CIVIL4M

Primavera Tutorial

Contents Page

1. Introduction 2
2. Getting Started 4
3. Entering Your First Activities 10
4. Establishing Your Layout 13
5. Developing The Programme 25
6. Organising The Programme
6.1 Organizing by Work Breakdown Structure 32
6.2 Organizing by Activity Code 43
7. Filtering the Programme 51
8. Resources 57
9. Progress Reporting 70
10. Conclusion 81

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1. Introduction

This guide is intended as a beginners guide to Primavera. By the end it,

you should be able to confidently enter information into Primavera, and
be able to present it in a sharp and meaningful manner.

This guide will also look at resources, multiple layouts, progress

reporting, filters and target programmes.

The assumption when writing this guide is that Primavera has already
been loaded onto the user’s computer. Further, it assumes no knowledge
of Primavera by the user, but it does presume a level of computer literacy
in the user.

The first thing to note about Primavera, and to bear in mind as you work
through this tutorial, is that it saves every change made while you work.
As such there is no simple “undo” button – any changes made can only
be reversed by re-entering the data. When you exit the programme the
only thing that you are asked to save is the layout that you have defined:
everything else has been auto-saved.

A recommended way of using this guide is to follow the steps first on the
example provided, then on a project which has more relevance to you.

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Primavera does allow you to have more than one project open at any one
time – simply open or create another project and you can move between
the two projects at will by selecting the project from under the “Window”
tab at the top of the page.

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2. Getting Started

The first step is to open the installed programme:

Select the Primavera Project Planner icon in the Primavera programme

folder.

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Once Primavera has been opened, your welcome screen should look
something like this….

Note: you may be asked for a User Name and password. Unless defined
otherwise in the set up, your password is the same as the user name.
The user name is as defined in set up.

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To start on your first programme you need to select the menu “File”
and Option “New”

This will open this menu on-screen:

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Project Name: This is a 4 character code that will identify your
programme. It can be any alphanumeric
character.
Note that the new project will be saved in the
folder c:\p3win\projects. It is good practice to set
up a “Project” folder which will keep the project
files together in one place. The reason for this is
that a Primavera project consists of 24 individual
files: a single folder containing several projects
would have hundreds of files in it!
Number/Version: This indicates the revision number of the
programme.
Project Title: This is the title of the current project
Company Name: This is the name of the company for whom this
work is being done.
Planning Unit: This is the planning unit of the programme: it is
the minimum duration (except 0) of any activity.
It can be any unit from Hour to Month.
Workdays/week: This sets up, on your base calendar, your
working days schedule.
Week starts on: This is the first day of the week. For ins tance, 5
workdays a week in a week starting on Monday
would mean Monday to Friday are work days.
In some countries there is a six day working
week, starting on Saturday. Thus there would be
6 workdays/week and the Week starts on would
be set to Saturday.
Project Start: This is the earliest work day of the project. Note
that it may be desirable to have a Project Start

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several weeks before the first activity, in order to
be able to indicate supply/design milestones
required for work to commence.
Project must finish by:This is the immutable end date of the project.
It can, however, be changed at a later date.
Decimal Places: Generally used in resource assignment and
calculation (not in calculation of the programme:
Primavera does not support fractions of a planning
unit).
NB: YOU MUST “TAB” BETWEEN FIELDS OR MOUSE CLICK ON THE
NEXT FIELD TO BE ENTERED. PRESSING ENTER WILL TAKE YOU
IMMEDIATELY TO THE NEXT SCREEN AND THE DETAILS NOT
ENTERED IN WILL NOT BE SAVED AS PART OF THE
PROGRAMME.

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After all of this information has been entered, we have a screen that
looks like this:

Note that a separate folder in \projects has been created called

\house. (This was done in Internet Explorer)

Once this information has been entered click the “Add” button (i) and
your project has been created.

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3. Entering Your First Activities

Upon entering your project you will be greeted by this screen:

Before continuing any further you must enter the first “Activity ID” or
activity number. All future Activity IDs will follow this number
sequentially, increasing the number by a fixed amount. The Activity ID
can be Alphanumeric.

Enter “A010” and either press enter or click the mouse cursor on the
tick. There will be a thick black line around the Activity ID box indicating
that this is the field being edited. Press the right arrow to highlight the
“Activity Description” box, and enter “Start Project” in this field.

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Once entered, it should look like this:

Press the down arrow button (or the “plus” sign) and notice that the
Activity ID auto-increments as the new activity appears. Enter in the next
several activities so it looks like this:

The activities for your first programme have been entered.

Note that the amount by which Primavera auto-increments the next

activity can be adjusted by selecting “Tools” – “Options” – “Activity
Inserting…” from the drop-down menus.

