Activity ................................................................251
Filling an Unstaffed Role Assignment ......................................................252
Assigning a Role to Multiple Activities ....................................................253
Assigning a Resource to Multiple Activities ............................................254
Designating a Primary Resource ...............................................................255
E-mail Notification....................................................................................256
Lesson Review ..........................................................................................257
Lesson 14: Project Workspace ................................................................258
Project Workspace ....................................................................................259
Security Access .........................................................................................260
Overview: Project Workspace .....................................................................261
Accessing Project Workspace Customization Options .............................262
Customizing Project Workspace Content .................................................264
Customizing Project Workspace Layout...................................................266
Using Portlet Controls ...............................................................................267
Customizing Portlets .................................................................................269
Lesson Review ..........................................................................................270
Case Study 2: Scheduling and Assigning Resources...............................271
Objectives ..................................................................................................272
Lesson 15: Optimizing the Project Plan .................................................274
Project Constraints ....................................................................................275
Optimizing the Project Plan ......................................................................276
Analyzing Schedule Dates ........................................................................277
Shortening the Project ...............................................................................278
Analyzing Resource Allocation ................................................................279
Analyzing the Budget................................................................................280

Importing and Exporting Projects .............................................................281
Summary Data...........................................................................................282
Overview: Shortening the Schedule ............................................................283
Comparing Scheduled Finish to Must Finish By Date .............................284
Focusing on Critical Activities .................................................................285
Refining Activity Durations ......................................................................286
Modifying Relationships ...........................................................................287
Modifying Constraints ..............................................................................288
Confirming Results ...................................................................................290
Overview: Analyzing Resource Allocation .................................................291
Summarizing the Project ...........................................................................293
Analyzing Resource Allocation on Team Usage Page .............................294
Using the Check Resource Overallocation Service ..................................296
Using Overallocation Report to Resolve Resource Usage........................298
Reviewing the Budget ...............................................................................300
Importing and Exporting Projects .............................................................301
Lesson Review ..........................................................................................305
Lesson 16: Baselining the Project Plan ..................................................306
What is a Baseline? ...................................................................................307
Baseline Types ..........................................................................................308
Overview: Baselining the Project Plan ........................................................309
Opening a Project Exclusively ..................................................................310
Creating Baselines.....................................................................................311
Assigning Baselines ..................................................................................313
Displaying Baseline Bars ..........................................................................314
Converting a Project to a Baseline ............................................................315
Restoring Baselines ...................................................................................316
Lesson Review ..........................................................................................317
Lesson 17: Methods of Applying Progress .............................................318
Preparing the Project for Updating ...........................................................319
Scheduling the Initial Project Plan ............................................................320
Data Date...................................................................................................321
Critical Path...............................................................................................322
Creating Baselines.....................................................................................323
Maintaining Baselines ...............................................................................324
Updating a Project .....................................................................................325
Factors in Selecting an Updating Method .................................................326
Spectrum of Updating Methods ................................................................327
Auto Compute Actuals ..............................................................................328
Using Auto Compute Actuals ...................................................................329
Link Percent Complete With Actuals .......................................................330
Using Link Percent Complete With Actuals .............................................331
Manually Update Activities, Expenses, and Resources ............................332
Options for Manually Updating ................................................................333
Timesheets/Team Member Interfaces .......................................................334
Delegating Status Updates ........................................................................336
Project Scheduled Services .......................................................................337
Lesson Review ..........................................................................................338
Lesson 18: Executing the Project Plan ...................................................339

Data Date...................................................................................................341
The Updating Process ...............................................................................342
Overview: Executing the Project Plan .........................................................343
Using Progress Spotlight ...........................................................................344
Updating a Start Milestone .......................................................................346
Statusing an Activity to Completion .........................................................347
Entering Actual Labor Units .....................................................................348
Updating Actual Start and Actual Finish Dates ........................................349
Updating a Completed Activity ................................................................350
Updating a Completed Activity that is Behind Schedule..........................351
Updating Remaining Duration for an Activity in Progress .......................352
Updating Actual Units for an Activity in Progress ...................................353
Updating an Activity in Progress that is Behind Schedule .......................354
Suspending an Activity .............................................................................355
Rescheduling the Project ...........................................................................356
Assessing the Rescheduled Project ...........................................................357
Updating Status via Team Member Interfaces ..........................................358
Reviewing Status Updates from Team Member Interfaces ......................361
Viewing the Update History Detail Window ............................................363
Lesson Review ..........................................................................................364
Lesson 19: Analyzing the Updated Project ............................................365
Steps for Analyzing the Updated Project ..................................................366
Questions to Determine How to Adjust a Schedule ..................................367
Shortening the Project ...............................................................................368
Overview: Analyzing the Updated Project ..................................................369
Analyzing Schedule Dates and Critical Activities ....................................370
Comparing Current and Baseline Dates ....................................................373
Shortening the Schedule............................................................................374
Reducing Lag on an Activity ....................................................................376
Viewing Updated Project Information ......................................................377
Lesson Review ..........................................................................................378
Lesson 20: Portfolios and Dashboards ...................................................379
Dashboards ................................................................................................380
Comparing Dashboards and Project Workspace .......................................381
Portfolios ...................................................................................................382
Ways to Create Portfolios .........................................................................383
Overview: Dashboards ................................................................................384
Filtering Portlet Data .................................................................................385
Displaying a Portlet ...................................................................................386
Modifying Portlet Layout..........................................................................388
Displaying a Custom Portlet .....................................................................389
Viewing the Project Health Portlet ...........................................................390
Viewing the Project Gantt Chart Portlet ...................................................391
Creating a Dashboard ................................................................................392
Managing Dashboards...............................................................................393
Overview: Creating Portfolios .....................................................................394
Viewing Portfolios ....................................................................................395
Creating a Portfolio Manually...................................................................396

Creating a Portfolio by Filter ....................................................................397
Viewing a Dashboard via Filtered Portfolio .............................................399
Creating a New Portfolio View .................................................................400
Display an Existing Portfolio View ..........................................................401
Deleting a Portfolio ...................................................................................402
Lesson Review ..........................................................................................403
Case Study 3: Project Execution and Control .........................................404
Objectives ..................................................................................................405
Appendix A: Updating the Project Using Timesheets ............................409
Timesheet Approval Process .....................................................................411
Data Date...................................................................................................412
Applying Actuals ......................................................................................413
Overview: Updating the Project Using Timesheets ....................................415
Selecting a Timesheet Approval Manager ................................................416
Viewing Timesheets and Notes.................................................................417
Approving Timesheets ..............................................................................420
Applying Actuals ......................................................................................421
Rescheduling the Project ...........................................................................422
Lesson Review ..........................................................................................423
Appendix B: Reporting ..............................................................................424
P6 Reporting Process ................................................................................425
Oracle Business Intelligence Publisher .....................................................427
P6 Analytics and Oracle Business Intelligence .........................................428
Overview: Reporting ...................................................................................429
Using the Reports View ............................................................................430
Configuring Report Delivery Settings ......................................................431
Scheduling a Report ..................................................................................433
Viewing a Report ......................................................................................434
Lesson Review ..........................................................................................436
Appendix C: Case Study Solutions ...........................................................437
Case Study 1 Solutions .............................................................................438
Course Objectives
Primavera P6 Fundamentals Rel 8.3 will cover the following topics:
Lesson 1 – Project Management Life Cycle
 Identify the five process groups in the Project Management Life Cycle.
 Describe the steps included in each process group.
Lesson 2 – Understanding Data in P6
 Describe P6 Enterprise Project Portfolio Management (EPPM).
 Describe the Enterprise Project Structure.
 Describe the Organizational Breakdown Structure.
 Distinguish between enterprise data and project-specific data.
Lesson 3 – Overview and Navigation
 Open existing projects.
 Use context-sensitive P6 Help.
 Navigate the Projects section.
 Use the Activities page to view project data in multiple formats.
Lesson 4 – Creating a Project
 Create a project.
 View the EPS page.
 Modify project information in project detail windows.
Lesson 5 – Creating a Work Breakdown Structure
 Define a Work Breakdown Structure (WBS).
 Create multiple levels of a WBS hierarchy.
Lesson 6 – Adding Activities
 Describe an activity and its components.
 Describe activity types.
 Add activities.
 Add steps to an activity.
 Assign activity code values to activities.
Lesson 7 – Calendars
 Explain the difference between global, project and resource calendars.
 Define work time types.
 View calendars.
 Edit a project calendar.
 Assign a calendar to an activity.
Case Study 1 – Creating a Project
Lesson 8 – Creating Relationships
 Understand a network logic diagram.
 Describe the four relationship types.
 Create relationships in the Gantt chart.
 Create relationships in Activity windows.
Lesson 9 – Scheduling
 Describe Critical Path Method (CPM) scheduling.
 Perform a forward and a backward pass.
 Describe float and its impact on a schedule.
 Identify loops and open ends.
 Calculate a schedule.
 Analyze the scheduling log report.
Lesson 10 – Assigning Constraints
 Describe available constraint types.
 Apply a Must Finish By constraint to a project.
 Apply a Start On or After constraint to an activity.
 Add a Notebook topic to a constrained activity.
Lesson 11 – Customizing Activity Views
 Manage activity views.
 Customize activity views.
 Sort and order columns.
 Manage detail windows.
Lesson 12 – Understanding Roles and Resources
 Describe roles.
 View the roles hierarchy.
 Describe resources.
 Identify the differences between labor, nonlabor, and material resources.
 View the resource hierarchy.
Lesson 13 – Assigning Roles and Resources

 Assign roles to an activity.
 Fill a role assignment.
 Assign a resource.
 Check resource availability.
 Send e-mails to assigned resources.
Lesson 14 – Project Workspace
 Describe the Project Workspace.
 Add and remove portlets.
 Customize the Project Workspace.
Case Study 2 – Scheduling and Assigning Resources
Lesson 15 – Optimizing the Project Plan
 Analyze schedule dates.
 Shorten a project schedule.
 Analyze resource availability.
 Resolve resource overallocation.
 Analyze project costs.
Lesson 16 – Baselining the Project Plan
 Create a baseline plan.
 Display baseline bars on the Gantt chart.
 Modify display of bars on the Gantt chart.
 Convert a project to a baseline.
 Restore a baseline.
Lesson 17 – Methods of Applying Progress
 Understand different updating methods.
Lesson 18 – Executing the Project Plan
 Use Progress Spotlight.
 Update the status of completed activities and activities in progress.
 Reschedule the project.
Lesson 19 – Analyzing the Updated Project
 Analyze schedule dates, resource availability/allocation, and project costs.
 Identify areas where the project is falling behind schedule or exceeding planned costs.
 Make changes necessary to address variances.

 Understand the importance of analyzing a project after every status update.
Lesson 20 – Portfolios and Dashboards
 Create a dashboard.
 Add and remove dashboards.
 Filter data to display in portlets.
 Create a portfolio manually.
 Create a portfolio using a filter.
Case Study 3 – Project Execution and Control
Lesson 1: Project Management Life Cycle
1
2
Project Management Definitions
Project Management Life Cycle

3
4
Initiating Process Group
Planning Process Group

5
6
Executing Process Group
Controlling Process Group

7
8
Closing Process Group
Lesson Review
 Project management is the process of achieving project objectives within the constraints of schedule,
cost, and resource limitations.
 The project management life cycle is a sequence of process groups that defines the overall process
from the beginning to the end of a project.
 The project management life cycle can be divided into five process groups: Initiating, Planning,
Executing, Controlling, and Closing.
Review Questions
1. Which of the following characteristics is essential to a project?

a. Produces a unique result
b. Temporary in nature
c. Complex or consisting of myriad tasks
d. a and b
e. a, b, and c
2. Which of the following constraints must project management address?

a. Schedule
b. Cost
c. Resources
d. a and b
e. a, b, and c
9
10
Lesson 2: Understanding Data in P6
P6 EPPM
11
12
P6
Team Member Interfaces

13
14
Other Applications
Enterprise Project Structure (EPS)
15
16
EPS
Sample EPS
17
18
Benefits of the EPS
Organizational Breakdown Structure (OBS)
19
20
Sample OBS
EPS and Security

21
22
Enterprise Data and Project-Specific Data
Enterprise Data
23
24
Project-Specific Data
Lesson Review
 The Enterprise Project Structure (EPS) is a hierarchy used to organize projects. It enables access to
comprehensive scope, budget, and resource information and provides a foundation for enterprise-
wide project management.
 The Organizational Breakdown Structure (OBS) is the hierarchical arrangement of an organization’s
project management structure. It controls user access to project data and designation of the
responsible manager.
 Enterprise data provides the global structure needed to manage multiple projects. Examples include
the EPS and OBS, resources, and roles.
 Project-specific data is available only to the project in which it is defined. Examples include
activities and expenses.
Review Questions
1. Which of the following is enterprise data?

a. Expenses
b. Resources
c. Risks
d. Activities
2. Which statement about the EPS is false?

a. It includes all projects in the enterprise.
b. It enables project data to be analyzed at multiple levels.
c. It enables control of security at any level.
d. It is restricted to two levels.
25
26
Lesson 3: Overview and Navigation
Navigating P6
27
28
P6 Sections
P6 Pages
29
Overview: Overview and Navigation
P6 provides a Web-based interface to manage projects, portfolios, and resources while sharing data with
other project team members. After logging in to P6, the Dashboards section is displayed.
The P6 title bar contains the Oracle Primavera P6 logo and four options, including Administer and Help.
Click Help to access context-sensitive P6 Help, which displays information pertaining to the page you are
currently viewing.
Use the P6 navigation bar to access sections. Click the arrow next to each section title to display the
section menu.
The Projects menu contains Open Projects, Enterprise Project Data, and Project Scheduled Services.
Click Open Projects to launch the Open Projects dialog box.
The Projects menu also maintains a list of your most recently used projects. The list is not populated
until you have opened at least one project.
On the P6 title bar, click Logout to log out of P6.
30
Logging In
To launch P6, open a Web browser and type the URL specified by your organization. Type a Username and
Password in the corresponding fields. Throughout this course, log in as John Brunner, a project manager on
the HR System Upgrade project.
Activity 3-1: Logging In

Log in to P6.
Step Action
1. Begin by starting required services, and then navigate to the P6 URL. In the Username field, type
<jbrunner>.
2. In the Password field, type <jbrunner>.
3. Click Login.
4. The exercise is completed.
31
Using the P6 Title Bar and P6 Help

The P6 title bar contains four features that can be accessed from any section within P6:
 Administer - Provides access to My Preferences and administrative functions for Application
Settings, Enterprise Data, Global Scheduled Services, User Access, User Interface Views, and User
Sessions. Access to administrative functions may be restricted.
 Print - Prints the contents of the browser.
 Help - Provides links to P6 Help and User Productivity Kit. It also provides links to the P6 Library,
which contains additional documentation such as user and admin guides, and to the Oracle Support
site for Primavera applications.
 Logout - Log out of P6.
32
Setting My Preferences
Access My Preferences from the Administer menu on the P6 title bar. My Preferences provides options for
customizing how you and P6 interact. My Preferences is divided into three sections:
 Global - General options that customize the data display format across all sections of P6. For
example, specify formats for time units, dates, and currency. Additional global options allow you to
specify calculation methods, enable automated features such as notifications, and define
performance thresholds.
 View - With proper security, you can edit the User Interface View assigned to you. The User
Interface view specifies your default Start page as well as the pages and menu items available to you
in each section.
 Password - To change your P6 password, type your current password in the Current Password field,
and then type your new password in both the New Password and Confirm New Password fields.
33
Using P6 Help
Click Help, P6 Help in the P6 title bar to view context-sensitive Help. In a portlet, click the Help icon
to view Help. Use the Contents tab to browse for additional information or use the Search tab to
search for specific topics.
Activity 3-2: Using the P6 Title Bar and P6 Help

View My Preferences options and P6 Help.
Step Action
1. On the Administer menu, click My Preferences.

2. In My Preferences, view options on the Global tab, and then click the View tab.
3. In the Start Page field, confirm Dashboards, and then in the Projects section, click Pages.
4. View the pages displayed in the Projects section and their order, and then click Cancel.
5. On Help menu, click P6 Help.
6. In the P6 Help window, click the Search tab.
7. In the Enter a keyword or phrase field, type <location>.
8. Click Search.
9. When search results are returned, click the first result.
10. View the Help topic, and then click X at the top right of the dialog box to close.
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Using the P6 Navigation Bar

Click a section tab on the P6 navigation bar to display that section. Only one section can be displayed at a
time. The name of the selected section is bold and highlighted.
Click the arrow on the section tab to access the section menu. Items on the menu can be set in your User
Interface View. Two sections, Portfolios and Projects, also provide shortcuts to most recently used items.
Activity 3-3: Using the P6 Navigation Bar

Use the P6 navigation bar to navigate through P6 sections and menus.
Step Action
1. On the P6 navigation bar, click the arrow on the Dashboards tab.

2. View the Dashboards menu options, and then click the arrow on the Portfolios tab.
3. View the Portfolios menu options, and then click the arrow on the Projects tab.
4. View the Projects menu options, and then click the arrow on the Resources tab.
5. View the Resources menu options, and then click the Projects tab to view the Projects section.
6. Click the Dashboards tab to return to the Dashboards section.
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Opening a Project via the Dialog Box

Use the Projects section to create, plan, and manage projects to completion. On the Projects menu, choose:
 Open Projects - Open a project or group of projects in the Projects section.
 Enterprise Project Data - Manage enterprise-level data such as project, activity, and issue codes;
user-defined fields; baseline types; Notebook topics; risk thresholds; and WBS, expense, and risk
categories.
 Project Scheduled Services - Specify a time and frequency to run scheduled services, including
schedule, apply actuals, level, and summarize.
Open a single project or multiple projects simultaneously with one of these methods:
 Open a project or portfolio for the first time - Click Open Projects on the Projects menu, and then
select projects in the Open Projects dialog box. Alternatively, select one or more projects on the EPS
page and click Open, Open Project on the Actions menu or right-click one of the selected projects
and click Open Project.
 Open the project you last worked on before closing P6 - Click the Projects tab on the P6
navigation bar.
 Open a project that you used recently - Click the arrow on the Projects tab and select a project
from the most recently used list.
 Additional methods - Select a project from a dashboard portlet or open dependent projects on the
Activities page.
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Opening from the Open Projects Dialog Box

Use the Open Projects dialog box to open a single project, multiple projects, an EPS element, portfolio, one
or more templates, or projects with a particular project code value. You can open a combination of items —
for example, an EPS element along with projects that have a specific project code value.
Move the project(s) or project group(s) you want to open from the Available Projects section to the Selected
Projects section, and then click OK. The Open Projects dialog box provides the following options:
 Select Project Type icon - Filter by projects or templates.

 Group By icon - Sort projects by EPS, portfolios, or project codes. When sorting by project
code, expand project codes to display values. Only project code values can be selected.
 Columns icon - List projects by name, ID, or both.
 Select Activity View icon - Choose an activity view for display on the Activities page after
the project(s) opens.
 Search icon - Search for a project. Click the arrow next to the Search icon to search by
projects, EPS, or both.
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Using the EPS to Locate Projects

If you know where a project is located in the EPS, click + next to EPS element icons to expand the
elements and locate the project.
Each project is denoted by a Project icon , What-if Project icon , or Locked Project icon .
There are two ways to move projects between the Available Projects section and the Selected Projects
section in the Open Projects dialog box:
 Click the right arrow to move item(s) selected in the Available Projects section to the Selected
Projects section or click the left arrow to move item(s) from the Selected Projects section to the
Available Projects section.
 Double-click the project.
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Searching for Projects

Click the arrow next to the Search icon to search for a project by either project, EPS, or both. Search for
the name or ID of the project or EPS element. As you type in the Search field, P6 automatically displays
projects or EPS elements whose name or ID contains the Search field value. It is not necessary to press
Enter. The Search function finds both Project ID and Project Name. It is not case-sensitive. The result of the
search is a flat list. To return to the EPS hierarchy, clear the Search field.
Activity 3-4: Opening a Project via the Dialog Box

Use the Open Projects dialog box to locate and open a project.
Step Action
1. On the Projects menu, click Open Projects.

2. In the Open Projects dialog box, click + to expand EPS nodes IT - Information Technology Projects,
NORTH - Northern Division, and SU-N - System Upgrade North, and then select a project, HRSYS-03
- HRSYS - Overview and Navigation.
3. Click the right arrow to move the project to the Selected Projects section.
4. Click the left arrow to move the project back to the Available Projects section.
5. Click the Search icon.
6. In the Search field, type <ov>.
7. In the Available Projects section, double-click HRSYS-03 - HRSYS - Overview and Navigation to
move the project to the Selected Projects section.
8. Click OK.
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Opening a Project on the EPS Page

Use the EPS page to open and close projects. After selecting project(s) in the Projects Table, click Open,
Open Project on the Actions menu or right-click and then click Open Project.
The EPS page is particularly useful if you want to open all projects in an EPS node or use grouping, sorting,
and filtering to create views that organize and categorize projects.
The EPS page also offers a quick way to close all projects: On the Actions menu, click Close All.
Activity 3-5: Opening a Project on the EPS Page

Open a project on the EPS page.
Step Action
1. Confirm you are on the EPS page. On the Actions menu, click Close All.
2. Right-click a project, HRSYS - Overview and Navigation.
3. Click Open Project.
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Opening Multiple and Dependent Projects

To open multiple projects, select the projects in the Open Project dialog box and click OK. Or, select
multiple projects on the EPS page and then click Open, Open Project on the Actions menu or right-click and
select Open Project. To open dependent projects – those in which an activity in one project has a
predecessor/successor relationship with an activity in another project – click Open Dependent Projects on
the Activities page Actions menu.
Activity 3-6: Opening Multiple and Dependent Projects

Open multiple and dependent projects.
Step Action
1. On the Actions menu, click Close All.

2. In the EXTRA-IT Extra Projects EPS node, select a project, HRSYS - Customer Access System.
3. In the RENO Renovation Projects EPS node, press the Ctrl key and select a project, Phase 1 -
Southbound.
4. Right-click and then select Open Project.
5. Note the folder icons indicating that both projects are open, and then on the Projects navigation bar,
click Activities.
6. On the View menu, click Collapse All to view the root node of each project.
7. On the Actions menu, click Open Dependent Projects.
8. Click + to expand HWN - Phase 1 - Southbound, and then select HWN - Phase 2 - Northbound.
9. Click OK.
10. On the View menu, click Collapse All to view the root nodes of the open projects.
11. On the Projects navigation bar, click EPS.
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Overview: Navigating the Projects Section
When you open a project, the page listed first (from left) on the Projects navigation bar is displayed. This
can be customized via the User Interface View. Throughout this course, the EPS page is displayed.
Names of open projects are listed below the Projects navigation bar, separated by commas.
Click a page name on the Projects navigation bar to display a page. The current page is highlighted.
Use the Activities toolbar to execute features and functions on the Activities page. The toolbar can be
customized.
All functions visible on the Activities toolbar can be accessed via the Actions, Edit and View menus.
Use the Activity View list to select an activity view. Activity views determine the layout of Activity page
content. Customize the layout of content to meet your needs and then save the layout as view.
Detail windows display information about the selected activity or WBS element. P6 allows you to select
the detail windows that are available for each activity view.
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Projects Navigation Bar

Use the Projects navigation bar to choose the page on which you want to work. Pages in the Projects section
are designed to present a specific subset of information and associated functionality.
43
When multiple projects are open, Workspace and Team Usage pages require you to select the project you
wish to view in the Select Project list located toward the top right of the page.
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Viewing the Activities Page and Selecting an Activity View

The Activities page is used to create, view, and edit the WBS and activities for a single project or multiple
projects.
Display of data on the Activities page can be customized to meet your needs and then saved as a view. The
Activity View list on the Activities toolbar provides access to views that you have created or are available to
you.
Data is initially displayed in the combined Activity Table/Gantt chart format, but you can view data in
Activity Network or Activity Calendar views. Manage activity and WBS information in detail windows,
which are displayed at the bottom of the page, but can be moved as needed.
Throughout this course, if a dialog box on the Activities page asks, Do you want to save your view changes?
click No unless otherwise instructed.
Activity 3-7: Viewing the Activities Page and Selecting an Activity View
View the Activities page and change the display of data on the page by changing the activity view.
Step Action
1. Right-click a project, HRSYS - Overview and Navigation, and then Click Open Project.
2. On the Projects navigation bar, click Activities.
3. On the Activity View list, select Critical Activities.
4. The Critical Activities view is displayed. Note the changes in the data layout, and then, in the Activity
View list, select Navigating.
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Customizing the Activities Toolbar

The Activities toolbar is located below the Projects navigation bar. Icons on the Activities toolbar are
shortcuts to features and functions on the Actions, Edit, and View menus. The following are some of the
most commonly used functions, along with their corresponding icons and keyboard shortcuts:
Depending on the set of features and functions you use most often, you may wish to show or hide specific
icons on the Activities toolbar. There are three ways to show or hide toolbar icons:
 On the View menu, click Toolbars, Customize Toolbars to launch the Customize Toolbar Items
dialog box. In the dialog box, select the items that you want to appear on the Activities toolbar.
 On the View menu, click Toolbars and then Actions, Edit, or View. In the expanded lists, click icons
to show or hide them. Icons set to appear on the Activities toolbar are highlighted.
 Right-click the section of the toolbar where you wish to show or hide icons. In the expanded lists,
click icons to show or hide them. Icons set to appear on the Activities toolbar are highlighted.
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Activity 3-8: Customizing the Activities Toolbar
Show and hide icons on the Activities toolbar.
Step Action
1. On the View menu, click Toolbars, Customize Toolbars.

2. In the Toolbar section, select Edit.
3. Clear the Move Up check box.
4. Clear the Move Down check box.
5. Click Save.
6. Note that the Move Up and Move Down arrow icons are no longer displayed on the toolbar. Right-
click near the Move Left and Move Right arrow icons to display a menu of icons. Click the Move Up
icon to again display on the toolbar.
7. On the Activities toolbar, right-click near the arrow icons again, and then click Move Down.
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Activity Table
Use the Activity Table to view project data in a spreadsheet-like format. Each row in the table represents an
activity or a WBS element. Modify the columns displayed in the Activity Table to suit your needs.
Activity 3-9: Activity Table

View the Activity Table. Step Action
1. On the Activities toolbar, click the Table icon.

