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D78786
Edition 2.0
August 2012
D72902GC20
Student Guide
Administration Rel 8.x
Primavera P6 Application
Oracle University and Promastar for Information Technology use only

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CONTENTS
Lesson 1: P6 Overview ...............................................................................1
P6 EPPM .........................................................................................................2
P6 .....................................................................................................................3
P6 Professional ................................................................................................4
Additional P6 Applications .............................................................................5

Integration........................................................................................................6
Organizational Roles for P6 ............................................................................7
Network Administrators ..................................................................................8
Database Administrators .................................................................................9
P6 Application Administrators ......................................................................10
P6 Project and Resource Managers ...............................................................11
Web Application Administrators ...................................................................12
Lesson Review...............................................................................................13
Lesson 2: Administering P6.....................................................................14
Implementing P6 ...........................................................................................15
Structures .......................................................................................................16
Enterprise Data ..............................................................................................17
Application Settings ......................................................................................18
User Access ...................................................................................................19
Project Control...............................................................................................20
Services..........................................................................................................21
Reporting .......................................................................................................22
Team Members ..............................................................................................23
Lesson Review...............................................................................................24
Lesson 3: Managing the EPS ...................................................................25
Enterprise Project Structure (EPS) ................................................................26
Elements of the EPS ......................................................................................27
Benefits of the EPS ........................................................................................28
Creating the EPS............................................................................................29
Sample EPS: Organized by Business Unit ....................................................30
Sample EPS: Organized by Project Type ......................................................31
Sample EPS: Organized by Location ............................................................32
Overview: Building the EPS .........................................................................33
Accessing the EPS Page ..............................................................................34
Creating EPS Elements ...............................................................................35
Creating Additional EPS Elements .............................................................37
Using EPS Detail Windows ........................................................................38
Lesson Review...............................................................................................40
Lesson 4: Managing the OBS ..................................................................41
Organizational Breakdown Structure (OBS) .................................................42
Matching OBS, EPS ......................................................................................43
User Access ...................................................................................................44
Defining the Structure ...................................................................................45
Sample OBS: Organized by Business Units ..................................................46
Sample OBS: Organized by Roles ................................................................47
Sample OBS: Organized by Location ...........................................................48

Sample OBS: Similar to EPS ........................................................................49
Overview: Building the OBS.........................................................................50
Adding OBS Elements ................................................................................51
Viewing the Responsibility Detail Window ...............................................53
Viewing the Users Detail Window .............................................................54
Assigning a Responsible Manager ..............................................................55
Lesson Review...............................................................................................57

Lesson 5: Defining Resources and Roles ................................................58
Roles and Resources ......................................................................................59
Using Roles and Resources ...........................................................................60
Sample Resource and Role ............................................................................61
Relationship Between Roles and Resources..................................................62
Resource Types .............................................................................................63
Define a Resource Plan .................................................................................64
Establish the Hierarchy of Resources ............................................................65
Define Resource Codes .................................................................................66
Create Role Teams ........................................................................................67
Create Resource Teams .................................................................................68
Overview: Configuring Roles........................................................................69
Creating a Role............................................................................................70
Specifying Rates for a Role.........................................................................71
Specifying Role Limits ...............................................................................72
Assigning a Role to a Role Team................................................................73
Overview: Configuring Resources ................................................................74
Viewing Resources .....................................................................................75
Creating a Resource ....................................................................................76
Using the General Detail Window ..............................................................77
Using the Settings Detail Window ..............................................................79
Using the Units and Prices Detail Window ................................................80
Using the Codes Detail Window .................................................................82
Using the Roles Detail Window..................................................................83
Creating a Resource Team ..........................................................................84
Lesson Review...............................................................................................86
Lesson 6: Enterprise Data .......................................................................87
Enterprise Data ..............................................................................................88
Overview: Configuring Enterprise Data - Global Section ............................89
Overview: Configuring Enterprise Data - Project Section ............................90
Overview: Configuring Enterprise Data - Activities Section ........................91
Overview: Configuring Enterprise Data - Resources ....................................92
Overview: Configuring Enterprise Data - Risks ...........................................93
Overview: Configuring Enterprise Data - Issues...........................................94
Overview: Configuring Enterprise Data - Documents ..................................95
Overview: Configuring Financial Periods .....................................................96
Creating Financial Periods ..........................................................................97
Using Financial Periods ..............................................................................98
Overview: Configuring Resource Curves .....................................................99
Creating Resource Curves .........................................................................100
Using Resource Curves .............................................................................102
Overview: Configuring Calendars ...............................................................103

Creating a Global Calendar .......................................................................104
Overview: Configuring Codes .....................................................................106
Creating Weighted Project Codes .............................................................107
Using Weighted Project Codes .................................................................109
Overview: Configuring User-Defined Fields ..............................................111
Creating Graphic and Calculated UDFs ....................................................112
Using Graphic and Calculated UDFs ........................................................114

Lesson Review.............................................................................................116
Lesson 7: User Access ............................................................................117
User Access .................................................................................................118
Configuring User Access .............................................................................119
Distinguishing Users and Resources ...........................................................120
Module - Components of P6 EPPM ............................................................121
Module - Role-Based Functions ..................................................................122
Security Profiles ..........................................................................................123
Security Profiles Diagram ...........................................................................124
Pre-Defined Security Profiles ......................................................................125
User Interface Views ...................................................................................126
Overview: Creating Security Profiles ..........................................................127
Creating Global Security Profiles .............................................................128
Viewing Project Security Profiles .............................................................130
Overview: Configuring User Access ...........................................................132
Creating User Accounts ............................................................................133
Configuring User Access ..........................................................................135
Overview: Creating User Interface Views ..................................................137
Creating User Interface Views ..................................................................138
Testing New User Login ...........................................................................140
Lesson Review.............................................................................................141
Lesson 8: Planning the Project..............................................................142
Templates ....................................................................................................143
Baselines ......................................................................................................144
Baseline Data ...............................................................................................145
Project Preferences ......................................................................................146
Overview: Configuring Project Templates ..................................................147
Creating a Template from an Existing Project ..........................................148
Overview: Configuring Baselines ...............................................................150
Setting the Project Baseline ......................................................................151
Configuring Project Preferences..................................................................153
Lesson Review.............................................................................................154
Lesson 9: Updating the Project .............................................................155
E-mail Statusing Service .............................................................................156
Configuring Access to Update Activities by E-mail ...................................157
P6 Team Member for iPhone ......................................................................158
Configuring Access to P6 Team Member for iPhone App..........................159
Configuring Access for Remote Updates ....................................................160
Progress Reporter ........................................................................................161
Delegating Status Updates ...........................................................................162
Overview: Configuring Team Member Applications..................................163

Configuring Team Member Applications .................................................164
Overview: Progress Reporter ......................................................................166
Configuring Timesheets ............................................................................167
Configuring Users for Progress Reporter..................................................170
Lesson Review.............................................................................................171
Lesson 10: Scheduling Services ...............................................................172
Project Scheduled Services..........................................................................173

P6 Publication and Reporting Process .........................................................174
Configuring Publication Services ................................................................175
Publishing Project Data and Global Data ....................................................176
Oracle Business Intelligence Publisher .......................................................177
P6 Analytics and Oracle Business Intelligence ...........................................178
Reporting in P6 EPPM, P6 Analytics ..........................................................179
Overview: Project Scheduled Services ........................................................180
Scheduling Services ..................................................................................181
Overview: Publishing Global and Project Data...........................................183
Defining Publication Periods ....................................................................184
Enabling Automatic Publishing of Project Data .......................................186
Enabling Automatic Publishing of Global Data .......................................188
Configuring Publication Service Settings for a Project ............................190
Modifying Publication Options for Multiple Projects ..............................191
Lesson Review.............................................................................................192
Lesson 11: Application Settings and My Preferences ...........................193
Application Settings ....................................................................................194
Categories of Application Settings ..............................................................195
My Preferences ............................................................................................196
Overview: Application Settings - Setting Data Limits ................................197
Overview: Application Settings - Configuring General Settings ................198
Overview: Application Settings - Specifying ID Lengths ...........................199
Overview: Setting Time Periods .................................................................200
Overview: Using My Preferences ...............................................................202
Lesson Review.............................................................................................203
Lesson 12: Managing Issues and Risks ..................................................204
Issues ...........................................................................................................205
Issue Forms ..................................................................................................206
Risks ............................................................................................................207
Risk Enterprise Data ....................................................................................208
Define Risk Categories ................................................................................209
Define Risk Thresholds ...............................................................................210
Define the Risk Scoring Matrix ...................................................................211
Define Risk User-Defined Fields (UDFs) ...................................................212
Risk Register ...............................................................................................213
Overview: Configuring Enterprise Issue Data ............................................214
Creating Issue Forms - Selecting Fields ...................................................215
Creating Issue Forms - Assigning Issue Codes .........................................217
Creating Issue Forms - Assigning UDFs ..................................................218
Assigning Projects to Issue Forms ............................................................219
Viewing an Issue Form .............................................................................220

Overview: Configuring Enterprise Risk Data .............................................221
Creating Risk Categories...........................................................................222
Creating Risk Thresholds ..........................................................................223
Creating a Risk Scoring Matrix ................................................................225
Lesson Review.............................................................................................227


Application Administration in Primavera P6 R8.x will cover the following topics:


Lesson 1: P6 Overview
1

2
P6 EPPM

P6
3

4
P6 Professional

Additional P6 Applications
5

6
Integration

Organizational Roles for P6
7

8
Network Administrators

Database Administrators
9

10
P6 Application Administrators

P6 Project and Resource Managers
11

12
Web Application Administrators

Lesson Review
 P6 is the application used to configure administrative and enterprise data in P6 EPPM.
 Progress Reporter, P6 Analytics, Web Services, Integration API, and Team Member are available
applications in P6 EPPM.
 Five types of roles are required to deploy and maintain the P6 EPPM environment: network

administrator, database administrator, application administrator, project manager and resource
manager, and Web application administrator.
13
14
Lesson 2: Administering P6

Implementing P6
15

16
Structures

Enterprise Data
17

18
Application Settings

User Access
19

20
Project Control

Services
21

22
Reporting

Team Members
23

Lesson Review
 Create data structures before project-specific data is added.
 Define application-wide settings.
 Establish security and access to projects.
 Work with the program office and project managers to define how projects will be managed.

 Establish enterprise-wide data standards.
 Determine methods that enable team members to contribute.
24
Lesson 3: Managing the EPS
25

26
Enterprise Project Structure (EPS)

Elements of the EPS
27

28
Benefits of the EPS

Creating the EPS
29

30
Sample EPS: Organized by Business Unit

Sample EPS: Organized by Project Type
31

32
Sample EPS: Organized by Location

Overview: Building the EPS

The first data structure to establish in P6 is the EPS. The structure is built and managed on the EPS page in
the Projects section. Data in the table can be filtered and sorted to meet your needs. Use detail windows at
the bottom of the page to access information about EPS nodes and projects.

The EPS/Project Name column displays the EPS hierarchy.
The Project Table displays each project in the EPS.
Click the Add Sibling EPS icon to add a new sibling EPS node. You can also add EPS nodes via
the Actions menu.
Use arrows on the toolbar to change the position of the selected EPS element.
Click a detail window to enter or display information about the selected EPS node.
33
Accessing the EPS Page

The EPS page is located in the Projects section. To navigate to the EPS, click EPS on the Projects
Navigation bar.

Activity 3-1: Accessing the EPS Page
Log in to P6 and display the EPS page.
Step Action
1. Start related services and launch P6. In the Username field, type <admin>.
2. In the Password field, type <admin>.
3. Click Login.
4. On the P6 Navigation bar, click Projects.
5. In the View list, select EPS Only View.
6. The EPS page is displayed.
34
Creating EPS Elements

Create EPS elements to represent the hierarchical positions of all the projects in the database.
To create an EPS element, first select the EPS level in which you want to add the element. Click Add on the
Actions menu and then click one of the following:

 Add Sibling EPS: Create an EPS element that is hierarchically equal to the selected EPS element.
 Add Child EPS: Create an EPS element that is subordinate to the selected EPS element.
You also can right-click an EPS level and then select Add Sibling EPS or Add Child EPS.
In the following exercise, add an EPS level to the All Initiatives EPS element.
Activity 3-2: Creating EPS Elements

Create multiple EPS elements.
Step Action
1. Select an EPS node, All Initiatives.

2. On the Actions menu, click Add, Add Child EPS.
3. In the EPS/Project Name column for the new EPS element, type <Services>.
4. In the EPS ID column for the new EPS element,type <SVCS>.
5. Select an EPS node, Services.
6. On the Actions menu, click Add, Add Child EPS.
7. In the EPS/Project Name column for the new EPS element, type <Premier Support>.
35
8. In the EPS ID column for the new EPS element, type <PSS>.
9. Select an EPS node, Premier Support.
10. On the Actions menu, click Add, Add Sibling EPS.
11. In the EPS/Project Name column for the new EPS element, type <Consulting>.
12. In the EPS ID column for the new EPS element, type <CONS>.
13. Select an EPS node, Consulting.

14. On the Actions menu, click Add, Add Sibling EPS.
15. In the EPS/Project Name column for the new EPS element, type <Training>.
16. In the EPS ID column for the new EPS element, type <TRNG>.
17. Click the Save icon.
18. New EPS elements are added.
36
Creating Additional EPS Elements

Create additional EPS elements to reflect organizational needs.
In the following exercise, expand the Services EPS node and add additional child EPS nodes using the right-
click menu.