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Finally we need to assign each activity a duration. This is done by
highlighting the “Orig Dur” box and entering in the required duration.
Enter the durations as shown below:

We are now ready to apply logic to our programme, but before we

move on we need to correct the project layout…

4. Establishing Your Layout

Using your mouse, move the cursor over the thick black line
separating the Activity details and the Gant chart until it appears as

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two vertical lines bisected by one horizontal line with arrow heads
pointing left and right.

Now press the left mouse button down and drag the cursor to the right:
once you have moved the cursor across two thirds of the screen, release
the mouse button.

Several new columns are exposed, as shown above. At this point in

time we do not need those columns.
Press F11 and this menu should appear.

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The first thing we need to do is get rid of the columns which we don’t
need. Highlight “Remaining Duration” (press the down arrow 3 times
or click on it with your mouse) and either press the delete button on
your computer or click on the “-“sign in the top left corner of this menu
with your mouse.
“Remaining duration” should disappear and “Percent complete” should
now be highlighted. Delete this line also. Next highlight “Resource” which
should now be visible on your menu. Delete this and the next item that
appears, “Budgeted Cost”.

You should be left with this:

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Next we need to align out columns correctly. Using your arrow keys, or
by clicking on it with the mouse, highlight the “Align” of “Early Finish”.
Next press the letter “C” and enter: the Alignment should change from
left to centre. Alternatively you can highlight the down arrow symbol next
to the “+” sign and select “centre” from the options.

Repeat this process and centre-align Early Start, Original Duration and
Activity ID.

Finally we can adjust the column widths. Highlight the “Width” cell of
“Early Finish” and type in the number 10 and enter. Repeat this process
with “Early Start”.

In this menu we can also add columns. Highlight the empty space under
“Early Finish” then press the down arrow button we used to select the
alignment earlier. The list of columns available for adding is then
displayed. Highlight and click on one to bring it into your layout.

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Now we have our layout looking how we want it, click the “OK” button to
return to the main screen. Next highlight the black line separating the
activity detail and the Gant chart and drag it back to maximise the Gant
area visible while still displaying all of our columns.

Your screen should look something like this:

Our next aim is to format the bars. This can be done by either clicking
the “Bar” icon (1), Format > Bar (from the drop-down menu), or by
pressing Ctrl+F11.

The following menu should appear:

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Four bars are shown here: two of them are visible (The Early and Float
Bars). To avoid confusion, we will delete all of the bars which we do not
need to see. Highlight “Float Bar” either by pressing the down arrow until
it is highlighted or by clicking on it with your mouse; press delete and
this window should appear:

Click “Yes” and the bar should disappear. Repeat this with the “Late
Bar” and “Resource Early Bar”.

Your window should now look something like this:

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ii iv vi
iii v

i The “position” is the position of the bar on the activity line. “1” is
central, “2” is below that and “3” is above. “4” is further below and
“5” is further above.
ii “Visible indicates that the bar is visible.
iii “Key” indicates that this is the key bar from which links are
shown
iv “Progress” Indicates that, once progressed, progress is shown on
that bar
v “Critical” indicates that if an activity is critical, it is shown as
such by being coloured as indicated (see iv overleaf)
vi “Neck” states that for periods of inactivity, such as holidays or
weekends, the bar is “necked”

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ii

iii iv

i This allows you to show the bar “necked”

for periods of inactivity, such as

weekends or holidays. By default, the bars are necked when, due
to progress or resource constraints, no work can take place.
ii This option becomes relevant when a “target” or “baseline” project
has been defined, and allows yo u to show criticality on
the target bar based on either the current project or the target
project
iii Percentage complete can differ greatly from remaining duration (a
ten day activity can be 90% complete but, due to late delivery or
access problems, still have a 10 day estimated remaining duration).
This option allows you to choose which to display.

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iv Finally this option allows you to mask or show the criticality of
activities on the bar or endpoints.

“Endpoints” allows you to define the type of endpoint used for the
various bars available, as well as their size and colour.
“Pattern” allows you to apply a pattern to the fill of the bar.
“Modify” allows you to further modify the details of that bar. Click on
the “Modify” button to proceed to our next step in defining our layout.

This menu will appear:

ii
ix

iii

iv

vi

vii

viii

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i This is the description of the bar – it can be renamed as anything.
ii This, again, is the position of the bar. The number can be adjusted
both by highlighting it and entering in the new number, or by
clicking (with your mouse button) the up and down arrows to the
right of the box to increase or decrease the number.
iii. This is the Start and End point definition area. At the moment they
are defined as Early Start and Early Finish. However, a Late Bar
could be defined, with the Start Point defined as “Late Start” and
the Finish Point as “Late Finish”. Alternatively a Float Bar could be
shown, its start point being “Early Finish” and the finish point being
“Late Finish”.
The “Bar” category allows you to define the type of bar. It can be a
bar, a solid line or a dashed line. The “size” category would then
define the height, in pixels, of this bar.
iv. Primavera allows the definition of Milestone points, or 0 duration
target dates on your programme. This box allows you to define the
height, in pixels, of these milestones.
v. This defines whether the end point or bar is shown, or is merely
outlined.
vi. This allows you to define the colour of the bar (unless critical)
vii. “Separator” allows you to define the separating item if more than
one data item is defined in one part of the bar. More details of this
will follow in the “Label” description section.
viii. This shows a sample of what the bar will look like.

