P3

Creating New Project

1.                  Chose File, New

Project Development

1.         Starting & Opening  Chose, File, New

2.         View General Information            File, Open, Select a Project & Click Overview

3.         Obtain exclusive Access     for features like as leveling, performing global changes and editing activity Ids make the “Exclusive” check box.

4.                  Adding a Project

a.                  Chose file, new (enter 4 character project name).

b.                  Add general information.

c.                   The project may be independent as added to a project group.  (click the relevant check box if added to a project group.

d.                 Specify the planing unit, i.e. day, hours, weeks, months etc.

e.                  Set the decimal places if required.

Setting Access Rights for the Project

1.                  Project rights are given to the users which are

a.                  Read only

b.                  Read with

c.                   Restricted

2.                  Chose file, open, select project, than click Access. (for this once must have exclusive access to the project.)

3.                  Restricted Access Rights    Restricted access rights can be given to the users as required:

a.                  Chose file, open, select project, click access & set restrictions.  Mark the check boxes for functions you want to restrict the user from performing.

b.                  Following restrictions can be imposed:

(i)                 Limit Access to certain activities.  For this mark files restrictions, and select the file. User will only be able to work with the activities that meet the criteria.

(ii)              Limit Access to certain report

(iii)            Read only access

(iv)            Restrictions to a target project.

Creating a New Layout

1.                  Layouts are aimed to present the project from different perspectives. One can create unlimited number of layouts of the project.

2.                  Chose view, layout, new

3.                  For saving chose view, layout, save name the layout.

4.                  For opening existing layout chose view, layout, open

5.                  Chose layout when opening a project

Chose file, open, select project, than click options.

Running a filter for opening layouts.

1.                  Set filter options, chose view, layout, options following be done in this regards:

a.                  If current layout is bar clear chose organization.

b.                  Chose option for running associates filter.

c.                    

Working with Activities

Activity codes

1.                  Chose data, activity codes

Change increment value

Chose tools, options, activity inserting, type the value

Turn off automatic numbering

Tools, options, activity inserting & clear automatically number activities check box.

Adding activity in bar chart

Chose Insert, activity

Add activities using the activity forms

Chose tools, options, activity inserting

Add activities to group

Add activities in by Part

Click the area when activity is to be inserted and press the insert key or chose insert, activity.

Press the insert key.

Adding activities with auto links

Chose insert, autolink

Editing data in columns

1.                  Enter or change data in the edit bar

Select the cell and or press F2 and make change

Copy information between cells

1.                  If the activities are contiguous than select the cell value, drag the mouse up & down to select the activities where it is to be copied, chose edit, fill cell.

2.                  If the activities are not contiguous

Press Ctrl select the cells where data is to be copied finally reach to the cell data to be copied still pressing Ctrl click edit fill cell.

Edit Activity Forms

1.                  Chose view, activity form or press F7.

2.                  Over with the existing information and press click ok.

Detail forms

1.                  Use the buttons at the top of the activity form to display detail forms

2.                  To edit detail forms click appropriate cell and than click the required button in activity forms.

Activities selection

1.         select single activity            click row in the activity bar.

2.         select all activities    Edit, select all

3.         select contiguous activities            click first activity, press & hold shift key, click last activity.

Or

Click the first activity, drag the mouse to the last activity.

Select Non Contiguous Activity

Click first activity, press & hold Ctrl key & than click and activity wants for selection.

Select activities for resources assignment.

Chose insert, resource assignment.

Select activities for updating.

Click progress spotlight icon or drag the data date line in the bar chart.

Cutting, copying & pasting

1.            select the activity, edit, cut, paste

Deleting & dissolving activity

Select activity, edit, delete or dissolve or extant.

Moving activities

1.                  Move activity in bar chart   Point move in the middle of first column up the desire activity.  The mouse pointer will be changed.  Than drag the mouse up & down.