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Gantt Chart
The Gantt chart provides a graphical display of activity progress over the duration of the project.
When the Activity Table and Gantt chart are viewed together, each Gantt chart bar corresponds to the
activity to its left in the Activity Table.
Activity 3-10: Gantt Chart

View the Gantt chart.
Step Action
1. On the Activities toolbar, click the Gantt Chart icon.

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Activity Network
Use the Activity Network to display a visual diagram of the project’s sequence of activities and activity
relationships. Boxes represent activities, milestones, WBS bands, and other grouping structures. Lines
represent the relationships between activities. The arrow from a predecessor activity points to its successor.
Click Full Screen Mode on the View menu to devote more space in your browser to P6 content.
Use the Zoom In and Zoom Out icons / and the Zoom To Fit icon to manipulate the view.
In the Activity Network, solid lines represent driving relationships, which indicate when a predecessor
activity influences the start date of its successor activity.
To show only driving relationships, click the Show Only Driving Relationships icon . Dashed lines
represent non-driving relationships, which include all predecessor and successor activity relationships. To
show all relationships, click the Show All Relationships icon .
Activity 3-11: Activity Network

View the Activity Network. Step Action
1. On the View menu, click Full Screen Mode.

2. On the Activities toolbar, click the Activity Network icon.
3. Click the Zoom To Fit icon to view the entire Activity Network.
4. Click the Show Only Driving Relationships icon.
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Customizing the Activity Network

Use the Activity Network tab in the Customize Activity View dialog box to customize data in activity
boxes, show only driving relationships, and show progress in the Activity Network.
Each activity box contains four rows that each can be divided for a total of eight fields. Select the Split Row
check box to display two fields in a row. Use the Field and Second Field lists to select the desired field.
If you select the Show progress check box, activities that are complete display an X over the activity box
while activities in progress display a slash.
Activity 3-12: Customizing the Activity Network

View options for customizing the Activity Network.
Step Action
1. On the View menu, click Customize View.

2. In the Customize Activity View dialog box, click the Activity Network tab.
3. View the options in the Activity Network tab, and then click Cancel.
4. In the View menu, click Normal Mode.
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Calendar View
Use the Calendar View to view and edit your project’s activities in a monthly calendar format. Bars on the
calendar’s grid extend from an activity’s start to its finish.
Like the Activity Table, bars are displayed in the color specified on the Bars tab in the Customize Activity
View dialog box or as the color assigned to an activity code value. Critical activities display as red bars.
Milestones display as black diamonds, the same as in the Gantt chart.
The Day View displays the complete list of activities scheduled for that day and the start and finish hour of
activities that occur completely within a day. When more activities are scheduled on a day than can be
displayed in the Calendar View, an ellipsis is displayed within the day. Open the Day View by double-
clicking anywhere in a day of the calendar.
Activity 3-13: Calendar View

View and navigate within the Calendar View.
Step Action
1. Click the Calendar View icon.

2. Click the right arrow to navigate to August 2018.
3. Double-click Wednesday, August 15, 2018, but do not click an activity.
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Activity Detail Windows

Activity and WBS detail windows display information for the activity or WBS element selected in the
Activity Table. In the View menu, click Customize Detail Windows to customize display of detail windows
on the page.
Move detail windows around the Activities page as desired, or collapse them to allow for a fuller view of
the Gantt chart or Activity Table.
Activity 3-14: Activity Detail Windows

View an activity detail window.
Step Action

2. Select an activity, HR1090 - Implement the software.
3. Detail windows appear at the bottom of the page. Click the Assignments detail window to expand it.
4. Select an activity, HR1100 - Implement the external interfaces, and then note that the detail
window's contents change.
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WBS Detail Windows

Detail windows display based on the element selected in the Activity Table: Activity detail windows when
an activity is selected; WBS detail windows when a WBS element is selected.
Activity 3-15: WBS Detail Windows

View WBS detail windows. Step Action
1. In the Activity Table, select a WBS element, System Requirements.

2. WBS detail windows appear at the bottom of the screen. Click the General detail window.
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Lesson Review
 When using the Open Projects dialog box, you can choose to open an individual project, multiple
individual projects, an EPS element or portfolio, or all projects that have the same project code
value.
 Pages in the Projects section are designed to present a specific subset of information and to enable
you to record project data.
 The Activities page is used to create, view, and edit activities for open projects.
 Activity and WBS detail windows display information for the activity or WBS element selected in
the Activity Table.
Review Questions
1. True or False: P6 contains the following sections: Dashboards, Portfolios, Projects, Activities, and
Resources.
2. True or False: The only page on which you can view data for multiple projects simultaneously is the
Activities page.
3. A graphical representation of project progress featuring bars (representing activities) and lines
(representing relationships) is called:
a. Activity Network
b. Gantt chart
c. Activity Table
d. PERT chart
4. True or False: After opening a project, the Activities page is always displayed.
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56
Lesson 4: Creating a Project
Project
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Creating a Project
Required Information for Creating a Project
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Overview: Creating a Project
Access the Add Project dialog box from the Actions menu on the EPS page. Each required field is marked
with an asterisk.
On the Actions menu, click Add, Add Project to display the Add Project dialog box.
An asterisk indicates a required field.
In the applicable fields, type a Project ID and Project Name.
Click the Select icon to select EPS and Responsible Manager. Click the Calendar icon to select
Project Planned Start and Must Finish By dates.
Click the Select icon next to the Copy from existing project or template field if you wish to use an
existing project or a template as the basis for the new project.
Click Create to create the project.
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Creating a New Project

Use the Add Project dialog box to create a new project. Click Add, Add Project on the EPS page Actions
menu to display the Add Project dialog box.
When creating a project, the following information is required: Project ID, Project Name, EPS, Responsible
Manager, and Project Planned Start. Description and Must Finish By are optional. The Project ID must be
unique.
Some fields, such as the Project ID, Project Name, and Description fields, require you to type in a value
directly.
Other fields require you to click an icon first and then select a value from the list of available items. For
example, in the EPS and Responsible Manager fields, click the Select icon and then select a value.
Activity 4-1: Creating a New Project

Use the Add Project dialog box to create a new project.
Step Action
1. Begin by navigating to the EPS page. On the Projects navigation bar, click EPS.
2. On the Actions menu, click Close All to close all open projects.
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3. On the Actions menu, click Add, Add Project.

4. In the Project ID field, type <HRSYS>.
5. In the Project Name field, type <HR System Upgrade>.
6. In the EPS field, click the Select icon.
7. Click + to expand Information Technology Projects and Northern Division, and then select System
Upgrade North.
8. Click OK.
9. In the Responsible Manager field, click the Select icon.
10. Click + to expand Signature Corporation and Chief Technology Officer, and then select VP of
Development.
11. Click OK.
12. In the Project Planned Start field, click the Calendar icon.
13. Select a date, 02-Jan-18.
14. Click Create.
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Creating a New Project from a Template

A template is a project that is intended for use as a basis for new projects. It enables you to create projects
with less data entry and re-use elements from best-practice projects.
To base a new project on a template or an existing project, click the Select icon in the Copy from
existing project or template field in the Add Project dialog box. Then, select the template or project that you
intend to use as the basis for a new project.
Activity 4-2: Creating a New Project from a Template

Create a new project from a template.
Step Action
1. On the Actions menu on the EPS page, click Close All.

2. Select an EPS element, RES-N Research North. The project will be placed in that node after you
create it.
3. On the Actions menu, click Add, Add Project.
4. In the Project ID field, type <ACCTSYS>.
5. In the Project Name field, type <Accounting System Training>.
6. In the EPS field, confirm RES-N, and in the Responsible Manager field, click the Select icon.
7. Click + to expand Signature Corporation and Chief Technology Officer, and then select VP of
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Training and Support.

8. Click OK.
9. In the Project Planned Start field, click the Calendar icon.
11. In the Copy from existing project or template field, click the Select icon.
12. Click the Filter icon and select Templates.
13. Click + to expand IT - Information Technology Projects, NORTH - Northern Division, and RES-N -
Research North, and then select a template, Training - Training.
14. Click OK.
15. Click Create.
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Overview: Editing Project Details

Use detail windows on the EPS page to edit information for the project or EPS element selected in the
Project Table. Right-click on a detail window title to choose the detail windows that are displayed.
Projects are displayed in the Project Table. They are grouped by the EPS hierarchy in the view above.
Detail windows, which initially appear at the bottom of the page, can be relocated as needed.
Click a detail window to expand it. Each detail window allows you to view or edit a different set of
project-specific details. The following project detail windows are available on the EPS page.
 Budget Log - Create, delete, or modify the budget log.

 Codes - Assign codes to projects, edit a code value assignment, or remove a code assignment.
 Description - Enter a description of the selected project.
 Funding - Assign, configure, or remove funding sources.
 General - Contains basic project information, as well as user-specified and system-calculated
project dates.
 Issues - List, add, modify, and delete issues.
 Notebooks - Assign and edit Notebook topics.
 Risks - List, add, modify, and manage risks.
The selector displays the name of the selected EPS element or project.
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General Detail Window

The General detail window on the EPS page contains basic project information. Except for calculated fields,
all fields can be edited. The information is grouped into three sections – Details, Planned Dates and Actual
Dates – which contain the following fields:
 Project ID - The unique identifying code for the project.

 Project Name - The project name.
 Project Status - Whether the project is classified as Active, Planned, Inactive, or What-if.
 Responsible Manager - The project’s assigned OBS element.
 Project Owner - Provides the individual view-only access to the project. The Project Owner is not
the same as Responsible Manager, though the same individual can be designated for both roles.
 Location - Geographical location of the project, used for reporting purposes.
 Total Activities - The total number of activities in the project.
 Checked Out By - The name of the user who checked out the project. If the project is not checked
out, this field is blank.
 Date Checked Out - The date and time the user checked out the project.
 Anticipated Start - The date on which the project is expected to start, used during the project
planning stage.
 Anticipated Finish - The date by which the project is expected to be completed, used during the
project planning stage.
 Project Planned Start - The start date of the project.
 Must Finish By - The date constraint placed on the project’s end date.
 Actual Start - This calculated field displays the earliest actual start date of an activity in the project.
 Actual Finish - This calculated field displays the latest actual finish date of an activity in the project.
 Scheduled Finish - The latest early finish date based on the schedule.
 Data Date - The date used as the starting point to calculate the schedule.
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Activity 4-3: General Detail Window
View the General detail window, and assign a location to a project.
Step Action
1. On the EPS page Actions menu, click Close All.

2. Right-click a project, HR System Upgrade, and then click Open Project.
3. Click the General detail window at the bottom of the page.
4. In the General detail window, click the scrollbar down arrow, and view the contents of the General
detail window.
5. In the Location field, click the Select icon.
6. Select Redwood City, CA.
7. Click Assign.
8. Click the Save icon.
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Budget Log Detail Window

Use the Budget Log detail window to create, delete, or modify the budget log for a selected project or EPS
node. A budget log can specify details about a budget line item, such as why it was required, or its approval
status.
Click the Add icon to add a new line item to the budget log.
The Budget Log detail window also provides a field for the project’s Original Budget. Type an amount in
the field and then press Enter.
Activity 4-4: Budget Log Detail Window

Enter an Original Budget in the Budget Log detail window.
Step Action
1. Click the Budget Log detail window.

2. In the Original Budget field, type <180,000>.
3. Press Enter.
4. On the EPS toolbar, click the Save icon.
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Notebook Detail Window

Use the Notebook detail window on the EPS page to view or modify project notes concerning the project’s
purpose, core requirements, or other project-specific details. Notebook topics are created by the application
administrator.
Activity 4-5: Notebook Detail Window

Assign a Notebook topic and type a description.
Step Action
1. Click the Notebooks detail window.

2. In the Notebooks detail window, click the Assign icon.
3. In the Search field, type <tools>.
4. Confirm that Tools/Techniques is selected, and then click Assign.
5. Click Close.
6. In the Description field, click the ellipsis.
7. In the Editing Tools / Techniques dialog box, type <P6 is to be used for the management of this
project.>
8. Click OK.
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Codes Detail Window

Use the Codes detail window on the EPS page to assign project codes and values, enabling you to group
projects into categories such as phase or priority.
 Name - Lists project codes assigned to the project.

 Value - Displays the selected value of the project code. A single project code, for example, Division,
can have numerous values, such as Marketing, Engineering, Development, etc.
 Description - Displays the project code description.
Activity 4-6: Codes Detail Window

Assign a project code to a project.
Step Action
1. Click the Codes detail window.

2. In the Codes detail window, click the Assign icon.
3. Click + to expand Product Group, and then select IT System Upgrade.
4. Click Assign.
5. Click Close.
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Lesson Review
 Create projects by using the Add Project dialog box, launched on the EPS page. The Add Project
dialog box requires you to: type a unique Project ID; type a Project Name; select a location for the
project in the EPS; assign a Responsible Manager from the OBS; and select a Planned Start date
from the calendar.
 Use the detail windows on the EPS page to edit the selected project’s details.
Review Questions
1. Which detail window would you use to change the project’s Planned Start date?
a. General
b. Notebooks
c. Dates
d. Codes
2. True or False: When creating a project, you must specify a date by which the project must finish.
3. True or False: When creating a project, you must enter a unique project name.
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Lesson 5: Creating a Work Breakdown Structure
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WBS
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Overview: Creating a WBS

The Activities page is the central location for creating and maintaining the WBS. Create sibling and child
WBS elements, manipulate the hierarchy via arrows, and create and edit information in WBS detail
windows.
On the Actions menu, click Add, Add Child WBS to add a child WBS element.
On the Activities toolbar, click the Delete icon to delete a WBS element.
Click the Move Left icon or the Move Right icon to outdent or indent elements in the WBS.
Click the Move Up icon or the Move Down icon to move WBS elements up or down.
Specify the selected WBS element’s responsible manager and WBS code in the General detail window.
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Adding a Child WBS Element

Click Add Child WBS on the Actions menu to add a child WBS element.
WBS elements added to the root-level element are indented to form the second level of the hierarchy. The
WBS code for each WBS element contains the code of its parent element. WBS codes are alphanumeric –
they can consist of numbers, text, or both.
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To delete a WBS element, click the Delete icon on the Activities toolbar or press Delete on your
keyboard while the element is selected. When deleting a WBS element that has activities, choose whether
you want to delete those activities or merge them under the parent WBS.
Activity 5-1: Adding a Child WBS Element

Add a WBS element to a project.
Step Action
3. Right-click a project, HRSYS - Creating a WBS, and then click Open Project.
5. In the Activity View list, select Adding WBS.
6. On the Actions menu, click Add, Add Child WBS to add a WBS element.
7. In the WBS/Activity field, type <System Development>.
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Specifying a WBS Code and a Responsible Manager

Use the General detail window to specify a WBS code and responsible manager for a WBS element. If you
do not specify a WBS code, P6 generates one automatically. If you do not specify a responsible manager,
the WBS element will inherit the responsible manager of its parent.
Activity 5-2: Specifying a WBS Code and a Responsible Manager

Specify a WBS code and a responsible manager for a WBS element.
Step Action
1. Select a WBS element, System Development.

2. Click the General detail window.
3. In the WBS Code field, type <Dev>.
4. In the Responsible Manager field, click the ellipsis.
5. Click + to expand Signature Corporation, Chief Technology Officer and VP of Development, and then
select Development Lead.
6. Click OK.
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Adding a Sibling WBS Element

As an alternative to using the Actions menu, use the right-click menu to add a WBS element.
Activity 5-3: Adding a Sibling WBS Element
Use the right-click menu to add a sibling WBS element.
Step Action
1. Confirm that a WBS element, System Development, is selected.

2. Right-click System Development, and then click Add Sibling WBS.
3. In the WBS Code field in the General detail window, type <Test>.
4. In the WBS Name field, type <System Testing>.
6. Click + to expand Signature Corporation, Chief Technology Officer, and VP of Development, and then
select Testing Lead.
7. Click OK.
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Adding a WBS Element Using a Keyboard Shortcut

In addition to the Actions menu and right-click menu, you can also add a WBS element by using a keyboard
shortcut. Use Ctrl+Insert to add a child WBS element or Shift+Insert to add a sibling WBS element.
Activity 5-4: Adding a WBS Element Using a Keyboard Shortcut

Add a WBS element by using the keyboard shortcut.
Step Action
1. Select a WBS element, System Testing.

2. On your keyboard, press Shift+Insert.
3. In the WBS Code field in the General detail window, type <Dep>.
4. In the WBS Name field, type <System Deployment>.
6. Click + to expand Signature Corporation, Chief Technology Officer, and VP of Development, and then
select System Installations Lead.
7. Click OK.
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Creating Additional WBS Levels

Use the Move arrows on the Activities toolbar or the Edit menu to indent, outdent, or change the order of
existing WBS elements to modify the WBS structure. Access the Move arrows from the Activities toolbar
or from the Edit menu. If the arrow is disabled, that move option is not available for the selected WBS
element.
 Move Up
 Move Down
 Move Left (Outdent)
 Move Right (Indent)
Activity 5-5: Creating Additional WBS Levels

Add a sibling WBS element and reposition it as a child WBS element.
Step Action
1. Select a WBS element, System Development.

2. Right-click System Development, and then click Add Sibling WBS.
4. In the WBS Code field in the General detail window, type <Req>.
5. In the WBS Name field, type <System Requirements>.
6. Press Enter.
7. On the Edit menu, click the Move Up icon to move System Requirements under the System
Development element.
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8. On the Edit menu, click the Move Right icon to indent System Requirements.
Cutting and Pasting a WBS Element

Use the Cut, Copy, and Paste options on the Edit menu to cut, copy, and paste WBS elements within a
project, or copy and paste WBS elements between projects.
Copying or cutting and pasting a WBS element copies the selected WBS element, all child WBS elements,
and all activities that belong to those WBS elements.
When pasting within the same project, all data belonging to a WBS and its activities (including
assignments) is pasted, with the following exceptions:
 Summary data
 Relationships to activities that were not copied
 Content repository documents
 Activity feedback
 Status update history
When pasting from one project to another, all data belonging to a WBS and its activities (including
assignments) is pasted, with the exceptions listed above, plus the following exceptions:
 Project and EPS activity codes

 Risk assignments
 Work products and documents
Alternatively, if your organization uses templates, click Add, Add WBS from Template on the Actions menu
to tailor a project by adding WBS elements from a template. The WBS from the template is added as a child
to the WBS element selected in the Activity Table.
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Activity 5-6: Cutting and Pasting a WBS Element
Create, cut, and paste a child WBS element within a project.
Step Action
1. Select a WBS node, System Testing.

2. Right click System Testing, and then select Add Child WBS.
3. In the WBS/Activity field, type <System Design>.
4. Press Enter.
6. Select a WBS node, System Design.
7. On the Edit menu, click Cut.
8. Select a WBS node, System Development.
9. On the Edit menu, click Paste.
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Lesson Review
 The Work Breakdown Structure is a hierarchical arrangement of products and services produced
during and by a project.
 The highest level of the WBS is the project.
 The lowest level of the WBS is an activity.
 The WBS structure enables you to divide a project into meaningful smaller pieces for the purpose of
planning and control.
 Elements within the WBS have a “parent/child” relationship, meaning you can roll up and
summarize data from the lower levels.
Review Questions
1. True or False: When you create a new project, the root level of the WBS is created with the same name as
the project.
2. True or False: You can only add a new sibling WBS element by selecting Add Sibling WBS from a right-
click menu.
3. What page in the Projects section should you use to build the WBS?
a. Details
b. Tools
c. Activities
d. None of the above
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Lesson 6: Adding Activities
Activities
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Activity Components
Activity Type
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Start Milestone
Finish Milestone
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Task Dependent
Resource Dependent
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How Activity Type Affects Dates
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Question
Level of Effort
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WBS Summary
Activity Codes
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Overview: Adding Activities
Add activities to a project on the Activities page in the Projects section.
Click the Add Activity icon to add an activity. You can also press Insert on your keyboard, or select
Add Activity on the Actions menu or right-click menu.
To cut, copy or paste an activity, right-click an activity and then click Cut, Copy, or Paste.
When an activity is selected, click the Delete icon to delete it, or select Delete on the Actions or
right-click menus. Alternatively, you can press Delete on your keyboard.
Use detail windows to create and edit information for the activity selected in the Activity Table.
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Adding a Start Milestone

When adding activities, first select the WBS grouping band in which the activity will reside, or select an
existing activity in the WBS. Then, click Add Activity on the Actions menu or right-click menu, or click the
Add Activity icon on the Activities toolbar.
Activity 6-1: Adding a Start Milestone

Add a Start Milestone to a project.
Step Action
3. Right-click a project, HRSYS - Adding Activities, and then click Open Project.
5. In the Activity View list, select Adding Activities.
6. Select a WBS element, System Requirements.
7. Right-click System Requirements, and then select Add Activity.
8. In the WBS/Activity field, type <HR1000>.
9. In the Activity Name field, type <Start development milestone>.
10. In the Activity Type field, select Start Milestone.
11. In the Primary Resource field, click the ellipsis.
12. In the View Resources by list, select All Resources.
13. In the Search field, type <Susan>.
14. Confirm a resource, SARN - Susan Arnold is selected, and then click OK.
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Adding Activities
When adding an activity or changing activity information, the following icons indicate unsaved data:
Green Unsaved Change icon indicates a new item – a new activity, for example – that is not yet saved.
Yellow Unsaved Change icon indicates a change to an existing item – such as a new Planned Duration
for an existing activity – that is not yet saved.
Activity 6-2: Adding Activities

Add a second activity to a project.
Step Action
1. Select a WBS element, System Requirements.

2. On the Actions menu, click Add, Add Activity.
3. In the new activity's WBS/Activity field, type <HR1010>.
4. In the Activity Name field, type <Define operational concept of new system>.
5. In the Activity Type field, select Resource Dependent.
6. In the Planned Duration field, type <4>.
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Copying and Pasting Activities

If you want to create a new activity that is similar to an existing activity, add the new activity by copying
and pasting the existing one. All activity information is copied except the Activity ID, which must be
unique. The Copy Activity Options dialog box displays when you paste, enabling you to specify the data
types to include in the new activity.
Activity 6-3: Copying and Pasting Activities

Add a new activity to a project by copying and pasting an existing activity.
Step Action
1. Select an activity, HR1010 - Define operational concept of new system.

2. Right-click the selected activity and select Copy.
3. Select a WBS element, System Design.
4. Right-click System Design and select Paste.
5. The Copy Activity Options dialog box displays. Clear the check box of data types you do not want to
copy to the new activity. Clear the Activity Codes check box.
6. Click OK.
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Deleting Activities
To delete single or multiple activities, select the activities and then click the Delete icon on the
Activities toolbar or click Delete on the Actions menu or right-click menu.
Activity 6-4: Deleting Activities

Delete an activity. Step Action

2. Right-click the selected activity and select Delete.
3. Click Yes to confirm your action.
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Importing Spreadsheets to Add Activities

P6 supports the import and export of activity and resource data via spreadsheets. Use this feature when data
would otherwise have to be entered into P6 manually.
Click Import/Export, Import from Excel on the Activities page Actions menu to begin importing activity
data via spreadsheet. When importing activity data, ensure that:
 The project to which you are adding data is opened.

