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P6 r8: User Guide

Version 1.1

June 19, 2011

NOTE: P6 r8 is the “browserbased” version of Oracle/Primavera P6 scheduling and resource management product. This provides the basic navigation and schedule management overview to facilitate the transition from the P6 “Client” application user interface to this latest release of the product. It includes Dashboard and Project Schedule Management. (Resources, Portfolios, and Reports are excluded from this guide.) Note that this guide can only cover some of the basic features and functionality. P6 r8 offers much more than what is covered in this guide which is only intended to get users familiar with this new interface.

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Contents

1 Login and Basic Navigation

3

1.1 Launch P6 Web

3

1.2 Login

3

1.3 Dashboards, Projects, and Resources

5

1.4 Setup User Preferences

7

2 Manage Dashboards

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2.1 Assign/Remove Dashboards from View

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2.2 Dashboard Portlets

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2.3 Dashboard Features

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2.4 Create a New Dashboard

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3 Schedule Development

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3.1 Create Project Schedule

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3.2 View/Edit Project Data

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3.2.1 General Tab

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3.2.2 Check Project Preferences

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3.2.3 Enter Project Notebook Topics

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3.2.4 Enter Project Codes

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3.3

Add/Update Activities

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3.3.1 Update Toolbars

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3.3.2 Add WBS and Activities

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3.3.3 Update Activity Duration

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3.3.4 Add/Modify

Relationships

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3.3.5 Add Activity Constraints

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3.3.6 Additional Project Data

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3.3.7 Calculate the Schedule

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4 Project Workspace

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4.1

Customize Project Workspace

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5 Project Baseline

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5.1 Create Baseline

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5.2 Assign Baseline

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6 Project Progress Updates

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6.1

Enter Actuals

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7 Activity Views

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1 Login and Basic Navigation

1.1 Launch P6 Web

Using Internet Explorer 7.0 or 8.0, access the LoadSpring web site.

Java 6, Update 20+ (check for appropriate version) is required to run Primavera P6 release 8. The Update 20+ (check for appropriate version) is required to run Primavera P6 release 8. The Java Runtime Environment (JRE) will install the first time you launch P6 Web. P6 r8 is not supported with older versions of Java.

Allow Pop ‐ ups for P6 Web site. (Tools, Pop ‐ up Blocker, Turn ‐ off Popups for P6 Web site. (Tools, Pop up Blocker, Turnoff Pop up Blocker). If you installed non standard toolbars (Yahoo, Google, etc.) , check these

too.

toolbars (Yahoo, Google, etc.) , check these too. 1.2 Login 1. Enter Username and Password. Click

1.2 Login

1. Enter Username and Password. Click “Login”. (u/n and p/w should match the LoadSpring login credentials).

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P6 r8 User Guide NFS Kaiser 4

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1.3 Dashboards, Projects, and Resources

1. With the proper licensing, you will see: Dashboards, Portfolios, Projects, Resources, and Reports at the top of the screen.

Resources, and Reports at the top of the screen. Dashboards provide high ‐ level project information
Resources, and Reports at the top of the screen. Dashboards provide high ‐ level project information

Dashboards provide high ‐ level project information for projects that are part of the selected filter. provide high level project information for projects that are part of the selected filter.

Portfolios of projects can be created to analyze groups of projects (Portfolio Analysis is covered in of projects can be created to analyze groups of projects (Portfolio Analysis is covered in Advanced Training).

“Projects” is where individual projects or multiple projects can be managed. This is where you will is where individual projects or multiple projects can be managed. This is where you will see the typical Gantt chart view of your schedule.

“Resources” contains information about the Roles and Resources assigned to projects. contains information about the Roles and Resources assigned to projects.

“Reports” contain tabular reports that can be run through the P6 r8 application (BI Publisher is required tabular reports that can be run through the P6 r8 application (BI Publisher is required to create reports to be run through r8, however, there are some standard reports provided with the P6 r8 release.)

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The triangle next to each feature provides a menu of actions for that section. (Based on your “user interface view” and access rights, you may not see all actions.)

and access rights, you may not see all actions.) Other Menu Items: Print: Prints the current
and access rights, you may not see all actions.) Other Menu Items: Print: Prints the current
and access rights, you may not see all actions.) Other Menu Items: Print: Prints the current

Other Menu Items:

Print: Prints the current page view Prints the current page view

Help: Online Help ‐ context ‐ specific Online Helpcontext specific

Administer‐ user preferences are set up here. user preferences are set up here.

