VA Primavera P6: Creating a Project and Work Breakdown Structure (WBS) Department of Veterans Affairs Office of Information and Technology IT Workforce Development (ITWD) in collaboration with Product Development

Welcome and Introduction Slide 2 of 60 VA Primavera P6: Creating a Project and WBS VA Primavera Team: Mairye Bates IT Specialist / OIT PD/Open Source, Configuration & Tools Management Division Charlene Murray IT Specialist / OIT PD/Open Source, Configuration & Tools Management Division

Training Objectives Identify basic VA Primavera navigation Create projects in VA Primavera Create a Work Breakdown Structure (WBS) Slide 3 of 60 VA Primavera P6: Creating a Project and WBS

Training Overview Audience −Project managers and planners who need to create project plans Prerequisites −Understand how to connect and launch VA Primavera Project Management −Licensed user of Project Management Slide 4 of 60 VA Primavera P6: Creating a Project and WBS

CREATING A PROJECT AND WBS: PARTS OF THE SCREEN Section 1: VA Primavera P6: Creating a Project and WBS Slide 5 of 60

Parts of the Screen VA Primavera P6: Creating a Project and WBS Slide 6 of 60 Menu bar Windows bar Directory buttons

Parts of the Screen VA Primavera P6: Creating a Project and WBS Slide 7 of 60 Navigation bar Status bar

Maximizing Work Area Command bar VA Primavera P6: Creating a Project and WBS Slide 8 of 60

CREATING A PROJECT AND WBS: VA PRIMAVERA BASICS Section 2: VA Primavera P6: Creating a Project and WBS Slide 9 of 60

VA Primavera Basics User PreferencesEdit menu User Preferences HelpHelp menu Hint HelpView menu Hint Help VA Primavera P6: Creating a Project and WBS Slide 10 of 60

CREATING A PROJECT AND WBS: THE PROJECT MANAGEMENT PROCESS Section 3: VA Primavera P6: Creating a Project and WBS Slide 11 of 60

High Level Overview VA Primavera P6: Creating a Project and WBS Slide 12 of 60 Planning Ongoing Analysis Create project; set Project Attributes Define Work Breakdown Structure (WBS) Create Activities; set Activity Attributes Resource Attributes; Assign Resources Link activities in an Activity Network Set Initial Planning Baseline and OMB300 Baseline, if required Set the Project Status to Active Enter and submit Timesheets in Progress Reporter Progress the project: Approve Timesheets, Apply Actuals, & Reschedule Perform variance analysis Re-plan and reschedule as needed

CREATING A PROJECT AND WBS: INFORMATION NEEDED TO START A PROJECT FILE Section 4: VA Primavera P6: Creating a Project and WBS Slide 13 of 60

Start a Project File VA Primavera P6: Creating a Project and WBS Slide 14 of 60 Project Information  Project ID & Project Name  Responsible Manager (RM)  Enterprise Project Structure (EPS) node  Planned start date EPS URL: po/eps/default.aspx po/eps/default.aspx

CREATING A PROJECT AND WBS: STARTING A PROJECT FILE Section 5: VA Primavera P6: Creating a Project and WBS Slide 15 of 60

Create a Project File VA Primavera P6: Creating a Project and WBS Slide 16 of 60 Three ways to Create a New Project 1.Start a new project, or 2.Copy an existing project, or 3.Import a project

Start a New Project VA Primavera P6: Creating a Project and WBS Slide 17 of 60 1.Select File 2.Select New… 1.Select File 2.Select New… Create a New Project Wizard

Start a New Project Wizard VA Primavera P6: Creating a Project and WBS Slide 18 of 60

Start a New Project Wizard VA Primavera P6: Creating a Project and WBS Slide 19 of Select the EPS node where the project will be created 2. Enter the Project ID & Project Name 1 2

Start a New Project Wizard VA Primavera P6: Creating a Project and WBS Slide 20 of Set project’s Planned Start 4. Select Responsible Manager 3 4

Start a New Project Wizard VA Primavera P6: Creating a Project and WBS Slide 21 of Select No, do not run the Project Architect. & select Finish 5 5. Leave the default Rate Type value as Price/Unit & Select Next

Copy an Existing Project VA Primavera P6: Creating a Project and WBS Slide 22 of Select source Project to be copied 2. Select Copy 1. Select source Project to be copied 2. Select Copy 3. Select Node 4. Select Paste 3. Select Node 4. Select Paste

Copy an Existing Project VA Primavera P6: Creating a Project and WBS Slide 23 of 60 Customize your new Project

Copy an Existing Project Open Projects VA Primavera P6: Creating a Project and WBS Slide 24 of 60 Project ID & Project Name

Import a Project VA Primavera P6: Creating a Project and WBS Slide 25 of 60 Importing Files Not generally recommended Import files (resources excluded) from another instance of Primavera or from other software Can only be done in the Planning stage Select Import from the File menu and follow the prompts

CREATING A PROJECT AND WBS: PROJECT ATTRIBUTES Section 6: VA Primavera P6: Creating a Project and WBS Slide 26 of 60

Open a Project In Projects view locate and open the project in the EPS –Tip: An easy way to find a project is to use the keyboard shortcut, Control (CTRL) key + F key and search for Project ID or Project Name VA Primavera P6: Creating a Project and WBS Slide 27 of 60