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If we click the “Label” tab (ix) the menu will change to this:

This allows us to add labels to our bars in various positions. The impact
that these labels will have on the layout is shown on the sample below.
Any data item from the activity detail can be added as a bar label.

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In the same way as we have adjusted activities in other menus, alter
the bar structure layout so that it looks like this:
(Changes are indicated )

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And alter the Label layout as follows:

If you click “OK” in the “Modify Bar Definition” window and “Close” in
the bars window our layout should now look something like this:

Now we are ready to move on and develop our programme.

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5. Developing the Programme

With our layout established we can develop our programme and apply
logic to it. It currently looks like this:

We need to link the activities together to form our construction

programme (plan or schedule).

There are several ways of nominating successors and predecessors for

activities. The quickest is to use our mouse. In order to do this we need

to turn the relationship lines option “on”. Click your mouse over the
button in the top toolbar. You can now link activities with your mouse.
Place your mouse on the bottom right hand corner of activity A010 until
a three-pronged forked arrow appears. Now depress the left mouse
button and drag to the start of the activity you wish to link to.

Try this out from A010 to A020. Once the three pronged cursor is at the
start of the activity bar you would like to link to, release the mouse button
and the link should appear:

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The second way of linking activities is through the Successor input
window. Highlight activity A010 and press Ctrl-J .This window appears:

You can see the activity that we have designated A010’s successor shown
here. The “Rel” column indicates the type of relationship that exists
between the two activities. In this case it is a FS – Finish to Start, but
could be a Finish-Finish, Start-Start or Start-Finish.
The Lag indicates any Lag you want to put on the link. For instance, if it
was a FS with +3 days lag, the second activity could only start three days
after the finish of the first. Likewise a SS with +5 days lag would mean
that the second activity could only start five days after the start of the
first.

The lag can be negative. For instance, a FS relationship with a -3 day lag
would mean that activity two could start three days before the end of
activity one.

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Press Enter. The box should jump immediately to the next activity and
look like this:

Highlight the area underneath the “Activity ID” column heading and it will
highlight blue an area in which you can enter an Activity number. Type
in “A030” and press enter.

The programme will automatically enter in the successor’s description

and will provide a default link of Finish to Start with 0 days lag.

Instead of typing in “A030” you could merely, once a blank area has been
highlighted under “Activity ID” press the down-arrow and select the
required activity ID.

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This will appear:

Now highlight the activity that you would like to link to and click it with
your mouse. It will then appear in your successor list.
Next make A040 the successor of A030, and A050 the successor of A040.
However, we need a different kind of link between A040 (Foundations)
and A050 (Floor Slabs). We know that 5 days after the completion of the
foundations the floor slabs should be in. Thus, we can change the link
type to a “FF” link and the lag to 5 days.
We also know that two days after the start of the floor slabs, we can start
on the superstructure. Thus the link from A050 to A060 is a SS with 2
days lag.
However, we also know that we will need at least 5 days after the
completion of the Floor Slabs before the superstructure can be
completed. To show this we add a second link between A050 and A060.

Enter in the links mentioned above, and the following:

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A060 to A070 – FS
A070 to A080 – FS with -5 day lag
A080 to A090 – FS
A090 to A100 – FS
Then close the Successor activity box, either by pressing Ctrl-J again or
by clicking the small “x” in the top right corner of the box.

Our programmer is now linked. Primavera now requires the programme

to be “scheduled” in order to calculate the new end date. Press F9 to
schedule the programme.

The result should be:

Our first problem is that the full width of the bar chart is not visible on
the screen. Move your mouse cursor over the timescale and double left-
click.

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This window should appear:

The cursor on the bar under the word “Density” is flashing. Click on this
cursor and drag it to the left and right. You will see your timescale expand
and contract. Adjust it so that the last week visible on the right hand side
of the screen is the first week in June. Release the bar- adjusting cursor
and press “OK”.

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Your screen should now look like this:

We are now ready to organise our programme.

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6. Organising the Programme

Primavera can organise projects in two main ways: through Activity codes
and through a “Work Breakdown Structure” (WBS).