 The spreadsheet to be imported is properly formatted.
To ensure proper formatting of the spreadsheet, it is best to use an import template. To create an import
template, click Import/Export, Create Import Template on the Actions menu. The generated template
contains two rows of column headings that correspond to the chosen activity view's columns. The first row
of headings is used by P6 to identify the type of data appearing in each column of the activity view, while
the second row contains descriptions of the headings used in the first row. Do not change the content of
either row of headings. Enter the data you wish to import starting in the third row.
If your import template does not include a heading labeled WbsName, add one to the first row. This enables
you to type the appropriate WBS code name for each imported activity into the WbsName column. Doing so
prompts P6 to place each imported activity into its intended WBS node.
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Overview: Editing Activity Details
Use Activity detail windows to view and edit activity information, such as relationships, activity codes, and
steps.
Detail windows are initially available at the bottom of the page, but they can be expanded and relocated
as needed. Above, the General detail window is selected. Each detail window allows you to view or edit a
different set of activity-specific details.
Click a detail window to expand it. The following activity detail windows are available on the
Activities page. Customize the display of detail windows by right-clicking on a detail window title and then
selecting windows you wish to display.
 Assignments - Add/remove resource and role assignments, submit resource requests, and view units
and cost data.
 Codes - View, add, modify, and assign activity codes and activity code values.
 Discussion - Read/add comments about specific activities via dated and labeled discussion threads.
Also accessible via Team Member Interfaces.
 Documents - Assign documents to an activity and display the document’s category, status, and
public location.
 Expenses - Add, delete, and modify expense items, and view expense-related data via customized
column display.
 Feedback - Collaborate with team members by sending and receiving messages.
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 General - View and update an activity’s durations, status, constraints, units, and costs.
 Issues - View, add, and delete activity-related issues.
 Notebooks - View, add, delete, and modify Notebook topics/descriptions.
 Predecessors - View, add, and modify predecessor relationships between activities.
 Relationships - Manage predecessor and successor relationships in one window. Provides the same
options as the individual Predecessors and Successors detail windows.
 Risks - View, add, assign, and delete activity-related risks.
 Steps - View, add, delete, and review steps; update step status.
 Successors - View, add, and modify successor relationships between activities.
 Trace Logic - View trace logic to identify relationships between activities.
 Update History - View all status changes made to an activity from P6 Team Member applications;
you can filter detail window contents by activity, assignments or steps.
The selector displays the name of the selected activity. Click the arrows to view the previous or next
item according to the order shown in the Activity Table.
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Using Steps
Steps enable you to break down activities into smaller tasks and track their completion. Unlike activities,
steps do not have duration estimates or dates. An activity can have an unlimited number of steps. Use the
Steps detail window to add/delete steps, add/revise step weights, and mark steps complete.
Activity 6-5: Using Steps

Add steps to an activity. Step Action

2. Click the Steps detail window.
3. Click the Add icon.
4. In the Step Name field, type <Describe the current system>.
6. In the second Step Name field, type <Provide justification for changes>.
8. In the third Step Name field, type <Describe concept for the modified system>.
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Using Notebooks
The Notebooks detail window allows you to assign Notebook topics and then add topic descriptions. These
are typically instructions or descriptions that further describe the activity. Notebook topics are defined by
your application administrator.
Activity 6-6: Using Notebooks

Assign a Notebook topic with description.
Step Action

3. Click the Assign icon.
4. In the Select Notebook Topic dialog box, select Purpose.
5. Click Assign.
6. Click Close.
8. In the Editing Purpose dialog box, type <Prepare the Operational Concept Description (OCD)
and ensure consensus among all parties involved.>.
9. Click OK.
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Using Activity Codes

Use the Codes detail window to assign activity code values, which enable you to categorize and organize
activities for viewing and reporting. Only one code value can be assigned to an activity, per activity code.
Three levels of activity codes are available: global-level, available to all activities; EPS-level, available to
all activities in an EPS element; and project-level, available only to activities in the project in which it was
created. The following columns are available in the Codes detail window:
 Activity Code - Lists activity codes assigned to the activity. A single code – Department, for
example – can have numerous values, such as Marketing, Engineering, and Development.
 Code Value -Displays the selected code value and its position in the code's hierarchical chain.
 Code Description - Displays the code description.
 Code Type - Indicates the level of the code: Global, EPS, or Project.
Activity 6-7: Using Activity Codes

Assign an activity code to an activity.
Step Action

2. Click the Codes detail window.
4. At the top of the Select Code Value dialog box, select Global.
5. Click + to expand Department, and then select Development.
6. Click Assign, but do not close the Select Code Value dialog box.
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Adding Activity Code Values

P6 allows you to create activity code values directly in the Select Code Value dialog box. You can add all
levels of activity code values, but this feature generally was designed for project managers to quickly add
project-level activity code values. Administrators may restrict your ability to create activity code values.
Activity 6-8: Adding Activity Code Values

Add a project-level activity code value.
Step Action
1. At the top of the Select Code Value dialog box, select Project.
2. Confirm that Deliverables is selected, and then click Add Code Value.
3. In the Code Value field, type <WP>.
4. In the Code Description field, type <White Paper>.
5. Click Create.
6. In the Select Code Value dialog box, select White Paper.
7. Click Assign.
8. Click Close.
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Lesson Review
 Use the Activities page to add activities and edit activity details.
 Activity IDs must be unique in the project.
 Activity type controls how an activity’s dates are scheduled.
 Use the right-click menu or Actions menu to add, copy, or delete activities.
 Use activity codes to group activities by a common attribute. Create unlimited code values for each
activity code.
Review Questions
1. True or False: There are three levels of activity codes: global-level, EPS-level, and project-level.
2. True or False: You can assign a duration to a step.
3. Which activity type is used when work needs to be accomplished in a given time, regardless of the
assigned resources’ availability?
a. WBS Summary
b. Task Dependent
c. Level of Effort
d. Resource Dependent
4. True or False: Task dependent activities are scheduled according to the resource calendar.
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Lesson 7: Calendars
Lesson 7: Calendars
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Calendars
Lesson 7: Calendars
Lesson 7: Calendars
Available Calendars
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Lesson 7: Calendars
Lesson 7: Calendars
Resource Calendars
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Work Time Types
Lesson 7: Calendars
Lesson 7: Calendars
Calendars and Activity Types
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Lesson 7: Calendars
Overview: Viewing Calendars
To view an assigned calendar, right-click on an activity, project or resource, and then click View Calendar.
The legend beneath the calendar indicates the color associated with each type of work time.
Click the Standard Work Week tab to see a graphical representation of the calendar’s standard set of
weekly work periods.
Click Month to view a single month. Click Year view an entire year.
Click Show Exceptions Only and then select Show All Work Time to display the work hours for each
day.
Click the arrows to move from month to month. (When viewing by year, click the arrows to move from
year to year.)
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Lesson 7: Calendars
Viewing an Activity's Calendar

View a calendar to examine its standard work week or to determine the work time type associated with
specific days. The work time type for each day is indicated by color:
 White dates - Standard

 Green dates - Exception
 Blue dates - Nonwork exception
 Gray dates - Nonwork
The name of the calendar assigned to an activity appears in the Calendar column on the Activities page. To
view the calendar, right-click an activity and select View Calendar.
Activity 7-1: Viewing an Activity's Calendar

View the calendar assigned to an activity.
Step Action
3. Right-click a project, HRSYS - Calendars, and then click Open Project.
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Lesson 7: Calendars

5. In the Activity View list, select Adding Activities.
6. Select an activity, HR2050 - Perform design walkthroughs.
7. Right-click HR2050 - Perform design walkthroughs, and then click View Calendar.
8. In the Standard 5 Day Workweek dialog box, click Year.
9. Use the right arrow above the calendar to advance the calendar to 2018.
10. Click any date in January 2018.
11. Click the Standard Work Week tab.
12. Mouse-over the morning work period for Monday.
13. View the work period's details, and then click Close.
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Lesson 7: Calendars
Viewing Available Global Calendars

Global calendars can be assigned to projects, activities, and resources. They can also be used as templates
when creating new calendars. The ability to create a calendar is controlled by the application administrator.
Activity 7-2: Viewing Available Global Calendars

View the available global calendars.
Step Action
1. On the Administer menu, click Enterprise Data.

2. In the Global section, click Global Calendars.
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Lesson 7: Calendars
Viewing a Global Calendar

Resource and project calendars can be linked to global calendars. If you make changes to a global calendar,
changes are applied to all resource and project calendars linked to the modified global calendar.
The global calendar set as the default calendar is labeled as such in the center section of the Enterprise Data
page. Click the Set as Default Calendar icon to set a global calendar as the default calendar.
Activity 7-3: Viewing a Global Calendar

View and navigate within a global calendar.
Step Action
1. Select a global calendar, Standard 5 Day Workweek.

2. Click Year.
3. Click the right arrow to advance the calendar to 2018.
5. Click Show Exceptions Only, and then select Show All Work Time.
6. View the work hours. Click Show All Work Time, and then select Show Exceptions Only.
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Lesson 7: Calendars
Editing a Project Calendar

A project calendar is specific to a single project. Each project calendar is linked to a global calendar,
allowing the project calendar to derive its holidays, work periods, etc. from the global calendar. Project
calendars can be modified beyond the parameters of the global calendar. For example, if a U.S. organization
has a project based in India, and the organization's global calendar includes only U.S. holidays, Indian
holidays can be added to the project calendar without affecting the organization's global calendar.
Activity 7-4: Editing a Project Calendar

Remove and edit work periods on a project calendar.
Step Action
1. In the Projects section on the left side of the Enterprise Data page, click Project Calendars.
2. Select a project calendar, HRSYS 5-8hr Day Workweek.
3. Click Year.
4. Click the right arrow to advance the calendar to 2018.
6. Click the Standard Work Week tab.
7. Right-click both work periods in the Wednesday column, and then click Remove Work Period.
8. Press and hold your mouse cursor on the afternoon work periods for Monday, Tuesday, Thursday,
and Friday. Drag each up 30 minutes so the afternoon work period begins at 12:30 and ends at 4:30.
9. Release the mouse button.
10. Click the Calendar tab.
11. In the Name field, type <HRSYS 4-8hr Day Workweek>.
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Lesson 7: Calendars
Setting Exceptions
Set exceptions in the calendar as warranted by your organization's schedule. For example, when a project is
behind schedule, you may need to change some nonwork days to work days. When such a change is made,
the activities that use the changed calendar are affected accordingly.
In this case, Saturdays are normally set as nonwork days. In this exercise, create an exception on a single
Saturday, so that work is set to take place on that day.
Activity 7-5: Setting Exceptions

Set an exception on a project calendar.
Step Action
1. On the HRSYS 4-8hr Day Workweek calendar, select a day, 13-Jan-18.

2. In the Set day as list, select Work.
3. Click OK, and note that the work hours appear on the date, which is shaded as an exception.
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Lesson 7: Calendars
Setting Nonwork Exceptions

Set a nonwork exception when nonwork time not covered by the standard workweek is required. A project
calendar can have different nonwork days than the global calendar to which it is linked.
Activity 7-6: Setting Nonwork Exceptions

Set a nonwork exception on a project calendar.
Step Action
1. Select a day, 2-Jan-18.

2. In the Set day as list, select Nonwork.
3. Click OK.
4. Click Show Exceptions Only, and then click Show All Work Time.
5. View the work hours. Click Show All Work Time, and then click Show Exceptions Only.
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Lesson 7: Calendars
Assigning a Calendar to an Activity

Assign an alternate calendar to one or more activities when the default calendar does not apply.
In this exercise, activity HR2050 – Perform design walkthroughs can only be carried out four days per week
due to an external consultant’s limited availability. Assign a calendar with a four-day standard work week
to reflect this.
Activity 7-7: Assigning a Calendar to an Activity

Assign a calendar to an activity.
Step Action
1. On the P6 navigation bar, click Projects.

2. Confirm that a project, HRSYS-07 - HRSYS - Calendars, is open. On the Activities page, select an
activity, HR2050 - Perform design walkthroughs.
3. In the Calendar field, click the ellipsis.
4. Select a calendar, HRSYS 4-8hr Day Workweek.
5. Click OK.
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Lesson 7: Calendars
Lesson Review
 The three types of available calendars are global, project, and resource.
 A calendar’s type determines whether you can apply it to activities, resources, or both.
 Assign global calendars to projects, activities, and resources.
 The default project calendar is automatically assigned to new activities.
Review Questions
1. True or False: An activity’s type determines whether the activity uses the calendar of the assigned
resource(s) or its activity calendar.
2. True or False: The holidays that appear on a project calendar must be set manually.
3. Which work time type best describes a situation wherein a four-hour day is worked, while the standard
work week normally calls for an eight-hour day?
a. Standard
b. Nonwork Exception
c. Exception
d. Nonwork
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Case Study 1: Creating a Project
You are a project manager working for a general contractor, and your firm is using P6 to manage the
renovation of an apartment building. Following a meeting with the project team, you have been assigned to
create a project, its Work Breakdown Structure, and activities.
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Objectives
1) Close all open projects, and then create a new project using the information in the following table:
2) Funding for the project has been approved. Add a Notebook topic, Project Status, indicating that the
project budget was approved on 03-Dec-17 by Daphne Coombs, VP of Property Development. The budget
is $190,000. Ensure that the Original Budget is reported in the Budget Log.
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create a WBS structure using the information in the table below:

3) Now that you have created the project in P6, go to the Activities page, open the Adding WBS view, and
4) Open the Adding Activities view and add activities to the project as detailed in the table below:
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Lesson 8: Creating Relationships
Network Logic Diagram

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138
Precedence Diagramming Method (PDM)
Relationship Types
139
140
Finish to Start (FS)
Start to Start (SS)

141
142
Finish to Finish (FF)
Start to Finish (SF)

143
144
Relationships with Lag
Finish to Start with Lag

145
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Start to Start with Lag
Question
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Overview: Creating Relationships
Use the Predecessors and Successors or the Relationships detail windows to create relationships on the
Activities page or use your mouse to draw relationship lines directly on the Gantt chart.
Select an activity in the Activity Table, and then click either the Predecessors, Successors, or
Relationships detail window.
Click the Assign Predecessor icon or the Assign Successor icon to assign the associated
relationship.
Choose a relationship type in the Relationship Type field. Enter lag by typing a number in the Lag field.
After relationships are created and saved, predecessors and successors appear in their respective
columns.
Click the Go To Activity icon to skip to the activity in the Activity Table highlighted in the
Predecessors, Successors, or Relationships detail window.
The name of the currently selected activity is displayed in the Activity selector. Use the arrows on the
selector to move forward or backward through activities displayed in the Activity Table.
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Creating Relationships in Detail Windows

Create relationships on the Activities page by selecting an activity in the Activity Table and then clicking
the Predecessors, Successors, or Relationships detail window. With a detail window expanded, click an
icon:
 Assign icon - Assign a successor in the Successors or Relationships detail window.

 Assign icon - Assign a predecessor in the Predecessors or Relationships detail window.
 Delete icon - Delete a relationship.
 Go to Activity icon - Skip to the activity designated as the predecessor or successor.
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Activity 8-1: Creating Relationships in Detail Windows
Create a relationship by assigning a successor in the Successors detail window.
Step Action
1. On the EPS page Actions menu, click Close All.

2. Right-click a project, HRSYS - Creating Relationships, and then click Open Project.
4. In the Activity View list, select Creating Relationships.
6. Click the Successors detail window.
7. In the Successors detail window, click the Assign icon.
8. In the Select Successor Activity dialog box, click + to expand HRSYS-08 - HRSYS - Creating
Relationships, Dev-System Development, and Req-System Requirements, and then select HR1020 -
Perform system requirements analysis.
9. Click Assign.
10. Click Close.
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Creating Relationships with Lag

Lag is the offset or delay between an activity and its successor. Type a value in the Lag field in the
Predecessors, Successors, or Relationships detail window.
Activity 8-2: Creating Relationships with Lag

Create a Start to Start relationship with 1 day of lag.
Step Action
1. Select an activity, HR1030 - Perform interface requirements analysis.

2. Click the Predecessors detail window.
4. In the Search field, type <analysis>.
5. Select an activity, HR1020 - Perform system requirements analysis.
6. Click Assign.
7. Click Close.
8. In the Relationship Type field, select Start to Start.
9. In the Lag field, type <1>.
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Using the Relationships Detail Window

Use the Relationships detail window to create predecessor and successor relationships in the same window.
Click the Go to Activity icon to change the activity selected in the Activity Table to the activity
highlighted in the Predecessors or Successors pane.
Activity 8-3: Using the Relationships Detail Window

Use the Relationships detail window to create predecessor and successor relationships.
Step Action
1. On the View menu, click Customize Detail Windows.

2. Clear the Predecessors and Successors check boxes, and then select the Relationships check box.
3. Click Save.
4. Click the Relationships detail window.
5. In the Activity Table, select an activity, HR-1040 Design system architecture.
6. In the Predecessors pane, click the Assign Predecessor icon.
7. Click + to expand HRSYS-08 - HRSYS Creating Relationships, Dev - System Development, and Req -
System Requirements, and then select HR1020 - Perform system requirements analysis.
8. Click Assign.
9. Click Close.
10. In the Successors pane, click the Assign Successor icon.
11. Click + to expand HRSYS-08 - HRSYS Creating Relationships, Dev - System Development, and Des -
System Design, and then select HR1050 - Perform high-level software design.
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12. Click Assign.

13. Click Close.
14. In the Successors pane, confirm that HR1050 is selected, and then click the Go to Activity icon.
15. Confirm that the activity selected in the Activity Table is now HR1050 - Perform high-level software
design, and then in the Successor pane, click the Assign Successor icon.
16. Click + to expand HRSYS-08 - HRSYS Creating Relationships, Dev - System Development, and Des -
System Design, and then select HR1080 - Perform detailed software design.
17. Click Assign.
18. Click Close.
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Creating Relationships in the Gantt Chart

Create relationships between activities directly in the Gantt chart. On the View menu, click Full Screen
Mode to expand the work area when working with bars in the Gantt chart. On the View menu, click Normal
Mode to go back to a normal-sized work area.
Activity 8-4: Creating Relationships in the Gantt Chart

Create a Finish to Start relationship in the Gantt chart.
Step Action
1. In the Relationships detail window, click the Minimize Details icon to close the window.
2. On the View menu, click Full Screen Mode.
4. In the bar area of the Gantt chart, right-click the bar for the selected activity, and then select Create
Relationship.
5. Click the finish connection box at the right end of the activity bar, HR1030 - Perform interface
requirements analysis.
6. Press and hold your mouse cursor on the finish connection box and drag it to the start connection box
at the left end of the activity bar, HR1070 - Design external interfaces.
8. Click the start connection box at the left end of the activity bar, HR1070 - Design external interfaces,
to create the relationship.
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Editing Relationships in the Gantt Chart

Right-click a relationship line in the Gantt chart and then click Edit Relationship to display the Edit
Relationship dialog box. Use the dialog box to edit a relationship's type or lag. You can also right-click a
relationship line, and then click Delete Relationship to remove it.
Activity 8-5: Editing Relationships in the Gantt Chart

Edit a relationship type in the Gantt chart.
Step Action
1. Confirm that activity HR1070 - Design external interfaces is selected, and then right-click on its bar in
the Gantt chart and select Create Relationship.
2. Click the finish connection box at the right end of the activity bar, HR1070 - Design external
interfaces.
3. Press and hold your mouse cursor on the finish connection box and drag it to the finish connection
box at the right end of the activity bar, HR1080 - Perform detailed software.
5. Click the finish connection box at the right end of the activity bar, HR1080 - Perform detailed
software design, to create the relationship.
7. Right-click the relationship you just created, and then click Edit Relationship.
8. In the Type list, select Finish to Start.
9. Click OK.
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Linking Multiple Activities

Select multiple activities and create relationships between them with one click. The activities are linked
according to the current sort order and are assigned the default Finish to Start relationship type with no lag.
Corresponding relationship lines are automatically drawn on the Gantt chart.
Activity 8-6: Linking Multiple Activities

Create multiple relationships by linking activities.
Step Action
1. Select an activity, HR1110 - Implement the database.

2. Press and hold the Ctrl key and select two additional activities, HR1120 - Perform unit testing and
HR2010 - Prepare for system integration and testing.
3. Right-click the selection, and then select Link Selected Activities.
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Canceling Data Changes

If you have not saved your data changes, it is possible to undo them. Click the Cancel icon on the
Activities toolbar to cancel unsaved changes.
Activity 8-7: Canceling Data Changes

Remove activity relationships by canceling data changes.
Step Action
1. Click the Cancel icon.

2. Click No to confirm the decision.
3. On the View menu, click Normal Mode.
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Lesson Review
 Use the Precedence Diagramming Method to create a network logic diagram that shows the
relationships between activities. Build the diagram using boxes to represent activities and arrows to
represent logical relationships between the activities.
 P6 supports four relationship types (Finish to Start, Start to Start, Finish to Finish, and Start to
Finish) that identify the type of dependency that exists between an activity and its predecessor or
successor.
 Lag is the offset or delay between an activity and its successor.
 Create relationships between activities using the Predecessors and Successors detail windows or in
the Gantt chart.
Review Questions
1. Which relationship type best describes the following statement: “When we are done with preliminary
testing, we can conduct a demonstration.”
a. Finish to Start
b. Finish to Finish
c. Start to Start
d. Start to Finish
2. True or False: Lag can be added to only three of the four relationship types.
3. P6 allows you to do the following directly within the Gantt chart:

a. Add relationships
b. Edit relationships
c. Delete relationships
d. All of the above
4. True or False: When you select Link Selected Activities, P6 creates Start to Finish relationships.
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Lesson 9: Scheduling
159
160
Critical Path Method Scheduling
Critical Path
161
162
Data Date
163
164
Forward Pass
165
166
Backward Pass
167
168
Total Float
169
170
Types of Total Float
Must Finish By Date
171
172
Backward Pass with Required Finish
Circular Relationships (Loops)
173
174
Open Ends
Questions
175
176
177
Overview: Scheduling
Schedule a project on the Activities page. In the Gantt chart, activities are displayed according to their
calculated start and finish dates. Critical activities are displayed in red.
On the Activities toolbar, click the Scheduler icon to display the Schedule Project dialog box. You
also can click Run, Scheduler in the Actions menu or press F9 on your keyboard.
In the Schedule Project dialog box, select a Data Date option.
Change the data date by clicking the Calendar icon in the Data Date field.
Select the Display scheduling log upon completion check box to record the results of scheduling.
Select Options to view scheduling options, including how to calculate Total Float.
Click Schedule to schedule the project.
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Scheduling a Project
Schedule a project via the Schedule Project dialog box. To display the Schedule Project dialog box, click
Run, Scheduler on the Actions menu, click the Scheduler icon on the Activities toolbar, or press F9 on
your keyboard. Confirm the data date before scheduling the project. The data date reflects the date used as a
starting point for scheduling the project plan. Click the Calendar icon in the Schedule Project dialog box
to change the data date.
When you schedule a project, activity dates are calculated according to duration and logic, and activities on
the Gantt chart shift accordingly.
Activity 9-1: Scheduling a Project

Schedule the project.
Step Action
3. Right-click a project, HRSYS - Scheduling, and then click Open Project.
5. In the Activity View list, select Schedule.
6. On the Activities toolbar, click the Scheduler icon.
7. Select the Apply selected data date to all open projects option.
8. Confirm the data date, 02-Jan-18, and then click Schedule.
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Viewing the Schedule Log

The Schedule Log records scheduling settings, statistics, errors, warnings, results, and exceptions.
Activity 9-2: Viewing the Schedule Log
Schedule the project and view the schedule log.
Step Action

2. Select the Display scheduling log upon completion check box.
3. Click Schedule.
4. Click the arrow in the Statistics section to expand the section.
5. View the contents of the schedule log, and then click X at the top right of the dialog box to close it.
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Using Schedule Check Report

Click Run, Check Schedule on the Actions menu to run the Schedule Check Report, a 14-point analysis to
ensure the project plan falls within the guidelines of industry and organizational best practices. The report
evaluates activities and dependencies of the project schedule, ensuring that they follow desired standards.
Activities falling outside configured thresholds are highlighted on the report so that appropriate corrective
action can be taken.
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Activity 9-3: Using Schedule Check Report
View the Schedule Check Report.
Step Action
1. Click the Scheduler icon.

2. Clear the Display scheduling log upon completion check box.
3. Click Schedule.
4. On the Actions menu, click Run, Check Schedule.
5. Note the values in the Target column, and then click Check Schedule.
6. View the Schedule Check Report results, and then click X at the top right of the dialog box to close it.
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Viewing the Scheduled Finish Date

After a project is scheduled, view the Scheduled Finish date in General detail window on the EPS page.
Scheduled Finish is the latest early finish date based on the most recent schedule generated for the project. It
is based on activity durations, relationships, constraints, and other project data.
Activity 9-4: Viewing the Scheduled Finish Date

View the Scheduled Finish date of the project.
Step Action

2. Select a project, HRSYS - Scheduling.
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Lesson Review
 After relationship logic has been defined, schedule the project.
 Schedule a project via the Schedule Project dialog box.
 To display the Schedule Project dialog box, click Run, Scheduler on the Actions menu, click the
Scheduler icon on the Activities toolbar, or press F9 on your keyboard.
 Schedule dates can be calculated based on the critical path, a series of activities that determine a
project’s completion date.
 When scheduling using the Critical Path Method, activity Early Start and Finish dates are calculated
during a forward pass, and the Late Start and Finish dates are calculated during the backward pass.
 The data date is used as a starting point when scheduling all remaining work for the project.
 After scheduling, activities will have a Total Float that represents the amount of time an activity can
be delayed without delaying the project.
 After scheduling, results are recorded in a schedule log.
Review Questions
1. True or False: A schedule’s late dates are calculated during the backward pass.
2. Which of the following is not a type of float?

a. Positive
b. Open-end
c. Negative
d. Total
3. True or False: The critical path is the path of activities through the project that determines the project end
date.
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Lesson 10: Assigning Constraints
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186
Constraints
Must Finish By
187
188
Start On or After
Additional Start Constraints

189
190
Additional Finish Constraints
Additional Constraints
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192
How Constraints Affect Activity Dates
Overview: Assigning Constraints
Assign a project-level Must Finish By constraint in the General detail window on the EPS page. Assign
activity-level constraints in the General detail window on the Activities page. To view the effects of the
constrained activity, schedule the project.
Select the primary constraint type in the Primary Constraint list.
Click the Calendar icon to select a date for the constraint.
After assigning a constraint, click the Scheduler icon to schedule the project, and then view the
constraint's effects.
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Adding a Project-Level Constraint

Because the Must Finish By constraint is assigned at the project level, it is applied in the General detail
window on the EPS page.
Activity 10-1: Adding a Project-Level Constraint

Add a Must Finish By constraint to the project.
Step Action
3. Right-click a project, HRSYS - Assigning Constraints, and then click Open Project.
5. In the Must Finish By field, click the Calendar icon.
6. Use the arrows to advance the calendar, and then select a date, 30-Nov-18.
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Viewing Total Float

The Must Finish By date of 30-Nov-18 is earlier than the Scheduled Finish of 12-Dec-18. Therefore,
activities on the critical path will contain negative Total Float. Activities with negative Total Float have a
red activity icon in the Activity ID column, indicating they are critical activities.
Activity 10-2: Viewing Total Float

Schedule the project and view Total Float.
Step Action

2. In the Activity View list, select Critical Activities.
4. In the Schedule Project dialog box, verify the data date, 02-Jan-18, and then click Schedule.
195
Adding an Activity-Level Constraint

Use the Start On or After constraint to specify the earliest date on which an activity can begin. Activity-
level constraints are assigned in the General detail window on the Activities page. A maximum of two
constraints – a primary and a secondary – can be applied to an activity.
The Implement the database activity is scheduled to start 19-Apr-18. However, the server will not be
delivered until 14-May-18. Assign a constraint to reflect the new date.
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Activity 10-3: Adding an Activity-Level Constraint
Add an activity-level constraint and a Notebook topic.
Step Action
1. Select an activity, HR1110 - Implement the database.