2.                  Move activity in part           Drag the activity to new location

3.                  Move between groups        Change the activity codes with codes,

Fragments

Retrieve Fragnets

Tools, Fragnets, Retrieve Fragnets,

Create , delete Fragnets

Select activities, toll, fragnets, store fragnet or delete

Replace text in fragnets.

After retrieving the fragnets in new project, the text can be replaced as desired.

Working with relationships

Defining relationships in PERT

1.                  Point to the left or right of predecessor activity & drag the mouse to left or right of the successor activity.

Or

2.                  Right click on desired activity, select predecessor or successor, create or modify the relation accordingly.

Defining relationships in BAR Charts

1.                  define relationships

2.                  define relationship in activity detail forms  chose activity detail, successor or predecessor

Link multiple activities with FS relationship

Select activities, edit, link activities.

Assign FS relationships between activities as you ad them

Insert, Auto Link

Delete relationship

Ensure relationship lines are visible in band chart in bar

1.                  In bar chart left click the relationship line and edit the relationship in the dialog box.

Or

2.                  In PERT left click the relation line and edit the relationship in the dialog box.

Trace logic

1.                  In PERT select activity, view, trace logic

Change trace logic to a movable window

Right click trace logic, unlock trace logic.

Set trace logic options.

Set PERT layout.  Select activity, format trace logic.

Trace logic using predecessors & successors forms

Right click the activity, activity detail, predecessor or successor.

ACTIVITY CODES AND VALUES

Define activity Codes

Choose data, activity codes then click activity tab

Create Standard  activity Codes

Choose Tools, Options, Default activity codes

Assign /Change code values using activity columns

Select an activity code cell for an activity and press F2 , type the code value in the edit bar  or select from drop down list  and press enter.

Copy an activity code value from an other activity

Select the activity code cell containing the assignment you want to copy ; press Ctrl and drag the mouse to highlight one or more contiguous activities. 

If activities are not contiguous then ,select each activity while pressing Ctrl.

Reassign Activity Codes

Drag an activity from one activity code band to another

Coding Activity IDs

Click the activity ID codes and classify the codes

Combining the codes in Aliases

Click the aliases tab in the activity codes  dictionary dialog box , then click define aliases

Type code values, and optionally description for each value section.

Grouping with combined Bands

Choose  Format ,Organize ,select the data item you want to group  the mark the Display  All Values in One band checkbox

CODING PROJECTS

Define Project Codes and Values

With project group open, Choose data .project codes    OR

Choose file, project Overview and the project codes.

Assign project Code Values

Choose data, Project codes, and click the values for the project codes  OR

Choose  file , Project overview ,then click project codes.

Grouping and Summarizing by Codes

Group By Activity or Project Code

Choose format ,Organize , the choose activity data item.

Summarize a specific group by activity code

Choose format , summarize                      

 OR

Select the band and press enter.

CUSTOM DATA ITEM

Define Custom Data Item

Choose data ,Custom data Item , Click the recourse /cost tab to define custom data items each for activities  and resource / cost.

Transfer Custom data Items

Choose data, Custom data Item , Click Transfer  and select the project the contains the custom data items that you  want  to transfer.

Assign Custom Data Item Using Activity Columns

Choose  Format ,columns .Add the custom data items as columns

Assign Custom Data Item Using Activity Form

Double click an activity to open the activity form  OR

Select ac activity and choose view , Activity form  , click custom in activity form and click the activity data tab in the Custom Data Form.

Click the value column and type the value for the selected form.

Assign Custom Data Item to a source

Open activity form, Click custom, Click resource Data tab in the custom Data item form. Click the resource, click the value column and type the value for the selected item.

Creating Custom Data Item Bars

Choose format, bars, click end points, click the custom data items box at the bottom of the dialog box then select the shape and the color for the end points.

Using Global change to calculate Custom Data Item

Choose Tools, Global change specification list box, then add to accept the next sequential ID.

Use If –Then statements to indicate the revised value. Click Ok and the Run to calculate values for custom data items.