Projects View and Project Status VA Primavera P6: Creating a Project and WBS Slide 28 of 60 Planning stage Project Status is set to Planned

Project Attributes VA Primavera P6: Creating a Project and WBS Slide 29 of 60 Set Project Attributes according to the Minimum Schedule Requirements (MSR) Show/Hide Bottom Layout

General Tab VA Primavera P6: Creating a Project and WBS Slide 30 of 60 Status set to Planned Project ID & Project Name Responsible Manager Project Web Site URL Status set to Planned Project ID & Project Name Responsible Manager Project Web Site URL

Dates Tab VA Primavera P6: Creating a Project and WBS Slide 31 of 60 Finish Actual Start Actual Finish Planned Start date Anticipated Dates generally not used Must Finish By

Notebook Tab VA Primavera P6: Creating a Project and WBS Slide 32 of 60 Notes

Notebook Tab VA Primavera P6: Creating a Project and WBS Slide 33 of Select Notebook Topic 2. Select Add 1. Select Notebook Topic 2. Select Add

Budget Related Tabs VA Primavera P6: Creating a Project and WBS Slide 34 of 60 Budget tabs not in use

Codes Tab VA Primavera P6: Creating a Project and WBS Slide 35 of 60 Project Code: Administration Code Value: VHA Code Description: Veteran’s Health Administration Project Code: Administration Code Value: VHA Code Description: Veteran’s Health Administration

Codes Tab VA Primavera P6: Creating a Project and WBS Slide 36 of Select Assign

Codes Tab VA Primavera P6: Creating a Project and WBS Slide 37 of Select Assign

Defaults Tab VA Primavera P6: Creating a Project and WBS Slide 38 of 60 Suggestion: Set an Activity ID Prefix for your project

Resources Tab VA Primavera P6: Creating a Project and WBS Slide 39 of 60 Project Manager decides how Resources interact with the schedule 1

Resources Tab VA Primavera P6: Creating a Project and WBS Slide 40 of 60 Project Manager decides how Resources interact with the schedule 2

Resources Tab VA Primavera P6: Creating a Project and WBS Slide 41 of 60 Project Manager decides how Resources interact with the schedule 3

Settings Tab VA Primavera P6: Creating a Project and WBS Slide 42 of 60 Summarized Data

Settings Tab VA Primavera P6: Creating a Project and WBS Slide 43 of 60 Project Settings

Calculations Tab – Activities VA Primavera P6: Creating a Project and WBS Slide 44 of 60 Default Price / Unit for activities without resource or role Price/Units to $100/h Select Activity percent complete based on activity steps if you are using steps Leave defaults

VA Primavera P6: Creating a Project and WBS Slide 45 of 60 Select Update units when costs change on resource assignments Select Subtract Actual from At Completion Calculations Tab – Resource Assignments

CREATING A PROJECT AND WBS: WORK BREAKDOWN STRUCTURES (WBS) Section 7: VA Primavera P6: Creating a Project and WBS Slide 46 of 60

Format Selection Decide what format to use –Deliverable based –Phase or time based Things to consider –Development method – Agile, Waterfall, other –Organizational requirements - standard WBS –Management of work by different people VA Primavera P6: Creating a Project and WBS Slide 47 of 60

WBS View and WBS Status VA Primavera P6: Creating a Project and WBS Slide 48 of 60 Ensure WBS Status is set to Planned

WBS Elements VA Primavera P6: Creating a Project and WBS Slide 49 of 60 Add to create a WBS element Arrows to promote, demote or reorder WBS elements

General Tab VA Primavera P6: Creating a Project and WBS Slide 50 of 60 Edit WBS Code & WBS Name Set Status & Responsible Manager Edit WBS Code & WBS Name Set Status & Responsible Manager Anticipated Dates generally not used

Earned Value Tab VA Primavera P6: Creating a Project and WBS Slide 51 of 60 Using steps? Select Activity percent complete Using steps? Select Activity percent complete Not using steps? Select Custom percent complete set to 2 Not using steps? Select Custom percent complete set to 2 or

Notebook Tab VA Primavera P6: Creating a Project and WBS Slide 52 of 60 Notebook Topic Notes

WBS Milestones Tab VA Primavera P6: Creating a Project and WBS Slide 53 of 60 WBS Milestones

CREATE A PROJECT AND WBS: GENERAL SOFTWARE TIPS Section 8: VA Primavera P6: Creating a Project and WBS Slide 54 of 60

General Software Tips VA Primavera P6: Creating a Project and WBS Slide 55 of 60 General Software Tips To force a save File – Commit Changes (F10) To update to the latest information File – Refresh data (F5) When project updates are complete & before exiting PM; saves project changes to the database File – Close All (Ctrl+W) To leave PM and save user attributes to the server File – Exit In general, use the Primavera controls to close windows, not the Windows “X” in the upper right corner

Customize Columns VA Primavera P6: Creating a Project and WBS Slide 56 of 60 A-Z Z-A Hierarchy Column Order: Customize columns Column Sort: Some columns have a 3-level sort Column Sort: Some columns have a 3-level sort Column Sort: Select column headers

Group and Sort VA Primavera P6: Creating a Project and WBS Slide 57 of 60 Group By Group By Options Sort…

Creating a Project and WBS –– User Support Slide 58 of 60 VA Primavera P6: Creating a Project and WBS