Table of Contents

Part 1: Overview and Configuration

Understanding Project Management...........................................................21
Why Use Project Portfolio Management?.........................................................................22
Your Role in the Organization...........................................................................................23
Project Management Process Overview.............................................................................26
Planning, Controlling, and Managing Projects..................................................................28
Quick Tour......................................................................................................31
Getting Started...................................................................................................................32
Selecting a Language.........................................................................................................35
The Workspace...................................................................................................................36
What Is a Layout?..............................................................................................................39
Customizing Displays........................................................................................................41
Sample Layouts..................................................................................................................42
Using Wizards....................................................................................................................43
Setting User Preferences................................................................................45
Formatting Time Units.......................................................................................................46
Formatting Dates................................................................................................................47
Setting Currency Symbols.................................................................................................47
Setting Mail Preferences....................................................................................................48
Implementing Wizards.......................................................................................................49
Setting Startup, Group, Sort, and Column Defaults...........................................................49
Changing Your Password...................................................................................................51
Setting Profile and Spreadsheet Data Options...................................................................52
Setting Calculation Options for Resource and Role Assignments.....................................54
Selecting Startup Filters.....................................................................................................56
Part 2: Structuring Projects
Setting Up the Enterprise Project Structure...............................................59
Enterprise Project Structure Overview..............................................................................60
Setting Up the Enterprise Project Structure......................................................................66
Adding a New Project to the EPS.....................................................................................67
Using Project Architect.....................................................................................................69
Working with the Enterprise Project Structure.................................................................75
Defining Enterprise Project Structure Details...................................................................79
Setting Up the Organizational Breakdown Structure................................87
The Organizational Breakdown Structure (OBS).............................................................88
Viewing an OBS................................................................................................................91
Setting Up an OBS............................................................................................................93
Editing OBS Elements......................................................................................................96
Defining Resources and Roles.......................................................................97
Resources Overview..........................................................................................................98
Viewing and Adding Resources........................................................................................99
Defining Resource Shifts................................................................................................106
 Defining and Assigning Resource Codes and Values.....................................................107
Setting Up Roles.............................................................................................................109
Assigning Roles to Resources.........................................................................................113
Defining Custom Resource Curves.................................................................................115
Reviewing Work Breakdown Structures...................................................119
The Work Breakdown Structure (WBS).........................................................................120
Viewing a WBS...............................................................................................................122
Grouping by WBS Path...................................................................................................124
Adding WBS Elements and Assigning Properties..........................................................125
Using WBS Milestones...................................................................................................128
Assigning WBS Category Values....................................................................................130
Defining Earned Value Settings for Specific WBS Elements.........................................131
Assigning Estimation Weights to WBS Elements..........................................................133
Defining Budgets..........................................................................................137
Top-Down Budgeting......................................................................................................138
Establishing Budgets.......................................................................................................140
Establishing a Monthly Spending Plan...........................................................................141
Tracking Budget Changes...............................................................................................142
Establishing Funding.......................................................................................................143
Tracking and Analyzing Budgets....................................................................................146
Establishing Project Codes..........................................................................147
Defining and Assigning Project Codes...........................................................................148
Grouping, Summarizing, and Filtering by Codes...........................................................152
Working with User-Defined Fields .............................................................157
Creating User-Defined Fields..........................................................................................158
Working with User-Defined Fields..................................................................................160
Working with Indicators...................................................................................................162
Creating Calendars......................................................................................165
Adding Calendars.............................................................................................................166
Modifying Calendars.......................................................................................................167
Part 3: Implementing the Schedule
Establishing Activity Codes........................................................................175
Creating Activity Codes and Values................................................................................176
Grouping and Summarizing by Codes.............................................................................180
Working with Activities...............................................................................183
Activities Overview.........................................................................................................184
Adding Activities.............................................................................................................185
Copying and Pasting Activities........................................................................................187
Defining General Activity Information............................................................................188
Defining Schedule Information........................................................................................191
Establishing Relationships...............................................................................................195
Displaying Activity Details for Assignments..................................................................199
Assigning Resources and Roles.......................................................................................200
Assigning Resource Curves to Resource or Role Assignments.......................................203
Manually Planning Future Period Assignments..............................................................204
 Assigning Activity Codes and Adding Expenses............................................................210
Viewing Activity Feedback and Resource Notes.............................................................211
Assigning Work Products and Documents.......................................................................212
Adding Steps....................................................................................................................213
Creating and Assigning Activity Step Templates............................................................215
Viewing Activity Summaries...........................................................................................218
Viewing Contract Management Documents....................................................................218
Using Global Change.......................................................................................................219
Renumbering Activity IDs...............................................................................................223
Working with Cost Accounts and Project Expenses.................................227
Cost Account and Expense Overview..............................................................................228
Setting Up a Cost Account Structure...............................................................................228
Adding Expenses and Entering Cost Information...........................................................231
Defining Expense Details.................................................................................................235
Analyzing Costs...............................................................................................................236
Performing Top-Down Estimation.............................................................239
Performing Top-down Estimation...................................................................................240
Applying Saved Top-Down Estimates To a Project........................................................244
Part 4: Managing the Schedule
Managing Baselines.....................................................................................247
Creating and Maintaining Baselines...............................................................................248
Assigning Baselines to Projects......................................................................................252
Comparing Current and Baseline Schedules...................................................................253
Updating Baselines.........................................................................................................255
Updating, Scheduling, and Leveling...........................................................259
The Update Process.........................................................................................................260