TARGETS AND PROGRESS

Creating a Target Project

Choose Tools, Project Utilities, Targets

Modifying a Target project Globally

Choose Tools, Project Utilities, Targets the update

Highlighting Activities For Updating

Choose view, Progress spotlight OR click the progress spotlight icon

To increase / Decrease  the highlighted area between previous and new date by one or more timescale increments , Drag the time scale line to right or left.

Set the Time Increments for Updating

Choose format , Time scale and select the weeks as minimum time unit

OR

Drag the data line to new date and update the activities

Estimate progress for all spotlighted activities

Choose ,tools, update progress   (If the work proceeds as per schedule)

Updating activities Manually

Select activity farm, double the activity that is to be updated, edit the appropriate field and click OK.

OR

Point to end or start of the activity and press shift key then drag the bar to the required date. Prompt dialog box will appear, Click yes, talk to actual start and finish date will appear ,you can adjust the date accordingly.

Review Or update progress for an activity

Scroll bar of the same dialog box can be used to update the progress.

Manually updating spot lighted activities

Use the progress spotlight to highlight the activities .Select the activities using Ctrl+up/down arrow keys in the activity columns.

Interrupting Activity Progress – Suspend and Resume an activity

Right click an activity  and choose activity details, dates , Click the date when work is  suspended, again click the date when the work is resumed.

Storing Period Performance

Post actual performance for the period

Period performance should be stored at the end of the update or before  the start of  next schedule update

Choose tool, store period performance

Comparing Current and Target Schedules

Compare Progress On Current and Progress Bars

Choose format,  bars  to specify the target progress on current project or target plan

Progress Line

Choose view, Progress line, to display the progress line

PLANNING RESOURCES AND COST

Add a Resource

Choose data, resources to open the resource dictionary

Click + in the resource section and type resource name

Type unit of measurement in the unit column

Mark the driving checkbox

Delete a Resource

Choose data, resources to open the resource dictionary

Click (-) in the resource section

Define Resource Colanders

Choose data, resources to open the resource dictionary

Go to the column Base

Allot the calendar

You can make the changes in the calendar .You can add exceptions to the calendar or non-work periods to it. The changes will become the part of resource calendar only but not base calendar.

Transferring Resources

Choose data, resources to open the resource dictionary

Click transfer in the resource dialog box and click OK

Setting Resource Limits and Price

Define Quantity Available

Choose data, resources to open the resource dictionary

Select the resource and specify the (Maximum and minimum) limits during each wok period

Apply Price Changes

Choose data, resources to open the resource dictionary

Select the resource and specify the unit price .You can also specify the date of effectiveness of the price.

Then click calculate to apply the new price to all activities that have the resource assignment.

Hieratical Resources

Level with Hieratical Resources

Choose data, resources to open the resource dictionary

Select the resource  , append (asterisk) * at the end the resource name.

You can filter and prepare reports based on Hieratical  resources.

Cost Accounts

Define Cost Accounts

Choose data, Cost account

Define cost categories and their codes (single character)

Define cost accounts and their codes (up to 12 character)

Transfer Cost Accounts

Choose data, Cost account

Click transfer Transfer in the dialog box. You can transfer dictionaries from other projects.

Delete Cost Accounts , Cost Categories

Choose data, Cost account

Select cost account or category and click (-)

Assign Cost Accounts

Click an activity

Open activity farm, Click cost, assign cost category, and account to the activity

Allocating Resources to the activities

Click Activity, open activity farm, click resources

Assign resources ,cost category. cost account, budget quantity

Specify the budget

Click Activity, open activity farm, click resources

After assigning the cost category,  cost account ,type either the unit  per time period or budget quantity for whole the activity

Assign the same resource to one or more activities

Select one or more activities from the list

Click Insert in the menu bar, Click resource assignment

Select resource, Allocate cost category and cost account

Give either quantity or unit per day

Specify resource lag and duration

Resource lag indicates the time period between the activity starts and the resource starts