6.1 Organising By Work Breakdown Structure

The WBS is a structured way to lay out a programme: it can

accommodate several levels of programme. Establishing your WBS
involves typing in a mini-programme of headings.
For example:
1 Contract Start
1,1 Site Establishment
2 Demolitions
2,1 Church
2,2 Church Hall
3 Construction - Flats
3,01 New Flats - Structure
3,01,1 Basement
3,01,2 Ground Floor
3,01,3 First Floor
3,01,7 Roof
3,02 New Flats - Brickwork & Finishes
3,02,1 Basement
3,02,2 Ground Floor
3,02,3 First Floor
3,02,7 Roof
4 Construction - New Church
4,01 New Church - Structure
4,01,1 Foundations
4,01,2 Ground Floor
4,01,3 First Floor
4,02 New Church - Brickwork & Finishes
4,02,1 Ground Floor
4,02,2 First Floor
4,02,3 Roof
5 External Works
6 Handover

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For complex programmes, it is wise to establish the WBS before the
actual programming is started.

Select Data-WBS… from the drop-down menus. The following window

will appear:

This is the WBS Editor window.

The first thing we need to do here is set up the structure of our WBS.
This is done by clicking the “Structure” button.

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The following window appears:

This is the WBS Structure Editor.

We want to set up a simple two level WBS, so highlight the number 10
(this is the number of characters allowed in that level: it can be any
number from 1 to 48). We want it to be two characters wide, so type in
the number 2.
Next we need to identify the separator that will appear between fields.
Click on the box below the “2” that has just been entered and type a “,”.
Our second level also requires a two character field: in the box below
Level 2 enter another “2” and place another “,” below it.

The easiest way to navigate this window is by clicking on the box where
information is to be added with your mouse cursor and entering the
information required.

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The WBS box should now look like this:

Click “OK” and we return to the main WBS Window.

It should now look like this:

Note that in the “Code:” box a comma is now visible. This indicates that
we can now enter in two levels of information here.
Click on the “+” sign and the cursor appears in the code box, to the left
of the comma. Type in “01” and press Tab. The cursor should move to
the title box. This is the description of that WBS Heading. Type in “House”
and press enter.

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You have created the first level of your programme.

Click the “+” sign again and type in 0101. Note that as the cursor reaches
the comma after the first “1” it automatically moves on to the second
level of the WBS. Again press “Tab” and enter the description “Start Up”
and enter.
Enter in the following descriptions as shown

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We now need to apply this WBS to our programme. Press “OK” and return
to the programme.
There are two ways in which we can assign the WBS levels to the
programme. The first is to create a column called “WBS” and enter the
information there.
Press “F11” and highlight the space below “Early Finish” in the new
window. Then highlight the down-facing triangle next to the “+” sign in
the window and press the key “w”. The menu should scroll straight down
to “WBS”. Press enter and it will appear in your column selection. Alter
the alignment of this column to “Center” and alter the width to 8.

Your window should now look like this:

Click “OK” and drag your black line between the “Early Finish” column
and the Gant chart to the right. The “WBS” column should appear.

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Now move the mouse pointer over the WBS cell of activity A010 and
click.

If you now click next to the “,” in the input area the should

become . This means that this “button” is now active. Click on it with
your mouse cursor and the list of data items available to place there
should appear. Highlight “01,01” and press enter: that value should now
appear in the WBS column.
Next, highlight (by clicking it with your mouse) the WBS column for
Activity A020. Simply type in the characters “0101” and press enter: they
should appear in the box separated by the comma.

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Enter the remaining WBS activity codes as follows.

We have now told Primavera HOW we want the programme organised:

now we must tell it to organise it so.

Click the “Organise” icon on the toolbar.

This window will appear:

This opens, by default, on organising by “Activity Code”.

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Press the button by the words “Work Breakdown Structure” and the
window should change to this:

1. These are the two WBS Levels that have been defined in the WBS
Structure. This states that both are visible, and the “Font” is the
size of the heading displayed on the screen.
2. “Bkgrnd” and “Text” are the colours of the background and the text
in these headings.
3. “Sort by:” defines how the activities are sorted within each band
4. “Options” takes you to the following window:

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While we are here, we want to display the WBS number (its value) as
well as the description in the header band. Tick the “Value” box beneath
the text (1) “Text in bands:”

Now click “OK” (2) and we return to the “Organise” window.

We can change the settings here for colours, fonts, and whether each
heading has a “Total” band at will. For now, merely highlight the Level 2
“Total Cell” and press “N” – “none” should appear in the box. Press enter
and enter again.

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You should return to his screen:

Here we see the headings we defined in our WBS layout assigned to

the activities, in the layout we asked for.
Note that the WBS headings have the number we assigned them in the
header bar.
You can summarise these bars under their respective heading by
double mouse-clicking on the header lines (*).