Activity 3-3: Creating Additional EPS Elements
Create additional EPS elements.
Step Action
1. Right-click an EPS node, Premier Support.

2. Click Add Child EPS.
3. In the EPS/Project Name column for the new EPS element, type <Servers and Storage>.
4. Right-click an EPS node, Servers and Storage.
5. Click Add Sibling EPS.
6. In the EPS/Project Name column for the new EPS element, type <Software>.
7. Right-click an EPS node, Consulting.
8. Click Add Child EPS.
9. In the EPS/Project Name column for the new EPS element, type <Engineered Services>.
10. Right-click an EPS node, Engineered Services.
11. Click Add Sibling EPS.
12. In the EPS/Project Name column for the new EPS element, type <Application Services>.
14. Additional EPS elements are added.
37
Using EPS Detail Windows

EPS detail windows display information about the selected EPS element:
 Budget log: Create, delete, or modify the budget log.

 Funding: Assign, configure, or remove funding sources.
 General: Contains basic project information as well as user-specified and system-calculated dates.

 Notebooks: Assign and edit Notebook topics.
To customize the display of detail windows, right-click on a detail window title and then select check marks
next to each window you wish to display.
Activity 3-4: Using EPS Detail Windows

Use the detail windows to add EPS information.
Step Action
1. Select an EPS node, Servers and Storage.

2. Click the detail window, General.
3. In the EPS ID field type <SVRS>.
4. Select an EPS node, Software.
5. In the EPS ID field type <SWS>.
6. Select an EPS node, Engineered Services.
7. In the EPS ID field type <CES>.
8. Select an EPS node, Application Services.
9. In the EPS ID field type <ACS>.
11. Click the detail window, Budget Log.
38
12. In the Original Budget field type <15,000,000>.

15. Select an the EPS node, Consulting.
17. Select an EPS node, Training.

20. EPS information is added.
39
Lesson Review
 The EPS is comprised of hierarchical nodes and projects.
 The EPS enables the organization to manage projects separately but also roll up data for analysis.
Review Questions

1. True or False: Each EPS node can contain a maximum of 50 projects.
2. True or False: Summarization of data is a factor when considering the structure of the EPS.
3. True or False: Every project must be included in the EPS node.
40
Lesson 4: Managing the OBS
41

42
Organizational Breakdown Structure (OBS)

Matching OBS, EPS
43

44
User Access

Defining the Structure
45

46
Sample OBS: Organized by Business Units

Sample OBS: Organized by Roles
47

48
Sample OBS: Organized by Location

Sample OBS: Similar to EPS
49

Overview: Building the OBS

Use the OBS page to create and adjust the OBS. The root OBS element represents the entire organization.
Child nodes beneath the root represent the organizational structure.

On the Administer menu, click User Access to access the User Access page.
Click OBS to access the OBS page.
Click to add an OBS element.
Use arrows to move elements within the OBS hierarchy.
Use the Responsibility detail window to view EPS elements, projects, and WBS elements to which the
selected OBS element is assigned.
Use the Users detail window to assign users to the OBS element.
Use the Description detail window to type a description of the OBS element.
50
Adding OBS Elements

To create an OBS element, select the OBS node and then click the Add icon on the OBS toolbar. The
OBS is automatically added as a child of the selected OBS.
In the following exercise, the organization models its OBS to match its EPS, using a combination of
business units and regions in the hierarchy. Update the OBS to reflect new EPS nodes that were added.

Activity 4-1: Adding OBS Elements
Add OBS elements.
Step Action
1. Begin by navigating to the User Access page. On the Administer menu, click User Access.
2. On the left side of the User Access page, click OBS.
3. Select an OBS node, Enterprise.
4. Click the Add icon.
5. In the OBS Name column for the new OBS element, type <VP of Services>.
6. In the Description detail window, type <Services>.
8. In the OBS Name column for the new OBS element, type <Director of Premier Support>.
9. In the Description detail window, type <Premier Support>.
11. In the OBS Name column for the new OBS element, type <Services and Storage Manager>.
12. In the Description detail window, type <Services and Storage>.
13. Select an OBS node, Director of Premier Support.
51

15. In the OBS Name column for the new OBS element, type <Software Manager>.
16. In the Description detail window, type <Software>.
17. Right-click an OBS node, VP of Services.
18. Click Add.
19. In the OBS Name column for the new OBS element, type <Director of Consulting>.

20. In the Description detail window, type <Consulting>.
21. Right-click an OBS node, Director of Consulting.
22. Click Add.
23. In the OBS Name column for the new OBS element, type <Engineered Services Manager>.
24. In the Description detail window, type <Engineered Services>.
25. Right-click an OBS node, Director of Consulting.
26. Click Add.
27. In the OBS Name column for the new OBS element, type <Application Services Manager>.
28. In the Description detail window, type <Application Services>.
29. Right-click an OBS node, VP of Services.
30. Click Add.
31. In the OBS Name column for the new OBS element, type <Director of Training>.
32. In the Description detail window, type <Training>.
34. The OBS elements are added.
52
Viewing the Responsibility Detail Window

Use the Responsibility detail window to view where the responsible managers (OBS elements) are assigned
throughout the organization.
Yellow pyramid represents an EPS node.

Gray folder represents a project.
Blue squares represent WBS nodes.
To modify the assignments displayed in the detail window, change the responsible manager assigned to the
EPS node or project on the EPS page, or to the WBS element on the Activities page.
Click a column header to sort by either Project ID/WBS Code or Project Name/WBS Name.
Activity 4-2: Viewing the Responsibility Detail Window

View the Responsibility detail window.
Step Action
1. Click the Responsibility detail window.

2. Select an OBS node, E&C to view the elements assigned to it.
3. The Responsibility detail window is displayed.
53
Viewing the Users Detail Window

The Users detail window displays the login name, personal name and Project Security Profile of each user
assigned to the selected OBS element.
 Click the Assign User icon to assign a user to an OBS node.

 Click the Delete icon to delete an assignment.
Activity 4-3: Viewing the Users Detail Window

View the Users detail window.Step Action
1. Click the Users detail window.

2. Select an OBS node, IT.
3. Users assigned to the OBS are displayed.
54
Assigning a Responsible Manager

The responsible manager is assigned from the OBS structure. It designates who is responsible for the work
within an EPS node, project, or WBS element.
When you add a new EPS node or project, the responsible manager assignment is inherited from its parent
EPS node. When you change an existing assignment, you are prompted if you want all the child EPS nodes

and projects within that EPS hierarchy to change to the same responsible manager.
Assign a responsible manager via the Responsible Manager column on the EPS page or the General detail
window on the EPS page.
In this exercise, complete the process of building the OBS by assigning the recently created OBS nodes to
the new EPS nodes.
Activity 4-4: Assigning a Responsible Manager

Assign responsible manager to EPS nodes.
Step Action

3. Click at the right edge of the Responsible Manager column to launch the Select
Responsible Manager dialog box.
4. Click + to expand Enterprise and then select, VP of Services.
5. Click OK.
6. Click No.
55
9. Click + to expand Enterprise and VP of Services, and then select Director of Premier Support.
10. Click OK.
11. Click No.
12. Select an EPS node, Servers and Storage.

14. Click + to expand Enterprise, VP of Services, Director of Premier Support and then select Services
and Storage Manager.
15. Click OK.
16. Click No.
17. Select an EPS node, Software.
18. Click at the right edge of the Responsible Manager column.
19. Click + to expand Enterprise, VP of Services, Director of Premier Support and then select Software
Manager.
20. Click OK.
21. Click No.
22. Select an EPS node, Consulting.
23. Click the General detail window.
24. In the Responsible Manager field, click the Select icon.
25. Click + to expand Enterprise, VP of Services, and then select Director of Consulting.
26. Click OK.
27. Click No.
28. Select an EPS node, Engineered Services.
30. Click + to expand Enterprise, VP of Services, Director of Consulting and then select Engineered
Services Manager.
31. Click OK.
32. Click No.
33. Select an EPS node, Application Services.
35. Click + to expand Enterprise, VP of Services, Director of Consulting and then select Application
Services Manager.
36. Click OK.
37. Click No.
38. Select an EPS node, Training.
40. Click + to expand Enterprise, VP of Services, and then select Director of Training.
41. Click OK.
42. Click No.
44. Responsible managers are assigned.
56
Lesson Review
 The OBS is a hierarchical arrangement of the organization's project management structure.
 An OBS element must be assigned as the responsible manager for EPS, Project, and WBS elements.
 The OBS elements control user access to projects.

Review Questions
1. True or False: An organization can have multiple OBS root nodes.
2. True or False: Users that do not have an OBS assigned can only view projects.
3. OBS elements can not be assigned to which of the following:

a. EPS
b. Risk
c. Activity
d. Project
57
58
Lesson 5: Defining Resources and Roles

Roles and Resources
59

60
Using Roles and Resources

Sample Resource and Role
61

62
Relationship Between Roles and Resources

Resource Types
63

64
Define a Resource Plan

Establish the Hierarchy of Resources
65

66
Define Resource Codes

Create Role Teams
67

68
Create Resource Teams

Overview: Configuring Roles

View the role dictionary on the Administration page in the Resources section. In the Roles tab, create, view,
and modify information about roles.

On the Roles tab toolbar, click the Add icon to add a role. This places the role at the same level as
the selected node.
Click the Select Columns icon to select the columns to display on the Roles tab.
The ID column displays the role hierarchy.
Use detail windows to provide a description, assign resources, assign a role team, and set rates and
limits for the selected role.
Use the selector to select a role.
69
Creating a Role
Define a standard set of roles for all projects in the enterprise. There are no limits to the number of roles you
can establish, and they can be organized into a hierarchy. The Role ID must be unique for each role.
There are three options for creating a role: Click the Add icon on the toolbar; press Insert on your
keyboard; or right-click in the Roles hierarchy and select Add.

After the role is created, use arrows to move the role within the hierarchy.
In the following exercise, create the Senior Consultant role in the SVCS group.
Activity 5-1: Creating a Role

Create a new role. Step Action
1. Begin by navigating to the Administration page.

On the P6 Navigation bar, click Resources.
2. Confirm you are on the Administration page, and then click the Roles tab.
3. Click + to expand SVCS and then select a role, CM-Consulting Manager.
5. In the ID column for the new role, type <SC>.
6. In the Name column, type <Senior Consultant>.
7. In the Description detail window, type <Responsible for troubleshooting problems, improving
efficiency and cutting costs.>.
9. A role is added to the role dictionary.
70
Specifying Rates for a Role

Use the Prices detail window to specify up to five Price/Unit rates for the selected role. After a role is
assigned to an activity, a project manager can choose the rate to calculate cost.
Customize rate type names in Enterprise Data. The rate types Standard Rate, Internal Rate, and External
Rate are shown in the example below.

When a rate is updated, P6 displays a message indicating that the Recalculate Assignment Costs feature
should be run in order for project assignments to use the new values. This feature can be run at any time
from the Activities page or scheduled as a service.
Select the Calculate Costs from Units check box to indicate that new assignments for this role will have
their recalculated whenever changes in the quantity of units occur.
Activity 5-2: Specifying Rates for a Role

Define rates for a role.
Step Action
1. Select a role in the SVCS node, SC - Senior Consultant.

2. Click the Prices detail window.
3. In the Standard Rate column, type a rate for the role <75>.
4. In the Internal Rate column, type a rate for the role <50>.
5. In the External Rate column, type a rate for the role <125>.
7. Click OK.
8. Rates are defined for the role.
71
Specifying Role Limits

Use the Limits tab to specify maximum units/time for a role. Setting these limits helps project managers
quickly identify areas of role overallocation. You can define an unlimited number of limits for each role;
however, the effective date for each limit must be unique. In the Resources section in My Preferences,
choose whether role limit is based on:

 Calculated primary resources’ limit: Based on the combined limit of resources assigned the
primary role. For example, if one resource is assigned the primary role Trainer, the limit for that role
equals the limit for the resource, 8h/d. If three resources, each with 8h/d limit, are assigned the
primary role Trainer, the limit for the role equals the total limit of all three resources, 24h/d.
 Custom role limit: Based on custom role limits defined in the Limits detail window for the role.
Activity 5-3: Specifying Role Limits

Define limits for a role. Step Action
1. Select a role in the SVCS node, SC - Senior Consultant.

2. Click the Limits detail window.
3. In the Limits detail window, click the Add icon.
4. In the Effective Date field, select 25-Apr-11.
5. In the Max Units/Time field, type <4>.
6. In the Limits detail window, click the Add icon.
7. In the Effective Date field, select 3-Oct-11, and then confirm 8 h/d in the Max Units/Time field.
9. Limits are added for the role.
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Assigning a Role to a Role Team

Role teams provide a convenient way to organize roles into a team, enabling project managers to view data
related to a group of roles they manage or are responsible for staffing. When working with pages that
display role data, organize by role team to view units and allocation for the team and each role on the team.
Create a role team on the Role Teams tab, and then use the Roles detail window to assign roles to the team.

An unlimited number of roles can be assigned to a team.
In the following exercise, assign the SC- Senior Consultant role to the Consultants role team.
Activity 5-4: Assigning a Role to a Role Team

Assign a role to a role team.
Step Action
1. Click the Role Teams tab.