Logout ‐ use to exit the application (IMPORTANT: Do not use the X on your browser) use to exit the application (IMPORTANT: Do not use the X on your browser)

(IMPORTANT: Do not use the X on your browser) NOTE: Online Help is context ‐ specific.

NOTE: Online Help is context specific. Click on “help” in any window and the appropriate help topic is displayed. (User guides are not published for P6, this is the first/best reference guide for using the application.)

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P6 r8 User Guide NFS Kaiser 1.4 Setup User Preferences 1. Setup User Preferences ‐ Select
P6 r8 User Guide NFS Kaiser 1.4 Setup User Preferences 1. Setup User Preferences ‐ Select

1.4 Setup User Preferences

1. Setup User PreferencesSelect “Administer, My Preferences”.

Preferences ‐ Select “Administer, My Preferences”. You will see three tabs ‐ Global, View, and

You will see three tabsGlobal, View, and Password.

‐ Select “Administer, My Preferences”. You will see three tabs ‐ Global, View, and Password. 7

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2. You will need to “save” most changes made in the P6 Web application. In most cases you will be prompted to save your changes, but make it a practice to Save or Save and Close before exiting a screen.

to Save or Save and Close before exiting a screen. This is the recommended user default

This is the recommended user default setting for the Date Format.

Save and Close before exiting a screen. This is the recommended user default setting for the

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These are the recommended settings for displaying Time Units and Currency. These are all “user” preferences which can modified if the project requirements change.

Time Units are associated with resource assignments. Planned and/or Actual hours worked on an activity.

Planned and/or Actual hours worked on an activity.  Durations are activity durations, generally

Durations are activity durations, generally displayed in days.

Units/Time is checked for units/duration, for example 4 hours/day or 8 hours/day.

Show Unit or Duration label helps to know the units used. For example, 8h or 5d would mean (8 hours or 5 days).

example, 8h or 5d would mean (8 hours or 5 days).  Uncheck “Show decimal places”

Uncheck “Show decimal places” to allow dollar values to fit in some of the reports.

3. Click “Save and Close” to save your changes.

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2 Manage Dashboards

2.1 Assign/Remove Dashboards from View

Each user should be setup with at least 1 dashboard prior to logging in. If you do not have any dashboards displayed, you will see this message.

any dashboards displayed, you will see this message. Click on “Manage Dashboards” where listed above,
any dashboards displayed, you will see this message. Click on “Manage Dashboards” where listed above,

Click on “Manage Dashboards” where listed above, or use the Dashboards menu and click “Manage Dashboards”.

on “Manage Dashboards” where listed above, or use the Dashboards menu and click “Manage Dashboards”. 10

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Click the triangle to expand “Available Dashboards” and check the box for the Dashboard(s) you would the triangle to expand “Available Dashboards” and check the box for the Dashboard(s) you would like to see.

the box for the Dashboard(s) you would like to see. Click on “Dashboards” to view the

Click on “Dashboards” to view the selected (Displayed) dashboard(s). on “Dashboards” to view the selected (Displayed) dashboard(s).

you would like to see. Click on “Dashboards” to view the selected (Displayed) dashboard(s). 11
you would like to see. Click on “Dashboards” to view the selected (Displayed) dashboard(s). 11

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2.2 Dashboard Portlets

The Dashboards Home page displays “portlets” of information about the portfolios, projects, resources, and activities specific to you. The information you can view is controlled by licensing and security settings, administrator configuration and user interface view settings, your assignments to activities, your filtering criteria, and the customized content and layout you select.

A “portlet” is a distinct web portal “window” that displays specific project information.

The Southern California dashboard contains the following “portlets” of information:

contains the following “portlets” of information: 1. Project Gantt Chart : Use the Project Gantt Chart

1. Project Gantt Chart : Use the Project Gantt Chart portlet to quickly view the status of projects and review each project's milestones.