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6.2 Organising By Activity Code

The second method of organising activities in Primavera is by Activity

Code. You can see the current activity codes at the Menu option Data
– Activity Codes. This window will appear:

ii iii

iv

vi

i. This is the four letter character code assigned to this Activity

code as its name
ii. This is the character length of the field
iii. This is the description of the field
iv. These are the “Value”s of the component parts of that activity
code. For instance, if a Code field is called “Level” with a length
of “1” the values could be G, 1, 2, 3, 4 and the descriptions
“Ground Floor”, “First Floor”, etc.

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v. This is the order in which those items should be sorted within
the activity code. For instance, Primavera could assume that “G”
comes after the numeric codes. In this instance we would place
a “1” in the “order” column by G, a “2” by “1 – First Floor”, etc.
vi. “Transfer” allows us to transfer a coding structure from another
programme.
This button will take you to a window in which you can identify
the programme from where you would like the activity codes
drawn.

Highlight “RESP” in the name field and then click on “RESP” in the text
edit box (a). Your cursor will appear in that field. Delete the characters
RESP there and replace them with “BLDG” and press Enter.

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Now click on the “Description” field of our new Activity Code “BLDG” and
change the description to “Building”. The length of the field can remain
at 4.
Now change “AREA” to “PHSE” and enter “Construction Ph.” as its
description.
Delete the remaining codes by highlighting them and pressing the delete
key.
The Activity Code box should now look like this:

We now need to add values to each of the Activity Codes defined. While
highlighting “BLDG” click in the Value area of the lower box. You will be
asked if you wish to save your structure edits. Primavera is asking if you
want to keep the new code structure that you have defined and delete
the old structure. Click “Yes” and highlight the “Value” box again. Make
your first Value “01” and press right arrow so

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that your cursor now rests in the description field. Type “House” and
press enter.

Highlight “PHSE” and repeat this process of entering values until you
have the following codes entered:

Then close this window.

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We can apply these codes to our programme in the same way as we
applied our WBS codes. In this instance, create two columns: one with
the data item “BLDG” and the other with the data item “PHSE”

Our Gant Chart will now look like this:

Now it is the simple matter of entering our codes. The code “01” for
“BLDG” applies to all activities, while we will encode “PHSE” to match our
WBS.

Note this change

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We now need to tell the programme to organise by our Activity Codes
rather than by the WBS. Press the “Organise” icon

And select “Activity Data Item” as your “Organize by” data. The
window should change to this:

We want to Group our activities by the codes that we have defined.

Click under “Group by” and enter our defined codes:

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Note in the example shown the “Font” has been altered. This can be
changed by highlighting the font and selecting the required font in the
Input area.

Press “Reorganise Now” and the schedule layout should change to this:

Our colour scheme has changed in line with our new layout and
“Snagging” has moved from our previously defined heading of “Finishes”
to “Snag and Handover”.

The Activity Code form is useful in two main instances: where there is
repetition and where different layouts might be required by different
parties.

Imagine if our example had ten houses: our WBS would run for several
pages, but the Activity Code will only have to be adjusted by adding in
one code per house – a house number identifier.

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Further, in that instance a reorganisation could tell our Services Foreman
exactly what his programme will be for the ten houses. First we would
organise it by “Construction Ph.” and then by “Building”.

The below example took just a few minutes to create, organise and sort.
Note that in this example I used a “Filter” to show only the “Finishes”
activities i.e. those activities with Building Ph. Code “04”.

So how do we filter our programmes?

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7. Filtering the Programme
Our programme should currently look something like this:

We need to create something to filter by: create an additional Activity

code, with values, as follows:

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Create a column for “FMAN” and distribute the three foremen as
follows:

We can now use our filters to sort by Construction Phase, Foreman or

a combination of the two:

Click the filter icon: , and this window will appear

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To remove confusion first delete the current filters from FL-01 onwards.
Highlight FL-01 and press the “Delete” button. Confirm that you do wish
to delete the filter when asked and the filter disappears. Repeat this
process for the remaining filters until you are left with:

Now click the “Add” button. The following window appears:

Click OK. You are then taken to:

1. This is the name of the filter – it can be renamed as anything

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2. This section defines whether, in the case that two conditions are
imposed on the filter, activities are required to fulfil all conditions
or only one of the conditions
3. In this section the filter conditions are defined. Any of the data
items defined for an activity can be used in a filter, from dates to
activity codes to resource data.
4. Here the “condition” for the filter to apply is defined. It can be any
mathematical function (i.e. <,>, =, etc.) and any value, either of
the data item mentioned in “3.”, or any other data item.

An example would be:

Here we are telling the computer to apply the filter (i.e. select and
display that activity) only if the Foreman is equal to 01 (Joe Bloggs).

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A more complex filter would be:

This tells the computer to select an activity if

(i) the Foreman is 01 (Joe Bloggs) AND
(ii) the Construction Phase is “Within the Range” of (WR) 02- 04
(i.e. is 02, 03 or 04 – Substructure, Superstructure and
Finishes) AND
(iii) Has an early start date after the 1st April 2002.