2. Click + to expand Global Role Teams and then select a role team, Consultants.
3. In the Roles detail window, click the Add a Role icon.
4. Click + to expand SVCS - Services Roles and then select a role, SC - Senior Consultant.
5. Click Assign.
6. Click Close.
8. A role is added to the role team.
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Overview: Configuring Resources

View the resource hierarchy on the Resources tab on the Administration page. The tab contains information
about all resources in the organization, enabling centralized resource management.

Click the Add icon to add a resource. Click the Add Child icon to add a resource one level
under the selected resource.
Use arrows to move a resource in the hierarchy.
The Primary Role column displays the main role the resource performs. Customize columns to display
additional resource information.
Use the detail windows to add and edit resource-related information.
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Viewing Resources
Group data in the Resource table by resource hierarchy, primary role, or resource code.
Resource type is indicated by icons:
Material resource

Labor resource
Nonlabor resource
Indicates that the resource is overallocated.
In the following exercise, group resources by the Department resource code and then display SVCS
resources.
Activity 5-5: Viewing Resources

Group data in the Resources tab.
Step Action
1. On the Administration page in the Resources section, click the Resources tab.
2. Click the Group By icon.
3. In the Group By list, select Resource Codes, Department.
4. Click + to expand Department and SVCS.
5. Resources are grouped by department.
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Creating a Resource
Before creating a resource, select a node in the Resources table in which to place the resource. Click the
Add icon to add a new resource at the same level, or click the Add Child icon to add a subordinate
under the selected node. Alternatively, right-click on a level and select Add or Add Child. Import resources
via a spreadsheet application is an option when adding multiple resources. On the Resources toolbar:

 Click the Create Import Template icon to open a preformatted spreadsheet to import resource
data.
 Click the Export icon to export data as it appears in the current view to a spreadsheet (.xls) file.
 Click the Import icon to import a spreadsheet (.xls) file that includes a formatted list of
resources. The resources included in the file are then added to the resource hierarchy.
In the following exercise, add a new resource to the Services Group.
Activity 5-6: Creating a Resource

Create a resource. Step Action
1. Click the Group By icon.

2. In the Group By list, select Resource Hierarchy.
3. In the Resources table, select a resource, SVCS - Services Group.
4. Click the Add Child icon.
6. A new resource is created.
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Using the General Detail Window

The General detail window contains the information entered when creating the resource as well as personal
data, such as e-mail and phone number.
When creating a new resource, define the Resource ID using a short, unique code that identifies the
resource. Create a consistent style for Resource ID -- for example, last name and then first initial of first

name.
In the General detail window, select the Active check box to indicate the resource is currently available for
use on projects. Clearing the check box removes the resource from lists used to assign resources to an
activity.
The Parent Resource field enables you to specify the placement of the new resource in the resource
hierarchy.
In the following exercise, add information to the new resource, John Kim, in the General detail window.
Activity 5-7: Using the General Detail Window

Add resource information in the General detail window.
Step Action
1. In the Resources table, select a resource, New Resource.

2. Click the General detail window.
3. In the Resource ID field, type <KimJ>.
4. In the Name field, type <John Kim>.
5. In the E-mail field, type <jkim@enterprise.example.com>.
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6. In the Office Phone field, type <215-555-8169>.
8. The ID, name, and contact information are specified for the resource.

Using the Settings Detail Window

The Settings detail window enables you to enter a selected resource's currency, overtime settings, calendar,
and default availability. If using timesheets, select a user login and the option Uses Timesheets for the
resource, and then assign a manager who will review and approve the resource's timesheets.
 Calendar: Calendar used to track resource availability.

 Default Units/Time: Units/time applied when the resource is assigned to an activity.
 Overtime Allowed: Select to indicate if the resource can enter overtime hours in timesheets.
 Overtime Factor: Value by which the resource’s standard price should be multiplied to determine
the resource’s overtime price.
 Auto Compute Actuals: Select to automatically calculate the resource’s actual quantity of work
according to the project plan.
 Currency: Currency associated with the resource’s costs.
 Calculate Costs from Units: Select to calculate the cost of an activity based on the assigned units.
In the following exercise, set the option to allow overtime for John Kim.
Activity 5-8: Using the Settings Detail Window

Enable a resource to work overtime.
Step Action
1. In the Resource table, select a resource, KimJ - John Kim.

2. Click the Settings detail window.
3. Select the Overtime Allowed check box.
5. The new resource is set to work overtime.
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Using the Units and Prices Detail Window

Use the Units and Prices detail window to set rates and availability. Click in the Units and Prices detail
window to add effective dates and rates.
 Effective Date: The effective start date for price and availability.
 Max Units/Time: A numeric value or percentage the resource can perform in a single work period,

according to effective date, e.g., 8 h/d (100%) = full-time or 4 h/d (50%) = part-time. Setting this
limit allows you to quickly identify areas of resource overallocation in resource
profiles/spreadsheets.
 Price/Unit: Set the resource’s price for a single work unit, according to the effective date.
In the following exercise, set John Kim's standard, internal and external rates, which increase beginning
June 1, 2012.
Activity 5-9: Using the Units and Prices Detail Window

Define availability rates and limits for a resource.
Step Action
1. In the Resources table, select a resource, KimJ - John Kim.

2. Click the Units and Prices detail window.
3. In the Standard Rate column, type <100>.
4. In the Internal Rate column, type <50>.
5. In the External Rate column, type <150>.
6. In the Units and Prices detail window click, the Add icon.
7. In the Effective Date field, select 01-June-12.
8. In the Standard Rate field, type <120>.
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9. In the Internal Rate field, type <60>.

10. In the External Rate field, type <170>.
12. Click OK.
13. Units and prices are defined for the resource.
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Using the Codes Detail Window

The Codes detail window enables you to assign resource code values to categorize the selected resource for
grouping and organizing.
Click the Add Resource Code icon to select the resource codes to assign to the resource. Define resource
codes in Enterprise Data on the Administer menu.

In the following exercise, expand the Location, Classification, and Department nodes to assign resource
code values to John Kim. The resource codes assigned will indicate that he is a full-time employee working
in the Services department in China.
Activity 5-10: Using the Codes Detail Window

Assign codes to a resource. Step Action
1. In the Resources table, select a resource, KimJ - John Kim.

2. Click the Codes detail window.
3. In the Codes detail window, click the Add Resource Code icon.
4. Click + to expand Department and then select SVCS - Services.
5. Click Assign.
6. Click + to expand Classification and then select FTIC - Full Time Individual Contributor.
7. Click Assign.
8. Click + to expand Location and then select China - China.
9. Click Assign.
10. Click Close.
12. Resource codes are added for the resource.
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Using the Roles Detail Window

Use the Roles detail window to assign one or more roles and to specify proficiency and a primary role for a
resource. For each role, designate a proficiency level to indicate the resource’s skill in performing duties
associated with the role.
Assign a primary role to indicate the resource’s most important or most developed skill. By default, the first

role assigned to a resource is designated as the primary role, although this designation can be changed. A
resource can have only one primary role.
In the following exercise, assign the Senior Consultant role to John Kim.
Activity 5-11: Using the Roles Detail Window

Assign a role to a resource.
Step Action
1. Select a resource, KimJ - John Kim.

2. Click the Roles detail window.
3. In the Roles detail window, click the Assign Roles icon.
4. Click + to expand SVCS - Service Roles and then select SC - Senior Consultant.
5. Click Assign.
6. Click Close.
7. In the Proficiency list, select 4 - Proficient.
9. A role is assigned to the resource.
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Creating a Resource Team

Create resource teams to reduce potentially large resource pools into smaller, more manageable groups.
When working in the Planning, Assignments, or Analysis pages, organize by resource team to view team
data, such as total units for the team or view individual unit values for each team member.
Create resource teams in the Resource Teams tab on the Administration page. Or, in the Select Resource

Team dialog box, click Add Team to create a resource team instantly.
For each team:
 Provide a name for the team.

 Select resources for the team. (Unlimited resources can be assigned.)
 Specify who in the organization can access the team.
Assign a resource to a resource team on Resource Teams tab or in the Resource Team detail window on the
Resource tab.
In the following exercise, create a global resource team, China Consultants, and assign resources to the
team.
Activity 5-12: Creating a Resource Team

Create a resource team. Step Action
1. On the Administration page, click the Resource Teams tab.

2. Confirm Global Resource Team is selected, and then click the Add icon.
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3. In the Name column, type <China Consultants>.

4. In the Resources detail window, click the Assign Resource icon.
5. Click + to expand SVCS - Services Group and then select CaseyA - Andrea Casey.
6. Click Assign.
7. Select a resource, KimP - Paul Kim.
8. Click Assign.

9. Select a resource, KimJ - John Kim.
10. Click Assign.
11. Select a resource, WestL - Larry West.
12. Click Assign.
13. Click Close.
15. A resource team is created.
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Lesson Review
 Establish a resource plan to successfully manage resources and costs.
 Plan how to structure resources for organization and easier accessibility.
 Create resources and roles in the Resources tab or Roles tab on the Administration page, in the
Resources section.

 When defining a new resource or role, the Resource ID and Role ID must be unique.
 Use the Units and Prices detail window to establish price/units for resources and roles. You can
specify an effective date for each price/unit.
Review Questions
1. Which statement about roles is false?

a. Multiple roles can be assigned to a resource.
b. Multiple primary roles can be assigned to a resource.
c. A rate can be assigned to a role.
d. Multiple rates can be assigned to a role.
2. True or False: Setting the Max Units/Time for a resource or role can help project managers identify
overallocation in a project.
3. Which of the following is a benefit of using a resource team?

a. More convenient control of the resource hierarchy.
b. Increases efficiency in communicating project information.
c. Replaces role teams.
d. a and b.
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Lesson 6: Enterprise Data
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Enterprise Data

Overview: Configuring Enterprise Data - Global Section

Use the Global section to define data that is used by all projects, activities, and resources across P6 and
Progress Reporter.

In the Enterprise Data Global section, define the following:
 Currencies: Configure the monetary unit or base currency used to store cost data for all projects in
the database. If using multiple currency rates, define additional monetary units and their exchange
rates. When views are changed to display a different monetary unit, costs are calculated based on
the exchanged rate defined.
 Financial Periods: Create financial time periods to more accurately display and report actual costs
and units in time increments recognized by your finance and accounting staff. Create financial
periods, weekly, monthly, quarterly, or yearly.
 Global Calendars: Define available workdays, workhours, and holidays that apply to all projects in
the database. Global calendars can be linked to project and resource calendars. Any changes in the
global calendar are applied to all project or resource calendars associated with it.
 Overhead Codes: Create overhead codes for P6 Progress Reporter users to add overhead activities
to their timesheets to log timesheet hours that are not associated with the project -- for example,
vacation and sick time.
 Timesheet Periods: Create timesheets for Progress Reporter users to enter time worked on
activities. Timesheet periods can be created weekly, biweekly, every four weeks, or monthly.
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Overview: Configuring Enterprise Data - Project Section

Use the Projects section to define data that is used by all projects in the database.

In the Enterprise Data Project section, define the following:
 Baseline Types: Create baseline types to label and standardize the use of baselines across all
projects in the organization.
 Funding Sources: Maintain a hierarchical list of funding sources as part of the organization's
project data. Assign funding sources to projects or EPS elements on the EPS page.
 Notebook Topics: Create Notebook topics to apply a common theme or label to shared information
about an activity, WBS, project, or EPS element such as its purpose or objectives.
 Project Calendars: Create calendars to determine work or nonwork time for a project.
 Project Codes: Track and group projects based on characteristics they share. Project codes help
group and filter potentially vast amounts of information spanning different areas of the organization.
 Project UDFs: Create and maintain user-defined fields that store organization-specific data related
to projects. Project user-defined fields enable you to define a formula or statement to automatically
calculate field values and use graphical indicators to display values.
 WBS Categories: Create categories to organize, filter, report, and maintain WBS information.
Categories are not project-specific; you can assign them to any WBS element in the EPS.
 WBS UDFs: Create and maintain user-defined fields that store organization-specific data related to
Work Breakdown Structures.
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Overview: Configuring Enterprise Data - Activities Section

Use the Activities section to define data that is assigned to activities.

In the Enterprise Data Activities section, define the following:
 Activity codes: Define activity codes to categorize activities into groups based on an organization's
criteria. Use codes for filtering and reporting. An activity code can be one of three types: Global,
EPS, or project.
 Activity, Expense, and Step UDFs: Create and maintain user-defined fields that store organization-
specific data related to activities, expenses, and activity steps.
 Cost accounts: Create cost accounts to monitor project expenses, activity costs, and earned value
throughout the project life cycle. Costs are attached to activities and resources to track the amount of
work accomplished against the amount of money spent.
 Expense categories: Create expense categories to standardize, organize and track expense types
within an organization. Examples include facilities, travel, training, etc.
 Step templates: Define step templates to group commonly used steps in activities. Create step
templates to streamline data entry and ensure that work is performed consistently across multiple
projects.
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Overview: Configuring Enterprise Data - Resources

Use the Resources section to define data that is assigned to resources.