Click Activity, open activity farm, click resources

Type the resource lag in appropriate column

Using Driving Resources

Click Activity, open activity farm, click resources

Click the appropriate checkbox to mark the resource as driving

OR

Select the activity ,click insert in the menu .click resource assignment, mark the checkbox as driving

View and Edit Resource Curve

Choose Data , click Resource Curve

TRACKING RESOURCES AND COSTS

Applying auto cost rules to projects

System Global Default Setting

Choose tools, options, Default auto cost rules

Project Specific Auto cost Setting

Choose tools, options ,Auto cost rules

Configure Earned and Planned Values Calculations

Choose tools, options, Earned value

Updating resources using Resource form

Choose view, activity detals,resouces

Storing Period Performance

Choose Tools, Store Period Performance

RESOURCE LEVELLING

Level Automatically

Choose tools, level, Options

Leveling Techniques

Use activity form

Choose view, Activity Details, Constraints then choose leveling options from leveling field drop down list.

Use activity Columns

Use format, Columns, and include the leveling type column in the bar chart, right click the leveling type cell for the activity and selects its type from the drop down list.

Use fill cell function to copy a leveling type to many activities.

Use Global changes

Choose tools, Global Change, and click the change tab

Specify selection statement to identify the activities, and specify the leveling type in the change statement

Forward Resource Leveling

Schedules the early dates of activities from start to the finish of the project

Choose tool, level, to open the resource leveling dialog box

Backward Resource Leveling

Schedules activities to occur as late as possible without delaying the project finish.

Choose tool, level, to open the resource leveling dialog box

SMOOTHING RESOURCE USE

Smooth None

Choose this option when normal and
maximum limits of all resources are equal or nearly equal.

Choose tool, level, to open the resource leveling dialog box   , select smoothing option

Smoothing: Non time Constrained

Choose this option when when normal and maximum limits differ significantly.

Choose tool, level, to open the resource leveling dialog box   , select smoothing option

Smoothing: Time Constrained

Choose this option when project must finish on time regardless of the resource required

Choose tool, level, to open the resource leveling dialog box   , select smoothing option

LEVELLING PROJECT IN APROJECT GROUP

Use Project Group’s Limit

Choose when overall group’s total resource pool is available , ignoring possible demands by activities in other projects

Choose tool, level, to open the resource leveling dialog box   , select  option

Use net Availability

Deducts the resources required by all other projects in the group from the original pool. Only the remainder is available to the project you are leveling.

Choose tool, level, to open the resource leveling dialog box   , select  option

Specify the Leveling Cut Off Date

Choose level, Tools, Level

Specify the activities to Level

Choose level, Tools, Level, Click general, click dropdown list (level activities in filter)

Specify the activities to Level

Choose level, Tools, Level, Click resources

Adjusting Resource Availability

Choose Data, resources, allot limits and prices

            

OR

Choose Tools, level, resources, select resource, click limits

Prioritizing Activities for Leveling

Choose Tools, level, resources, click prioritization

Setting Options for Splitting, Stretching, and Crunching

Choose Tools, level, resources, click Splitting

MANAGING MULTIPLE PROJECTS

Project Group Guidelines

1.               Individual Project manager and the project control coordinator should discuss agree on standard work schedule and coding structures as well as required resources and their prices for consistency.

2.               Project participants should use project check in and checkout utility to overwrite the changes.

3.               Project participants should determine naming conventions so that every one involved in the project recognizes the activity ID and resources.

4.               Establish regular time for updating progress to avoid confusion. All should have the same data date.

Project Control Coordinator Check List

1.                  Add a new project group.

2.                  Accord access to the project team to add the project. This can be limited as desired.

3.                  Set up dictionaries and colanders in the project group that will be used by each group to ensure consistent coding structures, resource definitions,cost accounts and calanders.Also define the resources that all projects will share.

4.                  Link member projects at the project group level and create a target project from the project group.

Adding New Project Group

Choose file , New to create a project group

Assign Access rights

Choose file, open and select project group then click access then choose one of the rights from drop down list .In the user column click to choose the user. Repeat access rights to each person.