In this case, only activity A080 will be selected.

Filters are often used in large projects for progress reporting: it is difficult
to sort through hundreds of activities to find those that have started or
finished. A filter can reduce the hundreds to a few dozen.

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A useful filter for a “look ahead” view would look like this:

This states that the activity should be visible is any of the “early dates”
– either “Early Start” or “Early Finish” occur within the window “DD”
i.e. the Data Date (The date on which the programme was last scheduled)
and “DD+1M” (Data Date +1 Month). Applying this filter to our
programme results in:

Only activities with a portion of their duration in the area indicated above
have been selected (the Data Date is shown by the blue line, and is the
1 March 2002. The filter has selected activities that run between the 1
March and the 1 April 2002).

So we have a filter that we can use when reporting progress in our

programme. Progress reporting will be covered in Chapter 9.

Until then, restore our layout to include all activities (i.e. run filter “All”).

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8. Resources

Primavera has the facility to receive resource data, apply costs to the
resources, report these resources graphically, level the resources and
apply actual expenditure against budgeted.

The first step is to establish a resource “dictionary” of the resources we

wish to define for the project. Data > Resources opens the following
window:

2 4

1. The resource “code”

2. The units that apply to this resource (e.g. m3, Hours, litres)
3. Whether the unit is “Driving” or not (i.e. whether the duration is
driven by the resource quantity divided by the resource output)
4. The calendar to be used when this resource is applied.
5. A description of the resource

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6. Resource limits (used in resource levelling)
7. The cost, if required, per unit of the resource. The cost can
reflect the monetary cost (if desired) or another aspect, such as
the number of man hours required to place a unit of the
resource. However, there are other ways to show this and this
will be discussed later.

Enter the data shown above. Each person has a normal limit of 1 and a
maximum limit of 2. The Price per unit (i.e. Cost per Day) of Bob is 50,
Mr Dixon is 35 and Wendy is 25. Nuts and Bolts are a material resource
(versus a manpower resource) and have no limits or, in this example, a
price per unit.

After entering the Price/unit you will be asked if you would like to
calculate costs now. Select “Yes” in each instance.

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Once the resource data has been entered, close the window. Our next
step is to apply these resources to our activities. Highlight the first activity
– A010: Start Project – and press Ctrl+R (or from the drop- down menu,
View > Resource Detail). The following window will appear:

Now click the “+” sign and the down-triangle and your will be presented
with a list of resources which you can apply to this activity. Let us assume
that Bob is required to start the project – to sign the papers and set out
the works. Select “Bob” as the resource and enter 1 unit per day. The
budgeted quantity should immediately become “1” (i.e. 1 unit/day * 1
day).

Now, with the cursor in the “Resource” box of this window (i.e.
highlighting BOB), press the right arrow to create another resource.

This time use the resource “Nuts and Bolts” and enter an amount in the
Budgeted Quantity of “10”. The number 10 should also appear in the
“Units per Day” column.

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Highlight the next activity add resources as per this table:

Act. ID Resource 1 Units/day Resource 2 Budg.Quant.

A010 BOB 1 BOLT 10
A020 DIX 1 BOLT 5
A030 WEN 1 BOLT 20
A040 WEN 1 BOLT 25
A050 BOB 1 BOLT 20
A060 DIX 1 BOLT 15
A070 DIX 1 BOLT 15
A080 DIX 1 BOLT 20
A090 WEN 1 BOLT 10
A100 BOB 1 BOLT 5

Close the Resource window and change two of the columns to show the
resource assignments… the column titles will be “Resource” and
“Budgeted Quantity”:

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Primavera cannot, unfortunately, show more than one resource in this
view: it “lumps together” the resources so that the total Budgeted
Quantity is shown for all resources applied to that activity.

We can see how these resources are distributed across time in a resource

profile. Press the button (alternatively, from the drop- down menu,
View > Resource Profile or Ctrl+F7).

This should appear at the bottom of the screen:

This is the resource profile for the resource (or person) “BOB” – Bob The
Builder. We can see he spends a total of 8 days on site, the majority
towards the end of March.

We need to modify this to tell us exactly what we want.

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Press the “Display” button (under the “Select” button in the Resource
Profile/Table window) and this window will appear:

10

11

1. Would you like to see the Units or the Cost (as entered) of
those units? i.e. Units or (Cost/Unit) x Units.
2. Would you like the graphs to show their data based on “Early
Start” dates or “Late Start” dates.
3. Should the graphs show data collected from all activities or
only the currently selected activities.
4. Gives the time interval for the graph data (i.e. a new bar in a
histogram chart or a new plot-point in a line (“curves”) graph.
5. Allows you to choose the type of graph to be displayed –
histogram or curves (line graph).