In the Enterprise Data Resources section, define the following:
 Assignment UDFs: Create and maintain user-defined fields that store organization-specific data
related to resource/role assignments.
 Rate Types: Define rate types for specific price per unit of work. Up to five global user-defined rate
types can be defined. The rate type determines the price per unit used to calculate costs for the
assignment. Examples of rate types include Standard, Internal, External.
 Resource Calendars: Create resource calendars to determine work or nonwork time for resources.
 Resource Codes: Create resource codes and values to categorize project resources. Grouping by
resource codes enables you to quickly see activities assigned to an area of responsibility and
activities being performed by a specific group in the organization.
 Resource Curves: Define resource curves to specify how resource units or costs are spread over the
duration of an activity. Resource units are distributed evenly throughout an activity unless a
nonlinear distribution resource curve is assigned.
 Resource UDFs: Create and maintain user-defined fields that store organization-specific data
related to resources.
 Units of Measure: Define units of measure to standardize unit of time or material labels assigned to
material resources.
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Overview: Configuring Enterprise Data - Risks

Use the Risks section to define data that is assigned to risks.

In the Enterprise Data Risks section, define the following:
 Risk Categories: Define risk categories to classify and organize risk types. Use categories to
analyze the types of risks occurring and identify trends within the project or across multiple projects.
 Risk Scoring Matrix: Create risk scoring matrices to define threshold values (probability, cost and
impact, etc.) used in the calculation of a risk score. Risk score provides an overall rating of a risk and
helps determine if the risk should be addressed during the course of the project. A risk scoring
matrix must be assigned to a project in order to perform a qualitative analysis of the project’s risks.
 Risk Threshold - Create risk thresholds to define a range of values (monetary, time, quality, etc.)
used to rate the impact of a risk to a project. A risk that meets or exceeds a defined threshold
requires attention and might require a response action. Thresholds necessary for a risk scoring
matrix: Probability, likelihood of risk occurring; Tolerance, acceptability or manageability of the risk
on a project; Schedule, time by which the risk will increase or decrease the project schedule; and
Cost, cost impact if the risk occurs, user-defined thresholds may also be included.
 Risk UDFs: Create and maintain user-defined fields that store organization-specific data related to
risks. For example, include a location field to identify where the risk occurs, or a ranking field to
determine the order in which the risks will be handled. Data from user-defined fields is not used in
scoring calculations.
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Overview: Configuring Enterprise Data - Issues

Use the Issues section to define data that is assigned to issues.

In the Enterprise Data Issues section, define the following:
 Issue Codes: Create issue codes and values to categorize issues.

 Issue UDFs: Create and maintain user-defined fields that store organization-specific data related to
issues.
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Overview: Configuring Enterprise Data - Documents

Use the Documents section to define data that is assigned to documents.

In the Enterprise Data Documents section, define the following:
 Document Categories: Create document categories to organize documents. For example, use
document categories to track project standards or project deliverables. Each category serves as a
folder for easy retrieval of the document.
 Document Statuses: Create document statuses to identify the current status of work products and
documents within a project. For example, identify documents that are in review or completed.
 Document UDFs: Create and maintain user-defined fields that store organization-specific data
related to documents.
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Overview: Configuring Financial Periods

Use the Financial Periods page to create time periods that store actual units and costs when storing period
performance.

The Financial Periods page is listed in the Global section of Enterprise Data page. Financial period data
is accessible throughout the application.
Click the Add Batch icon to create a batch of financial periods that are within a specified date range
and period cycle.
The table displays all the financial periods created in the application. There cannot be gaps in the dates
of financial periods.
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Creating Financial Periods

Create financial periods to measure and compare financial data in annual, monthly, or weekly periods.
On the Financial Periods toolbar, click the Add Batch icon to create a batch of financial periods that are
within a specified date range and period cycle.

In the following exercise, create a batch of financial periods that begins 01-Jan-16 and ends 31-Dec-17,
containing two-week cycles.
Activity 6-1: Creating Financial Periods

Create a batch of financial periods.
Step Action
1. Begin by navigating to the Enterprise Data page.

On the Adminster menu, click Enterprise Data.
2. In the Global section, click Financial Periods.
3. Click the Add Batch icon.
4. In the Batch Finish Date field, click the calendar icon.
5. Select a date, 31-Dec-17.
6. In the Period Cycle field, click the down arrow and select Every 2 Weeks.
7. Click Create.
8. Confirm 52 new financial periods were created, and click OK.
10. Financial periods are created.
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Using Financial Periods

After financial periods are created, project managers can use the Store Period Performance dialog box on
the Activities page to store period performance in a specified financial period.
Throughout the application where actual units and costs are displayed, the data can be set to display by
financial periods. Note: Some areas of the application, such as Portfolios, require the projects to be

summarized by financial periods in order to display the data by financial periods.
In following exercise, view a resource's cost usage by financial periods.
Activity 6-2: Using Financial Periods

Configure a spreadsheet to display usage by financial periods.
Step Action
1. On the P6 Navigation bar, click Resources.

2. On the Resources Navigation bar, click Analysis.
3. Click the Resource Usage tab.
4. Click + to expand Services Group and select a resource, Paul Kim.
5. In the Display field, select Spreadsheet.
6. Click Customize.
7. In the Display list, select Costs.
8. In the Timescale list, select Financial Period.
9. Click Save.
10. Cost data is displayed by financial periods.
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Overview: Configuring Resource Curves

Use the Resource Curves page to specify how resource units or costs are spread over the duration of an
activity.

The Resource Curve page is listed in the Resources section of Enterprise Data.
There are 12 default resource curves, which cannot be deleted. When new curves are added, they are
listed in the Global section.
Use the Curve Definition detail window to view and configure the graphical representation of the
selected resource curve.
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Creating Resource Curves

When resources are used unevenly over time, use a resource curve to reflect the nonlinear distribution of the
resource and its costs -- for example, a contractor’s gradual increase of usage during an installation phase
activity.
Add a new curve based on the default linear curve or copy and modify a default curve.

Curves are defined by 21 points at 5% intervals from 0 to 100. Click the Prorate icon to make the total
of the distribution values equal to 100% while maintaining the shape you specified.
In the following exercise, create a resource curve that shows usage at the front and back end with no usage
in the middle.
Activity 6-3: Creating Resource Curves

Create a resource curve. Step Action
1. On the Administer menu, click Enterprise Data.

2. In the Resources section, click Resource Curves.
4. In the Name field, type "Concave".
5. In the Curve Definition detail window, in the second curve value percentage field, type <10.4>.
6. In the next curve value percentage field, type <11.2>.
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9. In the next curve value percentage field, type <0>.


25. Click Save icon.
26. A resource curve is created.
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Using Resource Curves

A resource distribution curve can be assigned to any resource or role assignment on the Activities page or
on the Assignments page. The activity must have either a duration type of Fixed Duration & Units/Time or
Fixed Duration & Units. View the resource curves in any resource usage spreadsheet or histogram.
In the following exercise, assign a curve to a resource on the Assignments page and view the usage.

Activity 6-4: Using Resource Curves
Assign a resource curve to a resource assignment.
Step Action

2. On the Resources Navigation bar, click Assignments.
3. Click the scrollbar right arrow until 17-Jul-11 is displayed.
4. Select an assignment, Andrea Casey - Test New Product.
5. Click the right edge of the Curve column to launch the Select Curve dialog box.
6. Select Concave.
7. Click OK.
9. Data is displayed based on the assigned resource curve.
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Overview: Configuring Calendars

Calendars enable the organization to define available workdays and workhours in a day. Holidays, project-
specific work/nonworkdays, and resource vacation days also can be specified.

Global, project and resource calendars are defined on the Enterprise Data page (in the Global, Projects,
Resources sections).
Click the Edit Hours Per Period icon to specify the default number of hours in a work period for a
calendar. This option is available for all calendar types.
All the calendars created appear in the list. An unlimited amount of calendars can be created.
Use tabs to set work and nonwork calendar days, set the standard workweek, and see elements
(activities, resources, projects) that are assigned the selected calendar.
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Creating a Global Calendar

An unlimited number of calendars can be created. Calendar assignments are used for scheduling and
tracking activities and for leveling resources.
P6 supports three types of calendars:

 Global: Applied to all projects and resources in the database.
 Project: Separate pool of calendars for each project to be applied to activities.
 Resource: Applied to an individual resource. For example, the calendar contains a resource’s
personal days and vacation days.
A global calendar:
 Accommodates different work patterns in the organization, such as a traditional 5-day workweek or
a part-time schedule of three 8-hour days.
 Identifies company-wide work and nonwork days.
 Is used as a template for creating a resource or project calendar. All nonwork days, including
holidays, are copied from the base calendar to the new calendar. If you modify the global calendar,
its changes apply to all project and resource calendars linked to it.
Create as many global calendars as needed for the organization. For example, if the organization has
worldwide locations, define one global calendar for each time zone.
On the Global Calendars toolbar, click the Set as Default Calendar icon to set the selected calendar as
the default calendar assignment for all new projects added to the database. You can change the default
calendar assignment for a project at the project level.
Click the Edit Hours Per Period icon to specify the default number of work hours for each time period
(Hours/Day, Hours/Week, Hours/Month, Hours/Year) in a selected calendar.
On the Global Calendars page, click the Used By tab to view all activities and resources to which the
selected calendar is assigned.
In the following exercise, create a global calendar with worktime of 4 days for 10 hours per day, called
4x10. In the new calendar, make Friday a non-work day. Use the 5x10 global calendar as a template.
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Activity 6-5: Creating a Global Calendar
Create a global calendar.
Step Action

2. In the Global section, click Global Calendars.
4. Select a calendar to copy, 5x10.
5. Click OK.
6. In the Name field, type <4x10>.
7. In the Show Exceptions Only list, select Show All Work Time.
8. View work time in calendar format, and then click Year.
9. Click the Standard Work Week tab.
10. Click in the Friday column.
11. In the Set day as list, select Nonwork to make Friday a nonwork day.
12. Click OK.
14. A 4x10 global calendar is created.
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Overview: Configuring Codes

Use project, activity, and resource codes to categorize, group, track, filter and report data for analysis. An
unlimited number of codes can be defined in the Enterprise Data page.

Global, project and resource codes are defined on the Enterprise Data page (in the Global, Projects,
Resources sections).
 Project Codes: Help group and filter potentially vast amounts of information spanning different
areas of the organization. Weighted codes rank or prioritize projects by using numerical values to
calculate a project score.
 Activity Codes: An activity code can be one of three types: Global, EPS, or Project. Global activity
codes organize activities across all projects in an organization. EPS activity codes organize activities
within a specific branch or node of the EPS. Project activity codes categorize activities.
 Resource Codes: Codes provide a method for filtering resources you need to access quickly or for
grouping resources for analysis and summarization in layouts.
Click the Add Code and Add Code Value icons to build the code structure.
Click arrows to build a hierarchical structure of codes.
Select the Secure check box to mark a code visible to only users that have security privileges to view
secure codes.
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Creating Weighted Project Codes

Weighted project codes make it possible to rank or prioritize projects by using numerical values to calculate
a project score. P6 calculates project score based on the weights associated with project codes and project
code values assigned to a project. To use project scoring features, create weighted project codes and code
values and assign them to the projects you want to rank. The weights are relative to the other weighted
values within a code.

 Weight: Assign a weight value to each code and code value to determine its rank or priority.
 Weight Percent: Displays the project code weight divided by the total of all the project code
weights.
 Max Code Value Weight: Specify the maximum weight you want to use for the code values of this
code.
In the following exercise, create a weighted project code, Project Risk, with code values of Low, Medium
and High. The project risk code values have weighted values of 10%, 50% and 100% respectively. Projects
with the lowest project scores are low-risk projects; projects with the highest project scores are high-risk.
Activity 6-6: Creating Weighted Project Codes

Create a weighted project code and values.
Step Action
1. In the Projects section of the Enterprise Data page, click Project Codes.
2. Click the Add Code icon.
3. In the Name column, type <Project Risk>.
4. In the Weight column, type <50.0>.
5. Confirm the code Project Risk is selected, and then click the Add Code Value icon.
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6. In the Name column, type <High>.

7. In the Description column, type <High Risk Project>.
8. In the Weight column, type <1.0>.
9. Click the Add Code Value icon.
10. In the Name column, type <Medium>.
11. In the Description column, type <Medium Risk Project>.

12. In the Weight column, type <.5>.
13. Click the Add Code Value icon.
14. In the Name column, type <Low>.
15. In the Description column, type <Low Risk Project>.
16. In the Weight column, type <.1>.
18. The weighted project code and values are created.
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Using Weighted Project Codes

To view the score of each weighted project code, display the Project Score field in the Project Statistics
portlet, in any scorecard portfolio view, or on the EPS page.
Project Score is based on the project codes selected in My Preferences. If no project codes are selected, the
project score is calculated based on all the weighted codes assigned to the projects.

In the following exercise, view existing weighted code values for project codes and display the project score
on the EPS page.
Activity 6-7: Using Weighted Project Codes

Set project codes to be used in project score calculation.
Step Action
1. Click the + to expand Strategic Rating and view the weighted values.
2. Click + to expand Financial Rating and view the weighted values.
4. In the View list, select Weighted Prioritization Scoring.
5. The project score currently displayed is based on all the weighted project codes assigned to the
projects.
On the Administer menu, click My Preferences.
6. In the Project Score section, click the Project Codes link.
7. In the Available Columns section, select Strategic Rating.
8. Click the Move Right arrow.
9. Click Save.
10. Select the Calculate Project Score based on selected Project Codes check box.
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11. Click Save and Close.