3. In the Primary Constraint list, select Start On or After.
4. In the Primary Constraint field, click the Calendar icon.
5. Advance the calendar, and then select a date, 14-May-18.
8. Select Constraint Log, and then click Assign.
9. Click Close.
11. In the Description field, type <The new server will be delivered on 14-May-18.>.
12. Click OK.
15. Click Schedule.
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Lesson Review
 Constraints are user-imposed date restrictions that reflect the real-world aspects of scheduling the
project.
 After applying a constraint, the project must be rescheduled to calculate the new dates.
 P6 allows you to apply constraints both at the project level and at the activity level.
 On the activity level, you can add a primary and a secondary constraint.
 For record-keeping purposes, add a Notebook topic when you assign a constraint to an activity.
Review Questions
1. True or False: Use the Start On or After constraint to set the earliest date an activity can begin.
2. True or False: A Finish On or Before constraint pulls the Early Finish date to the constraint date.
3. Which constraint is the most appropriate to use to set an overall project deadline?
a. As Late as Possible
b. Must Finish By
c. Finish On or Before
d. Mandatory Finish
4. Which of the following is a valid constraint?

a. Start On
b. Finish On or Before
c. Start 5 Days After
d. a and b
e. a and b and c
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Lesson 11: Customizing Activity Views
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200
Activity Views
Grouping
201
202
Sorting
203
204
Filtering
Overview: Customizing Activity Views
Use the Customize Activity View dialog box to customize an activity view, including the Gantt chart,
Activity Table, Activity Network, detail windows, grouping, sorting, filters, and access privileges.
Click the View icon to access a list of activity view-related options: Save View, Save View As,
Delete View, E-mail View, and Customize View. The same options are also available on the View menu.
Click Save View As to create a new activity view
Click Customize View to display the Customize Activity View dialog box.
The Customize Activity View dialog box contains eight tabs, each of which is used to manage a
different activity view component.
Click the Float icon , Restore icon , or Minimize icon to control detail window position.
Click the Column icon , the Grouping icon , the Filters icon , or the Gantt Chart Options
icon to quickly access view-editing functionality without displaying the Customize Activity View
dialog box.
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Saving a Copy of an Activity View

On the View menu, click Save View As to create a copy of an existing activity view. Or, click the View icon
and then select Save View As.
In this lesson, you will create a view that groups by primary resource.
Activity 11-1: Saving a Copy of an Activity View

Save a copy of an activity view.
Step Action
3. Right-click a project, HRSYS - Customizing Activity Views, and then click Open Project.
5. In the Activity View list, select Critical Activities.
6. On the View menu, click Save View As.
7. Type a new activity view name <Q1 Total Cost by Primary Resource>.
8. Click OK.
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Viewing the Customize Activity View Dialog Box

The Customize Activity View dialog box is divided into tabs containing options for columns, bars, the Gantt
chart, and the Activity Network. The dialog box also contains grouping, sorting, and filtering options.
Activity 11-2: Viewing the Customize Activity View Dialog Box

View the Customize Activity View dialog box.
Step Action

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Columns Tab
Use the Columns tab to add or remove columns and to arrange their order.
 Available/Selected Columns - Add up to 30 columns to the view. Columns display in the Activity
Table from left to right according to the list in the Selected Columns section. Use the arrows to add,
remove, or change the order of columns. Ctrl+Click to select multiple columns or double-click single
items to move them between the Available and Selected sections.
 Show first column as - Select whether the first column is Activity ID or Activity Name.
 Font - Click the ellipsis to select the font that is displayed in the Activity Table.
To add or remove columns without displaying the Customize Activity View dialog box, click the Columns
icon on the Activities toolbar, or click Columns on the View menu.
Activity 11-3: Columns Tab

Add and remove columns from an activity view.
Step Action
1. In the Selected Columns section, select Activity Type and Shift+Click Total Float to select all the
columns except Activity Name. Click the left arrow to move them to the Available Columns section.
2. Use the Search field to locate the Planned Duration, Planned Start, and Planned Finish columns. In
the Search field, type <planned>.
3. Double-click Planned Duration to move it to the Selected Columns section.
4. Double-click Planned Total Cost to move it to the Selected Columns section.
5. Double-click Planned Start to move it to the Selected Columns section.
6. Verify that Activity ID is selected in the Show first column as list, and then click OK.
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Sorting Tab
Use the Sorting tab to simultaneously sort on as many as five of the columns displayed in the view. Specify
the columns to sort by, sorting priority, and sorting order (ascending or descending). When multiple column
sorting is in use, column headers in the view display numerals indicating sorting priority and order. Sorting
choices can be saved as part of the view.
The Sorting tab can also be accessed by clicking the Columns icon on the Activities toolbar or by
clicking Columns on the View menu.
Activity 11-4: Sorting Tab

Sort data in the activity view.
Step Action

2. Click the Sorting tab.
3. On the Sort By list, select Planned Duration.
4. On the Ascending/Descending list, select Descending.
6. On the Then By list, select Planned Total Cost.
7. On the Ascending/Descending list, select Descending.
9. On the Then By list, select Planned Start.
10. In the Ascending/Descending field, confirm Ascending, and then click OK.
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Grouping Tab
Use grouping to categorize and organize activities that share a common attribute.
Groups are separated by bands that describe the attribute. Use the Band Color and Text Color lists to specify
color and text for each band. Use the Sort Order list to sort by Ascending, Descending, or Hierarchy.
When you choose to group activities by a hierarchical field, for example WBS or activity code, the To Level
list is enabled so you can choose the number of hierarchy levels to group by. For example, if your WBS is
five levels, you may want to group only to the third level.
For each grouping level you also can opt to:
Show field title - Displays the grouping level field name, followed by the field value. For example, if you
choose to group activities by WBS, the field name WBS appears to the left of the date value for the group. If
you do not choose this option, only the field value appears in the band.
Show field rollups - Displays summary information for all cost, numeric, integer, start date, and finish date
fields in the group.
 Start date rollups reflect the earliest date for the group.
 Finish date rollups reflect the latest date for the group.
 Unit and cost rollups are a total of the values for each activity in the group.
Hide if empty - Hides empty rows when the Activity Table is grouped by WBS, activity code, or primary
resource.
When grouping by WBS, Project, Activity Code, or Primary Resource, specify the text that displays in the
grouping band.
 ID/Code - Displays the ID or Code value in the grouping band.

 Name/Description - Displays the Name or Description in the grouping band.
 ID/Code and Name/Description - Displays the ID/Code and Name/ Description.
To create or edit a grouping without launching the Customize Activity Views dialog box, click the Grouping
icon on the Activities toolbar, or click Group on the View menu.
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Activity 11-5: Grouping Tab
Group activities by Primary Resource.
Step Action

2. Click the Grouping tab.
3. In the Level 1 field, type <primary r>.
4. P6 searches the available values. When Primary Resource appears, click the Level 1 field.
5. On the Level 1 Band Color list, select a color.
6. In the Display text in bands using field, select Name/Description.
7. Click OK.
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Filters Tab
When working with large lists, focus on activities more effectively by filtering out data. P6 offers several
types of filters:
Standard - You cannot modify criteria in the predefined filters or add new filters to the list. Available
filters include:
 Activities occurring within a specified number of days

 Activities finishing within a specified number of days
 Completed activities only
 In progress activities only
 Milestones only
 My activities
 Not started activities only
Custom - Create filters by specifying your own criteria. There are three types of custom filters:
 Global - Custom filter that is available to all users.

 Multiple User - Custom filter that is available to multiple specified users.
 User - Custom filter available only to the current user.
In addition to standard filtering options, the is under option is provided to enable you to filter on
hierarchical elements, such as filtering for projects under a specified EPS node and its child nodes. The is
under option is also available in the EPS and Resources Assignments views.
To add or edit filters without launching the Customize Activity Views dialog box, click the Filters icon
on the Activities toolbar, or on the View menu click Filters.
In this exercise, create a custom filter to show activities with Planned Start dates between 01-Jan-18 and 31-
Mar-18.
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Activity 11-6: Filters Tab
Create a custom filter.
Step Action

2. Click the Filters tab.
3. Select Multiple User, and then click the Add Filter icon.
4. In the Name field, type <Q1 2018>.
5. In the Match __ of the following rules list, select all.
6. In the Parameter list (leftmost list), select Planned Start. (Planned Start is located in the Dates
grouping.)
7. In the Is list (center list), select is greater than or equals.
8. In the Value field, click the Calendar icon.
10. Click the Add Filter Criterion icon.
11. In the Parameter list, select Planned Start.
12. In the Is list, select is less than or equals.
13. In the Value field, click the Calendar icon.
14. Select a date, 31-Mar-18.
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Modifying Filter Access

Determine the P6 users who have access to a filter in the Access tab of the Create Filter dialog box.
Activity 11-7: Modifying Filter Access
Make a custom filter available to multiple users.
Step Action
1. In the Create Filter dialog box, click the Access tab.

2. In the This filter is available to field, select List of Users.
3. In the Available Users section, select bdiamond - Ben Diamond, and then Ctrl+Click cnorth - Charles
North and dhansen - Donna Hansen.
4. Click the right arrow to move the users to the Selected Users section.
5. Click OK.
6. In the Customize Activity View dialog box, select the Apply to View check box for Q1 2018.
7. Click OK.
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Bars Tab
The Bars tab enables you to control how bars are displayed in the Gantt chart.
Bar Settings - Choose to display up to three bars.
 Type - For each of the three bars, choose to display the Current Bar, Late Bar, Project Baseline Bar,
User’s Primary Baseline Bar, Float Bar, Free Float Bar, Plan Bar, Percent Complete Bar, or UDF
Bar.
 Height - Adjust the height of each bar up to 64 points.
 Color- Choose to display a specific color for the bar or display the bar color based on the activity’s
activity code.
 Show Necking - Select to show bar necking. Necking provides a visual distinction between work
time and nonwork time.
Current Bar Options - When displaying the Current Bar, further customize it with the following options:
 Show Progress - Chart progress (or actual work) along the Current Bar. The Progress bar is blue.
 Show Critical - Represent critical activities with a red bar instead of the Current Bar color.
 Bar Label - Choose an activity data field to display, and select a position and font for the label.
 Bar Necking - Choose to show bar necking based on calendar nonwork time or activity nonwork
time.
To customize Gantt chart bars without launching the Customize Activity Views dialog box, click the Gantt
Chart Options icon on the Activities toolbar, or on the View menu, click Gantt Chart Options.
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Activity 11-8: Bars Tab
Customize Gantt chart bar display settings.
Step Action

2. Click the Bars tab.
3. In the Height list, select 18.
4. Select the Show necking check box.
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Gantt Chart Tab

The Gantt Chart tab allows you to show and customize a progress line and customize the timescale.
 Show Progress Line - The progress line shows the variance between the Start/Finish dates of the
current project plan and its baseline, or the progress of an activity based on its remaining duration or
percent complete.
 Timescale - Choose the major/minor timescale increment to apply to the view. You can also choose
to shade the nonwork time. The shading is adjusted from the Color list.
Activity 11-9: Gantt Chart Tab

Adjust a Gantt chart timescale.
Step Action
1. Click the Gantt Chart tab.

2. In the Timescale list, select Quarter / Month.
3. In the Color list in the Timescale section, select a different shade.
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Access Tab
The Access tab allows you to specify who has access to the view:
 Current User - Available to current user only. In the Activity View list, it is listed under the
User grouping,
 All Users - Available for all users. In the Activity View list, it is listed under the Global grouping.
 List of Users - Available for the selected users only. In the Activity View list, it is listed under the
Multiple Users grouping.
Activity 11-10: Access Tab

Make an activity view available for all users.
Step Action
1. Click the Access tab.

2. In the This view is available to field, select All Users.
3. Click OK.
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Viewing the Gantt Chart and Changing the Timescale

Click the Gantt Chart icon to display the Gantt chart alongside the Activity Table. Right-click any area
on the Gantt chart timescale and select an option to display the chart as:
 Year / Quarter
 Year / Month
 Quarter / Month
 Month / Week
 Week / Day
 Financial Period
Activity 11-11: Viewing the Gantt Chart and Changing the Timescale
View the Gantt chart and change the timescale.
Step Action

2. The Gantt chart timescale is Quarter / Month, as specified in the Customize Activity View dialog box.
Right-click the timescale and select Month / Week.
219
Renaming Columns
Rename columns on the Activities page if you need to align P6 terminology with that of your organization
or prefer to work with column names with which you are more familiar. Right-click a column header and
select Rename Column to launch the Rename Column dialog box. The dialog box displays the column's
default name and provides a New name field in which you can edit the default name or type in a different
name. The new name can be saved as part of the view.
Activity 11-12: Renaming Columns

Rename a column in the activity view.
Step Action
1. On the Activities toolbar, click the Table icon to expose the hidden columns.
2. Right-click the Planned Total Cost column header.
3. Select Rename Column.
4. In the New name field, type <Budget Estimate>.
5. Click OK.
6. On the View Options list, select Save View.
220
Sorting Data and Ordering Columns on the Activities Page

The Activities page allows you to modify sorting preferences and change the order of columns.
 Sort - Click a column header to change the sort by preference. Toggle between ascending and
descending order by clicking the same column header. An arrow indicates whether the data is
ascending (upward-pointing) or descending (downward-pointing). Clicking a column header sorts
the Activities page by that column's data item only.
 Drag and Drop - Drag and drop columns to change their order in the Activity Table. However, to
remove or add columns, you must open the Customize Activity View dialog box.
Activity 11-13: Sorting Data and Ordering Columns on the Activities Page
Customize column order and sort data by a column.
Step Action
1. Click the Planned Start column header to sort data within the grouping bands by activities' planned
starting dates.
2. Note that the sorting priority numerals no longer display in the column headers. The arrow in the
Planned Start column header indicates descending sort order. Click the Planned Start column header
again.
3. The arrow indicates that the planned starting dates are now sorted in ascending order. Press and hold
your mouse cursor on the Planned Start column header and drag it to between Activity ID and
Activity Name.
5. On the View Options list, select Save View.
221
Selecting Detail Windows

On the View menu, click Customize Detail Windows to choose the detail windows that are available in each
activity view. In the Customize Detail Windows dialog box, select the check boxes corresponding to the
windows that you want displayed in the current activity view. Select detail windows for both the Activities
and WBS areas.
Alternatively, right-click on a detail window’s title bar and select the windows that you want to make
available in the current view.
While using the View menu provides more functionality, the right-click list is faster and better suited to
selecting or eliminating a single detail window.
It is important to note, however, that the right-click list only reveals detail windows for the selected type of
item. For instance, when an activity is selected, right-clicking a detail window’s title bar reveals only the
detail windows pertaining to activities. To use the right-click list for WBS detail windows, a WBS element
must first be selected.
Activity 11-14: Selecting Detail Windows

Select detail windows for an activity view.
Step Action
1. Select an activity, HR1040 - Design system architecture.

3. A list of available activity-related detail windows is displayed. Click WBS.
4. Confirm that the top check box is selected, making all WBS-related detail windows available, and then
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click Activities.
5. Select the Update History check box.
6. Click Save.
7. Right-click any detail window.
8. In the detail window list, clear the Update History check box.
9. The Update History detail window is no longer displayed. On the View menu, click Save View.
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Relocating Detail Windows

Detail windows can be displayed at the bottom of the Activities page or floated into a different position. Use
the following icons to manipulate detail windows:
 Minimize Details icon — Click to minimize a detail window.

 Float icon - Click to float a detail window, making it movable.
 Restore icon - Click to restore a floating detail window to its original position.
As an alternative to using the Float icon, click and drag a minimized detail window to relocate it.
Activity 11-15: Relocating Detail Windows

Relocate a detail window. Step Action
1. Select an activity, HR1070 - Design external interfaces.

2. Click the Predecessors detail window.
3. Click the Float icon.
4. Press and hold your mouse cursor on the Predecessors detail window title bar and drag it to the top of
the page.
6. Click the Restore icon to restore the Predecessors detail window to its previous position.
7. Click the Minimize Details icon.
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Lesson Review
 The Activities page allows you to customize activity views, which determine how data is displayed.
 You can save a customized activity view and then share it with a list of users or all users.
 To make a copy of an existing activity view, click Save View As on the View menu. Alternatively,
you can click the corresponding icon on the Activity toolbar, and then select Save View As.
 Detail windows can be made visible or invisible, and can be moved according to your preferences.
Review Questions
1. True or False: You can remove a grouping by selecting the blank item in the Level 1 list.
2. Sort activities in the Activity Table by:

a. Clicking the column header.
b. Using the Sort by and Sort order lists in the Customize Activity View dialog box.
c. Right-clicking any column and selecting Sort.
d. a or b
3. True or False: On the Activities page, you can customize Activities-related detail windows but not WBS-
related detail windows.
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Lesson 12: Understanding Roles and Resources
Roles and Resources

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Resource Details
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Relationship Between Roles and Resources
Resource Types
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Overview: Viewing Roles and Resources
View the resource and role hierarchies on the Administration page in the Resources section. Use the page to
view and modify information about resources and roles and to configure resource teams and role teams.
Those with appropriate security privileges can use the page to create resources/resource teams and roles/role
teams.
The Administration page is divided into four tabs: Resources, Resource Teams, Roles, and Role Teams.
 Use the Resources tab to view the resource hierarchy and modify resource information.
 Use the Resource Teams tab to configure resource teams, which enable you to organize resources
into smaller groups to facilitate assignments and analysis.
 Use the Roles tab to view the roles hierarchy and modify role information.
 Use the Role Teams tab to configure role teams, which enable you to centralize similar knowledge
areas and skill levels that you manage or are responsible for staffing.
Resource hierarchy lists all resources in the organization. Customize columns and group data to meet
your needs.
Detail windows enable you to enter and view information about the selected resource.
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Viewing Resources
The Resources tab on the Administration page lists the resources you are authorized to view. The
application administrator may limit your ability to view all resources in the organization. Data on the tab can
be grouped by the resource hierarchy, primary role, or resource code.
Activity 12-1: Viewing Resources

Group data on the Resources tab.
Step Action
1. Begin by navigating to the Resources section. On the P6 navigation bar, click Resources.
2. On the Resources navigation bar, click Administration and then click the Resources tab.
3. On the Resources toolbar, click the Group By icon.
4. In the Group By list, select Resource Codes, Department.
5. Click + to expand Department.
6. Click + to expand a resource code value, DEV.
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Viewing Unit and Price Information

Use the Units and Prices detail window to define cost and availability for the selected resource. Information
pertains to the date listed in the Effective Date field.
 Max Units/Time - Indicates the number of units available during each work period.
 Price/Unit - Monetary value per time period. Multiple rates can be listed – for example,
Commercial, GSA (for U.S. government work), and Internal.
Activity 12-2: Viewing Unit and Price Information

View unit and price information for a resource.
Step Action
1. On the Resources toolbar, click the Group By icon.

2. On the Group By list, select Resource Hierarchy.
3. Click + to expand IT - IT Resources and DEV - Development, and then select a resource, JBOY -
Jennifer Boyle.
4. Click the Units and Prices detail window.
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Viewing Resource Teams

Use the Resource Teams tab to create resource teams. A resource team enables you to group personnel into
smaller groups to facilitate resource assignment and analysis. In the Resources detail window, view
members of the team and add or delete members.
Activity 12-3: Viewing Resource Teams

View a resource team.
Step Action
1. Click the Resource Teams tab.

2. Click + to expand Global Resource Teams, and then select Development Team.
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Viewing Roles
The Roles tab lists roles in the organization, organized by hierarchy. The Resources detail window lists
resources to whom a selected role is assigned, their proficiency in the role, and whether it is their primary
role.
Activity 12-4: Viewing Roles

View the roles hierarchy. Step Action
1. Click the Roles tab.

2. Click + to expand IT - IT Roles and NET - Network, and then select AD - Network Administrator.
3. Click the Resources detail window.
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Viewing Price and Limits Information for Roles

Rates assigned to roles are listed in the Prices detail window. Like resources, roles can be assigned different
rates - for example, GSA and Internal. When a resource and a role share an activity assignment, options in
My Preferences enable you to select whether to always use the resource’s price/unit, always use the role’s
price/unit, or be prompted to choose at the time of assignment.
Use the Limits detail window to specify Max Units/Time for a role. Options in My Preferences enable you
to choose whether the limit line used to analyze role allocation is based on either:
 Calculated value totaling the combined Max Units/Time of all resources assigned as primary role, or
 Custom value entered in the Max Units/Time field in the Limits detail window.
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Activity 12-5: Viewing Price and Limits Information for Roles
View price and limit information for a role.
Step Action
1. In the Roles hierarchy, confirm that AD - Network Administrator is selected, and then click
the Prices detail window.
2. View the price information for the role, and then click the Limits detail window.
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Viewing Role Teams

Use the Role Teams tab to create and manage role teams. Role teams provide a convenient way to gather
and organize specific work-related knowledge areas and skill sets needed for projects that you manage or for
activities that you are responsible for staffing.
In the Roles detail window, view members of the team and add or delete members.
Activity 12-6: Viewing Role Teams

View role teams.
Step Action
1. Click the Role Teams tab.

2. Click + to expand Global Role Teams, and then select Network Team.
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Lesson Review
 A role is a job title or skill - for example, Trainer or Manager.
 A resource is a specific person or thing used to complete an activity.
 Roles can be assigned to resources to aid in resource management. Multiple roles, including a single
primary role, can be assigned to each resource.
 Resources are divided into three categories: labor (people), nonlabor (equipment), and material
(consumable items measured in units other than time, such as $5.00/square foot).
 Resources and roles are defined in the Resources section, where you can use detail windows to view
and edit information.
Review Questions
1. True or False: When resources are defined, they are assigned to a specific project and cannot be shared
with other projects.
2. Which of the following is not a resource type?

a. Labor
b. Nonlabor
c. Equipment
d. a and b
e. a and b and c
3. What type of resource is not measured in units of time?

a. Labor
b. Nonlabor
c. Material
d. None of the above
4. True or False: A resource can have more than one primary role.
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Lesson 13: Assigning Roles and Resources
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Assigning Roles
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Assigning Resources
Steps for Resource Management

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Summarization
Overview: Assigning Roles and Resources
Use the Actions menu or the Assignments detail window on the Activities page to assign roles and
resources.
On the Actions menu, click Assign Role to assign a role, or Assign Resource to assign a resource.
The Assignments detail window enables you to add and remove resource or role assignments, and to
view or update resource details such as units and costs.
Click the Customize Columns icon to customize the columns in the Assignments detail window.
In the Assignments detail window, click the Assign Role icon (green shirt) to assign a role, or the
Assign Resource icon (blue shirt) to assign a resource. Click the Request Resources icon to define
search criteria and then search for resources.
In the Assignments detail window, click the Delete icon to delete resource and role assignments.
Select a check box in the Primary Resource column to designate the selected activity's primary
resource.
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Viewing the Assignments Detail Window

Click the Customize Columns icon in the Assignments detail window to see a list of the fields that are
available for display. Select a field to make it visible in the detail window. The following is a summary of
commonly used fields:
 Role Name — Name of the role assigned to the activity.

 Resource Name — Name of the resource assigned to the activity.
 Primary Resource — Indicates whether the corresponding resource is the activity's primary
resource.
 Planned Units— Number of work units the resource has planned for the activity.
 Actual Units— Number of work units the resource has spent working on the activity.
 Remaining Units — Number of work units the resource needs to complete the activity.
 Planned Units/Time — Planned units per time for which the resource is expected to work on the
activity. For example, a person assigned full-time might work for eight hours per day (8h/d).
 Remaining Units/Time — Units per time for which the resource is expected to perform the
remaining work on the activity.
 Price/Unit — Non-overtime price per unit of time for the resource or role. This is set in the
Units/Prices detail window on the Administration page in the Resources section.
 Rate Type — Determines the price/unit used to calculate costs for the activity assignment.
 Rate Source — If a single activity assignment includes both a resource and a role, you can choose
to use the rates or price/unit values defined for the resource or use the rates defined for the role. You
can also choose Override as the Rate Source, which allows you to manually enter a price/unit for the
assignment. The default Rate Source is set in My Preferences.
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Activity 13-1: Viewing the Assignments Detail Window
View the Assignments detail window.
Step Action
3. Right-click a project, HRSYS - Assigning Roles and Resources, and then click Open Project.
5. In the Activity View list, select Roles and Resources.
7. Click the Assignments detail window.
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Assigning Resources to an Activity

Click the Assign Resource icon in the Assignments detail window or click Assign Resource on the
Actions menu to assign a single or multiple resources to an activity. In the Select Resource dialog box,
select a resource (or use Ctrl+Click or Shift+Click to select multiple resources), and then click Assign.
Assigning resources directly – without first assigning roles – is recommended if you are familiar with the
skills and competencies of the resource pool and have a particular individual in mind for an assignment.
Your administrator may restrict the resources you can see in the Select Resource dialog box. Project
resources – those already assigned to the project – are always available for assignment, even if you do not
normally have access to them because of your resource security settings. Project resources are displayed in
the Project Resources folder as a flat list in the Select Resource dialog box.
Activity 13-2: Assigning Resources to an Activity

Assign resources to an activity.
Step Action

2. In the Assignments detail window, click the Assign Resource icon.
3. Click + to expand IT Resources and DEV - Development, and then select JBOY - Jennifer Boyle.
4. Holding down the Ctrl key, select BDIA - Ben Diamond.
5. Click Assign.
6. Click Close.
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Assigning a Role to an Activity

Click the Assign Role icon in the Assignments detail window or click Assign Role on the Actions menu
to assign a role to an activity.
Activity 13-3: Assigning a Role to an Activity

Assign a role to an activity.
Step Action
1. Select an activity, HR1080 - Perform detailed software design.