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The following (6 to 10) apply to histograms only:

6. Do you want the graph to display totals per defined time interval
(4.), average or peak usage.

7. Histogram format: Area ( )

or Bar ( )
8. Values – these are used once progress has been entered and
the requirement is to compare planned and actual
9. Allows you to define the calendar to be used when calculating
average resource usage (i.e. may cause a difference if a
resource is only used on a four day week when the activity runs
through a five day week)
10. Drawing of Limits and Overloads refers to resource peak usage
and levelling.

11. Refers to the resource usage curves: allows you to define

different lines for the various curves being shown. Alternatively
Primavera will use different colours to highlight the different
data lines.
More information on these can be found by pressing the “Help” button.

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Change the contents of the window to this:

Press “Close” and select the resource “BOLT” from the window in the
drop-down menu in the Resource Profile/Table area. Your histogram
display should look like this:

This tells us that we will be using a total of about 120 bolts and their
distribution across the project. If we want to see the precise number we
should select the resource table, rather than the graph.

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Press the button (Or View > Resource Table or Shift+F7) and select
“BOB” from the drop-down resource list. Your display should change to:

Here we now see the weekly total number of days that each person will

be required to spend on the job, as well as the weekly total numbers of

bolts used.

Exporting this data out of Primavera is tricky… it is a case of finding the

correct report type and modifying it to your requirements.

To export this report we need to run report RL-01. It can be found

here:

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We are then faced with this menu:

Report RL-01 is already selected. Click the “Modify…” button and these
windows will appear. Make the modifications highlighted to create the
report we require. The various screens can be accessed by clicking the
“Tabs” under the Title.

Leave this selection

blank to select all
resources. If we wanted
to omit a resource (e.g.
Nuts and Bolts) we could
put the condition “NE”
(not equal to) under
profile and the resource
“NUTS” under “Low
Value Resource”

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Important points to
note here are to
Generate the report in
P3 (1), to organise by
Resource and produce
a summary report (2)
and to display row
totals on the left ( 3).

The selection is
irrelevant to us – we
want a report for the
whole project.
However we could
filter for any of the
codes that we have
established, in the
same way that we
filtered the project in
Chapter 7

Finally we set the time

we require our report
to span (1) and the
time unit we require
the report (3). We can
also specify whether
we want the report to
show Total, Peak or
Average resource
usage (2).

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With this information set we can run the report. Click the “Run” button in
the top right hand corner of the window.

This window will appear:

We want to see this report on screen so click “OK” and the Primavera
report writer will produce the required report:

To get this report into Excel format, where the data could be manipulate
and the report format modified, we can first copy and paste this data
into Microsoft Word, then copy and paste it again onto an Excel
spreadsheet.

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For instance, you will notice that due to the width of the report, it spans
two pages. We can copy and paste both pages into Excel and reformat
them to a single page.

Note that the export copies only the values of the data and formulae will
have to be replaced (e.g. the weekly totals).

A direct copy from Primavera Look to Excel WILL NOT WORK.

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9. Reporting Progress

The first thing that we should do though, is save our original programme
as a “baseline” programme against which future revisions and progress
updates can be measured.

So open and run the filter for “All Activities” (FL-01) to restore all activities
to our layout. Then save our current layout either through the drop-
down menu or by pressing Ctrl+S.

We now need to copy this programme. Again, from the drop down
menus highlight “Copy…”:

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That will open this window:

1. Represents the programme being copied – A000 should be

highlighted under the “Projects:” heading.
2. This section shows what you want to copy the programme to.
Ensure that the directory is correct (C:\p3win\projects\house). The
first field required to be filled in is “Project group:” – enter in P101
(i.e. Progress Report 1 of programme A001). The second field will
be our Revision – to indicate that this is a progress update

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Press the “Copy” button and the programme is copied.

Open up our newly created programme A101 through the File-Open drop-
down menu and it will open over your original programme.

We now always need to be able to compare our progressed programme

to our original or “baseline” programme. We therefore need to call our
original programme the “Target Programme”. We can identify it as such
here:

… This opens the following window:

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With the Target space beside “1” highlighted press the down arrow in the
input area and select “A000”, our original programme. Click OK and
programme “A000” is set as the Target programme of A101.

Now we need to show this target programme in order that, when

progressed, we can see the variation in the bars.

Press Ctrl+F11 to bring up our Bar editing window. Create a new bar
under the current “Early Bar” and use these settings (changes indicated
with a ):

Click on “OK” and “Close”.

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Your display should adjust to this:

The black line indicates the “target” or baseline programme; the yellow
indicates the currently open programme. If adjustments are made to the
programme, the yellow lines will move but the black lines will remain in
their current positions.

The next step is to organise our columns for easy data entry. Press F11
and arrange the columns like this:

That is, replace the columns created for the Activity Codes with “Actual
Start”, “Actual Finish” and “Remaining Duration”.