12. Review the Project score values. On the Administer menu, click My Preferences.
13. In the Project Score section, click the Project Codes link.
14. In the Available Columns, select Financial Rating.
16. Click Save.

18. Updated project scores are displayed.
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Overview: Configuring User-Defined Fields

User-defined fields allow you to create and maintain data specific to the organization. User-defined fields
are global, so they can be used across all projects.

User-defined fields are defined in all the sections of Enterprise Data, except for the Global section, and
are available for the following elements: Projects, WBS, activities, steps, expenses, issues, resources,
resource assignments, risks, and documents.
Most custom fields you create will have only two main properties: a name and a data type. A user-
defined field’s data type determines the kind of data that can be entered in the user defined field:
 Start date: Dates and times.

 End date: Dates and times.
 Integer: Numeric (except currency); no decimals.
 Number: Numeric; with decimals.
 Text: Text or combinations of text and numbers.
 Cost: Currency values.
 Indicator: Color-coded icons.
Project UDFs also support custom formulas and graphical indicators based on calculations. Click the
corresponding detail windows to define those indicators.
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Creating Graphic and Calculated UDFs

Create and configure user-defined fields (UDFs) for projects on the Project UDFs page. Create a UDF if you
want to view information that is not available in a standard P6 field -- for example, delivery dates, purchase
order numbers, or revised budgets.
UDFs are often used in the import / export of Microsoft Project schedules. Create UDFs to map the MSP

fields into P6 during the import / export process.
Use the Formula, Indicators, and Summary Indicators detail windows to define a formula or statement to
automatically calculate field values and select graphical indicators to display for a field, based on its value.
For example, choose a graphical indicator to display when the value of the field equals a certain number, or
when the value of the field falls between a certain range of dates.
In the following exercise, create two project UDFs.
 A graphical indicator to represent customer satisfaction for a project.

 A calculated UDF to see the value of the Original Budget increased by 10%.
Activity 6-8: Creating Graphic and Calculated UDFs

Create a graphic and calculated UDF.
Step Action

2. In the Projects section, click Project UDFs.
4. In the User Defined Field column, type <Customer Satisfaction>.
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5. In the Data Type list, select Indicator.

8. In the User Defined Field column, type <Budget Increase>.
9. In the Data Type list, select Number.

10. In the UDF Type list, select Formula.
11. Click the Formula detail window.
12. In the Fields list, select Original Budget.
13. Click Insert Field.
14. Click the asterisk symbol for multiply *.
15. In the Formula field, type <1.1>.
17. The topic is completed.
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Using Graphic and Calculated UDFs

User-defined fields can be displayed throughout P6 in layouts, portlets and reports. If a project user-defined
fields require input, add the column to the EPS page and enter the data. Calculated user-defined fields will
already have data populated based on the formula defined.
In this exercise, add the newly created user-defined fields as columns on the EPS page. For the Customer

Satisfaction user-defined field, select the appropriate indicators for the project. For the Budget Increase
user-defined field, view the new budget value.
Activity 6-9: Using Graphic and Calculated UDFs

Add columns to view UDFs. Step Action

2. In the View list, select EPS Hierarchy.
3. Click the Columns icon.
4. Click + to expand User Defined (Project) and select Customer Satisfaction.
6. In the Selected Columns section, select Customer Satisfaction.
7. Click the Move Up arrow.
8. In the Available Columns section, select Budget Increase.
10. Click OK.
11. Select a project, Nesbid Building Expansion.
12. In the Customer Satisfaction column, select the Green circle indicator.
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13. Select a project, Haitang Corporate Park.

14. In the Customer Satisfaction column, select the Blue star indicator.
15. Select a project, City Center Office Building Addition.
16. In the Customer Satisfaction column, select the Yellow triangle indicator.
17. Click Save icon.
18. Click the scrollbar right arrow to view the Budget Increase column.

19. The Budget Increase column displays the Original Budget value increased by 10%.
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Lesson Review
 Enterprise Data, located on the Administer menu, enables you to define global standards and values
across all projects, including custom categories and values for projects, resources, and WBS
elements.
 Use project codes for grouping and reporting project information, and classifying and categorizing

projects according to your organizational needs. Weighted project codes make it possible to rank or
prioritize projects by using numerical values to calculate a project score.
 Consider making project codes and activity codes secure so they are available only to certain users.
 Define risk categories, thresholds, scoring matrices, and UDFs to enable project risk analysis.
Review Questions
1. True or False: User-defined fields are custom fields you create to track and maintain data specific to your
organization.
2. True or False: Overhead codes are a type of project code.
3. True or False: The base currency is the monetary unit used to store cost data for all projects in the
database.
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Lesson 7: User Access
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User Access

Configuring User Access
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Distinguishing Users and Resources

Module - Components of P6 EPPM
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Module - Role-Based Functions

Security Profiles
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Security Profiles Diagram

Pre-Defined Security Profiles
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User Interface Views

Overview: Creating Security Profiles

Configure security profiles by assigning privileges on the detail windows. Options configured in each detail
window apply to the selected profile.

Select global or project security profiles.
Click the Add icon to create a new security profile.
Use the Copy and Paste icons to create a new security profile based on an existing profile.
Click the Export icon to export security profiles to a spreadsheet.
In the Default column, select the security profile that is assigned by default.
Use detail windows to assign privileges to the selected security profile.
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Creating Global Security Profiles

A global security profile determines a user’s access to application-wide information and settings, such as
resources, global codes, and the OBS.
P6 requires that you assign a global security profile to each user. A profile can be designated as a default for
new users.

On the Global Security Profiles page, you can add an unlimited number of profiles. The global security
privileges are divided into the following categories:
 Administration
 Codes
 Global Data
 Resources
 Templates
 Tools
 Views and Reports
In the following exercise, add a new Resource Manager global security profile. Privileges from each
category will not be assigned. Click on each detail window to view available options for each category.
Activity 7-1: Creating Global Security Profiles

Create a global security profile.
Step Action
1. Begin by navigating to the User Access page.
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On the Administer menu, click User Access.

2. On the left side of the User Access page, click Global Security Profiles.
4. In the Profile Name column, type <Resource Manager>.
5. Click the Administration detail window and view options.

6. Click the Codes detail window.
7. Select the Add Resource Codes check box. This automatically selects the option for Edit Resource
Codes.
8. Select the Delete Resource Codes check box.
9. Click the Global Data detail window.
10. Select the Add/Edit/Delete User Defined Fields check box.
11. Click the Resources detail window.
12. Select the check box for the column header Privilege, which automatically selects all the options in
the detail window.
13. Click the Templates detail window and view options.
14. Click the Tools detail window and view options.
15. Click the Views and Reports detail window.
16. Select the Add/Edit/Delete Global Reports check box.
17. Select the Edit Global Tracking Layouts check box.
19. The global security profile is created.
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Viewing Project Security Profiles

A project security profile determines a user’s access to project-specific information, such as baselines,
WBS, and expenses. For each OBS element that a user will have access to, a project security profile must be
assigned. Just like the global security profile, a project security profile can be set as a default to be assigned
with each responsible manager assignment.

On the Project Security Profile page, you can add an unlimited number of profiles. The project security
privileges are divided into the following categories:
 Activities
 Codes
 EPS and Projects
 Project Data
 Related Applications
 Resource Assignments
 Timesheets
 Tools
 Views and Reports
Activity 7-2: Viewing Project Security Profiles

View project security profiles.
Step Action
1. On the left side of the User Access page, click Project Security Profiles.
2. Select an existing profile, Project Manager.
3. Click the Codes detail window and view options selected.
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4. Click the EPS and Projects detail window and view options selected.
5. Click the Project Data detail window and view options selected.
6. Click the Related Applications detail window and view options selected.
7. Click the Resource Assignments detail window and view options selected.
8. Click the Timesheets detail window and view options selected.
9. Click the Tools detail window and view options selected.

10. Click the Views and Reports detail window and view options selected.
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Overview: Configuring User Access

The Users page displays all users in the database. This view can be grouped by Global Security Profile, user
interface view, or by list.

Click the Add icon to add new users to the database.
Click the Change Password icon to enter a new password for the selected user. Note: If you are
using SSO/LDAP, you cannot change the password. The password must be changed on the SSO/LDAP
server.
Click the Count icon to view the number of users with access to each module of the application.
Click the Export icon to export the list of users and the columns displayed on the page to a
spreadsheet.
Use the Project Access detail window to assign projects (OBS elements) and project security profiles to
the selected user.
Use the Module Access detail window to assign the modules to which the users will have access.
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Creating User Accounts

Click the Add icon to create a user account via the Add User dialog box:
 Login Name: Name users will enter when they login to any P6 module; maximum of 30 characters.
 Personal Name: Actual name of the user; first name and last name can be included.
 Password: Password the user will log in with. It must be between 1 and 20 characters. Users can

reset their passwords within the application, except if SSO/LDAP is enabled. The password policy
can be customized in Application Settings.
 Confirm Password: Re-type the password to ensure it is correct.
Note: If SSO/LDAP is enabled, instead of the Add User dialog box, an Add Users from LDAP dialog box is
displayed. Users are provisioned (imported) from the LDAP server. The administrator may be required to
log in to the LDAP server through this process to search for users that need to be added from the repository
into P6.
After users are added, enter the e-mail address and phone number in the E-mail and Phone columns on the
Users page. For SSO/LDAP users, that information can be imported from the LDAP server.
Activity 7-3: Creating User Accounts

Create a user account.
Step Action
1. On the left side of the User Access page, click Users.

3. In the Login Name field, type <rmanns>.
4. In the Personal Name field, type <Roy Manns>.
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8.
7.
6.
5.
Click Add.
Click the Save icon.
9. The user account is created.

In the Password field, type <password>
In the Confirm Password field, type <password>

Configuring User Access

After creating users on the Users page, select the control options the users will have:
 Associated Resources: Configured in the Associated Resource column. Assign an associated

resource to the user profile to connect the user with a resource. Each user can have only one resource
assigned, and a resource cannot be assigned to more than one user at the same time. This assignment

is optional and only required if the user is enabled to edit its personal resource calendar or will use
P6 Progress Reporter.
 Global Security Profiles: Configured in the Global Security Profile column. All users must be
assigned a global profile to grant or deny them access to global data. The default global security
profile is automatically assigned when creating a new user.
 Module Access: Configured in the Module Access detail window. Assign module access to all users
to grant them access to any of the P6 EPPM applications that are deployed in the organization.
Module access is required to log in to an application. Note: Users cannot log into P6 without one of
the following module access options selected: Projects, Portfolios, Resources, Team Member, or
Enterprise Reporting.
 Project Access: Configured in the Project Access detail window. Assign the responsible manager
(OBS element) that defines projects that the users can access. After a responsible manager is
assigned, assign a project security profile to control what the user can do within the projects
assigned. A user can have multiple OBS elements assigned.
Activity 7-4: Configuring User Access

Configure user access.
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Step Action
1. Confirm resource Roy Manns is selected. Click at the right edge of the Resource Access column to
launch the Specify Resource Access dialog box.
2. Select the All Resources option.
3. Click Assign.
4. In the Global Security Profile, select Resource Manager.
5. In the Associated Resource column, click the ellipsis.

6. Click + to expand SVCS - Services Group and select MannsR - Roy Manns.
7. Click Assign.
8. Click the Module Access detail window.
9. Select the Resources check box.
10. Select the Enterprise Reports check box.
11. Select the Progress Reporter check box.
12. Click the Project Access detail window.
13. Click the Add Responsible Manager icon.
14. Select a responsible manager, Enterprise.
15. Click Assign.
16. Click Close.
17. In the Project Security Profile column, select Resource Manager.
19. The user account is configured.
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Overview: Creating User Interface Views

Use the User Interface Views page to configure the set of menu items and pages available to a user in the
Dashboards, Portfolios, Projects, Resources, and Administration sections. Views can be configured based
on a user's role, hiding functionality that is not applicable.

Select a user interface view to assign to new users by default. If no view is selected, the user will see
all available menus and pages when they log in to P6.
Click Create User Interface View to configure a new view. New views can be created based on
existing user interface views.
List of available user interface views. Click a user interface view to review or edit the configuration.
Click Delete to remove the user interface view.
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Creating User Interface Views

User interface views enhance usability by giving users visibility to features essential to their role and hiding
functionality that is not applicable.
Click the Create User Interface View link to configure a new view. In the Copy from Existing User
Interface View dialog box, choose an existing user interface as a starting point or choose New User

Interface View.
 Content tab: For Dashboards, Portfolios, Administer, Projects, and Resources sections, configure
the menu items and pages available in the view.
 Activity Editing tab: In addition to the project security profile, restrict activity level data that is
editable. Note: Giving users edit privileges at this level does not supersede the project security
profile.
 Users tab: Select users that are assigned the newly created view. Also, select whether a user can edit
the contents of their assigned interface view. Allowing editing of the view does not change the view
for others assigned to the same view.
Activity 7-5: Creating User Interface Views

Create a user interface view.Step Action
1. On the Administer menu, click User Interface Views.

2. Click Create User Interface View.
3. Confirm New User Interface View is selected, and click OK.
4. In the User Interface View Name field, type <Resource Manager>.
5. In the Dashboards section, click Menu Items.
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6. Clear the Manage Dashboards check box.