Gantt Chart portlet to quickly view the status of projects and review each project's milestones. 12

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2. Project Statistics: Use this portlet to view high level project information

portlet to view high ‐ level project information The Dashboard Filter controls which projects are
portlet to view high ‐ level project information The Dashboard Filter controls which projects are

The Dashboard Filter controls which projects are displayed in the Dashboard. Click the “select” icon to choose Project Code to display projects with the selected Project Code.

Click the “select” icon to choose Project Code to display projects with the selected Project Code.

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2.3 Dashboard Features

All Dashboards feature the same Commands.

Features All Dashboards feature the same Commands. Expand or Collapse portlets. Portlets can be expanded

Expand or Collapse portlets. Portlets can be expanded or collapsed individually or all at once.

be expanded or collapsed individually or all at once. Other Dashboard functions: Print the contents of

Other Dashboard functions:

Print the contents of the portlet (not available for all portlets) ‐ Gantt Chart and Portfolio the contents of the portlet (not available for all portlets) Gantt Chart and Portfolio view only. Helpcontext specific help for the portlet.
available for all portlets) ‐ Gantt Chart and Portfolio view only. Help ‐ context ‐ specific

Minimize/Maximize the portlet. the portlet.

Refresh to refresh the data in the portlet.

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2.4 Create a New Dashboard

Each user will have the ability to create a dashboard for their own use. It can also be made available to other users, but not to “all users” (this is a global dashboard).

1. Select the Dashboard Menu and click “Manage Dashboards”.

the Dashboard Menu and click “Manage Dashboards”. 2. Click “Create Dashboard”. 3. You will use an

2. Click “Create Dashboard”.

“Manage Dashboards”. 2. Click “Create Dashboard”. 3. You will use an existing dashboard for your new

3. You will use an existing dashboard for your new dashboard. The existing dashboard is copied and then you will customize it to meet your needs. Select the existing dashboard and click “OK”.

and then you will customize it to meet your needs. Select the existing dashboard and click

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4. There are 3 tabs of information to create the dashboard. “Content” is the portlets of information, Layout is how the portlets are ordered and “Access” is which users can access this dashboard. (A dashboard only formats the information presented, the projects that are included are based on the dashboard filter selected and which projects a user can access.)

a. Content Select which portlets of information by checking the boxes. Each portlet is described in the “Help”.

boxes. Each portlet is described in the “Help”. Enter a Dashboard Title and assign a Dashboard

Enter a Dashboard Title and assign a Dashboard Filter (by Project or Project Code). When other users are granted access, you will need to indicate if other users can change the Dashboard Filter. If other users can change the filter, it will only change for that user, not for others. (This option only appears if other users are granted access to the Dashboard through the “Access” tab.)

option only appears if other users are granted access to the Dashboard through the “Access” tab.)

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b. Layout consists of “Narrow” or “Wide” and location in the layout. Location can be changed using the arrows on the right.

can be changed using the arrows on the right. c. The Access tab allows a user

c. The Access tab allows a user to make the dashboard available to other users. (As noted above, only certain users can create “Global” dashboards”.)

above, only certain users can create “Global” dashboards”.) 5. Be sure to “Save” your changes. 17

5. Be sure to “Save” your changes.

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3 Schedule Development

This provides direction on creating a project. Steps are included for adding and deleting Work Breakdown Structure (WBS) levels and activities, and adding constraints, as well as adding/modifying activity relationships.

3.1 Create Project Schedule

1. Click on “Projects” and you will see the “Enterprise Project Structure” which includes the EPS for all elements/projects for which you have been granted access.

for which you have been granted access. 2. Click on “Actions”, “Add”, and “Add
for which you have been granted access. 2. Click on “Actions”, “Add”, and “Add

2. Click on “Actions”, “Add”, and “Add Project”.

for which you have been granted access. 2. Click on “Actions”, “Add”, and “Add Project”. 18

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3. Enter the Required information and select “Create” to create the project.

and select “Create” to create the project. (*) Indicates a “required” field  Project ID:

(*) Indicates a “required” field

Project ID: 20character “unique” project identifier

Project Name= Project Title

EPS= Enterprise Project Structure element

Responsible Manager= OBS drives security to the project

Planned Start Date defaults to today’s date

Must Finish bynot required, but can be added later

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3.2 View/Edit Project Data

1. The new project is created. Select the project and click on the “Project Details” tab“General” at the bottom of the screen. These tabs contains the projectlevel information for that project.

