Primavera P6 Training (Part 3) Setting the Environment/ Layout and Adding a New Calendar

Primavera P6 Training (Part 3) Setting the Environment/ Layout and Adding a New Calendar

Part of brand new P6 Training


Video Script (Approximate):

Let us make our environment ready for the defining activities and starting inputting the data in P6. First of all make sure the project is open. In your case if it is not, click on projects toolbar in P6. Right click on the project and click open project. Then go to activities layout. In activities layout or you can call it activities window you can see different columns. I am going to modify this layout. Right click and click on columns or you can directly click here columns in the main toolbar. Activity ID I need it. Activity Name, I need it. Original duration is OK. Remaining duration up to total float I held on Shift button and then I clicked total float so all of these are selected and I will remove it from list. I will click on available options. Go to group and sort by click on list. Check out for early start and early finish. Double click will make it selected. Early start and early finish. Click OK. Double click will adjust the columns. We will need activity name a little but wider column. I can save this layout in P6. Go to layout, layout, save as. And I will name it as C001-Activities. Click Save.

Next step is making the calendars. You can define calendars later on and then you can use global change or some other techniques to assign those calendars to the respective activities but it is advisable to create calendar before creating activities in P6. Now we are going to define calendars. In P6, we can create and assign calendars to resource and activity. What actually these calendars are doing, what they are used for? Calendars are used for defining the number of available work hours a resource can be available or it is a holiday or not.

We can also define national holidays, organizational holidays, project specific work and non-work days and also the resource vacations. This project management module uses the calendars assignments for the scheduling and tracking activities and leveling resources. And we can link resource and project calendars to global calendars and similarly global calendars can be applied to all resources and project calendars linked to the global calendar. Now there are three types of calendars in primavera P6. One is Global, this global calendar, actually, these are three categories If you define Calendar under global category then you can assign it to any project, and if you define any Calendar under project category, you can assign to that specific project only. That Calendar cannot be assigned to other projects unless it is moved to global Calendar.

Similarly, if we define Calendar under resource category then that Calendar will be assigned only to resources unless moved to global category. What I will do. I will go to enterprise and I will click on calendars. I will prefer global Calendar. Click it. Add. Copy from 7 day work week and I will call it C001. And then I will modify it. I will make sure that work week is 10 hrs. per day or you can change as per your requirement. Click OK. 10 work hrs. Per day. Again click on work week. I will make Friday as OFF as Friday is holiday. You can make Sunday OFF as per your respective country and region. Click ok. Now you can see that Friday is OFF and this the non-work color. This is the legend. Now if there are any holidays, you can define that too. Let me define only one as 20th March.

I will double click it and it will become non work. You can see work hours per day is zero. You can also use these buttons to switch between work and non-work. There is also button time periods which defines how many hrs. There are per day, per week, per month and per year. We have define 10 hrs. This will be used when you will change the display units into hours, weeks, months or years. 10 hrs/day, 60 hrs per week, 240 hrs per month and appx. 2880 hrs per year. Generally per year is not so much converted as per year unit is too much we generally stick to hrs/day and hrs/week in biweekly progress report and hrs/month of course. Click OK. We have defined our time periods we have also defined our non-working days. You can define your list of non-working days.

We have defined our number of hrs standard work hrs. If you click on detailed work hrs per day it will show you which time you have work hrs. For example, on 8th of March, at 7 clock the work time starts up to 16. You can change it also. You can define break time. For example, if I do for one case like from 12 it will OFF and here 17 it will be ON like this is the break time, you can do it also. But I think it’s not necessary to be done. Now this is 8th an exception. Make it standard. Click OK. Now C001 Calendar is defined. Click close. Before adding activities, I will make this Calendar as a default Calendar for this project. Go to the projects window and in project details if you don’t see it right click and click n project details you will see this details window. There is default tab; under default tab change the Calendar to C001. Now click on Activities. Now we are ready to define our activities.

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