7. In the Dashboards section, click Assign.
8. Select Strategic Programs.
9. Click Assign.
10. Click Close.
11. In the Portfolios section, clear the Menu Items check box.

12. In the Portfolios section, clear the Pages check box.
13. Although you selected the option to display no pages in the Portfolios section in the previous step, at
least one page must be visible.
In the Portfolios section, click Pages.
14. Select the Performance Status check box.
15. In the Administer section, clear the Menu Items check box.
16. In the Projects section, clear the Menu Items check box.
17. In the Administer section, clear the Pages check box.
18. In the Projects section, click Pages.
19. Select the Team Usage check box.
20. Click the Activity Editing tab.
21. In the Dates row, clear the Edit check box.
22. In the Durations row, clear the Edit check box.
23. In the General row, clear the Edit check box.
24. In the Lists row, clear the Edit check box.
25. In the Percent Complete row, clear the Edit check box.
26. In the Units row, clear the Edit check box.
27. Click the Users tab.
28. Click + to expand Users without a User Interface View and select rmanns-Roy Manns.
31. The user interface view is created.
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Testing New User Login

After creating users and views, ensure the privileges are working as expected by logging in to P6 with the
user's credentials.
In the following exercise, log into P6 as the new user, Roy Manns, and view his access.

Activity 7-6: Testing New User Login
Test new user login. Step Action
1. Click Logout.
2. In the Username field, type <rmanns>.
3. In the Password field, type <password>.
4. Click Login.
5. On the Dashboards menu, click the down arrow.
Note that only Approve Timesheets is available.

6. On the P6 navigation bar, select Resources.
7. Select the Administer menu.
Note that only My Preferences is available.

8. Click Logout.
9. In the Username field. Enter <admin>.
10. In the Password field. Enter <admin>.
11. Click Login.
12. The new user login is verified.
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Lesson Review
Protect unauthorized changes to data and access to sensitive data by:
 Defining global and project security profiles based on various user roles in the organization.
 Restricting which P6 modules user needs to access.
 Assigning the appropriate OBS elements to control project access.

 Creating user interface views to hide functionality not needed based on user roles.
Review Questions
1. True or False: A resource can be associated with more than one user.
2. True or False: A user must be assigned one project security profile per OBS element they are assigned.
3. True or False: To restrict a user from editing any global data, do not assign a global security profile.
4. True or False: An unlimited number of security profiles can be defined.
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Lesson 8: Planning the Project

Templates
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144
Baselines

Baseline Data
145

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Project Preferences

Overview: Configuring Project Templates

Project templates allow an organization to leverage best practices and standards for accomplishing common
processes. Project templates can be used to create a library of predefined project structures that can later be
used as what-if projects to quickly assess scope and costs, or starting points for new projects.

Project templates include WBS, activities with relationships, resource/role assignments, expenses, and other
attributes. WBS elements can be used to tailor a project if the entire template isn't required. On the Actions
menu on the Activities page, click Add, Add WBS from Template.
Required fields are marked with asterisks.
Type a Template ID and Template Name.
Click the Select icon to select the EPS or responsible manager.
Click the Select icon in the Copy from existing project or template field to use an existing project or
a template as the basis for the new template.
When creating a new template from an existing project, use the Advanced tab to specify the project
attributes to include in the template.
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Creating a Template from an Existing Project

When creating a template, specify the project on which it is based as well as whether to use actual units and
costs or planned units and costs – the latter providing the option to remove progress from a project with
actuals.
Use the Advanced tab to specify project attributes that are carried over to the new template.

In the following exercise, create a project template from an existing project.
Activity 8-1: Creating a Template from an Existing Project

Create a template from an existing project.
Step Action
1. Begin by navigating to the EPS page.

On the P6 Navigation bar, click Projects.
2. On the Actions menu, click Add, Add Project Template.
3. In the Template ID field, type <Temp-001>.
4. In the Template Name field, type <Consolidation>.
5. In the EPS field, click the Select icon.
6. Select the Project Templates node.
7. Click OK.
8. In the Copy from existing project or template field, click the Select icon.
9. Click + to expand All Initiatives, Engineering & Construction, and then select City Center Office
Building Addition.
10. Click OK.
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11. Select the Use Planned Costs and Units option.

12. Click the Advanced tab.
13. Clear the Risks check box.
14. Clear the Notebooks check box.
15. Clear the Expenses check box.
16. Clear the Notebooks check box.

17. Clear the Resource and Role Assignments check box.
18. Click Create.
19. Click the scrollbar down arrow to view the Consolidation template in the Project Templates EPS
node.
20. A template is created.
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Overview: Configuring Baselines

Before work begins on the project, create a baseline as a snapshot to compare schedule and cost data of the
original project plan against current data as the project progresses.

Click the Add icon in the Baselines dialog box to add a baseline.
Click the Convert a Project to Baseline icon to convert an existing project to a baseline. Click the
Restore a Baseline icon to convert an existing baseline to a project.
Choose the type of baseline from the Baseline Type list.
Assign a baseline as a project baseline, user’s primary baseline, or both.
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Setting the Project Baseline

An initial baseline should be created after the project plan is approved.
Create additional baselines to measure performance benchmarks as the project progresses.
Baseline types are used to categorize baselines and identify its purpose -- for example, initial planning

baseline, what-if project baseline, customer sign-off, or mid-project baseline. Baseline types are created by
the application administrator in Enterprise Data.
Multiple baselines can be created for a project, but only two baselines can be used at a time to display and
compare data:
 Project baseline: A single metric for comparison that enables all involved in the project to have a
shared and consistent set of data against which to evaluate project progress. There is only one project
baseline at any time. All pages that display summarized data compare and display data against the
project baseline.
 User's primary baseline: An optional baseline used to evaluate project progress. Users with access
to the project can set their own baseline without interfering with other users viewing the same
project.
Activity 8-2: Setting the Project Baseline

Set the project baseline.
Step Action
1. On the Actions menu, click Close All to close all projects.

2. Right-click a project, Haitang Corporate Park, and then select Open Project.
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3. On the Actions menu, click Define Baselines.

4. Click + to expand Haitang Corporate Park and display available baselines.
5. In the Project Baseline column, select Haitang Corporate Park - B1.
7. Click Close.
8. A baseline is assigned.
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Configuring Project Preferences

Use the Project Preferences page to configure how the data is managed and maintained in each project.

Configure project preferences by selecting a project on the EPS page and then selecting Project
Preferences from the Actions Menu. There are multiple areas that can be configured:
 Analytics: If using P6 Analytics, configure the level of data and time interval to be stored.
 Calculations: Configure project calculations to define how the application computes values
concerning activities, earned value, and units and costs. When viewing earned value, select the
option to compare the current values against the project baseline instead of the user baseline. This
ensures that all users are viewing the same data.
 Contract Management: Link projects in P6 and Contract Management by linking the applications,
enabling you to view contractual information in P6 portlets.
 Defaults: Configure project defaults to define the attributes (activity type, calendar, rate type, etc)
each new activity and assignment will have when added to the project.
 General: Configure the symbol to use as the WBS code separator and the month in which the fiscal
year begins.
 Progress Reporter: Configure options for statusing and managing activities to determine how users
interact with activities.
 Services: Configure options to enable/disable project summarization and publication services.
Determine how you want the project summarized and determine the priority level for publication.
 Team Member Applications: Configure the team member status updates feature to enable a project
manager to manually edit and approve status updates, made by resources or activity owners in one of
the Team Member applications, before the updates are applied to the project.
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Lesson Review
 Use project templates to quickly create projects as it reduces data entry and uses best practices.
 Set the project baseline for each project so that all users use the same baseline data for comparison.
 Configure project preferences for each project to determine how the project will be maintained and
managed.

Review Questions
1. True or False: Multiple project baselines can be set.
2. True or False: Project preferences must be set per project.
3. Which of the following can be done in P6?

a. Create a new template based on a template.
b. Create a new project based on a template.
c. Create a new template based on an existing project.
d. All of the above.
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Lesson 9: Updating the Project
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E-mail Statusing Service

Configuring Access to Update Activities by E-mail
157

158
P6 Team Member for iPhone

Configuring Access to P6 Team Member for iPhone App
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160
Configuring Access for Remote Updates

Progress Reporter
161

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Delegating Status Updates

Overview: Configuring Team Member Applications

Use Project Preferences to set up reviews on activity updates made by team members and configure fields in
P6 Team Member applications.

For each project, use Project Preferences to configure Team Member applications.
Enable status updates using Team Member and define who the reviewer will be.
Configure which team members are allowed to status activities and what fields they will use to update
the status.
Define activity codes and user-defined fields that team members can view.
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Configuring Team Member Applications

Configure Team Member applications to require a project manager to manually edit and approve status
updates before the update is applied to the project.
Status Reviews

The configuration is set per project using Project Preferences. If all activities in a project require review
before the status update is applied, then select the option to Allow reviews for Team Member status updates
and the Review required by default for new activities option. If only certain activities in a project require
review, use the Review Required column on the Activities page to specify each activity.
Status updates can be approved by an assigned reviewer or an admin superuser or project superuser.
Note: If the review options are not set, updates from a Team Member application are automatically
approved and applied in P6.
Edit Fields
If the team members are assigned to activities as resource assignments, select up to three fields that can be
updated:
 Actual Units
 Remaining Units
 Remaining Duration
If the team members are assigned to activities as activity owners, select up to four fields that can be updated:
 Activity % Complete
 Actual Labor Units
 Actual Nonlabor Units
 Expected Finish
 Remaining Duration
 Remaining Labor Units
 Remaining Nonlabor Units
Note: Actual Start and Actual Finish are always editable. Remaining Early Finish is always editable for
assignments.
If specified, team members can also view up to three global activity codes and/or activity UDFs.
In this exercise, you will configure a project for status review and assign a reviewer.
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Activity 9-1: Configuring Team Member Applications
Configure a project for Team Member Applications.
Step Action
1. Begin by navigating to the EPS page.
On the P6 Navigation bar, click Projects.

2. Select a project, Haitang Corporate Park.
3. On the Actions menu, click Set Project Preferences.
4. In the left pane, click Team Member Applications.
5. Select the Allow reviews for Team Member status updates check box.
6. In the Reviewer field, click the Select icon.
7. Select a user, brice - Barbara Rice.
8. Click OK.
9. Click Yes.
10. In the Edit Fields section, select the Both option.
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Overview: Progress Reporter

Progress Reporter is a Web-based module that team members can use to update project data, record time
worked, and enter information about their assignments. They also can communicate timesheet and activity
status directly to their managers.

Configure Timesheet options in Application Settings.
Configure general settings regarding timesheets.
Determine the timesheet approval level. A default resource manager must be defined when using one-
level or two-level approval.
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Configuring Timesheets
Several sections in P6 must be configured for Progress Reporter.
Administrative Settings
In Application Settings on the Timesheets page, configure default timesheet options and the timesheet
approval level.

General Settings
 New resources use timesheets by default: New resources have the option selected to use
timesheets, unless otherwise specified.
 Resources can assign themselves to activities by default: Resources can assign themselves to
activities in newly created projects. For individual projects, override this setting in Project
Preferences on the EPS page.
 Enable timesheet auditing: Saves the history of timesheet submission, approval, rejection,
reviewers, and associated dates. To view the historical data, reports using BI Publisher must be
created.
Timesheet Approval Level
 Auto Submission: No submission or approvals is required: Timesheets do not need to be

submitted or approved.
 Auto Approval: Automatically approve upon submission: Timesheets do not require
management approval. Timesheets are approved automatically when they are submitted.
 One approval level: Resource manager approval required: Timesheets require approval by the
resource manager only. If this option is selected, the status of all submitted timesheets remains
Submitted until the approving manager changes the timesheet's status.
 Two approval levels: Project and resource managers' approval required: Timesheets require
approval by project and resource managers. If this option is selected, the status of all submitted
timesheets remains Submitted until both managers approve the timesheet.
 Project manager must approve before resource manager: Project manager must approve
timesheets before resource managers. The Two Approval Levels option must be selected to enable
this option.
 Default Resource manager approving timesheets when one or two approval levels required:
Select the approver who will approve timesheets. The default approver is assigned each time a
resource is created who uses timesheets.
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Timesheet Periods
In the Global Section of Enterprise Data, create timesheet periods. Create a single timesheet period or create
a batch of timesheet periods. After timesheets are created the dates cannot be edited. Timesheet periods
must be unique and cannot overlap an existing time period.
Overhead Codes
Overhead codes allow resources to enter hours for items not associated with activities, such as vacation and
sick time. Overhead codes are created in the Global Section of Enterprise Data.
Project Preferences
Configure options for statusing and managing activities within P6 Progress Reporter. These settings are per
project. The administrator or project manager should decide if resources can mark an activity completed
and if resources can assign themselves to activities or see activities from inactive projects.
Statusing Activities section
 Percent Complete: Resource uses the Percent Complete field to status activities.
 Remaining Units: Resource uses Remaining Units field to status activities.
 Primary resources can mark activities as complete: Primary resources can mark activities as
completed.
 Resources can mark assignments as completed: Resources can mark assignments as completed.
Managing Activities section
 Resources can view activities from an inactive project: Resources can view activities from a
project that is not currently active.
 Resources can assign themselves to activities: Resources can assign themselves to activities.
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Activity 9-2: Configuring Timesheets
Set timesheet configurations.
Step Action
1. On the Administer menu, click Application Settings.