the project ‐ level information for that project. 3.2.1 General Tab 1. The General Tab is

3.2.1 General Tab

1. The General Tab is the first tab available. The information entered in the Create Project process is displayed and can be updated, as needed.

available. The information entered in the Create Project process is displayed and can be updated, as

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3.2.2 Check Project Preferences

1. Click on the “Set Project Preferences” icon to review and update the “Calculations”, Defaults” , and other preferences. for the project. Click “Save” or “Save and Close” to apply any changes.

or “Save and Close” to apply any changes. 3.2.3 Enter Project Notebook Topics 1. Select the

3.2.3 Enter Project Notebook Topics

1. Select the Notebook tab. Click “Assign Notebook Topic”.

changes. 3.2.3 Enter Project Notebook Topics 1. Select the Notebook tab. Click “Assign Notebook Topic”. 21

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2. Click on the “Description” button. Enter the topic description and click “OK” to save.

Kaiser 2. Click on the “Description” button. Enter the topic description and click “OK” to save.

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3.2.4 Enter Project Codes

Project Codes are also used for management of projects and can assist with dashboard filters and other reporting requirements.

1. Select the “Codes” tab and click “Assign Project Codes” to select the Project Codes for the project.

Codes” to select the Project Codes for the project. 2. Once the project codes are assigned,

2. Once the project codes are assigned, they will appear like this:

project codes are assigned, they will appear like this: NOTE: Check for the “Open/Close” status of

NOTE: Check for the “Open/Close” status of a project. To ensure that only one project is open. Click on “Actions, Close All”. Then select the project to open and click on “Actions, Open Project” to open one project.

All”. Then select the project to open and click on “Actions, Open Project” to open one

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3.3 Add/Update Activities

After the project is opened, click on “Activities” to begin updating the project schedule. The first time “Activities” are accessed, you will see this dialog box. Click “Do not show this again” and “Close” to close the dialog box.

this again” and “Close” to close the dialog box. 3.3.1 Update Toolbars Before updating the schedule,

3.3.1 Update Toolbars

Before updating the schedule, check the toolbar icons. The toolbar is “customizable” and the default settings may not include all actions, view, and edit toolbar icons.

is “customizable” and the default settings may not include all actions, view, and edit toolbar icons.
is “customizable” and the default settings may not include all actions, view, and edit toolbar icons.

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Updated toolbar some icons are “grayed out” when the action/view/edit is not available, based on the current selection.

is not available, based on the current selection. 3.3.2 Add WBS and Activities 1. Click the

3.3.2 Add WBS and Activities

1. Click the “Add WBS Element” icon to add another project “grouping”. Use the “Add Activity” icon to add an activity to the schedule. (Or right click on an activity and select “Add Activity”.) The activity is auto numbered, but can be modified In the Activity ID column. Enter Activity ID, Activity Name, Original Duration, Activity Type (Milestone or Task Dependent), and Calendar. “Save” changes.

or Task Dependent), and Calendar. “Save” changes. “Full Screen Mode” allows the project schedule
or Task Dependent), and Calendar. “Save” changes. “Full Screen Mode” allows the project schedule

“Full Screen Mode” allows the project schedule view to fill the screen to view more of the schedule.

Screen Mode” allows the project schedule view to fill the screen to view more of the

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3.3.3 Update Activity Duration

1. Update the duration for each of the activities to reflect the number of days required for each activity. Enter the duration either in the Activity Table (columns) or in the Activity Details (tabs). Click the “Save” icon to save the changes. (Planned Duration is the same as Original Duration.)

(Planned Duration is the same as Original Duration.) 3.3.4 Add/Modify Relationships In the Activity View,

3.3.4 Add/Modify Relationships

as Original Duration.) 3.3.4 Add/Modify Relationships In the Activity View, relationships between activities

In the Activity View, relationships between activities can be created by (1) assigning relationships in the Activity Details (Predecessor or Successor tab) or (2) by “dragging” relationship lines in the Gantt Chart view or (3) “Link Activities” by selecting activities in sequence.

3.3.4.1 Edit Predecessor or Successor

1. Click on the activity and select “Predecessor” or “Successor” tab. Click “Assign” and select the dependent activity. Click “Close” and then the “Save” button to apply the changes.