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Click “OK” and your display should adjust to:

We are going to report progress up to the 23 March 2002. Primavera has

a facility whereby you can highlight the activities that could be affected

by progress up to a particular date. Press the Progress Spotlight - -

button and the display will adjust to this:

The progress spotlight, by default, highlights one week after the current
Data Date. We need to adjust it to highlight the area we wish to progress.
Move your cursor over the rightmost vertical blue line and the cursor will

change to . Drag the vertical blue line to the 23 March 2002 and
release. Your display should now look like this:

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The five activities affected by the progress “spotlight” are highlighted in
yellow. We can now enter our progress. This is done by entering Actual
Start and Actual Finish dates in the relevant columns. Note that once an
“Actual Finish” date is entered, the “Remaining Duration” automatically
reverts to 0.

Enter the following:

In addition to the spotlighted activities, progress has also been entered

for Activity A060: that activity has immediately become part of the
“spotlight”.

Once progress has been entered press F9 and schedule the programme
to our new date, the 23 March 2002.

The display should look like this:

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A few things to note about the progress reflected:
The projected time to completion now takes into account any links active
on that Activity. For instance, A050 only has five days remaining duration,
yet is pushed out to 9 April. The programme reflec ts the FF+5 day link
from A040, which is due to finish on the 2 April, 1 week earlier.

Other necks are reflections of weekends and non-work periods. For

instance, the period of time immediately after the new Data Date is a
weekend: there is no activity over a weekend so the bar is necked.

Finally we can see the slippage suffered as a result of lack of progress in

a column called “Variance Target 1 Early Finish” – this column measures
the difference, in days, between the Early Finish of this programme and
the Early Finish of the Target Programme.

Here we can see that the late start of the project pushed back the
initial activities by 1 day: later delays in foundations resulted in 7 days

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being lost. Some early work on the superstructure has allowed us to
recapture 1 day: the overall loss currently is 6 days behind programme.

For the next progress update, copy the previous progress update into a
new programme and report progress there. Primavera allows two targets
to be nominated – slippage (or gains) on the end date can then be
measured against the previous update and the baseline programme.

So we’ve measured time, but how can we compare budgeted resource

usage with actual?

Highlight activity A010 and press Ctrl +R. Your resource window should
open.

We can enter actual resource usage in the “Actual this period” and “Actual
to date” slots. If we imagine a situation where BOB lost his bolts and had
to buy more, and as a result had to work overtime to get the job done,
we could enter “1.5” as BOB’s Actual to date and

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“20” as the Actual to date BOLT usage. The Variance should automatically
update to “-0.5” and “-10”, indicating that there was overuse of resources
by BOB (0.5 days) and BOLTS (10 No.).

Act. Resource Actual To Resource Actual To

ID 1 to Complete 2 to Complete
Date Date
A010 BOB 1.5 0 BOLT 20 0
A020 DIX 3 0 BOLT 10 0
A030 WEN 1.5 0 BOLT 15 0
A040 WEN 5 7 BOLT 10 20
A050 BOB 5 2 BOLT 10 15
A060 DIX 2 19 BOLT 2 15

After entering these, display the resource histogram and select, from
your Display options, all three curves (however do not select “Show
curves using different line types”). Select “BOLT” as the resource you
would like to see the display of.

Your display should look like this: notice how the higher bolt usage has
peaked the histogram early, and the overall increase has pushed the
totals up from around 140 No. to over 160 No.

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The precise numbers can be gained by moving the mouse over the part
of the line for where you would like the values and right-clicking with
your mouse button.

This window will appear:

If the report we generated previously is run again it will accommodate

the increased resources expended to date, and increase the projected
totals. Thus the data can be exported to Excel and a comparative graph
created.

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10. Conclusion

This guide has taken you through the basic functions of Primavera. It has
also given a firm grounding in navigating the menu options in Primavera
and entering data.

Armed with this information, and using Primavera’s extensive help

function, it is recommended that you further look into using multiple
calendars, constraints and the powerful “Global Change” function.

For further general practice it is recommended that you access

Primavera’s tutorial functions (the button in the top toolbar will

access these lessons.

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Appendix A
Exercise 1

1. Take your original programme and organise it by activity code. Now

copy the entire programme (highlight all activities, copy, paste
under the last activity – you will be asked how you would like the
activities renumbered: select Rename all Activities: Auto-
increment. For more information use the help function in this
window)
2. Assign your new activities to a new “Building” activity code – House
and assign the correct construction phase activity codes to the
activities.
3. Try reorganising your activities now on construction phase, then
building. Link your activities so that each construction phase does
not overlap
4. Rerun your resource histograms.
5. Repeat this process and add houses 3 and 4. Try filtering by
foreman and work phase.

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