2. On the left side of the Application Settings page, click Timesheets.
3. Clear the Resources can assign themselves to activities by default check box.
4. In the Default Resource manager approving timesheets when one or two approval levels required
field, click the Select icon.
5. Select a user, alang - Asia Lang.
6. Click OK.
8. On the EPS page, select a project, Nesbid Building Expansion.
10. On the left side of the Project Preferences page, click Progress Reporter.
11. Clear the Resources can assign themselves to activities check box.
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Configuring Users for Progress Reporter

To enable a team member to use Progress Reporter, the following needs to be configured:
 A user login account must be created.

 The user login account must have Module access to Team Member or Progress Reporter.
 The user login account must be associated with a resource.

 The resource associated with the user login account must be set to Uses Timesheets.
Activity 9-3: Configuring Users for Progress Reporter

Configure a user to use Progress Reporter.
Step Action

2. On the Resources Navigation bar, click Administration.
3. On the Resources tab, click + to expand IT and select HuntT- Tamra Hunt.
4. Click the Settings detail window.
5. In the Timesheet User Login field in the Progress Reporter section, click the Select icon.
6. Select a user, thunt - Tamra Hunt.
This user is assigned Module Access to Progress Reporter.

7. Click OK.
8. Select the Uses Timesheets check box.
9. The default Timesheet Approval Manager Roy Manns is assigned after clicking the Save icon.
Click the Save icon.
10. A user is configured to use Progress Reporter.
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Lesson Review
 Team Member module access allow users to use e-mail statusing, iPhone or the Team Member
application to update activities.
 Progress Reporter module access allow users to status their activities through timesheets.
 Users can not be configured to use both Team Member and Progress Reporter.

Review Questions
1. True or False: When using e-mail statusing, updates occur nightly.
2. True or False: Timesheets can be configured to use up to three levels of approval.
3. Which of these options is not an available method to status activities:

a. Progress Reporter
b. E-mail Statusing Service
c. P6 Team Member for iPhone application
d. Twitter
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Lesson 10: Scheduling Services

Project Scheduled Services
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P6 Publication and Reporting Process

Configuring Publication Services
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Publishing Project Data and Global Data

Oracle Business Intelligence Publisher
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P6 Analytics and Oracle Business Intelligence

Reporting in P6 EPPM, P6 Analytics
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Overview: Project Scheduled Services

Use the Project Scheduled Services page to add, verify status, modify, and delete routine, recurring project
management services.

Click the Add icon to create new scheduled services.
Click the View Log File icon to review the output of running the service. Errors are displayed in
the log.
Click the Run Service icon to run the select service immediately.
Select the Enabled check box to run the services as scheduled. Clear to disable the scheduled service.
When adding a new service, provide a descriptive name that identifies the service. For the Service
Type, select one of the four types available.
Select a frequency and a start time for the service.
Options in this section will vary, depending on the type of service, but all will require the selection of
projects to run against.
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Scheduling Services
Project Scheduled Services runs a service at a specified time and frequency for a single project or a group of
projects.
The following types of services can be scheduled:

 Schedule project
 Apply actuals
 Level project resources
 Summarizer
Use this feature to schedule services so they don't have to be manually run. This also keeps standard
practices in place so the project is updated on a routine basis.
Project Scheduled Services can be set up by an application administrator or by project manager with the
global security privilege, Administer Project Scheduled Services.
Access the Project Scheduled Services dialog box from the Projects menu on the P6 Navigation bar. When
checking the status of a service, there are five statuses:
 Delegated - Summarize service is running and waiting for child records to complete summarizing.
 Pending - Service was just created or is waiting in queue to be run.
 Running - Service is running on the service machine.
 Failed - Service cannot complete, an error occurs, or data could not be committed.
 Complete - Service completes successfully.
Services can be scheduled to run consecutively using the option After previous service. This option is useful
when running a series of services that are dependent on each other. One example is after applying actuals to
projects, those projects need to be summarized.
Use the Service Summary detail window to quickly view the frequency and time the service is scheduled to
run as well as the projects it is scheduled to run against.
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Activity 10-1: Scheduling Services
Schedule a service. Step Action
1. On the Projects menu, click Project Scheduled Services.

3. In the Service Name field, type <Summarize - IT Projects>.
4. In the Service Type list, select Summarize.
5. In the Run Service list, select Weekly.
6. In the On list, select Sunday.
7. In the Start Time field, click the up arrow until the time is 05:00.
8. In the Select Projects section, click the Add icon.
9. Click + to expand Enterprise - All Initiatives and select the IT - Information Technology EPS node.
10. Click Assign.
11. Click Close.
12. Click Save.
13. A scheduled service is added.
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Overview: Publishing Global and Project Data

To optimize reporting, configure P6 to automatically publish data to tables that store updated project and
global data.
Configure settings for publication services at the enterprise level in Application Settings and Global
Scheduled Publication Services. Configure project-level publication in Project Preferences.

On the Services page in Application Settings, set up automatic publication and enable P6 to publish
project and global data.
In Global Scheduled Services, enable the types of global data services you want to schedule.
On the Services page in Project Preferences, disable or enable publication for the selected project.
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Defining Publication Periods

Before publishing global or project data for reporting, define the publication period. The publication period
should be large enough to capture all the project data that needs to be included in reports. Define publication
periods on the Services page in Application Settings.
Specify the start and finish date for the publication period. In the Start date field, specify a date in the past

that represents a reasonable amount of historical spread data for your organization, such as the earliest
project start date at your organization. In the Finish date is current date plus fields, select a number of
months or years to add to the current date and determine the finish date for the publication of data.
If the Start date is changed after data has been published, all project and global data will be automatically
recalculated.
In the Time distributed interval field, select the unit of time in which time distributed data will be
recalculated and published. Determine the main goal for reporting. Set the time interval to Week if
performance is of primary importance and daily details of the published data are not necessary.
These fields can only be modified using the Admin Superuser security profile.
In the following exercise, open Application Settings and view the publication period on the Services page.
Activity 10-2: Defining Publication Periods

View the publication settings on the Services page.
Step Action
1. Begin by navigating to the Application Settings page.
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On the Administer menu, click Application Settings.

2. On the left side of the Application Settings page, click Services.
3. The Publication settings on the Services page are displayed.
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Enabling Automatic Publishing of Project Data

In Application Settings on the Services page, enable projects for publication and set options for automatic
project publication.
In the Project Publication section, select the Enable Publish Projects check box to automatically publish
projects and to specify how often to publish projects.

When determining the publication frequency of project data, consider how often the project is updated with
information. Assuming a constant rate of change among projects, a lower value in the Number of changes
exceeds field will result in more frequent publication of project data. If you enter a value of 0, projects with
tracked changes will be automatically published. Only changes to activities, resource/role assignments,
relationships, and the WBS are tracked.
In the Time since last publication exceeds field, specify how often the publication of project data should
occur.
Select the Publish idle projects setting to add migrated projects to the service queue after the database is
upgraded. This setting will ensure that all projects are published and their data is available for reporting.
Completed projects are also included. In the Maximum number to publish field, enter the maximum number
of idle projects that can be in the service queue at one time. This field is only applicable immediately
following an upgrade, when all projects are considered idle.
For enabled projects, you can manually publish project data on the EPS page. Select one or more projects,
and then click Publish Projects on the Action menu.
In the following exercise, enable P6 to automatically publish projects every hour and when the number of
changes in a project exceeds 20.
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Activity 10-3: Enabling Automatic Publishing of Project Data
Enable P6 to automatically publish project data.
Step Action
1. On the Services page, select the Enable Publish Projects check box.
2. In the Publish projects every Minutes list, select Hours.
3. In the Number of changes exceeds field, type 20.
5. P6 will automatically publish project data every hour.
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Enabling Automatic Publishing of Global Data

Enable global data to be published automatically in Global Scheduled Services on the Administer menu. In
the Global Scheduled Services dialog box, select the Enabled check box for each service to publish security,
enterprise data, enterprise summaries, and resource management.
For each enabled service, in the Publish Security Settings detail window, select the publication frequency in

the Run Service list. Frequency options range from hourly to monthly. For example, you can specify that the
service runs daily with a start time of 10:15 PM. If you choose After previous service for one or more
services, you can arrange the sequence to run the services using the arrows on the Global Scheduled
Services toolbar.
To manually publish global data, select a service, and then click the Run Service icon on the Global
Scheduled Services toolbar.
In the following exercise, set the Publish Enterprise Data and Publish Enterprise Summaries global services
to run every three hours, with a start time of 01:00.
Activity 10-4: Enabling Automatic Publishing of Global Data

Modify the global scheduled services.
Step Action
1. On the Administer menu, click Global Scheduled Services.

2. Select a service, Publish Enterprise Data.
3. In the Run Service list, in the Service Settings detail window, select Every three hours.
4. In the Start Time field, click the up arrow to change the time to 01:00.
5. Select a service, Publish Enterprise Summaries.
6. In the Run Service list in the Service Settings detail window, select Every three hours.
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8. Click Close.
9. The Publish Enterprise Data and Publish Enterprise Summaries global services are modified.
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Configuring Publication Service Settings for a Project

By default, all projects are enabled for publication. If certain projects should not be published, disable
publication for those projects in Project Preferences.
In the Publication section on the Services page, clear the Enable Publication check box to disable
publication for the selected project. For enabled projects, specify the publication priority, which determines

the order projects will be published when multiple projects are submitted to the service queue at the same
time.
In the following exercise, view the settings on the Services page in Project Preferences.
Activity 10-5: Configuring Publication Service Settings for a Project

View the publication settings for a project.
Step Action

2. In the View list on the EPS page, select IT Portfolio View.
3. Select a project in the Portfolios: IT Portfolio grouping band, Project Swordfish.
5. In the Project Preferences dialog box, click Services.
6. In the Publication section, view the Enable Publication setting and then click Cancel.
7. The selected project's data will be included when P6 publishes data for reports.
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Modifying Publication Options for Multiple Projects

To modify publication settings for multiple projects at one time, display the Enable Publication, Last
Published On, and Publication Priority columns on the EPS page. Select the check box in the Enable
Publication column for each project to enable or disable publication.
In the following exercise, add the publication columns to the IT Portfolio View on the EPS page.

Activity 10-6: Modifying Publication Options for Multiple Projects
Display publication columns in a layout.
Step Action
1. On the View menu, click Columns.

2. In the Available Columns section, click + to expand Publication.
3. Select a column, Enable Publication.
4. Click the right arrow to add the column to the Selected Columns section.
5. Select a column, Last Published On, and then click the right arrow.
6. Select a column, Publication Priority, and then click the right arrow.
7. Click OK.
8. The publication columns are displayed.
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Lesson Review
 Configure settings for publication services at the enterprise and project level in Application Settings,
Global Scheduled Publication Services, and Project Preferences.
 Before publishing global or project data for reporting, define the publication period in Application

Settings.
 Modify publication of multiple projects by displaying the publication columns on the EPS page. P6
enables publication for new projects by default.
Review Questions
1. True or False: Enable automatic publication of project data in Application Settings on the Services page.
2. True or False: Published global data includes activity data.
3. True or False: The Reports page lists reports created in BI Publisher.
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Lesson 11: Application Settings and My Preferences
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Application Settings

Categories of Application Settings
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My Preferences

Overview: Application Settings - Setting Data Limits

In Application Settings, click Data Limits to modify the default settings.

In the Maximum Tree Levels section, specify the maximum amount of tree levels for hierarchical
structures, such as the EPS, WBS, and OBS.
In the Maximum Codes and Baselines section, specify the maximum amount of activity codes and
baselines for a project, and the number of baselines copied with a project.
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Overview: Application Settings - Configuring General Settings

On the General page, set defaults that apply across the enterprise.

On the General page, define the following:
 Starting Day of Week: Select the day that begins a week in profiles, spreadsheets, and views in
which a weekly timescale can be displayed. The start day of the week could match the organization's
workweek or remain the standard Sunday to Saturday. This setting does not apply to Calendar views
in Enterprise Data or when viewing calendars.
 Password Policy: Decide whether to implement a password policy for users. If you want to increase
the level of security for login, select the Enable password policy check box to require the user
password to be between 8 and 20 characters and contain at least one number and one letter. If you
are running P6 EPPM in LDAP or SSO authentication mode, the password policy does not apply.
 Contract Management: Enter the URL to link Contract Management and P6 at the project level.
When the applications and projects are linked, users can directly navigate to, or directly show data
from, the Contract Management application in portlets. Launch the Contract Management Control
Center from the P6 Workspace page.
 Activity Duration: Select the default duration for new activities in all projects.
 Code Separator: Specify the standard character for separating codes, such as the WBS Code. For
example, if you choose a period (.), a WBS code displays as Root.Root1. If you choose a dash (-) as
the separator, the WBS code displays as Root-Root1.
 Document Management: Specify the P6 URL to enable users to view content repository documents
in P6 Professional.
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Overview: Application Settings - Specifying ID Lengths

On the ID Lengths page, specify the maximum number of characters for the following ID fields: Project ID,
WBS Code, Resource ID, Activity ID, Cost Account ID, and Role ID.