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P6 r8 User Guide NFS Kaiser NOTE: If relationship lines don’t show, check the “Show/Hide Relationship
P6 r8 User Guide NFS Kaiser NOTE: If relationship lines don’t show, check the “Show/Hide Relationship

NOTE: If relationship lines don’t show, check the “Show/Hide Relationship Lines” setting.

check the “Show/Hide Relationship Lines” setting. 3.3.4.2 “Drag” Relationship Lines 1. Select the

3.3.4.2 “Drag” Relationship Lines

1. Select the activity “bar”. Rtclick on the bar. Select “Create Relationship”. The relationship line is visible. Click the bar and drag the line to the successor activity. Click on the white square at the start of the bar.

Click on the white square at the start of the bar. 2. “Save” the changes. 3.3.4.3

2. “Save” the changes.

3.3.4.3 “Link” Activities

1. Use “link activities” to create relationships. Select the activities to be “linked”.

Right click on the activity and click “Link selected activities”.

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P6 r8 User Guide NFS Kaiser 2. Finish ‐ Start relationships are created in sequence. 3.
P6 r8 User Guide NFS Kaiser 2. Finish ‐ Start relationships are created in sequence. 3.

2. FinishStart relationships are created in sequence.

Finish ‐ Start relationships are created in sequence. 3. “Save” the changes. 3.3.5 Add Activity
Finish ‐ Start relationships are created in sequence. 3. “Save” the changes. 3.3.5 Add Activity

3. “Save” the changes.

3.3.5 Add Activity Constraints

In addition to the overall Project “Must Finish by” date (project constraint), constraints can be added to the activities to indicate specific activities that are “constrained” by external factors. Constraints should be used with caution as, in some cases, they may override the schedule logic.

1. The Activity View “View Schedule by WBS” contains a column for the “Primary Constraint” and the “Primary Constraint Date”. “Double click” in the cell to assign a constraint and constraint date.

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P6 r8 User Guide NFS Kaiser 3.3.6 Additional Project Data Project Notebook Topics, Resources, Codes, Issues,

3.3.6 Additional Project Data

Project Notebook Topics, Resources, Codes, Issues, Risks, etc can be added either in the Activity Details tabs or columns can be added in the Activity Table to include this information.

in the Activity Table to include this information. 3.3.7 Calculate the Schedule 1. Click the schedule

3.3.7 Calculate the Schedule

1. Click the schedule icon or select “F9” on the keyboard. This will calculate the schedule based on the durations entered above.

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P6 r8 User Guide NFS Kaiser 2. Check the “Data Date” to equal the Planned Start

2. Check the “Data Date” to equal the Planned Start date. Click “Schedule”.

to equal the Planned Start date. Click “Schedule”. 3. The schedule will be calculated and the

3. The schedule will be calculated and the scheduling log will display (if checked).

Click “Schedule”. 3. The schedule will be calculated and the scheduling log will display (if checked).

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4 Project Workspace

The “Project Workspace” is a “dashboard” created for each Project. The “default” workspace can be modified and will appear for all users of that project.

4.1 Customize Project Workspace

1. Click on Workspace, Customize to modify the workspace.

on Workspace, Customize to modify the workspace. 2. Select the Content (typically, Project Statistics,
on Workspace, Customize to modify the workspace. 2. Select the Content (typically, Project Statistics,

2. Select the Content (typically, Project Statistics, Risks and Issues (if used), Project Notebooks, Milestones)… Custom Portlets can be added for specific web sites, Project Collaboration requires “workflow”, and Project Performance is generally associated with some “earned value” calculations.) “Save” the selections.

Performance is generally associated with some “earned value” calculations.) “Save” the selections. 31

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3. Go to Layout tab and configure the Workspace layout. Click “Save and Close”.

the Workspace layout. Click “Save and Close”. 4. Customize the Project Statistics to add the

4. Customize the Project Statistics to add the columns. Click “Customize” in the Project Statistics portlet.

the Project Statistics to add the columns. Click “Customize” in the Project Statistics portlet. 32

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5. The Milestone Status portlet enables you to view all project milestones completed or due within a specified number of days before and after the current date. The default setting for the milestone status is 10 days for both settings. The recommended setting is 30 days. Click “Customize” in the Workspace.