2. In the Assignments detail window, click the Assign Role icon.
3. Click to expand IT - IT Roles and SDEV - Software Developer, and then select SA - System Analyst.
4. Click Assign.
5. Click Close.
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Filling an Unstaffed Role Assignment

When filling an unstaffed role assignment, choose Assigned Role in the Select Resource dialog box to
display only resources who possess the role assigned to the activity.
Activity 13-4: Filling an Unstaffed Role Assignment

Assign a resource to fill an unstaffed assignment.
Step Action

2. In the Resource Name field in the Assignments detail window, click the ellipsis.
3. On the View Resources by list, select Assigned Role.
4. Select a resource, CNOR - Charles North.
5. Click OK.
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Assigning a Role to Multiple Activities

To assign a single role to multiple activities, select the activities in the Activity Table and then click Assign
Role on the Actions menu.
To select multiple activities:
 If the activities are contiguous - Select the first activity and then Shift+Click to select the last
activity.
 If the activities are not contiguous - Use Ctrl+Click to select activities individually.
Activity 13-5: Assigning a Role to Multiple Activities

Assign a role to multiple activities.
Step Action
1. Select activity HR1040 - Design system architecture and then Shift+click to also select HR1050 -
Perform high-level software design.
2. On the Actions menu, click Assign Role.
3. In the Select Role dialog box Search field, type <system>.
4. Select a role, SARC - System Architect.
5. Click Assign.
6. Click Close.
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Assigning a Resource to Multiple Activities

To assign a single resource to multiple activities, select the activities in the Activity Table and then click
Assign Resource on the Actions menu.
Activity 13-6: Assigning a Resource to Multiple Activities

Assign a resource to multiple activities.
Step Action
1. Select an activity HR1080 - Perform Detailed software design and then Shift+Click to also
select HR1090 - Implement the software.
2. On the Actions menu, click Assign Resource.
3. In the Select Resource dialog box Search field, type <Don>.
4. Select a resource, DHAN - Donna Hansen.
5. Click Assign.
6. Click Close.
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Designating a Primary Resource

The primary resource is responsible for coordinating an activity's work. An activity can have one primary
resource or none. If multiple resources are assigned to an activity, the first resource assigned is designated
the primary resource by default.
A primary resource can update steps and assign actual dates to an activity via timesheets. Other resources
can record time against an activity, but they cannot assign actual dates.
Activity 13-7: Designating a Primary Resource

Assign a primary resource to an activity.
Step Action

2. In the Assignments detail window, select Charles North and clear the check box in the Primary
Resource column.
3. Select Donna Hansen and select the check box in the Primary Resource column.
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E-mail Notification
P6 enables you to notify resources via e-mail when they are assigned to, or removed from, an activity. The
e-mail notification can be automated or manual:
 Automated e-mail notification - A setting in My Preferences enables you to notify resources via e-
mail when they are assigned to, or removed from, an activity. You can also choose to be prompted
before the e-mail is sent.
 Manual e-mail notification - If e-mail notification is not automated, you can e-mail resources by
clicking E-Mail Activity Details on the Actions menu.
Activity 13-8: E-mail Notification

Send a manual e-mail notification to a resource.
Step Action

2. On the Actions menu, click E-mail Activity Details.
3. Review the e-mail, and then click Send E-mail.
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Lesson Review
 Role assignments can be used as placeholders, replaced later with specific resources.
 Three steps in resource management are defining resources, assigning resources, and analyzing
resources.
 P6 allows you to notify resources via e-mail when they are assigned to, or removed from, an activity.
Review Questions
1. True or False: Resources already assigned to a project are listed in a Project Resources folder in the Select
Resource dialog box.
2. True or False: You can assign a role or resource to multiple activities simultaneously by using the
Assignments detail window.
3. True or False: Remaining Units are the same as Actual Units.
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Lesson 14: Project Workspace
Project Workspace
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Security Access
Overview: Project Workspace
The Project Workspace serves as a home page for a project. Its content, contained in portlets, is managed
only by those with the proper privilege and is shared with those associated with the project.
On the Projects navigation bar, click Workspace to display the Project Workspace.
If you have the proper privilege, Customize allows you to choose the portlets that appear in the Project
Workspace (Content tab) and control portlet location and width (Layout tab).
In a portlet, click Customize to customize data in the portlet. Not all portlets can be customized.
Icons in each portlet title bar enable you to access Help, refresh the portlet, maximize/minimize, and
close the portlet.
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Accessing Project Workspace Customization Options

Customize the Project Workspace by:
 Customizing content and layout - Choose the portlets that appear on the Project Workspace
(Content tab) and organize their layout and size (Layout tab).
 Customizing portlets - Choose data that is displayed in customizable portlets.
Click Customize to view Project Workspace customization options. If more than one person has the
privilege to modify the Project Workspace, the name/date of the last modification is listed at the bottom of
the Content tab.
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Activity 14-1: Accessing Project Workspace Customization Options
View customization options for the Project Workspace.
Step Action
3. Right-click a project, HRSYS - Project Workspace, and then click Open Project.
4. On the Projects navigation bar, click Workspace.
5. Click Customize.
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Customizing Project Workspace Content

Use the Content tab to select which portlets are visible on the Project Workspace. Portlets listed on the
Content tab are grouped by type. To display a portlet, select its check box; clear the check box to remove the
portlet. Click the arrow next to some portlets to see additional options.
Click Save before changing tabs or changes will be lost.
Following is a list of portlets available on the Project Workspace:
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Activity 14-2: Customizing Project Workspace Content
Add portlets to and remove portlets from a Project Workspace.
Step Action
1. In the Project section, clear the Milestone Status check box.

2. In the Project section, select the Project Notebooks check box.
3. In the Project Collaboration section, clear the Communication Center, Project Calendar, and
Workgroups check boxes.
4. In the Project Performance section, select the Schedule Performance check box.
5. In the Custom Portlets section, select the Custom Portlet1 check box.
6. Next to Custom Portlet 1, click the arrow.
7. In the Title field, type <Oracle>.
8. In the URL field, type <http://www.oracle.com>.
9. Click Save.
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Customizing Project Workspace Layout

After you select portlets on the Content tab, use the Layout tab to specify each portlet’s size and location on
the Project Workspace.
 Drag and drop portlets, or use icons to reposition portlets.

 For each portlet, select Narrow or Wide to change the amount of horizontal space it occupies on the
Project Workspace.
Activity 14-3: Customizing Project Workspace Layout

Customize portlet layout in a Project Workspace.
Step Action
1. Click the Layout tab.

2. In the Oracle portlet, select Wide.
3. In the Project Documents portlet, select Narrow.
4. Select the Oracle portlet.
5. Click the up arrow until the Oracle portlet is located directly below the Project Statistics portlet.
6. Click Save and Close.
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Using Portlet Controls

Icons within each portlet allow you to manipulate its display, refresh its contents, or access context-sensitive
help:
 - Collapse
 - Expand
 - Help
 - Refresh
 - Maximize/Minimize
 - Close
Click Expand All or Collapse All to expand or collapse all portlets on the Project Workspace.
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Activity 14-4: Using Portlet Controls
Use portlet controls and view a Custom portlet.
Step Action
1. In the Oracle portlet, click the Maximize icon.

2. View the contents of the Oracle portlet, and then click the Minimize icon to return the portlet to its
original size.
3. On the Project Documents portlet, click the Collapse icon.
4. On the Project Documents portlet, click the Expand icon.
5. On the Notebook Topics portlet, click the Help icon.
6. View the Help topic for the Project Notebooks portlet, and then click X to close the window.
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Customizing Portlets
Some portlets on the Project Workspace can be customized. For example, the Project Statistics portlet
allows you customize columns to view project data that meets your needs.
(The message No information is available. appears when there is no data to populate a portlet. When a
project is newly created, it is normal to see the message in some Project Workspace portlets.)
Activity 14-5: Customizing Portlets

Customize a portlet by adding and removing columns.
Step Action
1. In the Project Statistics portlet, click Customize.

2. In the Selected Columns section, Ctrl+Click Start and Finish, and then click the left arrow to move
both columns to the Available Columns section.
3. In the Available Columns section, click + to expand Budget, and then double-click Original Budget
to move it to the Selected Columns section.
4. In the Available Columns section, click + to expand Cost, and then double-click At Completion Total
Cost to move it to the Selected Columns section.
5. Click Save.
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Lesson Review
 The Project Workspace is the home page for a project that displays information about a single
project, including project management and performance data.
 Project data is displayed in portlets.
 Proper security privileges are required to customize the Project Workspace.
Review Questions
1. True or False: The Project Workspace displays information about a single project.
2. True or False: All members of the project team can customize the Project Workspace.
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Case Study 2: Scheduling the Project and Assigning Resources
Case Study 2 - Scheduling the Project and Assigning Resources
The building renovation project is about to begin, and the building owner asks about the project's schedule.
You inform her that the project cannot be scheduled until relationships between activities are specified.
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Objectives
1) Close all projects and open a project, RENO-2 – RENO Scheduling the Project. On the Activities page,
select an activity view, Creating Relationships. Create relationships between activities as indicated in the
table below. Some relationships have already been created for you.
a. Schedule the project with a data date of 05-Mar-18.

b. Select an activity view, Adding WBS, and add a column, Total Float. At the project level, what is the
Total Float? What is the scheduled Finish date?
2) The building owner has indicated that she plans to hold a building dedication and ribbon-cutting
ceremony on 25-Jul-18.
a. Assign a Must Finish By constraint of 25-Jul-18 to the project.

b. Schedule the project. What is the Total Float for the project?
3) As the project's start draws near, you receive notice from one of your suppliers that, due to retooling by
the manufacturer, the special architectural shingles you ordered will not be available until 15-Jun-18. Assign
a Start On or After constraint of 15-Jun-18 to activity A1220.
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4) Schedule the project again. Does the constrained activity affect the finish date of the project? Why or
why not?
5) Assign resources to activities and update Planned Units/Time as indicated in the table below:
6) Schedule the project with a data date of 05-Mar-18, and then summarize the project.
7) In the General detail window on the EPS page, compare the Scheduled Finish to the Must Finish By date.
a. What is the Scheduled Finish date? _________________________________________

b. What is the Must Finish By date? ___________________________________________
c. Is the project scheduled to finish on time? ____________________________________
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Lesson 15: Optimizing the Project Plan
Project Constraints
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Optimizing the Project Plan
Analyzing Schedule Dates

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Shortening the Project
Analyzing Resource Allocation

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Analyzing the Budget
Importing and Exporting Projects

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Summary Data
Overview: Shortening the Schedule
Use the Activities page to shorten the schedule if the Must Finish By date cannot be met.
The Total Float column allows you to see which activities are driving the critical path.
Shorten activity durations by typing a new value in the Planned Duration field.
Use the Primary Constraint list to edit or remove constraints. To remove constraints, select the blank
item at the top of the list.
Click the Scheduler icon to reschedule the project after making changes to an activity’s duration,
relationships, or constraints.
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Comparing Scheduled Finish to Must Finish By Date

Determine whether the project will finish on time by comparing the Scheduled Finish date to the Must
Finish By date in the General detail window on the EPS page.
The Scheduled Finish date is the date that P6 generates based on activity durations and relationships when it
schedules the project.
The Must Finish By date is a constraint applied to the project based on date commitments -- for example, a
building project may need to be completed by a certain date to qualify for a funding source or a government
tax credit, or a commercial project may need to be completed by a certain date to take advantage of a
holiday sales period. Not all projects have a Must Finish By date.
Activity 15-1: Comparing Scheduled Finish to Must Finish By Date

Compare a project's Scheduled Finish and Must Finish By dates.
Step Action
3. Right-click a project, HRSYS - Optimizing the Project Plan, and then click Open Project.
4. Select a project, HRSYS - Optimizing the Project Plan.
5. Click the General detail window to compare the Scheduled Finish date and the Must Finish By date.
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Focusing on Critical Activities

Focus on critical activities to shorten the project. Critical activities are defined in the General tab in
Scheduling Options as either the longest path or a value of Total Float.
Critical activities determine the overall duration of the project. A change in duration of any critical activity
will result in a change in duration of the project. A change in duration of a non-critical activity may have no
impact on the duration of the overall project.
Activity 15-2: Focusing on Critical Activities

Define and view a project's critical activities.
Step Action

3. Click Options.
4. In the Define critical activities as field, select Longest Path.
5. Click Save.
6. In the Schedule Project dialog box, click Schedule.
7. In the Activities View list, select Critical Activities.
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Refining Activity Durations

Begin the analysis by reviewing the activities with the longest duration. In general, these activities offer the
greatest flexibility in altering durations.
Would a shorter duration be more accurate? Sometimes, duration estimates are too conservative and should
be refined. Can a long activity be broken down into several shorter, more easily managed activities? Can
those shorter activities be structured to reduce overall duration?
Perhaps there are additional resources available that could shorten an activity’s duration. For example, an
activity that requires one carpenter 10 days to complete could be completed in 5 days if two carpenters are
assigned.
Activity 15-3: Refining Activity Durations

Shorten the duration of an activity in order to shorten the duration of a project.
Step Action

3. In the Planned Duration field, type <45>.
4. Press Enter on your keyboard.
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Modifying Relationships
You may be able to shorten the schedule by changing relationships between activities. Instead of typical
Finish to Start relationships, use Start to Start or Finish to Finish relationships to schedule simultaneous or
overlapping activities.
Activity 15-4: Modifying Relationships

Change the relationship between an activity and its successor from Finish to Start to Finish to Finish to
reduce the duration of a project.
Step Action
1. In the Activity Table, select HR1060 - Design database.

3. In the Relationship Type list, select Finish to Finish.
4. In the Lag field, type <5>.
5. Press Enter on your keyboard.
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Modifying Constraints
Constraints assigned earlier in the project life cycle may need to be modified based on the latest information
from the project team. If you modify or delete a constraint, be sure to also modify or delete the Notebook
topic that was created to document the constraint.
The constraint on activity HR1060 - Design database can be removed because a resource, with the same
qualifications as John Sanford will now be available when the project starts.
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Activity 15-5: Modifying Constraints
Remove a constraint from an activity to reduce the duration of a project.
Step Action
1. In the Activity Table, confirm that activity HR1060 - Design database is selected, and then click the
General detail window.
2. In the Primary Constraint list, select the blank item at the top of the list to clear the Start On or After
constraint.
4. Confirm that the Constraint Log notebook topic is selected, and then click the Delete icon.
5. When prompted, click Yes to delete the Notebook assignment.
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Confirming Results
After rescheduling, no activities have negative Total Float, meaning the project is scheduled to finish on 28-
Nov-18 before the Must Finish By date of 30-Nov-18. You can confirm this by comparing the project's
Scheduled Finish date to its Must Finish By date in the General detail window on the EPS page.
Although no activities now have negative float, critical activities still determine the duration of the overall
project, and a delay in any one of them could potentially put the project behind schedule again.
Activity 15-6: Confirming Results

Confirm that a project is scheduled to finish on time by comparing the Scheduled Finish and Must Finish By
dates. Step Action

2. In the Project Table, select a project, HRSYS - Optimizing the Project Plan.
4. Confirm that the Scheduled Finish date, 28-Nov-18, is before the Must Finish By date, 30-Nov-18,
and then on the Projects navigation bar, click Activities.
5. On the Activities toolbar, click the Gantt chart icon.
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Overview: Analyzing Resource Allocation
The Team Usage page displays cost or usage data at the team and individual level. Use it to review
individual roles and resources assigned to the project. Summarize the project before analyzing allocation to
ensure accurate results.
Use the Organized by list to display allocation for either roles or resources.
Click Customize to filter the data and show current project allocation or allocation across all projects.
Display data in histogram or spreadsheet format.
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The Check Resource Overallocation service generates a report listing all resources in the open project(s)
that are overallocated. The Resource Overallocation report enables you to edit resource assignments directly
within the report.
In the left pane, view the names of resources overallocated in the open project(s) and the activities to
which they are assigned.
In the central pane, view information detailing the assignments of the overallocated resources.
In the right pane, view a spreadsheet showing available and remaining units for each resource by weekly
time periods.
Use toolbar options to resolve resource overallocation.
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Summarizing the Project

Most resource usage data in P6 is based on summary data. To ensure that resource data is up to date,
summarize the project before and after making changes in resource allocation. Changes in resource
allocation based on resource assignments — or changes made to resource assignments — are generally not
displayed in the application until you summarize the project.
Click Run, Summarize Projects on the Actions menu on the Activities page to summarize one or more
project currently opened projects.
You also can summarize projects via the Actions menu on the EPS page. Click Run, Summarize Projects to
summarize any project(s) selected in the EPS/Project Table. If an EPS node is selected, all projects within
the node are summarized.
Activity 15-7: Summarizing the Project

Summarize a project before analyzing resource allocation.
Step Action
1. On the Actions menu, click Run, Summarize Projects.

2. Allow a moment for the summarization service to run, and then, on the Actions menu, click View
Service Status.
3. In the Service Status dialog box, confirm that the Status field displays Completed, and then click
Close.
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Analyzing Resource Allocation on Team Usage Page

Customize the Project Workspace to display the Overallocated Resources portlet to analyze resource
overallocation.
Click the name of a resource in the Overallocated Resource portlet to launch the Team Usage page, which
displays the selected resource’s allocation in histogram or spreadsheet format.
Customize the Team Usage histogram to display allocation in the current project only, or all projects. You
can also customize the timescale and display either units or costs.
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In the Display section, select Spreadsheet for a more detailed view of a resource's overallocation. The top
row of the spreadsheet contains allocation totals for each period. Red type in the middle row indicates
overallocation. Cells in the spreadsheet indicate units allocated to each project.
Click the name of the project to view activities to which a resource is assigned or to e-mail the project
manager to discuss resource allocation.
Activity 15-8: Analyzing Resource Allocation on Team Usage Page

Add the Overallocated Resources portlet to a Project Workspace and view overallocated resources.
Step Action

2. In the Project Workspace, click Customize.
3. In the Project Section, select the Overallocated Resources check box.
5. In the Overallocated Resources portlet, select a resource, Jennifer Boyle.
6. On the Team Usage page, click + to expand HRSYS - Optimizing the Project Plan and then select a
resource, Jennifer Boyle.
7. Note that Jennifer is overallocated during the weeks of 7-Jan-18 and 14-Jan-18. (Press and hold your
mouse cursor on a bar to view detailed information). In the Display field, select Spreadsheet.
8. Click a project, HRSYS - Optimizing the Project Plan, to view the activities to which Jennifer is
assigned. (You may need to drag the split bar to view all columns.)
9. Confirm that activities HR1020 - Perform system requirements analysis and HR1030 - Perform
interface requirements analysis overlap, causing Jennifer's overallocation, and then click Close.
10. In the Display field, select Histogram.
11. Select a resource, Donna Hansen, to see if she is available during the period of Jennifer Boyle's
overallocation, the weeks of 7-Jan and 14-Jan, 2018.
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Using the Check Resource Overallocation Service

The Overallocated Resources portlet on the Project Workspace provides a quick method for identifying
resource overallocation. However, it requires users to navigate from one page to another within P6 in order
to analyze resource data, resolve overallocation, and then to confirm that the overallocation has been
corrected. In addition, projects across the enterprise are often summarized by different project managers at
different times, raising questions as to whether the resource information being analyzed is truly up to date.
Use the Check Resource Overallocation service as an efficient way to identify and resolve overallocated
resources using current data in a single location. The Check Resource Overallocation service uses data from
Publication Services, which run in the background to provide near real-time reporting data to the P6
Extended Schema, an extension of the P6 database that includes tables and views optimized for reporting
purposes. The data is split into two general categories: project data and global data:
 Published project data includes all information about your projects, including summary and
calculated data.
 Published global data includes enterprise data, resource and role data, portfolio data, and security
data.
To use the service, click Run, Check Resource Overallocation on the Actions menu on the Activities page.
In the Check Resource Overallocation dialog box, select a Start date for the report. (Start date of the open
project is the default.) In the Finish field, select a period of up to six months after the Start date during
which to check for overallocation. Click Run to run the service.
The service runs in the background. A Notifications tab appears in the bottom left corner of the page when
the service is complete. Click Notifications to open the Notifications box, and then click the notification text
to view the Overallocation Report.
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The Overallocation Report lists all resources assigned to the open project(s) who are overallocated during
the specified time period. It also lists the activities to which each resource is assigned, along with the dates,
units, and units/time for each assignment. The report's right pane details available and remaining units by
week, enabling you to quickly identify the cause of each overallocation. Template projects, requested
projects, and what-if projects are not included in the Check Resource Overallocation service.
Activity 15-9: Using the Check Resource Overallocation Service

Use the Check Resource Overallocation service to check for resource overallocation.
Step Action

2. On the Actions menu, click Run, Check Resource Overallocation.
3. In the Finish months list, select 6.
4. Click Run.
5. Click OK.
6. On the Actions menu, click View Service Status.
7. Wait a few moments, and then, in the Service Status dialog box, click the Refresh icon.
8. Refresh as needed until the Status for Check Resource Overallocation reads Completed, and then click
Close.
9. In the bottom left corner of the screen, click Notifications (1).
10. Note the message stating that there are overallocated resources on the project, and then click the
notification text.
11. The report shows that Jennifer Boyle is assigned to overlapping activities in the weeks of 7-Jan-18 and
14-Jan-18.
The exercise is completed.

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Using Overallocation Report to Resolve Resource Usage

To resolve resource overallocation from within the Overallocation Report, select an activity in the report
and then click the Assign Resource icon or the Assign Resource by Role icon .
Overallocation may be caused by assignments in projects other than the one(s) open in the application.
Because individual users of the report might not have access to all projects, the report attributes remaining
units in such cases to Other Projects without naming the projects. A resource manager or other user with
full security privileges, however, can determine which projects a resource is assigned to by adding the
Project Name column and filtering for the resource on the Assignments page in the Resources section.
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In addition to the Overallocation Report, resource overallocation can also be resolved on the Activities or
Resource Assignments pages. To replace one resource with another on the Activities page, select the
activity in the Activity Table, and then click the Assignments detail window. In the Assignments detail
window, double-click on the name of the resource you wish to replace in the Resource Name field, and then
click the ellipsis. In the Select Resource dialog box, select the new resource, and then click OK. To see the
effect of changing the resource assignment, summarize the project.
Activity 15-10: Using Overallocation Report to Resolve Resource Usage

Resolve resource overallocation by using options on the Overallocation Report.
Step Action
1. Jennifer Boyle is assigned to two overlapping activities, causing her overallocation. In the Activity
Name column for Jennifer Boyle, select an activity, Perform interface requirements analysis.
2. On the Overallocation Report toolbar, click the Assign Resource by Role icon.
3. Click + to expand SARC - System Architect, and then select DHAN - Donna Hansen.
4. Click Assign.
5. Click Close.
7. Drag the split bar to expose remaining units for resource John Sanford's overallocation. John Sanford's
overallocation is due strictly to assignments in other projects; he is not overallocated in the open
project. Since you may not have access to the other projects to which John is assigned, you will refer
the matter to a resource manager for resolution. Click Close.
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Reviewing the Budget

Before finalizing the project plan, ensure that planned costs do not exceed the budget allocated by your
organization.
Activity 15-11: Reviewing the Budget

View At Completion Total Cost and Original Budget on the Project Statistics portlet.
Step Action

2. Allow a moment for the summarization service to run, and then, on the Projects navigation bar,
click Workspace.
3. On the Project Workspace, click the scrollbar down arrow to view the Overallocated Resources
portlet and verify that Jennifer Boyle is no longer listed.
4. Click the scrollbar up arrow to scroll to view budget information in the Project Statistics portlet.
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Importing and Exporting Projects

Export the project after optimizing to create a backup of the project plan before executing it. On the EPS
page Actions menu, click Import/Export, XML Project Import/Export to launch the Import/Export Project
dialog box. Import and export single or multiple projects between P6 and other applications using the
following file formats:
 P6’s XML format - Share project information between P6 databases.

