VA Primavera P6: Resource Attributes and Assigning Resources Department of Veterans Affairs Office of Information and Technology IT Workforce Development (ITWD) in collaboration with Product Development

Welcome and Introduction VA Primavera Team: Charlene Murray IT Specialist / OIT PD/Open Source, Configuration & Tools Management Division Mairye Bates IT Specialist / OIT PD/Open Source, Configuration & Tools Management Division Slide 2 of 59 VA Primavera P6: Resource Attributes and Assigning Resources

Training Objectives View Resources Reviewing Resource Attributes Assign Resources to Activities Slide 3 of 59 VA Primavera P6: Resource Attributes and Assigning Resources

Training Overview Audience −Project managers and planners who need to create project plans Prerequisites −Understand how to connect and launch VA Primavera P6 Project Management −Licensed user of Project Management −VA Primavera P6: Adding Activities training Slide 4 of 59 VA Primavera P6: Resource Attributes and Assigning Resources

RESOURCE ATTRIBUTES AND ASSIGNING RESOURCES: ADD A RESOURCE RESOURCE ATTRIBUTES AND ASSIGNING RESOURCES: ADD A RESOURCE Section 1: Slide 5 of 59 VA Primavera P6: Resource Attributes and Assigning Resources

Resources and Users Slide 6 of 59 Resources Users Personnel assigned to work across activities & projects Refers to an individual’s privileges in the tool and their login information Resources can represent equipment * *(Not currently utilized) VA Primavera P6: Resource Attributes and Assigning Resources

When are Resources Added? Resources can be added to VA Primavera when they: –have access to the VA intranet –are assigned to a VA service that utilizes VA Primavera –are assigned to a project that uses VA Primavera Slide 7 of 59 VA Primavera P6: Resource Attributes and Assigning Resources

Project Costs Slide 8 of 59 Resources Expenses Time-basedOne-time Extend across multiple activities and projects Not reusable Costs are calculated by using resource rates Expenses are directly entered VA Primavera P6: Resource Attributes and Assigning Resources

Creating a Resource Resource Information  Resource name  Immediate VA supervisor name  Network login name and user domain  Tour of duty  VA address  Primary function  Office phone number  Employer Slide 9 of 59 VA Primavera P6: Resource Attributes and Assigning Resources

RESOURCE ATTRIBUTES AND ASSIGNING RESOURCES: THE PROJECT MANAGEMENT PROCESS RESOURCE ATTRIBUTES AND ASSIGNING RESOURCES: THE PROJECT MANAGEMENT PROCESS Section 2: Slide 10 of 59 VA Primavera P6: Resource Attributes and Assigning Resources

High Level Overview Slide 11 of 59 Planning Ongoing Analysis Create project; set Project Attributes Define Work Breakdown Structure (WBS) Create Activities; set Activity Attributes; Set 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 VA Primavera P6: Resource Attributes and Assigning Resources

RESOURCE ATTRIBUTES AND ASSIGNING RESOURCES: CREATING A RESOURCE Section 3: Slide 12 of 59 VA Primavera P6: Resource Attributes and Assigning Resources

Home View Slide 13 of 59 Resources VA Primavera P6: Resource Attributes and Assigning Resources To jump to the Resources View select: 1. Enterprise 2. Resources To jump to the Resources View select: 1. Enterprise 2. Resources 1 2

Resources View Slide 14 of 59 To view all resources select: 1. Display submenu 2. Filter By 3. All Resources To view all resources select: 1. Display submenu 2. Filter By 3. All Resources VA Primavera P6: Resource Attributes and Assigning Resources

Resources – General Tab Slide 15 of 59 Display: All Resources Key Resource information VA Primavera P6: Resource Attributes and Assigning Resources Active

Resources – Codes Tab Slide 16 of 59 Codes VA Primavera P6: Resource Attributes and Assigning Resources

Resources – Details Tab Slide 17 of 59 Calendar VA Primavera P6: Resource Attributes and Assigning Resources Overtime Factor Overtime Allowed

Slide 18 of 59 Resources – Units & Prices Tab Effective Date Price/Unit Max Units/Time VA Primavera P6: Resource Attributes and Assigning Resources