10 days for both settings. The recommended setting is 30 days. Click “Customize” in the Workspace.

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5 Project Baseline

5.1 Create Baseline

NFS Kaiser 5 Project Baseline 5.1 Create Baseline Once the schedule has been updated, a “Baseline”

Once the schedule has been updated, a “Baseline” can be added for the schedule. (A Baseline is a copy of the current schedule at any point in timethe Baseline function replaces saving “schedule versions” and ensures that the project schedule is always the most current.) Multiple baselines can be added to a project schedule, but in P6 Web, only one baseline can be “assigned” for comparison purposes at any one time.

1. In the Activities window, Select the “Define Baselines” icon or Actions, Define Baselines.

Baselines” icon or Actions, Define Baselines. 2. Select “Add Baseline”. A baseline is added ‐

2. Select “Add Baseline”. A baseline is addeddefault name is the Project NameB1

Baselines. 2. Select “Add Baseline”. A baseline is added ‐ default name is the Project Name
Baselines. 2. Select “Add Baseline”. A baseline is added ‐ default name is the Project Name

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1. Assign the Baseline type. Name the Baseline, Assign a Type and click “Save”. Close the dialog box. Select “Baselines” again and the Data Date is populated for the baseline.

and the Data Date is populated for the baseline. 5.2 Assign Baseline 1. Select the baseline

5.2 Assign Baseline

1. Select the baseline to be used in the Activity Table and Gantt Chart bars for comparison. Assign the “Project Baseline” and the “Primary Baseline”. Click “Save”.

and the “Primary Baseline”. Click “Save”. Using the Activity View “Compare Baseline”, the

Using the Activity View “Compare Baseline”, the current schedule can be compared to the “assigned” baseline schedule.

View “Compare Baseline”, the current schedule can be compared to the “assigned” baseline schedule. 35

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6 Project Progress Updates

6.1 Enter Actuals

1. Log into P6. Open the project. Select “Activities” and open the view “Progress Updates”.

2. For Completed Activities (including milestones), enter Actual Start and Actual Finish dates directly in the columns. (Milestones will have either an Actual Start, for Start Milestones, or Actual Finish for Finish Milestones).

3. For In Progress Activities, enter Actual Start and either Remaining Duration or Expected Finish date.

4. Select the “Save” button.

Expected Finish date. 4. Select the “Save” button. 5. If Resources are assigned to the activities,

5. If Resources are assigned to the activities, update the actual units in the Activity Details Assignments tab.

6. Select the Save button to save the changes.

tab. 6. Select the Save button to save the changes. Once the actual progress has been

Once the actual progress has been applied, re calculate the schedule (advance the data date) and open the Baseline Comparison view to compare “planned vs actual”.

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7 Activity Views

The project schedule (Activities) views can be modified by each user to create “user” activity

The project schedule (Activities) views can be modified by each user to create “user” activity views.

In the Activities window for each project, the Activity View selection is located in the

In the Activities window for each project, the Activity View selection is located in the upper right section of the screen.

Global views are available to all users. Only admin users can create/modify global views. These

Global views are available to all users. Only admin users can create/modify global views. These are typically views that all users will need to perform specific functions . Select a view by clicking on the arrow in the view selection window.

Customize a view by selecting the menu next to the selection drop ‐ down.

Customize a view by selecting the menu next to the selection dropdown.

the menu next to the selection drop ‐ down. Views can be customized by: Columns, Grouping,
Views can be customized by: Columns, Grouping, Filters, Bars, Gantt Chart, Activity Network, and Access

Views can be customized by: Columns, Grouping, Filters, Bars, Gantt Chart, Activity Network, and Access (which users can access the view). (Apply will make the changes, but keep the dialog box open. OK will apply the changes and close the dialog box.)

will make the changes, but keep the dialog box open. OK will apply the changes and

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P6 r8 User Guide NFS Kaiser Create a new view by starting with a view that

Create a new view by starting with a view that is close to the one you want to create. Select “Save View as” and rename the view. Then select “Customize View” and pick the columns, grouping, filters, and bars. Select the Access tab to make the view available to just a single user or pick other users who can access the view.