 Microsoft Project XML format - Share information with Microsoft Project 2007 and 2010.
 UN/CEFACT XML - Share information with specialized partners, such as defense contractors and
foreign entities, using this internationally standardized software-neutral format. Export only in
UN/CEFACT.
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On the Export tab, choose the project you want to export from the Select Project dialog box and specify the
XML export format. Note that copies of the projects are exported; the source projects remain in the EPS.
Projects need not be open to be exported, and single or multiple projects can be exported at one time.
Multiple projects are exported in a single file.
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To import projects, you must have security access to all resources. If you do not have access, the import tab
is not displayed.
When importing a project file, choose to create new projects, to update existing projects, or to ignore (not
import) individual projects.
P6 provides a template with multiple options for controlling the XML import process. Options on the
template's Basic tab include:
 Insert New - Retains data in the existing project and adds new data items. P6 appends a number to
generate a unique name for new data. For example, if a new role was added in the XML file, but you
do not want to change existing roles, click Insert New to add the new role to the existing project.
 Keep Existing - Retains data in the existing project and does not overwrite it with the updated data;
adds new data if the record does not exist and you have the appropriate security privileges.
 Update Existing - Overwrites data in the existing project with updated data; adds new data if the
record does not exist.
 Do Not Import - Retains data in the existing project and does not import the new or updated data.
 Delete - Select the check box to indicate that the import file is the “master copy.” If the record is not
in the import file, it will be deleted from the database. This option is available only for the following
project data types: project thresholds, activities and resource assignments, and activity relationships.
The default setting for global data and project calendars is Keep Existing; for all other project data, the
setting is Update Existing.
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The template's Advanced tab offers a further level of control by enabling you to view global data in the
incoming file and adjust it as necessary before importing it into the database. This is especially useful to
project managers who import third-party schedules that may contain data such as resources, codes, and
UDFs that differ from those of their own organization. Advanced tab options allow you to:
 Move global codes, UDFs, and calendars to project-level data or remove them from the import.
 Map/rename codes, UDFs, resources, and calendars to existing values in the database.
 Specify resource locations for importing resources into a selected hierarchy.
Templates can be saved with different option configurations for use in subsequent imports.
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Lesson Review
 Optimizing the project plan is the last step in planning your project. Ensure that the project plan
meets its date, resource, and cost requirements.
 If the Scheduled Finish date of the project is beyond the Must Finish By date, the project should be
shortened.
 You can use various methods to shorten the project, such as refining duration estimates, modifying
relationships, and applying constraints. Focus your efforts on critical activities.
 Use the Overallocated Resources portlet or the Check Resource Overallocation service to identify
resources with overallocation. View general resource allocation on the Team Usage page.
 Summarize the project after any resource assignment changes.
 Evaluate costs to ensure that the project can be completed within budget.
Review Questions
1. True or False: You can quickly determine whether the project will finish on time by comparing dates in
the General detail window on the EPS page.
2. Which of the following is a method for removing resource overallocation?

a. Decrease the resource’s workweek.
b. Assign the resource to more activities in the selected time frame.
c. Re-assign the work to a different resource.
d. All of the above
3. True or False: When trying to shorten a project, it is best to focus on critical activities.
4. Which of the following is a method for shortening the duration of a project?

a. Use relationships to overlap activities.
b. Add resources to reduce durations.
c. Review long activities to determine if durations can be refined.
d. Change calendar assignments.
e. All of the above
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Lesson 16: Baselining the Project Plan
What is a Baseline?
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Baseline Types
Overview: Baselining the Project Plan
Use the Baselines dialog box to set a project or user’s primary baseline. Choose an existing baseline in the
Project Baseline and User’s Primary Baseline lists.
On the Actions menu, click Define Baselines to launch the Baselines dialog box.
Click the Add Baseline icon in the Baselines dialog box to add a baseline.
Choose the type of baseline from the Baseline Type list.
Assign a baseline as a project baseline, user’s primary baseline, or both.
Once a baseline has been established, display baseline bars in the Gantt chart to visually compare the
two schedules.
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Opening a Project Exclusively

Opening a project exclusively enables you to prevent others from making changes to a project so that you
can run reports, schedule the project, level resources, or create a baseline of the project, while ensuring that
project data is unchanged. To open a project exclusively, click Open, Open Exclusively on the Actions
menu, or right-click a project, and then click Open Exclusively.
Closing the project or logging out of P6 ends exclusivity. To end exclusivity while keeping a project open,
click Release Exclusive Lock on the Actions menu.
You must have the proper security privileges to open a project exclusively.
Activity 16-1: Opening a Project Exclusively

Close all projects and open a project exclusively.
Step Action
3. Right-click a project, HRSYS - Baselining the Project Plan, and then select Open Exclusively.
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Creating Baselines
A baseline is a copy, or snapshot, of project data at a given time; it can be used as a performance benchmark
as the project progresses.
Baseline functionality in P6 enables you to:
 Create baselines. When you create a baseline, you are copying the project in its current state.
 Assign baseline types to categorize baselines. Examples include initial planning, what-if, or mid-
project baselines. Baseline types, which are usually created by an application administrator, are used
to standardize baselines and can help you benchmark performance across multiple projects.
 Designate one project baseline and one user's primary baseline for comparison to the current project.
 Copy baselines when you copy a project.
Typically, you should create an initial baseline when the project plan is approved, and then create additional
baselines according to your organization's requirements. For example, you might create new baselines at
specific reporting intervals.
When creating a baseline, a Baseline Name is required.
Selecting a Baseline Type is optional. Select a Baseline Type to categorize the baseline based on how you
intend to use it. For example, the Initial Plan baseline type can be used for your initial project plan. Another
baseline type, Mid-Project Status, can be used after the project is underway. Baseline types are also useful
in organizing multiple baselines in the project.
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To create a baseline, click Define Baselines on the Actions menu. Then, select a project in the Baselines
dialog box, and click the Add Baseline icon .
Activity 16-2: Creating Baselines

Create a baseline of a project.
Step Action

2. In the Activity View list, select Schedule.
3. On the Actions menu, click Define Baselines.
4. In the Baseline Name field, select HRSYS - Baselining the Project Plan, and then click the Add
Baseline icon.
5. In the Baseline Name field, type <Baseline 1: HR System Upgrade>.
6. In the Baseline Type list, select Initial Plan.
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Assigning Baselines
After a baseline is created, assign it as a project baseline or user’s primary baseline by selecting it in the
appropriate list. If no baselines have been created for the project, the placeholder <Current Project>
appears in the lists.
Click a baseline to edit its name or its currently assigned type.

To delete a baseline, click a baseline and then click the Delete icon . You cannot delete a baseline if it is
assigned as a project baseline or user’s primary baseline. In that case, assign another baseline or the current
project before deleting the baseline.
Activity 16-3: Assigning Baselines

Assign a project baseline to a project.
Step Action
1. Select a project, HRSYS - Baselining the Project Plan.

2. In the Project Baseline list, select Baseline 1: HR System Upgrade.
4. Click Close.
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Displaying Baseline Bars

Use options in the Customize Activity View dialog box to display baseline bars in the Gantt chart. Doing so
allows you to visually compare the baseline’s schedule dates to the current project plan’s schedule dates.
After customizing the activity view to show baseline bars in the Gantt chart, you can save it with a new
name.
Activity 16-4: Displaying Baseline Bars

Display baseline bars in the Gantt chart.
Step Action

2. Click the Bars tab.
3. In the Second Bar section, select Project Baseline Bar from the list.
4. Click OK.
5. View the bars in the Gantt chart, and then, on the View menu, click Save View As.
6. In the Please specify the view name field, type <Schedule with Baseline>.
7. Click OK.
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Converting a Project to a Baseline

Click the Convert a Project to a Baseline icon in the Baselines dialog box to convert an existing project
to a baseline.
After you convert a project to a baseline, it is no longer available in the project hierarchy. For that reason, if
you wish to have access to the original project, you should make a copy of it before converting it to a
baseline.
Activity 16-5: Converting a Project to a Baseline

Convert a project to a baseline.
Step Action
1. On the Actions menu, click Define Baselines.

2. Select HRSYS - Baselining the Project Plan, and then click the Convert a Project to Baseline icon.
3. In the Search field, type <base>.

4. Select a project, HRSYS-16B - HRSYS - Baseline 2, and then click OK.
5. In the new baseline's Baseline Name field, type <Baseline 2: HR System Upgrade>.
7. In the User's Primary Baseline list, select Baseline 2: HR System Upgrade.
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Restoring Baselines
Baselines do not exist as separately accessible projects; they exist only in conjunction with the projects to
which they are linked. For that reason, if you wish to modify a baseline project, you must first unlink it from
its associated project by restoring it. After restoring the baseline project, you can work with it as you would
any other project in the EPS.
Select the baseline you wish to restore, and then click the Restore a Baseline icon .
Activity 16-6: Restoring Baselines

Restore a baseline back to a separate project.
Step Action
1. In the User's Primary Baseline list, select <Current Project>.

2. Select a baseline, Baseline 2: HR System Upgrade.
3. Click the Restore a Baseline icon.
4. Click Yes to confirm that you want to restore the baseline as a project.
6. Click Close.
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Lesson Review
 A baseline is a copy of a project that is compared to the current project in order to evaluate progress.
Create a baseline plan before actual work on the project begins.
 Assign a baseline type to categorize and standardize baselines across all projects.
 A project baseline is the baseline selected by the project manager for the project and is controlled by
a security privilege. Each user can designate his or her own primary baseline.
 The Bars tab in the Customize Activity View dialog box allows you to modify the type, size, color,
and shape of the baseline bars displayed in the Gantt chart.
Review Questions
1. True or False: You can assign multiple project baselines to a project.
2. True or False: Baseline bars are used to visually compare current project dates with baseline dates.
3. True or False: After converting a project into a baseline, it still exists as an editable project.
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Lesson 17: Methods of Applying Progress
Preparing the Project for Updating

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Scheduling the Initial Project Plan
Data Date
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Critical Path
Creating Baselines
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Maintaining Baselines
Updating a Project
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Factors in Selecting an Updating Method
Spectrum of Updating Methods

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328
Auto Compute Actuals
Using Auto Compute Actuals

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330
Link Percent Complete With Actuals
Using Link Percent Complete With Actuals
331
332
Manually Update Activities, Expenses, and Resources
Options for Manually Updating

333
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Timesheets/Team Member Interfaces
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Delegating Status Updates
Project Scheduled Services

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Lesson Review
 Updates can be monthly, weekly, daily, or hourly depending on project length and the precision of
project control. A variety of methods can be used for updating the project; a single method need not
be used exclusively.
 Manual updating provides the highest degree of data precision. The more a method automates the
updating process, the lower the degree of data precision.
Review Questions:
1. Which of the following updating methods provides the highest degree of data precision?
a. Link Percent Complete with Actuals
b. Auto Compute Actuals
c. Critical Path Method
d. Timesheets
2. True or False: To update a project manually, values must be entered on the Activities page.
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Lesson 18: Executing the Project Plan
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Updating a Project
Data Date
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The Updating Process
Overview: Executing the Project Plan
Update the project plan on the Activities page. Use Progress Spotlight to display an update period on the
Gantt chart and in the Activity Table. Enter activity progress in the General detail window.
On the View menu, click Progress Spotlight to define a status updating period and identify activities for
which progress has occurred.
Enter actual dates for the selected activity in the Status section of the General detail window.
Enter Remaining Duration in the Durations section of the General detail window.
Enter the actual number of units that each resource worked in the Actual Units column of the
Assignments detail window.
After entering Actual Units, click the Save icon in the Assignments detail window to apply changes
and calculate Remaining Units.
Click the Scheduler icon on the Activities toolbar to reschedule the project after activities have
been updated.
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Using Progress Spotlight

Define the status updating period before you begin to update activities. In general, the updating period
begins at the current data date and ends at a point in the future. The length of the updating period depends
on the frequency of your updates. You could, for example, create an updating period that extends one week
from the current data date. The end of the updating period will become the new data date -- the date up to
which actual performance is measured.
Define the status updating period in the Gantt chart by activating the Progress Spotlight. Activating the
Progress Spotlight and changing the update period does not change the current data date.
Progress Spotlight allows you to focus on activities on which progress should have been made within a
particular time period. On the View menu, click Progress Spotlight to highlight one interval in the minor
timescale. You can also drag the spotlight curtain to highlight activities on which progress should be
reported.
Activity 18-1: Using Progress Spotlight

Activate Progress Spotlight. Step Action
3. Right-click a project, HRSYS - Executing the Project Plan, and then click Open Project.
5. In the Activity View list, select Record Activity Progress.
6. On the View menu, click Progress Spotlight. (If Progress Spotlight is not available, refresh the page.)
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7. Press and hold down your mouse cursor on the right edge of the Progress Spotlight curtain and drag
it to 12-Feb-18.
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Updating a Start Milestone

To update a start milestone, mark the Started check box in the General detail window and enter the Actual
Start date. You do not need to enter data in the Finished field because the activity is a Start Milestone,
which has zero duration.
Activity 18-2: Updating a Start Milestone

Update a milestone activity. Step Action
1. Select milestone activity HR1000 - Start development milestone.

3. Select the Started check box and confirm 02-Jan-18.
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Statusing an Activity to Completion

To update an activity to completion:
 Select the Started and Finished check boxes.
 Enter Actual Start and Actual Finish dates. Be sure to select the check box and then select a date. If
you select the date first, you will be changing the Planned Start or Finish date -- not the Actual Start
or Finish.
 Enter Actual Units for resources. If the project-level option Link Percent Complete with Actuals is
enabled, units for resources are automatically calculated based on the Percent Complete of the
activity. You can, however, still manually update units in the Assignments detail window. (The Link
Percent Complete with Actuals setting is not enabled for this lesson.)
 Enter Actual Cost for expenses.
In the following two of exercises, you will update activity HR1010 - Define operational concept of new
system.
Activity 18-3: Statusing an Activity to Completion

Set Actual Start and Actual Finish dates.
Step Action

2. In the General detail window, select the Started check box and confirm 02-Jan-18.
3. Select the Finished check box and confirm 05-Jan-18.
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Entering Actual Labor Units

Actual Units refers to the number of units that a resource actually worked on the activity. Remaining Units
refers to the amount of remaining work (units) required to complete the activity.
The value in the Remaining Units column is calculated as Planned Units minus Actual Units.
Click the Save icon in the Assignments detail window to apply changes and calculate new unit values.
For example, type a value in the Actual Units column and then click the Save icon in the Assignments
detail window to calculate Remaining Units.
The icon is active when an update to a resource or role assignment is made. Only data for the updated
assignment is saved. Unsaved changes to other activities that may be pending are not affected.
Activity 18-4: Entering Actual Labor Units

Enter Actual Units for resources.
Step Action
1. Confirm activity HR1010 - Define operational concept of new system is selected, and then click
the Assignments detail window.
2. In the Actual Units field for Charles North, type <34> and press Enter on your keyboard.
3. In the Actual Units field for Susan Arnold, type <32> and press Enter.
4. In the Assignments detail window, click the Save icon.
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Updating Actual Start and Actual Finish Dates

Activity HR1020 - Perform system requirements analysis was completed during this status updating period.
The activity started on time, but finished two days late. Resource Ben Diamond worked an additional 16
hours and Jennifer Boyle worked an additional eight hours on the activity.
When selecting a new date for the Started or Finished field in the General detail window, be sure to select
the check box first and then select the date.
Activity 18-5: Updating Actual Start and Actual Finish Dates

Set Actual Start and Actual Finish dates for an activity that deviates from the schedule.
Step Action

4. Select the Finished check box.
5. In the Finish field, click the Calendar icon.
8. In the Actual Units field for Ben Diamond, type <96> and press Enter.
9. In the Actual Units field for Jennifer Boyle, type <88> and press Enter.
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Updating a Completed Activity

Activity HR1030 - Perform interface requirements analysis finished one day early. Resource Donna Hansen
worked eight hours less than planned on the activity.
Activity 18-6: Updating a Completed Activity

Update a completed activity. Step Action

4. Select the Finished check box.
5. In the Finished field, click the Calendar icon.
8. In the Actual Units field for Donna Hansen, type <32> and press Enter.
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Updating a Completed Activity that is Behind Schedule

Since activity HR1030 - Perform interface requirements analysis finished two days late, the next activity,
HR1040 - Design system architecture, has been delayed and will now start on 24-Jan-18.
Activity 18-7: Updating a Completed Activity that is Behind Schedule

Update a completed activity.
Step Action
1. Select an activity, HR1040 - Design system architecture.

3. Select the Started check box.
4. In the Started field, click the Calendar icon.
6. Select the Finished checkbox.
7. In the Finished field, click the Calendar icon.
8. Select a date, 05-Feb-18.
10. In the Actual Units field for Charles North, type <72> and press Enter.
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Updating Remaining Duration for an Activity in Progress

To update an activity in progress:
 Enter Actual Start date. (The Started check box must be selected before a new date is selected.)
 Enter Activity Percent Complete and/or Remaining Duration.
 Enter Actual Units and Remaining Units for resources.
 Enter Actual Cost and Remaining Cost for expenses.
In the following exercise, activity HR1050 - Perform high-level software design was started during the
status period but is now falling behind schedule. Indicate this by increasing the Remaining Duration.
Activity 18-8: Updating Remaining Duration for an Activity in Progress

Update the remaining duration for an activity in progress.
Step Action
1. Select an activity, HR1050 - Perform high-level software design.

6. In the Remaining Duration field, type <1> and press Enter.
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Updating Actual Units for an Activity in Progress

In the following exercise, you will enter Actual Units for each resource equal to Planned Units. Because
there is still one day of Remaining Duration, however, both resources still have eight hours of Remaining
Units.
Activity 18-9: Updating Actual Units for an Activity in Progress

Update the Actual Units for an activity in progress.
Step Action
1. Confirm that activity HR1050 - Perform high-level software design is selected, and then click
the Assignments detail window.
2. In the Actual Units field for Charles North, type <32> and press Enter.
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Updating an Activity in Progress that is Behind Schedule

In the following exercise, activity HR1060 - Design database was started during the status period but is now
falling behind schedule. Indicate this by keeping the Remaining Duration the same, even though progress
has been made on the activity.
Activity 18-10: Updating an Activity in Progress that is Behind Schedule

Update an activity in progress.
Step Action
1. Select an activity, HR1060 - Design database.

6. In the Remaining Duration field, confirm 20.0d, and then click the Assignments detail window.
7. In the Actual Units field for John Sanford, type <32> and press Enter.
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Suspending an Activity
When an activity starts, but is unexpectedly delayed or stopped for a period of time, you may suspend it.
 A suspended activity must have an Actual Start.
 Display columns on the Activities page to enter Suspend and Resume dates. The Suspend Date is the
last day that work was conducted on the activity; the Resume Date is the first day that work will
continue.
 The actual duration of the activity excludes suspension time.
 Use the Notebooks detail window to document the reason for the suspension.
To suspend or resume an activity, double-click in a cell in the appropriate column and select a date.
Activity 18-11: Suspending an Activity

Display Suspend Date and Resume Date columns in the Activities view.
Step Action
1. On the View menu, click Columns.

2. In the Available Columns section, click + to expand Dates, and then select Suspend Date.
3. Click the right arrow to move Suspend Date to the Selected Columns section.
4. In the Available Columns section, select Resume Date.
5. Click the right arrow to move Resume Date to the Selected Columns section.
6. Click OK. You will not enter Suspend or Resume dates for an activity in this update period.
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Rescheduling the Project

Now that actuals have been entered for all the activities in the status updating period, reschedule the project
based on the new data date. Any activities on the critical path that did not finish on time will delay their
successor activities.
Schedule Preview is an optional feature that enables you to estimate schedule changes without actually
committing them to the project. Schedule Preview automatically recalculates the project schedule each time
you add or delete an activity relationship, change an activity duration or relationship type, or change
anything that affects schedule dates. You can then decide to commit these changes to the schedule or, if the
preview produces unwanted results, discard them. The feature is available on the Activities page (On the
Actions menu, click Run, Schedule Preview.) when you open a single project; it is disabled if more than one
project is open.
Activity 18-12: Rescheduling the Project

Reschedule the project with a new data date, and then summarize.
Step Action
1. On the Activities page toolbar, click the Scheduler icon.

2. Confirm that Apply selected data date to all open projects is selected, and then click the Calendar
icon.
4. Click Schedule.
5. In the Activity View list, select Analyzing Progress.
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Assessing the Rescheduled Project

After the project has been rescheduled, assess the project as follows:
 Evaluate the project’s performance to date.
 Analyze activities on the critical path.
 Develop new strategies for putting the project back on track and meeting project deadlines.
 Build consensus within your project team.
 Implement the revised project plan.
Activity 18-13: Assessing the Rescheduled Project

View the impact of progress on the project schedule.
Step Action

3. Select a project, HRSYS - Executing the Project Plan.
4. View the project's Total Float, and then click the General detail window to view the project's
Scheduled Finish date.
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Updating Status via Team Member Interfaces

The P6 Team Member interfaces are designed for individual contributors, or team members, to record status
on their activities (tasks) remotely and without using P6. The P6 Team Member interfaces include:
 P6 Team Member for iPhone app

 P6 Team Member Web
 P6 Team Member E-mail Statusing Service
These applications provide access to assigned tasks using the platform or device that accommodates the way
you work. If you are an activity owner or are associated with a resource assigned to tasks in P6, all P6 Team
Member applications enable you to:
 View only your assigned tasks.

 Provide status on your tasks. The project manager can customize the status fields in your view to
include time spent, time left, % complete, remaining duration, and start and finish dates.
P6 Team Member for iPhone App

The P6 Team Member for iPhone app is a native iPhone application you can download to your iPhone. Use
the app to:
 Group your task list by project and by current status, including Active, Overdue, Starred, or
Completed.
 Mark a task with a star to signify importance. You can view all starred tasks in one list when you
view your task list by the Starred option.
 Communicate with the project manager or other team members through the Discussion feature (a
detail window on the P6 Activities page that displays team member comments about specific
activities) or through e-mail. If a picture helps illustrate your message, you can also take a
photograph with your iPhone and attach it to your e-mail.
 Add, delete, or rename activity steps directly from your task list.
 View and update up to 20 activity codes or user-defined fields.
 Work with multiple tasks at one time. You can star or mark complete one or more tasks when in edit
mode.
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P6 Team Member Web
The P6 Team Member Web is a browser based application that enables you to:
 Filter your task list by project and by current status, including Active, Overdue, Starred, or
Completed.
 Mark tasks with a star to signify importance.
 View a list of all steps for a task. Enter the % complete to show progress and mark as complete when
you finish a step.
 Add, delete, or rename activity steps directly from your task list.
 View and update up to 20 activity codes or user-defined fields.
 View Notebook Topics and documents attached to activities in your task list.
 View predecessor and successor tasks and send task owners e-mail.
 Communicate with the project manager or other team members through the Discussion feature or e-
mail.
 Use Team Member Work Distribution filters to update activities based on Global and EPS activity
codes, roles, and generic resources.
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P6 Team Member E-mail Statusing Service
The P6 Team Member E-mail Statusing Service provides advantages of the P6 Team Member for iPhone
app and P6 Team Member Web with the added benefit of no specific device or private network
requirements. Use the service to:
 Request a list of your current tasks through e-mail using the e-mail account associated with your P6
user account. You can request a list of tasks filtered by project, time frame, or by current status,
including Active, Overdue, Starting, Starred, or Completed.
 Reply to the e-mail you receive with your task list, record your progress, and send your updates.
The P6 Team Member interfaces are incompatible with Progress Reporter. If users need to use timesheets,
they should use only P6 Progress Reporter and avoid using P6 Team Member interfaces for updating the
status of activities.
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Reviewing Status Updates from Team Member Interfaces

In P6, project managers can use the Review Status Updates dialog box to review team member status
updates before the updates are committed to the schedule. The Review Status Updates dialog box displays
all changes submitted from P6 Team Member interfaces (E-mail Statusing Service, P6 Team Member Web,
and P6 Team Member for iPhone app) that a project manager is responsible for reviewing.
Read or add comments in the Discussion detail window on the Review Status Updates page or on the P6
Activities page. A new column, Unread Comments, is available on the Activities page to alert project
managers to comments awaiting review. The feature can also be accessed through Team Member Web, the
Team Member for iPhone app, and P6 Professional.
To access the Review Status Updates dialog box, click Review Status Updates on the Activities page
Actions menu. If updates are pending for a project you have open, click Click to review updates now in the
notification box that appears on the Activities page.
Updates are available for review in the Review Status Updates dialog box only when reviews are allowed in
Project Preferences. Selecting a reviewer is optional; if a reviewer is not set, any project manager or admin
superuser can review updates.
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If project managers access the Review Status Updates dialog box via a notification, the dialog box shows
changes for all projects they are responsible for approving. If project managers access the dialog box via the
Actions menu on the Activities page, the dialog box shows changes for all open projects. The notification
service associated with the Review Status Updates feature runs once daily.
Activity 18-14: Reviewing Status Updates from Team Member Interfaces

Review status updates from Team Member applications.
Step Action
3. Right-click a project, HRSYS - Reviewing Status Updates from Team Member Applications, and then
click Open Project.
5. On the Actions menu, click Review Status Updates.
6. Click the scrollbar down arrow to view the status updates awaiting review.
7. In the update for an activity, Prepare Refined Design, click Override to initiate changes to the update.
8. In the Remaining Units field, type <4> to indicate that four hours of work remain on the activity.
9. Click the scrollbar down arrow to view additional updates awaiting review.
10. In the update for an activity, Develop Product, click Hold.
11. Click Accept.
12. Since P6 does not process updates placed on hold, the update for an activity, Develop Product is still
listed in the Review Status Updates dialog box. All other updates are processed. Click Close.
13. In the dialog box that appears, click Yes to confirm the changes.
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Viewing the Update History Detail Window

The Update History detail window is available on the Activities page when you select an activity. It displays
all status changes made to the activity from P6 Team Member applications; you can filter detail window
contents by activity, assignments, or steps.
Activity 18-15: Viewing the Update History Detail Window

View the update history for three activities in the Update History detail window.
Step Action

2. In the Customize Detail Windows dialog box, select the Update History check box.
3. Click Save.
4. Select an activity, HR1010 - Identify Current Design Shortcomings.
5. Click the Update History detail window and review the update.
6. Select an activity, HR1050 - Prepare Refined Design.
7. In the Update History detail window, click the scrollbar right arrow to view additional update
information.
8. Crossed out values in the Update History detail window indicate that an update was overridden. Select
an activity, HR2010 - Develop Product.
9. Review the Update History detail window, noting that the value listed in the Status column is Held.
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Lesson Review
 Once a project has started, update actual schedule information and resource usage at regular
intervals.
 Summarize project data if resource assignment information has changed.
 Use the Progress Spotlight to highlight activities on which progress should be reported.
 Reschedule the project and analyze the impact of actuals entered in the time period.
Review Questions
1. True or False: The data date is the date used as the starting point for schedule calculations.
2. True or False: You can drag the Progress Spotlight curtain in the Gantt chart.
3. Which Activity detail window enables you to enter resource assignment actuals?
a. Notebooks
b. Assignments
c. Activity Codes
d. Expenses
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Lesson 19: Analyzing the Updated Project
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Steps for Analyzing the Updated Project
Questions to Determine How to Adjust a Schedule
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Shortening the Project
Overview: Analyzing the Updated Project
The Project Workspace provides a number of methods for assessing the progress of the project: Analyzing
the budget, viewing overallocated resources, checking for critical activities behind schedule, and comparing
the Must Finish By date to the Scheduled Finish date. Click Workspace on the Projects navigation bar to
display the Project Workspace.
Use the Project Statistics portlet to compare Scheduled Finish and Must Finish By dates to quickly
determine if the project is on schedule. Analyze the budget by comparing Original Budget and At
Completion Total Cost.
Use the Overallocated Resources portlet to identify resources who are assigned to more work than they
have time to perform.
The Critical Activities behind Schedule portlet displays activities that are behind schedule according to
the options you selected in the Scheduling Options dialog box.
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Analyzing Schedule Dates and Critical Activities

The HR System Upgrade project has been updated through 12-Feb-18 and rescheduled. To ensure that the
resource and budget information is up to date, summarize the project before analyzing it.
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A quick comparison of the Scheduled Finish and Must Finish By dates in the Project Statistics portlet on the
Project Workspace shows that the project is behind schedule. Analyze the project and devise corrective
actions to put it back on schedule.
The Critical Activities behind Schedule portlet identifies critical activities according to the scheduling
options you select in the Schedule Options dialog box. The portlet indicates that Total Float is -6.0d but that
critical activities are each seven days late. This is due to the fact that the project was one day ahead of
schedule when it was originally optimized and baselined.
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Activity 19-1: Analyzing Schedule Dates and Critical Activities
View the Project Statistics portlet and the Critical Activities Behind Schedule portlet on the Project
Workspace to determine whether the project is on schedule.
Step Action
3. Right-click a project, HRSYS - Analyzing the Updated Project, and then click Open Project.
4. Confirm that HRSYS - Analyzing the Updated Project is selected in the Project Table, and then on the
Actions menu, click Summarize Projects.
6. In the Project Statistics portlet, click Customize.
7. In the Available Columns section, click + to expand Dates, select Must Finish By and then use
Ctrl+click to select Scheduled Finish.
8. Click the right arrow to move the columns to the Selected Columns section.
9. Click + to expand Durations and select Total Float.
10. Click the right arrow to move Total Float to the Selected Columns section.
11. Click the up arrow up to arrange the columns in the following order: Total Float, Must Finish By,
Scheduled Finish, Original Budget, and At Completion Total Cost.
12. Click Save.
13. In the Project Statistics portlet, note that the Scheduled Finish date is later than the Must Finish By
date. Click the scrollbar down arrow to view the Critical Activities behind Schedule portlet.
14. In the Critical Activities behind Schedule portlet, click the maximize icon.
15. Click Next to view additional activities.
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Comparing Current and Baseline Dates

In the Gantt chart, compare the current project bars to the baseline bars to see which activity was delayed
first and the impact of that delay on successor activities. Remember to focus on critical activities.
Activity 19-2: Comparing Current and Baseline Dates

Compare current and baseline activity bars.
Step Action

3. In the Gantt chart, right-click the timescale and select Month / Week.
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critical activity.
Shortening the Schedule
The project is six days behind schedule. Put the project back on schedule by increasing resources on a
In the following exercise, an additional resource has become available for activity HR2020 - Perform system
integration and testing. By adding the resource, the duration of the activity can be reduced from 15 to 10
days. After rescheduling, the project is only one day behind schedule (Total Float = -1 day).
Activity 19-3: Shortening the Schedule
The exercise is completed.
Step Action
1. Select an activity, HR2020 - Perform system integration and testing.