Resources – Roles Tab Slide 19 of 59 VA Primavera P6: Resource Attributes and Assigning Resources Roles tab not currently used

Resources – Notes Tab Slide 20 of 59 Resource Notes VA Primavera P6: Resource Attributes and Assigning Resources

Resources – Progress Reporter Tab Slide 21 of 59 Timesheet Approval Manager VA Primavera P6: Resource Attributes and Assigning Resources Uses timesheets

RESOURCE ATTRIBUTES AND ASSIGNING RESOURCES: ASSIGN RESOURCES IN A PROJECT RESOURCE ATTRIBUTES AND ASSIGNING RESOURCES: ASSIGN RESOURCES IN A PROJECT Section 4: Slide 22 of 59 VA Primavera P6: Resource Attributes and Assigning Resources

Slide 23 of 59 Overview VA Primavera P6: Resource Attributes and Assigning Resources Open Project File 1. Open a project file or files 2. Navigate to the Activities view 3. Select the activity to assign resources 4. Select the Resources tab in the bottom pane

Resources Tab – Resource Assignments Slide 24 of 59 Activities Select 1. Project 2. Activities Select 1. Project 2. Activities VA Primavera P6: Resource Attributes and Assigning Resources 1 2 Activities

Resources Tab – Assign Resources Slide 25 of 59 VA Primavera P6: Resource Attributes and Assigning Resources Select Add Resource Assign Resources

Resources Tab – Activity Assignment Slide 26 of 59 VA Primavera P6: Resource Attributes and Assigning Resources To Assign Resources select: 1. Display down arrow 2. Filter By 3. All Active Resources To Assign Resources select: 1. Display down arrow 2. Filter By 3. All Active Resources 1 2 3

Resources Tab – Activity Assignment Slide 27 of 59 VA Primavera P6: Resource Attributes and Assigning Resources To find a Resource: 1. Enter Resource into Search Field 2. Select Assign 3. Select X To find a Resource: 1. Enter Resource into Search Field 2. Select Assign 3. Select X 1 2 3

Resources Tab – Primary Resource Slide 28 of 59 Primary Resource VA Primavera P6: Resource Attributes and Assigning Resources

Resources Tab – Customize Columns Slide 29 of 59 VA Primavera P6: Resource Attributes and Assigning Resources Resource Assignment Columns

Resources Tab – Customize Columns Slide 30 of 59 AddRemove Actual StartRate Type Actual FinishRate Source Planned UnitsRole Remaining Units/Time Cost Account VA Primavera P6: Resource Attributes and Assigning Resources Add Remove

Considerations  Ensure the resource selected has the status Active  Personnel may have multiple Resource IDs in Primavera if they have changed Service, Companies or other Resource codes  Set Primary Resource when appropriate Slide 31 of 59 VA Primavera P6: Resource Attributes and Assigning Resources

RESOURCE ATTRIBUTES AND ASSIGNING RESOURCES: RESOURCE USAGE Section 5: Slide 32 of 59 VA Primavera P6: Resource Attributes and Assigning Resources

Basic Resource Leveling Resource leveling is a project management technique used to examine unbalanced use of resources (usually people or equipment) over time and for resolving over-allocations or conflicts –Review resource availability –Ensure the resource is not over-allocated Slide 33 of 59 VA Primavera P6: Resource Attributes and Assigning Resources

Resource Usage Profile Slide 34 of 59 Resource Usage Profile VA Primavera P6: Resource Attributes and Assigning Resources

Resource Usage Profile Slide 35 of 59 Display submenus VA Primavera P6: Resource Attributes and Assigning Resources Display submenus

Resource Usage Profile Slide 36 of 59 Display Activities for selected… Display: Open Projects Only VA Primavera P6: Resource Attributes and Assigning Resources

Resource Usage Profile Slide 37 of 59 Stacked Histogram Gantt Chart VA Primavera P6: Resource Attributes and Assigning Resources

Resource Usage Profile Slide 38 of 59 VA Primavera P6: Resource Attributes and Assigning Resources Zoom In / Zoom Out

Resource Usage Profile Slide 39 of 59 VA Primavera P6: Resource Attributes and Assigning Resources Select Resource Usage Profile Options