Choosing a Method of Updating.....................................................................................262
Highlighting Activities for Updating..............................................................................265
Updating Progress for Spotlighted Activities.................................................................266
Estimating Progress Automatically.................................................................................267
Updating Using Progress Reporter.................................................................................269
Applying Actuals............................................................................................................280
Storing Period Performance (Past Period Actuals).........................................................282
Scheduling Projects.........................................................................................................285
Leveling Resources.........................................................................................................289
Recalculating Resource and Role Assignment Costs.....................................................293
Managing Resource Assignments...................................................................................295
Summarizing Projects.................................................................................297
Setting Summarization Options......................................................................................298
Summarizing Project Data..............................................................................................299
Project Issues and Thresholds....................................................................307
Adding Issues..................................................................................................................308
Assigning Tracking Layouts to Issues............................................................................310
Using the Issue Navigator...............................................................................................311
Adding Thresholds..........................................................................................................312
 Threshold Parameter Definitions....................................................................................314
Monitoring Thresholds....................................................................................................318
Assigning Tracking Layouts to Thresholds....................................................................318
Managing Risks............................................................................................319
Adding Risks...................................................................................................................320
Calculating Exposure Values..........................................................................................321
Calculating a Risk’s Impact............................................................................................322
Table of Contents 7
Primavera - Project Management
Creating and Deleting Risk Types...................................................................................323
Customizing Risk Layouts...............................................................................................324
Maintaining a Project’s Document Library..............................................325
Viewing a Document Library and Adding/Deleting Work Products and Documents.....326
Specifying Document Location References.....................................................................327
Assigning Work Products and Documents.......................................................................328
Tracking Projects.........................................................................................329
Creating Tracking Layouts...............................................................................................330
Working with Tracking Layouts......................................................................................332
Customizing Tracking Layouts........................................................................................333
Grouping, Sorting, and Filtering Tracking Layouts.........................................................334
Comparing Projects.....................................................................................337
Overview..........................................................................................................................338
Comparing Projects/Baselines.........................................................................................338
Creating and Using Reflections..................................................................343
Reflection Overview........................................................................................................344
Creating and Using Reflections.......................................................................................345
Reflection Guidelines.......................................................................................................347
Checking Projects In and Out.....................................................................349
Managing Remote Projects..............................................................................................350
Checking Out Projects.....................................................................................................351
Checking In Projects........................................................................................................352
Part 5: Customizing Projects
Working with Layouts.................................................................................357
Layout Examples.............................................................................................................358
Creating, Opening, and Saving Layouts..........................................................................363
Exporting and Importing Layouts....................................................................................364
Copying Data to External Applications...........................................................................365
Grouping, Sorting, and Filtering................................................................367
Grouping Data..................................................................................................................368
Sorting Data.....................................................................................................................372
Filtering Data...................................................................................................................373
Customizing Layouts...................................................................................377
Modifying Columns.........................................................................................................378
Adjusting the Timescale...................................................................................................380
Formatting Gantt Charts...................................................................................................382
 Formatting Activity Network Layouts.............................................................................390
Modifying Resource and Activity Usage Profiles...........................................................393
Customizing Reports ...................................................................................401
Reports Overview............................................................................................................402
Opening Reports.............................................................................................................403
Using Report Groups......................................................................................................404
Creating and Modifying Reports.....................................................................................404
Using the Report Editor..................................................................................................406
Adding Data Sources and Rows to Reports....................................................................410
Adding Text Cells to Reports..........................................................................................414
Sorting Report Data Sources...........................................................................................422
Customizing a Report with the Report Editor.................................................................423
Setting Up Batch Reports................................................................................................431
Printing Layouts and Reports.....................................................................433
Defining Page Settings....................................................................................................434
Previewing Layouts and Reports.....................................................................................437
Printing Layouts and Reports..........................................................................................438
Publishing Layouts and Reports in HTML Format.........................................................439
Publishing a Project On the Web...............................................................441
Project Web Site Overview.............................................................................................442
Publishing a Project Web Site.........................................................................................444
Customizing the Appearance of a Project Web Site.......................................................446
Publishing Activity and Tracking Layouts......................................................................447
Part 6: Importing and Exporting Data
Linking the Project Management and Contract Management Modules451
Linking PM and CM Modules........................................................................................452
Linking PM and CM Projects.........................................................................................453
Importing CM Data into a PM Module Project..............................................................455
Transferring Data to Other Project Management Module Users...........457
Exporting Projects...........................................................................................................458
Exporting Roles or Resources.........................................................................................463
Importing Projects...........................................................................................................464
Importing Roles or Resources.........................................................................................480
Transferring Data Using Microsoft Project Files......................................485
Exporting Projects...........................................................................................................486
Exporting Resources.......................................................................................................491
Importing Projects from Microsoft Project.....................................................................493
Importing Resources from Microsoft Project.................................................................499
Transferring Data Using Microsoft Excel Files.........................................501
Exporting Project Data to Microsoft Excel.....................................................................502
Updating Project Data in Microsoft Excel......................................................................505
Importing Projects from Microsoft Excel.......................................................................507
Transferring P3 and P6 Data......................................................................511
Exporting Projects to P3..................................................................................................512
Importing Projects from P3..............................................................................................519
Transferring Data to Oracle Primavera Contractor Users......................543
Exporting Projects............................................................................................................544
Exporting Resources........................................................................................................546
Index..............................................................................................................547
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