3. In the Planned Labor Units field, confirm 240h, and then in the Planned Duration field, type <10>
and press Enter on your keyboard.
5. Note that two resources are assigned to work 120 hours each. Click the Assign Resource icon.
6. In the Search field, type <nancy>.
7. Select a resource, NCHA - Nancy Chase.
8. Click Assign.
9. Click Close.
10. Note that there are now three resources assigned to work 80 hours each. On the Projects toolbar, click
the Save icon.
11. On the Actions menu, click Run, Scheduler.
12. Confirm the Data Date, 12-Feb-18, and then click Schedule.
14. Total Float for critical activities is now minus one day. The project is shortened.
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Reducing Lag on an Activity

There is still -1 day of Total Float on the project. Eliminate it by reducing the lag on a relationship between
two activities.
Activity 19-4: Reducing Lag on an Activity

Put the project fully on schedule by reducing the lag on an activity.
Step Action
1. Select an activity, HR1060 - Design database.

3. In the detail window, confirm that activity HR1070 - Design external interfaces is selected, and then
in the Lag field, type <4> and press Enter.
5. On the Actions menu, click Run, Scheduler.
6. In the Schedule Project dialog box, confirm the Data Date, 12-Feb-18, and then click Schedule.
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Viewing Updated Project Information

After making changes to the schedule, summarize the project and view the updated information on the
Project Workspace. Use the Project Statistics portlet to confirm that the Scheduled Finish date is earlier than
the Must Finish By date and that the At Completion Total Cost is still within the Original Budget.
Activity 19-5: Viewing Updated Project Information

Summarize and then view project information.
Step Action

3. In the Project Statistics portlet, confirm that the project is back on schedule and within budget, and
then click the scrollbar down arrow to view the Overallocated Resources portlet.
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Lesson Review
 To determine whether the project finishes on time, view the General detail window on the EPS page
or use the Project Statistics portlet on the Project Workspace.
 If the Scheduled Finish of the project is beyond the Must Finish By date, the project must be
adjusted.
 P6 provides several tools to assist you with the analysis before you adjust the project: baseline
analysis, displaying critical activities, and portlets for project performance analysis.
Review Questions
1. True or False: One method of identifying delayed activities within a project is to view the Gantt chart and
compare current activity bars against baseline bars.
2. True or False: Changing relationships and adding resources can both be effective methods for shortening
a project.
3. In which two locations can you view the project’s Scheduled Finish and Must Finish By dates?
a. The Project Statistics portlet
b. The Schedule Performance portlet
c. The General detail window on the EPS page
d. The General detail window on the Activity page
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Lesson 20: Portfolios and Dashboards
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Dashboards
Comparing Dashboards and Project Workspace
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Portfolios
Ways to Create Portfolios

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Overview: Dashboards
The Dashboards section is your personalized homepage in P6. It enables you to display dashboards
containing portlets that are filtered to display data on your projects or portfolios.
Click the arrow adjacent to the Dashboards tab to access the Dashboards menu, where you can choose:
Manage Dashboards - Create, edit, or delete dashboards. Approve Timesheets - Approve or reject
timesheets, run a timesheet details report, and assign a timesheet approval manager.
Click a dashboard to display it.
Click Customize to choose the portlets that appear in the workspace (Content tab), organize the
workspace layout into wide and narrow columns (Layout tab), and determine access (Access tab).
Click the Select icon to set the Filter by field, which determines data displayed in the dashboard.
You can filter by a single project, a portfolio of projects, or projects with a specified project code value.
In a portlet, click Customize to customize data in the portlet. Not all portlets can be customized.
Use icons to control portlet display: refresh ; collapse ; expand ; maximize/minimize ;

and close .
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Filtering Portlet Data

The Filter by field on the dashboard allows you to filter portlet data by:
 Project - Portlet data relates to the selected project.
 Portfolio - Portlet data relates to projects in the selected portfolio.
 Project Code - Portlet data relates to the projects assigned the selected project code value.
Preferences for some portlets enable you to further filter data based on project association. For example, in
the My Projects portlet, you can choose to view projects for which you have access rights, you are a
resource, or you are a project owner.
(Data in the Resource Team Summary and Open Requests for Resources is not filtered by the Filter by
field.)
Activity 20-1: Filtering Portlet Data

View Filter by options.
Step Action
1. Begin by navigating to the Dashboards section. On the P6 navigation bar, click Dashboards.
2. Verify that the John's Projects dashboard tab is selected. In the Filter by field, click the Select icon.
3. Click + to expand and view the available portfolios.

4. You will not change the selected portfolio, New Systems. Click Close.
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Displaying a Portlet
Customize dashboards by choosing which portlets are displayed, the type of data shown in the portlets, how
the portlets are organized, and to whom they are available.
 Content tab - Select a check box to display a portlet. A maximum of 12 portlets can be displayed on
a dashboard. Click the arrow to display additional portlet options.
 Layout tab - Use right/left arrows or drag/drop to move portlets. Select wide or narrow display.
 Access tab - Select user(s) who can access the dashboard.
Following is a list of the portlets available on dashboards.
 My Projects - View projects you are the owner of, have OBS access to, or are assigned to as a
resource or as an activity owner.
 My Workgroups - View, by project, all workgroups with which you are associated.
 My Activities - View activities to which you are either assigned as a resource or designated as the
activity owner.
 My Risks - Display information about your associated risks.
 My Issues - View information about issues with which you are associated.
 Communication Center - Communicate with other users who are associated with a project.
 My Calendar - View a week’s worth of activities that pertain to your projects.
 Custom Portlet - Display frequently used web sites, intranets, and other online data.
 Portfolio View - Analyze project data for an entire portfolio in a chart or scorecard format.
 Schedule Performance - View both current and forecast schedule summary performance
information, in either cost or labor units.
 Earned Value Performance - View both current and forecast earned value schedule variance, cost
variance, or labor unit variance calculations.
 Index Performance - View schedule performance index, cost performance index, and use to
complete performance index calculations.
 Project Statistics - Analyze project information in row and column format for a particular project or
project group.
 Project Health - View how well a portfolio or individual project is performing.
 Project Notebooks - View all Notebooks assigned to the selected project.
 Project Gantt Chart - View the status of projects and review its milestones.
 Resource Team Summary - View the resources, their primary roles, and the number of active
projects for a team you select.
 Open Requests for Resources - View the staffing for projects to which you are associated.
 Resource Analysis Chart - View a variety of chart formats plotting the total (remaining plus actual)
units or costs for a resource, resource team, or resource code you select.
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My Issues is among a handful of portlets in which you can customize columns. In this exercise, select the
check box to display the portlet and then click Customize to customize columns.
Activity 20-2: Displaying a Portlet
Add the My Issues portlet to the dashboard and customize it.
Step Action
1. On the John's Projects dashboard, click Customize.

2. In the Personal Information section of the Content tab, select the My Issues check box.
3. Next to My Issues, click Customize.
4. In the Customize My Issues dialog box, click + to expand General, and then select a
column, Description.
5. Click the right arrow to move it to the Selected Columns section.
6. Click Save.
7. In the Content tab, click Save.
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Modifying Portlet Layout

Use the Layout tab to control how portlets are displayed in the dashboard:
 Click the arrows or drag and drop to move portlets.
 For each portlet, select Narrow or Wide.
Activity 20-3: Modifying Portlet Layout

Move a portlet to the top of the dashboard.
Step Action

2. Press and hold your mouse cursor on the My Issues portlet and drag it to another location.
4. In the My Issues portlet, select Wide.
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Displaying a Custom Portlet

Custom portlets can be used to display a Web-based application or a Web site. For example, use a custom
portlet to display your organization’s intranet or a frequently used Web site, and then access it directly on a
P6 dashboard. Up to 50 custom portlets can be displayed on a dashboard.
Select a check box next to each Custom Portlet to display it on a dashboard.

Click the arrow to specify a portlet title and portlet URL.
Activity 20-4: Displaying a Custom Portlet

Add a Custom portlet to the dashboard.
Step Action
1. On the John's Projects dashboard tab, click Customize.

2. In the Custom Portlets section, click Add.
3. Select the Custom Portlet1 check box.
4. In the Title field, type <Oracle>.
5. In the URL field, type <http://www.oracle.com/us/products/index.html>.
6. Click Save and Close to view the Custom portlet, Oracle.
7. In the Oracle portlet, click the Maximize icon.
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Viewing the Project Health Portlet

Portlets listed in the Project Performance section are useful for routine monitoring of project progress.
Graphical indicators enable you to quickly assess how a project is performing and whether corrective action
is needed. For example, the Project Health portlet provides a snapshot of the overall health of each project
or portfolio, including:
 Percent of the project that is complete, according to the budget-based calculation (assuming the
project has started).
 Whether the project is on- or over-budget.
 Whether the project is on or behind schedule.
An icon next to each project serves as a quick indicator of project health. These indicators are based on
performance thresholds set in My Preferences.
 Exceptional - Indicates that the project or portfolio is exceeding expectations.

 Acceptable - Indicates that the project or portfolio is performing as expected.
 Warning - Indicates that the project or portfolio needs attention and is near critical.
 Critical - Indicates that the project or portfolio requires significant corrective action.
Click a project name to open the project.
Activity 20-5: Viewing the Project Health Portlet

View the Project Health portlet.
Step Action
1. In the Oracle portlet, click the Minimize icon.

2. In the John's Projects dashboard, click the scrollbar down arrow to view the Project Health portlet.
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Viewing the Project Gantt Chart Portlet

The Project Gantt Chart portlet enables you to review the status of projects in a portfolio. Customize the
contents of the portlet by clicking the following icons:
 Filters - Click and then select Set Filter to filter the portlet’s contents by a global activity code.
To clear the filter, click the icon again and select Clear Filter.
 Columns - Add or remove columns from the section to the left of the Gantt chart.
 Timescale - Select a timescale for the Gantt chart.
 Open project - Click to open a project.
 Print - Print contents of the portlet.
Activity 20-6: Viewing the Project Gantt Chart Portlet

Change the layout for the Project Gantt Chart portlet.
Step Action

3. In the Project Gantt Chart portlet, select Wide.
5. Click the scrollbar down arrow to view the Project Gantt Chart portlet.
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Creating a Dashboard
Click Create Dashboard on the Manage Dashboards page to create a dashboard. Base the dashboard either
on a copy of an existing dashboard or the default dashboard.
Activity 20-7: Creating a Dashboard

Create a dashboard. Step Action
1. On the Dashboards menu, click Manage Dashboards.

2. Click Create Dashboard.
3. Click + to expand Multi-user Dashboards and then select the Project Performance dashboard.
4. Click OK.
5. In the Dashboard Title field, type <Q4 Projects>.
6. Clear a check box, Project Health, so the portlet is not displayed on the dashboard.
8. On the P6 navigation bar, click Dashboards.
9. Click the Q4 Projects dashboard tab.
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Managing Dashboards
The Manage Dashboards page enables you to create, modify, delete, display, or remove dashboards.
Activity 20-8: Managing Dashboards
Display a dashboard.
Step Action
1. On the Dashboards menu, click Manage Dashboards.

2. Click the arrow to expand the Available Dashboards section.
3. Select the Personal Workspace checkbox.
4. Confirm that Personal Workspace is listed in the Displayed Dashboards section. On the P6 navigation
bar, click Dashboards.
5. Click the Personal Workspace dashboard.
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Overview: Creating Portfolios
Click Create Project Portfolio on the Manage Portfolios page to create a portfolio.
In the Manage this portfolio field, choose to create a portfolio manually or by filter.
In the The portfolio is available to field, specify who can access the portfolio.
Click the Search icon to search for projects to add to the portfolio.
Use the Search field to search by Project Name or Project ID.
Use the Available Projects list to choose projects when manually creating a portfolio.
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Viewing Portfolios
On the Portfolios menu, click Manage Portfolios to display the Manage Portfolios page, where you can
create, edit, and delete portfolios.
Portfolios are represented by the following icons:
 Manual portfolios are indicated by User or Global.

 Filtered portfolios are indicated by User or Global.
Click the arrow next to a portfolio to display the projects it contains.
Activity 20-9: Viewing Portfolios

View portfolios and the projects within them.
Step Action
1. On the Portfolios menu, click Manage Portfolios.

2. Click the arrow next to a portfolio, New Systems.
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Creating a Portfolio Manually

Click Create Project Portfolio on the Manage Portfolios page. To create a manual portfolio, move projects
from the Available Projects section to the Selected Projects section.
Activity 20-10: Creating a Portfolio Manually

Create a portfolio containing manually selected projects.
Step Action
1. Click Create Project Portfolio.

2. In the Project Portfolio Name field, type <IT Maintenance Projects>.
3. In the Manage this portfolio field, select Manually.
4. In the This portfolio is available field, select All Users.
5. In the Available Projects section, click + to expand Information Technology Projects, Northern
Division, and Research North, select Upgrade Network and then use Ctrl+Click to select Integrate
S/390.
6. Click the right arrow to move the projects to the Selected Projects section.
7. Click Save.
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Creating a Portfolio by Filter

Use one or more parameters to build a filtered portfolio. When using multiple parameters, specify whether a
project must meet all or any of the parameters to be included in the portfolio.
Each filter component consists of three elements:
 Parameter - Select a parameter field from the list. Available parameters include cost, labor, and
date-related fields. Project IDs, code values, and user-defined fields enable you to further customize
a filter with data specific to your organization.
 Is - Select an operator from the list: equals; is not equal to; is greater than; is greater than or equals;
is less than, is less than or equals; is empty; or is not empty.
 Value - Type a value or use the Select icon to select a value.
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Filtered portfolios are automatically refreshed. Projects that no longer meet filter criteria are automatically
removed from the portfolio; projects that meet filter criteria are automatically retained or added. The most
recent refresh date can be viewed on the Details page in the Portfolios section.
Activity 20-11: Creating a Portfolio by Filter
Create a filtered portfolio. Step Action
1. Click Create Project Portfolio.

2. In the Project Portfolio Name field, type <Important Projects>.
3. In the Manage this portfolio field, select By Filter.
4. In the This portfolio is available to field, select Current User.
5. In the Select Filter Criteria list, select All of the following.
6. In the first Parameter list, scroll to the Project Codes grouping, and then select Priority Code.
7. In the Is list, select equals.
8. In the Value field, click the Select icon.
9. Click + to expand Project Code: Priority Code, and then select a project code value, IMP -
Important.
10. Click OK.
11. Click Save.
12. Click the arrow next to the Important Projects portfolio to view the projects it contains.
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Viewing a Dashboard via Filtered Portfolio

If you specify a filtered portfolio in a dashboard's Filter by field, dashboard data changes as the portfolio is
automatically refreshed and new projects are added or deleted from the portfolio.
Activity 20-12: Viewing a Dashboard via Filtered Portfolio

Select a filtered portfolio.
Step Action
1. On the P6 navigation bar, click Dashboards.

2. Click the John's Projects dashboard tab.
3. In the Filter by field, click the Select icon.
4. Click + to expand Filtered Portfolio, and then select a portfolio, Important Projects.
5. Click OK.
6. In the Project Statistics portlet, click the maximize icon and view projects in the filtered portfolio.
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Creating a New Portfolio View

Portfolio views contain portfolio data in a variety of formats, including bubble chart, pie chart, scorecard,
and histogram.
There are two ways to display a portfolio view on a dashboard:
 Create a new portfolio view in the Dashboards section's Content tab. Specify title, type, and chart
options.
 Display an existing portfolio view created in the Portfolios section or click Customize to modify it.
Activity 20-13: Creating a New Portfolio View

Add a newly created portfolio view to the dashboard.
Step Action

2. In the Portfolio Views section, click Add.
3. In the Create View dialog box, click + to expand New Portfolio View and then select a portfolio
view, New Pie Chart.
4. Click OK.
5. In the Title field for the portfolio view, type <Total Cost by Project>.
6. In the Data list, select At Completion Total Cost. (At Completion Total Cost is located in the Cost
grouping.)
7. In the Group By list, select Project. (Project is located in the General grouping.)
9. In the Total Cost by Project portlet, click the Table icon.
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Display an Existing Portfolio View

Display a portfolio view on a dashboard that was previously created on the Portfolio Views page.
Activity 20-14: Display an Existing Portfolio View
Add a portfolio view to the dashboard.
Step Action
1. On the dashboard, click Customize.

2. In the Portfolio Views section, click Add.
3. In the Create View dialog box, click + to expand Existing View and Histogram, and then select a
view, Current Budget by Division.
4. Click OK.
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Deleting a Portfolio
Delete portfolios on the Manage Portfolios page. If you do not have security privileges to edit global
portfolios, the portfolio name is not active as a link and the Delete link does not appear.
Activity 20-15: Deleting a Portfolio

Delete a global portfolio. Step Action
1. On the Portfolios menu, click Manage Portfolios.

2. In the IT Maintenance Projects row, click Delete to delete the portfolio.
3. Click OK when prompted.
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Lesson Review
 Dashboards display data in portlets.
 Choose portlets and customize how they appear in dashboards.
 The data displayed in most portlets is filtered by the Filter by field.
 Manage dashboards by clicking Manage Dashboards on the Dashboards menu.
 Create portfolios manually or automatically using filters.
 User portfolios can be accessed only by selected users. Global portfolios are available to all users.
Review Questions
1. True or False: You can create unlimited Custom Portlets.
2. Which tab allows you to choose the portlets that display on a dashboard?
a. Layout
b. Content
c. Access
3. True or False: P6 allows you to display portfolio views on a dashboard, but views must be created on that
dashboard’s Content tab.
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Case Study 3: Project Execution and Control
Case Study 3 - Project Execution and Control
After the project was scheduled and staffed in Case Study 2, it was optimized and started on 05-Mar-18 as
planned. The project has been updated at weekly intervals to 30-Apr-18 and, so far, is progressing according
to plan. That is about to change, however. In this case study, an unexpected incident will cause the project to
fall behind schedule, requiring you to take corrective action and then re-optimize the project.
Please note: The project-level setting, Recalculate actual units and cost when Duration % Complete
changes, is activated for this case study. This will enable Actual Units to be automatically calculated based
on the Percent Complete of the activity. You will, however, manually update the Actual Units of some
activities below to account for changes in the project plan.
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Objectives
1) Close all open projects and then open RENO-3 RENO – Project Execution and Control. On the Activities
page, select a view, Default View.
2) Ensure that the project is still optimized. First schedule and summarize the project, and then check the
Scheduled Finish date, resource allocation, and At Completion Total Cost.
a. What is the Scheduled Finish date? _________________ What is the Must Finish By date?
_________________ Is the project scheduled to finish on time? ________
b. Are any project resources overallocated and, if so, who? __________________________
c. What is the projected At Completion Total Cost? ____________________ Is it within the Original
Budget of $190,000? ________
3) Update the project for the status period from 30-Apr-18 to 7-May-18. On Monday, April 30, it was
discovered that vandals had gained access to the work site over the weekend, causing damage to several
floor structures and to the hydraulic equipment being used to repair them. Work on activity A1120 was
suspended to enable an inspection by insurance adjusters and an investigation by local police. Replacement
parts for the damaged hydraulic equipment were ordered through suppliers.
a. On the Activities page, confirm that the Progress Spotlight is activated, with a status updating period of
30-Apr-18 to 7-May-18. In the General and Assignments detail windows, update activities as detailed in the
following table. (To suspend an activity, you must add the Suspend Date and Resume Date columns to the
activity view and enter the appropriate dates directly into the columns in the Activity Table.)
b. The vandalism to the work site must be documented. In the Notebooks detail window for activity A1120,
add a Notebook topic, Problems Encountered, and type a description <Work site vandalized during the
weekend of April 28. Work on A1120 suspended on April 30. New parts ordered for hydraulic
jacks.>.
c. In the Expenses detail window, add the Actual Cost column and enter a new expense for activity A1120
as specified in the table below:
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d. Save changes, schedule the project with a new data date of 07-May-18, and then summarize the project.
e. Is the project still on schedule? ____________________________________________________
4) Next you will update the project for the status period 07-May-18 to 14-May-18. During this time, work
resumed on activity A1120.
a. Confirm that the Progress Spotlight is activated, with a status updating period of 7-May-18 to 14-May-
18.
b. In the General and Assignments detail windows, update activities as specified in the following table:
c. On the Notebook tab for activity A1120, update the Problems Encountered topic to reflect that work
resumed on the activity on 10-May-18.
e. How far behind schedule is the project now? _____________________________
5) Due to the vandalism and the suspension of activity A1120, the project has slipped significantly behind
schedule. You will add a second laborer to the activity, enabling the activity to be completed in half the
time: 5 days instead of 10 days. Show the addition of a second laborer by doubling the Remaining
Units/Time from 8h/d to 16 h/d. This reflects two laborers, each working 8 h/d.
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a. Select activity A1120. In the Durations section of the General detail window, change Remaining
Duration to 5d. On the Activities toolbar, click the Save icon. When you changed the Remaining Duration to
5 days above, P6 calculated that 10 days of work have already been done: Original Duration (15d) –
Remaining Duration (5d) = 10d. However, in reality, only 5 days of work have been completed. You will
manually change values in the Assignments detail window to reflect the revised Remaining Duration and
the addition of a second laborer.
b. In the Assignments detail window, add the Remaining Units/Time column and organize columns as
follows: Resource Name, Planned Units, Actual Units, Remaining Units, and Remaining Units/Time.
c. In the Assignments detail window, confirm/change values for the Laborer-Renovation resource as
indicated in the table below:
d. In the Assignments detail window, click the Save icon. After saving, confirm that values match those in
the table above.
e. Schedule the project with a data date of 14-May-18 and then summarize the project.
f. Is the project on schedule now? ___________________________________
6) To put the project fully back on schedule, you will make a change to the relationship between two of
activity A1120's successors, which were all affected when A1120 was suspended. There is a Finish to Start
relationship between activity A1130 – Install subflooring and its successor, A1370 – Build new interior non-
bearing walls. Instead of waiting for the subflooring to be completed, however, there should be enough
subflooring installed after a couple of days to begin building the interior walls.
a. Select activity A1130. In the Successors detail window, change the Finish to Start relationship with
successor A1370 to a Start to Start relationship with 2 days of lag.
b. Add a Finish to Start relationship between A1130 and successor A1280 – Install new floors and
carpeting to close the open end on A1130. On the Activities toolbar, click the Save icon.
c. Schedule the project with a data date of 14-May-18 and then summarize the project.
d. Is the project on schedule now? __________________________________
7) Now that the schedule has been re-optimized, check resource allocation using the Overallocated
Resources portlet on the Project Workspace.
a. Are any project resources overallocated and, if so, what activities are causing the overallocation?
_____________
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8) Resolve the overallocation by replacing Joe Couto on one of the conflicting activities with another
resource with the same primary role, Claudia Reinhart. On the Activities page, select an activity, A1130 -
Install subflooring. In the Assignments detail window, select a resource assignment, Joe Couto. Do not
delete the assignment. Instead, double-click in the Resource Name column and then select the new
resource, Claudia Reinhart, to replace him. After replacing the resource, summarize the project.
a. View the Overallocated Resources portlet, the Team Usage page, or the Check Resource Overallocation
service report. Is the overallocation resolved? __________
9) After re-optimizing the project plan, check for the impact on the project’s budget. On the Project
Statistics portlet on the Project Workspace, view the At Completion Total Cost column. Is the project still
within its Original Budget of $190,000? __________
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Appendix A: Updating the Project Using Timesheets
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410
Updating a Project
Timesheet Approval Process

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Data Date
Applying Actuals
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Overview: Updating the Project Using Timesheets
The Timesheet Approval page enables you to view timesheets that affect your project and to approve or
reject timesheets.
Select approving manager from the Approving as list.
Select a time period for the timesheets from the Action Required Timesheets for list.
View all activities for a resource in the Activity Table.
Click the View Note icon to view notes created by the resource about the timesheet.
Click the Approve Selected Timesheets icon to approve timesheets.
Click the Filter icon to filter timesheets by status.
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Selecting a Timesheet Approval Manager

An assigned timesheet approval manager can approve or reject timesheets, notify resources about timesheet
status, add timesheet notes, and run timesheet reports. The manager can determine if a resource has not
started or not submitted a timesheet and delegate an approval manager to process timesheets.
Your application administrator specifies whether the resource manager, the project manager, or both, must
review and approve a resource’s timesheet.
Activity A-1: Selecting a Timesheet Approval Manager

Select an approval manager. Step Action
1. Begin by navigating to the Dashboards section. On the P6 navigation bar, click Dashboards.
2. On the Dashboards menu, click Approve Timesheets.
3. In the Approving as field, select Resource Manager.
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Viewing Timesheets and Notes

The Timesheet Approval page displays a Timesheet Table (top) and Activity Table (bottom).
In the Timesheet Table, select a time period in the list and then click the Filter icon to specify the
timesheets that are displayed — for example, timesheets that require your action or those that already have
been approved or rejected.
The Activity Table displays regular, overhead, and total hours for each resource in the timesheet time
period.
Icons in the Timesheet and Activity Tables enable you to group and sort, customize columns, search for
timesheets or activities, and print the contents of the table.
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In this exercise, Nancy Botts performed work on one activity, Activity B. She worked 8 h/d from Monday to
Wednesday. Nancy was scheduled to work on this activity all week, but she was out sick on Thursday and
Friday. She added a timesheet note explaining that there will be a delay in the activity due to her absence.
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Damon Edwards performed work on Activity C. He worked 8 h/d from Monday to Friday plus 2 additional
hours on Wednesday.
Activity A-2: Viewing Timesheets and Notes
View timesheets and notes.
Step Action
1. In the Action Required Timesheets for field, verify or select 03-Mar-19 -- 09-Mar-19.
2. In the Timesheet table, select Nancy Botts.
3. Review Nancy Botts' hours and then, in the Timesheet table, click the View Note icon next to Nancy
Botts.
4. If you do not wish to launch a dialog box, you can also point your cursor on the View Note icon to read
the note without opening it. Click Close to close Nancy's note.
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Approving Timesheets
To approve a timesheet, select the resource name and then click the Approve Selected Timesheets icon .
To confirm that the timesheets were approved, click the Filter icon to filter the view to display
approved timesheets.
Activity A-3: Approving Timesheets

Approve the timesheets. Step Action
1. In the Timesheet table, select Damon Edwards and then press Ctrl+Click to select Nancy Botts.
2. Click the Approve Selected Timesheets icon.
3. Click the Filters menu, and then select Approved to confirm the timesheets are approved.
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Applying Actuals
After progress is recorded by approving timesheets, run Apply Actuals to apply the timesheet hours. The
Apply Actuals feature runs as a service and schedules activities with progress and/or activities that have the
Auto Compute Actuals option set.
The application administrator can set Apply Actuals to run as a scheduled service on a regular basis, or a
project manager with the appropriate privileges can run Apply Actuals on projects, as needed.
When running Apply Actuals, move the data date forward to the day after the last timesheet period. This
ensures actuals from the last timesheet period are applied to the project. P6 schedules activities only within
the specified time period (between the current data date and new data date) and calculates progress for those
activities.
In this cycle, the project has progressed from Monday, 04-Mar-19 to Friday, 08-Mar-19. Since no work will
occur over the weekend, you will move the data date to Monday, 11-Mar-19, when you apply actuals.
Activity A-4: Applying Actuals

Advance the data date and apply actuals.
Step Action
1. In the P6 navigation bar, click Projects.