Click ID Lengths to view the ID Lengths page.
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Overview: Setting Time Periods

On the Time Periods page, set the work hours for each time period based on the organization's standard
work period.

Click Time Periods to view the Time Periods page.
Values in the Hours per Time Period section are used as conversion factors when users display units or
durations in a time period other than the default (hours). For example, if the default Hours/Day is set to 8.0,
when a user enters 1d as a duration, this value is stored as 8h in the database.
For this section, you can enter:
 Hours/Day: Up to 24
 Hours/Week: Up to 168
 Hours/Month: Up to 744
The Use assigned calendar to specify the number of work hours for each time period check box determines
whether to use the assigned calendar's Hours per Time Period values as the conversion factor when users
choose to display time units and durations in units other than hours. If certain resources and activities
require different hours per time period settings, select this check box, and then specify the Hours per Time
Period in each defined calendar. The Application Settings values on this page are ignored and the
application coverts units and durations using the Hours per Time Period values defined in the activity’s or
resource’s assigned calendar.
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Even if you select the Use assigned calendar to specify the number of work hours for each time period
check box, values in the Hours per Time Period section are still used in the following cases:
 The Planning page in the Resources section in P6.

 The Planning Resources tab in the project and WBS windows and Global Change in P6 Professional.
If you clear the Use assigned calendar to specify the number of work hours for each time period check box,

the Hours per Time Period values that you specify on this page are always used to convert time units and
durations.
In the Time Period Abbreviations section, specify a character for each time period. The characters will
display as labels for minutes, hours, days, weeks, months, and years.
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Overview: Using My Preferences

My Preferences consists of three tabs: Global, View, and Password.

The Global tab consists of user-specific settings that apply across the application, such as time, date, and
currency formats.
The View tab enables users to view details of their assigned user interface view. They can customize
commands on menus to which they have access.
On the Password tab, users can define/change a password for their user login.
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Lesson Review
 Application Settings enable the organization to establish application-wide parameters and values that
meet project management requirements and standards.
 My Preferences are user-specific settings for the application.

Review Questions
1. True or False: All users can specify their own maximum number of characters for ID fields.
2. True or False: If not using LDAP/SSO, users can set their own password in My Preferences.
3. True or False: The number of work hours defined for each time period is located in Application Settings.
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Lesson 12: Managing Issues and Risks

Issues
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Issue Forms

Risks
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Risk Enterprise Data

Define Risk Categories
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Define Risk Thresholds

Define the Risk Scoring Matrix
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Define Risk User-Defined Fields (UDFs)

Risk Register
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Overview: Configuring Enterprise Issue Data

Create issue forms for users to complete when creating an issue in P6.

List of available issue forms.
On the Access tab, select projects that can access the selected issue form.
Select the Display check box for fields you want to show on the issue form.
Select the Required check box if information for the field is necessary for the issue form.
Specify default values for issue code fields that display on the issue form.
Specify default values for user-defined fields that display on the issue form.
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Creating Issue Forms - Selecting Fields

Issue forms are templates used to create new issues. Compile a list of common or possible issues, categorize
the issues, and then create issue forms based on these categories. Forms should capture issue information
specific to a department in your organization or a specific purpose. For example, create issue forms that
address technical, change, or business issues.

Create a new issue form on the Issues page in the Projects section. Click Issue Forms to view the attributes
of existing forms. On the Issue Forms page:
 Click Modify to update or create a new form.

 On the form, select or clear the Display check box to determine fields that display on the form.
 Select the Required check box for fields that are mandatory. Required fields are indicated on forms
with an asterisk.
 Define default values, such as a default priority level of Normal.
 Relate an issue form to a specific resource in the Owner field or an OBS in the Responsible Manager
field if an issue generated is likely to require the attention of a specific individual.
In the following exercise, create an issue form named Enter Procurement Issue to document procurement
issues. Modify the form so that the Date Identified field is required.
Activity 12-1: Creating Issue Forms - Selecting Fields

Create an issue form.
Step Action
1. Begin by navigating to the EPS page. On the P6 Navigation bar, click Projects.
2. On the Actions menu, select Close All.
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3. In the View list, select EPS Hierarchy.

4. Right-click on a project, Harbour Pointe Assisted Living Center and select Open Project
Click the Open Project menu.
5. On the P6 Navigation bar, click Issues.
6. Click Issue Forms.
7. On the Issue Forms page, click Modify.

8. Click Add Form.
9. Select Default Form.
10. Click OK.
11. In the Form Name field on the Issue Form tab, type <Enter Procurement Issue>
12. In the Date Identified row, select the Required check box.
13. A required field is defined for the Enter Procurement Issue issue form.
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Creating Issue Forms - Assigning Issue Codes

For better issue management, add issue codes to the issue form and require users to select an issue code
value for the selected code.
In the following exercise, assign the Issue Criticality issue code to the form. Assign the issue code a default
value of Low, and require the field to be completed.

Activity 12-2: Creating Issue Forms - Assigning Issue Codes
Assign an issue code to the issue form.
Step Action
1. In the Issue Codes section, click Assign Issue Codes.

2. In the Select Issue Codes dialog box, select Issue Criticality.
3. Click Assign.
4. Click Close.
5. In the Default Value field, click the Select icon.
6. Click + to expand Issue Code: Issue Criticality. Select a code value, Low - Low.
7. Click OK.
8. In the Issue Criticality row, select the Required check box.
9. An issue code is assigned to the issue form.
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Creating Issue Forms - Assigning UDFs

Assign user-defined fields to the issue form to enable users to enter additional information in custom fields.
In the following exercise, add the Comments and Issue Type UDFs to the issue form to enable the option to
enter additional information.

Activity 12-3: Creating Issue Forms - Assigning UDFs
Add user-defined fields to the issue form.
Step Action
1. In the User Defined Fields section, click Assign User Defined Fields.
2. Click + to expand User Defined and select a UDF, Comments.
3. Click Assign.
4. Select another UDF, Issue Type.
5. Click Assign.
6. Click Close.
7. User-defined fields are added to the issue form.
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Assigning Projects to Issue Forms

When you assign a project to an issue form, it becomes available for project members to use when they add
a new issue to a project.
In the following exercise, assign a project to an issue form.

Activity 12-4: Assigning Projects to Issue Forms
Assign a project to the issue form.
Step Action
1. Click the Access tab.

2. Click Assign Projects.
3. Click + to expand All Initiatives and Engineering & Construction, and then select Harbour Pointe
Assisted Living Center.
4. Click Assign.
5. Click Close.
6. Click Save.
7. Click Close Modify.
8. A project is assigned to the issue form.
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Viewing an Issue Form

In the following exercise, view the new issue form.

Activity 12-5: Viewing an Issue Form
View the new issue form. Step Action
1. On the Projects Navigation bar, click Issues.

2. On the Issues page, click Add an Issue.
3. Click + to expand the project, Harbour Pointe Assisted Living Center and select an issue form, Enter
Procurement Issue.
4. Click OK.
5. Review the form and then click Cancel.
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Overview: Configuring Enterprise Risk Data

In Enterprise Data, define risk categories, scoring matrices, and thresholds to enable risk analysis. Risk
categories and matrices assigned to a project can be displayed in the risk register, where users identify,
analyze, and manage risks for a project. The risk register is located on the Risks page in the Projects section.

List of risk scoring matrices.
Projects assigned to the selected risk scoring matrix are listed in the Projects detail window.
Define the risk scoring matrix using the detail windows.
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Creating Risk Categories

Use the Risk Categories page to create risk types that are used to consistently identify and classify project
risks, discover trends within a project or across multiple projects, and manage risks more effectively over
the long term.
On the Risk Categories page, select an existing category and click the Add icon to create a new category

at the same level. Click the Add Child icon to create a category below the selected level.
Type a unique name in the Category field.
Activity 12-6: Creating Risk Categories

Create a risk category. Step Action

2. On the left side of the Enterprise Data page, click Risks.
3. On the Risks section, click Risk Categories.
4. Click + to expand People and select the Customer sub-category.
5. Click the Add icon to add another sub-category at the same level.
6. In the Category column, type Other Stakeholders.
8. A new risk category is created.
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Creating Risk Thresholds

Use the Risk Thresholds page to create or modify risk thresholds for use in risk scoring matrices. In the Risk
Threshold work area, define the risk threshold name, type (Probability, Tolerance, Cost Impact, Schedule
Impact, or User-Defined Impacts), and the number of threshold levels. Each threshold can have two to nine
levels, although the cost, schedule, and user-defined impact thresholds must have the same number of levels
for a given risk scoring matrix. For each risk scoring matrix, only one threshold for Probability, Tolerance,

Schedule Impact, and Cost Impact is allowed. However, you can add as many user-defined impact
thresholds as necessary.
After defining a threshold in the Risk Threshold work area, use the Levels detail window to define a code,
name, and range of acceptable values for each level of the threshold. Range levels could be a percentage
value, a dollar amount, number of days, or a text string depending on the threshold type. While it is not
strictly necessary to define colors for each level of all thresholds, you should do so for tolerance thresholds
because the colors are used in the Probability and Impact Diagram to visually represent the threshold level
values. More importantly, the colors display in the Score field in the risk register on the Risks page,
enabling you to easily identify the severity of each risk.
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Activity 12-7: Creating Risk Thresholds
Create a risk tolerance threshold.
Step Action
1. In the Risks section, click Risk Thresholds.

3. In the Name field for the new threshold, type Example Threshold.
4. In the Type column, select Tolerance.
5. In the Levels listcolumn, select 6.
6. In the Levels detail window, click in the Range field for the Extremely High level, and type 75. (Do
not type the > symbol.)
7. Double-click in the Color field.
8. In the Color dialog box, select a shade of purple, and then click OK.
10. A new 6-level risk tolerance threshold, Example Threshold, is created and saved on the Risk
Thresholds page.
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Creating a Risk Scoring Matrix

Use the Risk Scoring Matrices page to create a risk scoring matrix for one or more projects. Inputs to the
risk scoring matrix are the risk thresholds, which you create on the Risk Thresholds page in the Risks
Enterprise Data section.

The Risk Scoring Matrices work area contains all the risk scoring matrices defined for your company. The
number of matrices you create is determined by risk analysis practices established by your organization.
You might have one corporate-wide risk scoring matrix that is used for all projects, or you might have
several matrices which are used depending on different factors, such as project size or type. However, only
one matrix may be assigned to a project.
When creating a risk scoring matrix, choose a matrix size based on the number of levels assigned to your
probability and impact thresholds as defined on the Risk Thresholds page. In the example pictured above,
the risk scoring matrix is 5 x 5. The first 5 represents the number of levels assigned to the probability
threshold, and the second 5 represents the number of levels assigned to the cost and schedule impact
thresholds. (Probability and impact threshold levels need not be the same, however.)
Next, choose the risk scoring method to use for risk score calculations, and then click the Save icon to
record your changes.
225

Activity 12-8: Creating a Risk Scoring Matrix
Create a new risk scoring matrix.
Step Action
1. In the Risks section, click Risk Scoring Matrices.

3. In the Name field, type Example Risk Scoring Matrix.
4. Double-click in the Matrix Size column.
5. In the Probability Threshold Level field, confirm 5, and in the Impact Threshold Level list, select 3.
6. Click OK.
7. Double-click in the Probability Threshold column.
8. In the Select Probability Threshold dialog box, select Cordova Probability Threshold.
9. Click OK.
10. Double-click in the Impact Thresholds column.
11. Click + to expand Cost Impacts and Select Tech Projects Cost Threshold (by value).
12. Click Assign.
13. Click + to expand Schedule Impacts and Select Tech Projects Schedule Threshold (by value).
14. Click Assign.
15. Click Close.
16. Double-click in the Tolerance Threshold column.
17. Click + to expand 3 Levels and select Harbour Pointe Tolerance Threshold.
18. Click OK.
19. In the Risk Scoring Method column, select Average Impact.
21. Click the Probability and Impact Diagram detail window to view the matrix.
22. The new risk scoring matrix is displayed in the work area.
226
Lesson Review
 Issues are known problems within a project that require attention or corrective action before the
project can be completed.
 Create issue forms, or templates, that provide a standard format for creating issues.
 A risk is any potential event or condition that could have a negative or positive impact on project

objectives.
 In Enterprise Data, create risk categories, risk thresholds, user-defined fields, and risk scoring
matrices that are standard across the organization.
Review Questions
1. True or False: Create new issue forms in the Portfolios section.
2. True or False: Risk thresholds are a range of values (cost, time, quality, etc.) used to assess the impact of
a risk on a project.
3. True or False: Create risk categories to help classify project risks.
227

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THESE eKIT MATERIALS ARE FOR YOUR USE IN THIS CLASSROOM ONLY.

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Copyright © 2012, Oracle and/or its affiliates. All rights reserved.

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U.S. GOVERNMENT RIGHTS

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Sample OBS: Organized by Location ...........................................................48

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Overview: Configuring Calendars ...............................................................103

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Overview: Configuring Team Member Applications..................................163

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Viewing an Issue Form .............................................................................220

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Application Administration in Primavera P6 R8.x will cover the following topics:

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Organizational Roles for P6

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P6 Project and Resource Managers

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Web Application Administrators

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Lesson 3: Managing the EPS

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Enterprise Project Structure (EPS)

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Elements of the EPS

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Creating the EPS

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Sample EPS: Organized by Business Unit

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