Resource Usage Profile Slide 40 of 59 Display VA Primavera P6: Resource Attributes and Assigning Resources Additional Data Options Data

Resource Usage Spreadsheet Slide 41 of 59 Resource Usage Spreadsheet Select: 1. Layout submenu 2. View 3. Show on Bottom 4. Resource Usage Spreadsheet Select: 1. Layout submenu 2. View 3. Show on Bottom 4. Resource Usage Spreadsheet VA Primavera P6: Resource Attributes and Assigning Resources

Resource Usage Spreadsheet Slide 42 of 59 VA Primavera P6: Resource Attributes and Assigning Resources Current Project’s Resources

Resource Usage Spreadsheet Slide 43 of 59 VA Primavera P6: Resource Attributes and Assigning Resources Activity Resource Assignments

Resource Usage Spreadsheet Slide 44 of 59 VA Primavera P6: Resource Attributes and Assigning Resources July planned hours

Resource Assignments View Slide 45 of 59 Assignments VA Primavera P6: Resource Attributes and Assigning Resources Rollup of total number of planned units

How to Resolve Over-Allocation Slide 46 of 59 VA Primavera P6: Resource Attributes and Assigning Resources Resource Over-Allocation Methods 1. Change Activity Relationships 2. Reduce Units/Time 3. Replace one Resource for Another 4. Increase Workday or Workweek

Change Activity Relationships Slide 47 of 59 VA Primavera P6: Resource Attributes and Assigning Resources Resource Over-Allocation Methods 1. Change Activity Relationships 2. Reduce Units/Time 3. Replace one Resource for Another 4. Increase Workday or Workweek

Reduce Units/Time Slide 48 of 59 VA Primavera P6: Resource Attributes and Assigning Resources Resource Over-Allocation Methods 1. Change Activity Relationships 2. Reduce Units/Time 3. Replace one Resource for Another 4. Increase Workday or Workweek

Replace One Resource for Another Slide 49 of 59 VA Primavera P6: Resource Attributes and Assigning Resources Resource Over-Allocation Methods 1. Change Activity Relationships 2. Reduce Units/Time 3. Replace one Resource for Another 4. Increase Workday or Workweek

Slide 50 of 59 VA Primavera P6: Resource Attributes and Assigning Resources Resource Over-Allocation Methods 1. Change Activity Relationships 2. Reduce Units/Time 3. Replace one Resource for Another 4. Increase Workday or Workweek

Resource Leveling Slide 51 of 59 VA Primavera P6: Resource Attributes and Assigning Resources Important Note: The Level Resources option available in VA Primavera P6 Project Management should not be used. Level Resources has been found to produce unexpected results that will require manual resolution

What Method Should Be Used? Slide 52 of 59 VA Primavera P6: Resource Attributes and Assigning Resources Ask the following question: Can the overall duration of the project be lengthened? Yes Change Activity Relationships or Reduce Units/Time No Replace One Resource for Another or Increase Workday or Workweek

What Method Should Be Used? Slide 53 of 59 VA Primavera P6: Resource Attributes and Assigning Resources Ask the following question: Is it logical to change the relationships between activities or must they be run concurrently? Yes Change Activity Relationships No Reduce the Units/Time

What Method Should Be Used? Slide 54 of 59 VA Primavera P6: Resource Attributes and Assigning Resources Ask the following question: Is there another resource with the desired skills to take over some or all of the over-allocated work? Yes Replace One Resource for Another No Increase Workdays or Workweek

RESOURCE ATTRIBUTES AND ASSIGNING RESOURCES: MAINTAINING RESOURCE INFORMATION RESOURCE ATTRIBUTES AND ASSIGNING RESOURCES: MAINTAINING RESOURCE INFORMATION Section 6: Slide 55 of 59 VA Primavera P6: Resource Attributes and Assigning Resources

Keeping Resource Information Up To Date Contact the VA Primavera Support team when: –Resource separate from service –Change resource code value, such as Company or Supervisor –Effective date of the change Slide 56 of 59 VA Primavera P6: Resource Attributes and Assigning Resources

Resource Attributes and Assigning Resources – User Support Slide 57 of 59 VA Primavera P6: Resource Attributes and Assigning Resources