4. Right-click a project, HRSYS - Updating the Project Using Timesheets, and then click Open Project.
7. On the Actions menu, click Run, Apply Actuals.
8. In the New Data Date field, select a date, 11-Mar-19.
9. Click Apply.
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Rescheduling the Project

The Gantt chart shows that Activity B is finishing late compared to the baseline because Nancy was sick on
March 7 and 8, when she was scheduled to begin work on the task. The successors to the activity, however,
are not showing a delay on the Gantt chart because the project has not been rescheduled.
Now that actuals have been applied, reschedule the project based on the new data date. Any activities that
were delayed during the apply actuals process will delay their successor activities.
Activity A-5: Rescheduling the Project

Reschedule the project. Step Action

2. Confirm data date, 11-Mar-19, and then click Schedule.
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Lesson Review
 Applying actuals is a process in which the hours from timesheets are applied to the appropriate
activities.
 When applying actuals, select a new 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.
 Applying actuals to a project differs from scheduling a project: When applying actuals, only
activities that have been progressed are recalculated, allowing you to focus immediately on activities
that may be causing the project to slip.
 Use the Timesheet Approval page to view timesheet and resource information and to approve/reject
timesheets.
Review Questions
1. True or False: The data date should be advanced after applying actuals.
2. The Timesheet Approval page can be accessed via:

a. Projects menu
b. Dashboards menu
c. Projects section
d. Resources section
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Appendix B: Reporting
P6 Reporting Process
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426
Oracle Business Intelligence Publisher
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P6 Analytics and Oracle Business Intelligence
Overview: Reporting
BI Publisher must be installed and running to access the Reports section, which enables you to view reports
and schedule reports to run. Click Reports on the P6 navigation bar to access the Reports section.
Reports are grouped by subject area. The report list, group names, and hierarchical structure are defined
in BI Publisher.
Use the View list to switch between the Reports and Schedules view.
The Description detail window displays a description of the report. The Schedule detail window enables
you to configure report delivery settings.
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Using the Reports View

Reports are listed on the Reports page.
In the View list, toggle between the Reports view and the Schedules view. The Reports view displays
columns that include additional report information, such as the available and default file formats and
templates for the report. The Schedules view displays a list of all the reports scheduled to run, organized by
run frequency.
To run a report instantly, right-click the report name and select Run Report. On the Report toolbar, click the
Export icon to export a list of available reports to a spreadsheet.
In the following exercise, view a list of available reports in the Reports section of P6.
Activity B-1: Using the Reports View

View reports in the Reports section.
Step Action
1. Begin by navigating to the Reports section of P6. On the P6 navigation bar, click Reports.
2. Click + to expand P6REPORTS2 and Project, and then select Project Plan Hierarchy.
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Configuring Report Delivery Settings

In the Schedule detail window, click the Add icon to define the schedule settings for the selected report.
On the Report Settings dialog box Options tab, specify the schedule name, template, file type, and delivery
type for the report. When initially setting up report schedules, decide who needs to receive reports and how
often they should receive them. For example, schedule weekly reports to be e-mailed to key people in the
organization to keep them current on project status. To do this, select E-mail in the Delivery Type list, and
then click the ellipsis to add e-mail addresses.
In the Notification field, choose what type of notification to receive about the report:
 Report Completed - The report has run successfully.

 Report Complete with warnings - The report has run, but there were errors or warnings.
 Report Failed - The report did not run successfully.
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In the following exercise, configure the Project Plan Hierarchy report to be e-mailed as a PDF file to
yourself at jbrunner@scorp.example.com.
Activity B-2: Configuring Report Delivery Settings
Configure options for running the report.
Step Action
1. Confirm that the Project Plan Hierarchy report is selected in the Reports table, and then click
the Schedule detail window.
3. In the Delivery Type field, confirm E-mail, and then click the ellipsis.
4. Confirm the To: address, jbrunner@scorp.example.com, and then click Save.
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Scheduling a Report
On the Schedule tab in the Report Settings dialog box, choose to run the report once, daily, weekly, or
monthly. In the Schedule Options section, specify the start date and time for the report.
In the following exercise, schedule a weekly report and view a list of scheduled reports in the Schedules
view.
Activity B-3: Scheduling a Report

Define the schedule for the report.
Step Action
1. Click the Schedule tab.

2. On the Run list, select Weekly.
3. Confirm the default dates and times in the Schedule Options section, and then click Save.
4. In the View list, click Schedules.
5. In the Schedule Name column, click + to expand Weekly, and then select Project Plan Hierarchy.
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Viewing a Report
On the Reports page toolbar, click the Run Report icon to run a selected report. In the Report Settings
dialog box, select a Template, output data Format, and Delivery Type for the report. Many reports include
multiple templates, which can be used to change the formatting and overall look of the report. PDF is the
default output format, but reports can also be created in Rich Text Format (RTF) or Extensible Markup
Language (XML). P6 can deliver reports either as e-mail or as data files.
The Report Parameters section of the Report Settings dialog box enables you to choose the project or
projects on which you want to run the report. Double-click in the Project ID Value field, and then click the
ellipsis to select one or more projects.
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In the following exercise, run the Project Plan Hierarchy report and view it as a PDF file.
Activity B-4: Viewing a Report
Run a report.
Step Action
1. In the View list, click Reports.

2. Confirm that Project Plan Hierarchy is selected, and then click the Run Report icon.
3. In the Report Settings dialog box Delivery Type list, select File.
4. In the Report Parameters section, double-click in the Value field, and then click the Ellipsis.
5. In the Selected Projects section, select BENE - Online Benefits Portal.
6. Click the left arrow to remove the project from the Selected Projects section.
7. In the Available Projects section, click + to expand IT - Information Technology Projects, SOUTH -
Southern Division, and RES-S - Research South, and then select GPORTAL - Global Learning
Portal.
8. Click the right arrow to move the project to the Selected Projects section.
9. Click OK.
10. Click Run.
11. When prompted to open or save the Project Plan Hierarchy.pdf file, click Open.
12. View the report, and then click the X in the upper right corner to close it.
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Lesson Review
 Publication services continually update extended tables and views in the Project Management
Database (PMDB) that are optimized for reporting purposes to provide near real-time operational
reporting.
 Periodic Extract, Transform, and Load (ETL) process moves data from the PMDB to the P6
Reporting Database to provide static operational reporting and analytical reporting (with P6
Analytics).
 Reports are defined in BI Publisher and run in the Reports section of P6.
 Reports that are available for the user to run are listed on the Reports page in the Reports section.
 Schedule when to run reports in the Schedule detail window.
Review Questions
1. True or False: BI Publisher must be installed to use the Reports section in P6.
2. Which of the following report delivery types are supported in P6?

a. PDF files
b. E-mail
c. HTML files
d. All of the above
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Appendix C: Case Study Solutions
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Case Study 1 Solutions

Compare your answers for Case Study 1 to the text and screenshots below. Numbers in the solutions refer to
objectives in the case study.
1) Close all open projects and create a new project:
On the Actions menu on the EPS page in the Projects section, click Close All. Then, on the Actions menu,
click Add, Add Project. In the Add Project dialog box, enter information into the fields, and then click
Create.
2) After creating the project, record an Original Budget, and add a Notebook topic:
On the EPS page, select the newly created project, RENO - Creating a Project, and then click the Budget
Log detail window at the bottom of the screen. In the Budget Log detail window, type <190,000> in the
Original Budget field and then press Enter on your keyboard. On the EPS toolbar, click the Save icon to
save your work.
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Click the Notebooks detail window at the bottom of the screen. In the Notebooks detail window, click the
Assign icon , select and assign the Notebook topic, Project Status. In the Description field, click the
ellipsis, and then in the Editing Project Status text box, type <Project budget of $190,000 approved on 03-
Dec-17 by Daphne Coombs, VP of Property Development.>. Click OK to close the Editing Project Status
dialog box. On the EPS toolbar, click the Save icon to save your work.
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3) Create the WBS structure:
On the Projects toolbar, click Activities. In the Activity View list, select a view, Adding WBS. The project
(and highest level of the WBS), RENO - Creating a Project, is already displayed. On the Actions menu,
click Add, Add Child WBS or Add, Add Sibling WBS to add WBS elements. Then, o n the Activities toolbar,
click the Save icon to save your work.
4) After creating the WBS, use the Adding Activities view to populate the WBS structure with project
activities:
In the Activity View list, select a view, Adding Activities. In the Activity Table, select the WBS element to
which you want to add an activity. On the Actions menu, click Add, Add Activity to create a new activity.
Use the Activity Table columns or the General detail window to enter an Activity ID, Activity Name,
Activity Type, and Planned Duration for each new activity. On the Activities toolbar, click the Save icon
to save your work.
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Compare your answers for Case Study 2 to the text and screenshots below.
1) Create relationships with the Predecessors, Successors, or Relationships detail windows on the Activities
page. After opening the project and navigating to the Activities page, click the Predecessors or
Relationships detail window to assign predecessors to activities selected in the Activity Table and click the
Successors or Relationships window to assign successors. (Hint: Use the Relationships detail window and
keep both the Select Predecessor Activity and Select Successor Activity dialog boxes open at the same time.
Then, use the Search field in the dialog boxes to make assignments easier.) After creating the relationships
in the table in Objective 1, click the Save icon to save your work.
a. Schedule the project: On the Activities toolbar, click the Scheduler icon , select Apply selected data
date to all open projects, confirm the data date, 05-Mar-18, and then click Schedule.
b. In the Activity View list, select Adding WBS. (Adding WBS is an activity view that is grouped by WBS.)
On the View menu, click Columns, and add the Total Float column to the activity view. (Total Float is
listed under Durations in the Customize Columns dialog box.) Check the Finish and Total Float columns in
the Activity Table. The scheduled Finish date is 30-Jul-18, and the Total Float is 0.0d.
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2) Assign a Must Finish By constraint to the project, and then schedule the project:
a. Navigate to the EPS page, and confirm that RENO-2 is selected in the Project Table and then click the
General detail window at the bottom of the page. In the Must Finish By field, click the calendar icon ,
and then select the date, 25-Jul-18. Click the Save icon to save your work.
b. On the Projects navigation bar, click Activities. On the Activities toolbar, click the Scheduler icon ,
confirm the data date, 05-Mar-18, and then click Schedule. View the Total Float column. Total Float is now
-4.0d.
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3) Assign a Start On or After constraint to activity A1220: Navigate to the Activities page. In the Activity
Table, select activity A1220. Click the General detail window, and in the Constraints section, select Start On
or After in the Primary Constraint field and in the corresponding date field, click the Calendar icon , and
select the date, 15-Jun-18. Click the Save icon to save your work.
4) Reschedule the project: On the Activities toolbar, click the Scheduler icon , confirm the data date, 05-
Mar-18, and click Schedule. Total Float for the project is still -4.0d. Although the constraint delayed the
start of activity A1220, it did not affect the project’s Scheduled Finish date because A1220 had sufficient
float. The constraint reduced the float on activity A1220 from 15.0d to 8.0d.
5) Assign resources to activities and update Planned Units/Time as indicated in the table below:
To assign resources to project activities, select the desired activity in the Activity Table, and then, in the
Assignments detail window, click the Assign Resource and Save icon . After making the specified
resource assignments, change the Units/Time for resources Bryce Manthorne and Inspector-Renovation in
the Planned Units/Time column in the Assignments detail window.
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6) Schedule the project with a data date of 05-Mar-18, and then summarize the project: To summarize the
project, on the Activities page Actions menu, click Run, Summarize Projects.
7) In the General detail window on the EPS page, compare the Scheduled Finish to the Must Finish By date.
a. What is the Scheduled Finish date? The scheduled finish date is 30-Jul-18.
b. It is the Must Finish By date? The Must Finish By date is 25-Jul-18.
c. Is the project scheduled to finish on time? The project is behind schedule. The Total Float is -4.0d,
displayed in Total Float column in the Project Table.
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1) Close all open projects and then open RENO-3 RENO – Project Execution and Control. On the Activities
page, select a view, Default View. After closing all open projects and opening RENO-4 RENO – Project
Execution and Control, click Activities on the Projects navigation bar, and in the Activity View list, select
Default View.
2) Ensure that the project is still optimized. First, schedule (Data Date 30-Apr-18) and summarize the
project, and then check the Scheduled Finish date, resource allocation, and At Completion Total Cost.
a. What is the Scheduled Finish date?24-Jul-18_ What is the Must Finish By date?25-Jul-18_ Is the project
scheduled to finish on time?yes_
b. Are any project resources overallocated and, if so, who?No resources are overallocated. _
c. What is the projected At Completion Total Cost?$181,976.00_ Is it within the Original Budget of
$190,000?yes_
The easiest way to keep track of important project data is to customize the Project Workspace. For this case
study, ensure that the Overallocated Resources portlet is on the Workspace, and customize the Project
Statistics portlet with the Total Float, Must Finish By, Scheduled Finish, Original Budget, and At
Completion Total Cost columns. The Overallocated Resources portlet shows no overallocated resources, and
the Project Statistics portlet shows that the schedule and costs are also still optimized.
3) Next, you will update the project for the status period from 30-Apr-18 to 7-May-18. On Monday, April
30, it was discovered that vandals had gained access to the work site over the weekend, causing damage to
several floor structures and to the hydraulic equipment being used to repair them. Work on activity A1120
was suspended to enable an inspection by insurance adjusters and an investigation by local police.
Replacement parts for the damaged hydraulic equipment were ordered through suppliers.
a. On the Activities page, confirm that the Progress Spotlight is activated, with a status updating period of
30-Apr-18 to 7-May-18. In the General and Assignments detail windows, update activities as detailed in the
following table. (To suspend an activity, you must add the Suspend Date and Resume Date columns to the
activity view and enter the appropriate dates directly into the columns in the Activity Table.)
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Confirm that the right edge of the Progress Spotlight curtain ends at 7-May-18.
Use the Status and Durations sections of the General detail window to update Finished, Started and
Remaining Duration information for the specified activities. Use the Assignments detail window to update
resources’ Actual Units. After updating Actual Units, click the Save icon in the Assignments detail
window to apply changes.
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To suspend activity A1120, add the Suspend Date and Resume Date columns to the activity view. To add the
columns, on the Activities page View menu, click Columns. In the Available Columns section, expand the
Dates grouping and select Suspend Date and Resume Date. Once the new columns have been added to the
activity view, click in the appropriate cell to assign a date.
b. The vandalism to the work site must be documented. In the Notebooks detail window for activity A1120,
add a Notebook topic, Problems Encountered, and type a description <Work site vandalized during the
weekend of April 28. Work on A1120 suspended on April 30. New parts ordered for hydraulic
jacks.>. Click the Notebooks detail window, click the Assign icon , to assign a Notebook topic,
Problems Encountered. Double-click the Description field to add the detailed description.
c. In the Expenses detail window, add the Actual Cost column and enter a new expense for activity A1120
as specified in the table below:
To schedule and summarize the project, on the Actions menu, click Run, Scheduler and then Summarize
Projects. When scheduling select a new Data Date, 7-May-18.
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e. Is the project still on schedule? The project has fallen 5 days behind schedule (Total Float = -5.0d).
Check Total Float by navigating to the EPS page, selecting RENO-3, and viewing the Total Float column.
4) Next you will update the project for the status period 07-May-18 to 14-May-18. During this time, work
resumed on activity A1120.
a. Confirm that the Progress Spotlight is activated, with a status updating period of 7-May-18 to 14-May-
18. Confirm that the right edge of the Progress Spotlight curtain ends at 14-May-18.
b. In the General and Assignments detail windows, update activities as specified in the following table:
Use the General and Assignments detail windows to update the Finished, Started, Remaining Duration, and
Actual Units information for the specified activities. After updating Actual Units, click the Save icon in
the Assignments detail window to apply changes. For activity A1120, double-click in the Resume Date
column and select a date, 10-May-18, to show that work is no longer suspended.
c. On the Notebook tab for activity A1120, update the Problems Encountered topic to reflect that work
resumed on the activity on 10-May-18. Click the Notebooks detail window, double-click the Description
field and edit the text to reflect that work was continued on 10-May-18.
To schedule and summarize the project, on the Actions menu, click Run, Scheduler and then Summarize
Projects. When scheduling select a new Data Date, 14-May-18.
e. How far behind schedule is the project now? The project is 8 days behind schedule. On the EPS page, the
Scheduled Finish is 03-Aug-18, and Total Float is -8.0d.
5) Due to the vandalism and the suspension of activity A1120, the project has slipped significantly behind
schedule. You will add a second laborer to the activity, enabling the activity to be completed in half the
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time: 5 days instead of 10 days. Show the addition of a second laborer by doubling the Remaining
Units/Time from 8 h/d to 16 h/d. This reflects two laborers, each working 8 h/d.
a. Select activity A1120. In the Durations section of the General detail window, change Remaining
Duration to 5d. On the Activities toolbar, click the Save icon .
When you changed the Remaining Duration to 5 days above, P6 calculated that 10 days of work have
already been done: Original Duration (15d) – Remaining Duration (5d) = 10d. However, in reality, only 5
days of work have been completed. You will manually change values in the Assignments detail window to
reflect the revised Remaining Duration and the addition of a second laborer.
b. In the Assignments detail window, add the Remaining Units/Time column and organize columns as
follows: Resource Name, Planned Units, Actual Units, Remaining Units, and Remaining Units/Time.
In the Assignments detail window, click the Columns icon to customize the columns. Drag and move
the columns in the appropriate order.
c. In the Assignments detail window, confirm/change values for the Laborer-Renovation resource as
indicated in the table below:
Update the values for the resource, Laborer- Renovation.
d. In the Assignments detail window, click the Save icon . After saving, confirm that values match those
in the table above.
e. Schedule the project with a data date of 14-May-18 and then summarize the project. To schedule and
summarize the project, on the Actions menu, click Run, Scheduler and then Summarize Projects. Keep the
same Data Date, 14-May-18.
f. Is the project on schedule now? The project is 3 days behind schedule.
Return to the EPS page to view the project’s Total Float and to compare the Scheduled Finish date to the
Must Finish By date. Total Float is -3.0d, and the Scheduled Finish date is 27-Jul-18.
6) To put the project fully back on schedule, you will make a change to the relationship between two of
activity A1120's successors, which were all affected when A1120 was suspended. There is a Finish to Start
relationship between activity A1130 – Install subflooring and its successor, A1370 – Build new interior non-
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bearing walls. Instead of waiting for the subflooring to be completed, however, there should be enough
subflooring installed after a couple of days to begin building the interior walls.
a. Select activity A1130. In the Successors detail window, change the Finish to Start relationship with
successor A1370 to a Start to Start relationship with 2 days of lag. On the Activities page, select activity
A1130. Click the Successors detail window, and then double-click in the Relationship Type field for the
relationship with A1370, select Start to Start. Double-click in the Lag field and change the value to 2d.
b. Add a Finish to Start relationship between A1130 and successor A1280 – Install new floors and
carpeting to close the open end on A1130. Click the Assign icon to add a Finish to Start relationship
with A1280. On the Activities toolbar, click the Save icon .
c. Schedule the project with a data date of 14-May-18 and then summarize the project. To schedule and
summarize the project, on the Actions menu, click Run, Scheduler and then Summarize Projects. Keep the
same Data Date, 14-May-18.
d. Is the project on schedule now? The project is back on schedule. The EPS page displays a Total Float of
0.0d and a Scheduled Finish of 24-Jul-18.
7) Now that the schedule has been re-optimized, check resource allocation using the Overallocated
Resources portlet on the Project Workspace or the Check Resource Overallocation service on the Activities
page.
a. Are any project resources overallocated and, if so, what activities are causing the overallocation? Joe
Couto is overallocated due to activities A1130 and A1370._
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The Overallocated Resources portlet on the Project Workspace indicates that Joe Couto is now
overallocated. Clicking his name in the portlet takes you to the Team Usage page. On the Team Usage page,
confirm Resources in the Organized By field, and then select Joe Couto. In the Display field, select
Spreadsheet, and then click RENO - Project Execution and Control in the Resource/Project section to
determine the cause of the overallocation.
8) After replacing Joe Couto with Claudia Reinhart on activity A1130 and summarizing the project, is the
overallocation resolved? Yes, it is._
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9) After analyzing the schedule and resources and re-optimizing the project plan, check for the impact of the
changes on the project’s budget.
Is the project still within its Original Budget of $190,000? Yes, it is. _
The At Completion Total Cost for the project is $185,021._
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THESE eKIT MATERIALS ARE FOR YOUR USE IN THIS CLASSROOM ONLY.

COPYING eKIT MATERIALS FROM THIS COMPUTER IS STRICTLY PROHIBITED

Copyright © 2013, Oracle and/or its affiliates. All rights reserved.

Restricted Rights Notice

U.S. GOVERNMENT RIGHTS

Gantt Chart ..................................................................................................49

Importing Spreadsheets to Add Activities ................................................107

Relocating Detail Windows ......................................................................224

Analyzing the Budget................................................................................280

Lesson 18: Executing the Project Plan ...................................................339

Creating a Portfolio Manually...................................................................396

Lesson 13 – Assigning Roles and Resources

 Make changes necessary to address variances.

Lesson 1: Project Management Life Cycle

Project Management Life Cycle

Planning Process Group

Controlling Process Group

1. Which of the following characteristics is essential to a project?

2. Which of the following constraints must project management address?

Lesson 2: Understanding Data in P6

Team Member Interfaces

Enterprise Project Structure (EPS)

Organizational Breakdown Structure (OBS)

EPS and Security

Enterprise Data and Project-Specific Data

1. Which of the following is enterprise data?

2. Which statement about the EPS is false?

Lesson 3: Overview and Navigation

Overview: Overview and Navigation

On the P6 title bar, click Logout to log out of P6.

Activity 3-1: Logging In

Using the P6 Title Bar and P6 Help

Activity 3-2: Using the P6 Title Bar and P6 Help

1. On the Administer menu, click My Preferences.

Using the P6 Navigation Bar

Activity 3-3: Using the P6 Navigation Bar

1. On the P6 navigation bar, click the arrow on the Dashboards tab.

Opening a Project via the Dialog Box

Opening from the Open Projects Dialog Box

 Select Project Type icon - Filter by projects or templates.

Using the EPS to Locate Projects

Searching for Projects

Activity 3-4: Opening a Project via the Dialog Box

1. On the Projects menu, click Open Projects.

Opening a Project on the EPS Page

Activity 3-5: Opening a Project on the EPS Page

Opening Multiple and Dependent Projects

Activity 3-6: Opening Multiple and Dependent Projects

1. On the Actions menu, click Close All.

Overview: Navigating the Projects Section

Projects Navigation Bar

Viewing the Activities Page and Selecting an Activity View

Customizing the Activities Toolbar

1. On the View menu, click Toolbars, Customize Toolbars.

Activity 3-9: Activity Table

1. On the Activities toolbar, click the Table icon.

Activity 3-10: Gantt Chart

1. On the Activities toolbar, click the Gantt Chart icon.

Activity 3-11: Activity Network

1. On the View menu, click Full Screen Mode.

Customizing the Activity Network

Activity 3-12: Customizing the Activity Network

1. On the View menu, click Customize View.

Activity 3-13: Calendar View