Define Calendars

Choose data, calendars

Setting up Project and Activity Coding Structures

Choose data, Activity coding

Work Break down structures

Choose data, WBS

Resource Dictionary

Choose data , Resources

Cost Account Dictionary

Choose data , cost accounts

Custom data Items

Choose data , Custom data Items

Setting Scheduling and Leveling Option

Choose tools, schedule,  options

Linking Projects Within the Project Groups

Open activity form, select predecessor or successor

__________________

Leveling Resources across Projects

Level resources Automatically

Choose tools, Schedule, options, select schedule automatically

Set Leveling Priorities

Choose tools , level , options , prioritization

Storing Period performance

Choose tools, period Performance

KEEPING TRACK OF PROJECT WITHIN PROJECT GROUP

Project check in / check out features  enables to keep track of the member projects that are used outside the project. It is useful when member project manager travels to a project site and updates or modifies the project while at the site or when member project manager works at home.

Checkout a project from a project Group

Choose tools, Project Check in /checkout tab

Check a project back in to a project Group

Choose tools, Project Check in /checkout tab

P3 overwrites any changes that may have been made locally to the member project when it was checked out

BACKING UP AND RESTORING PROJECT GROUP

Backup Project Group

Choose tools, utilities, backup

Restore Project Group

Choose tools, utilities, restore

Merge dictionaries from projects

To copy any new values added to the project‘s dictionary to the project’s group dictionaries, mark the merge dictionaries from project check box

Restore backup Layouts, Reports, and Graphics

To restore backup Layouts, Reports, and Graphics specifications, mark the check box.

COPYING AND CONVERTING PROJECTSAND PROJECT GROUPS

Copying a project Group

Choose tools , Project Utilities , copy, select project group where to copy

Copying a project within  a project Group

Choose tools , Project Utilities , copy, select project group where to copy

Copying  project to another  a project Group

Choose tools , Project Utilities , copy, select project group where to copy

, select the project to copy

Dividing Project into multiple Projects

Choose tools , Project Utilities , copy

Select the filter of activities that is to be copied to new project

Specify the new project name ,Project ID of two characters and group

Repeat the process for each project you want to create.

Convert a project into project Group

Choose tools, project utilities, copy to display the dialog box

Select the project you want to convert

Type the name of the new project you want to create.

Making a Project Group in to Project Group

Choose tools, project utilities, copy to display the dialog box

Select the original stand-alone project

Type the name of the stand-alone project as project group

Type  a project name  and two character ID (one of which must be alphabetic)

PROJECT TOOLS

COPYING PROJECTS TO CHANGE DATA

Choose tools Project utilities, Copy

You can different planning units , or change ID values to different to new Project

Use to enter the Following character fields at the bottom of the copy  dialog box to add a prefix or suffix to the copied values.

Deleting Projects

Choose tools Project utilities, Delete

Merging Projects

Choose tools Project utilities, Merge

Select the host project

Select the project to be merged

Click merge

(P3 retains the base calendars of the host project for the merged projects. Adds unique calendar ID’s and associated data from entering projects. Adds new resource calendar from entering projects and assigns them to any new resource added in the dictionary.

Builds one comprehensive resource dictionary from the source projects resource dictionaries.)

Summarizing projects

Combines data up to 10 projects into one project. The resulting project summarizes schedule, resource, and cost data while leaving the source project intact. You can create summary schedules reports, bar charts, resource reports, or any other report.

Choose Tools, Project utilities, Summarize

Backing Up Projects and Project Groups

Choose Tools, Project utilities, back up

Restoring Projects and Project groups

Choose Tools, Project utilities, Restore

Converting Data to and From

Choose Tools, MPX conversion, then choose file, convert MPX project to P3 or P3 Project to MPX project.

GLOBAL CHANGE

It is a powerful tool to make systematic changes to the project Data  in one operation.

Add a Specification

Choose tools, Global change, and click add

Transfer a Specification

Choose tools, Global change, and click add, click modify, click transfer

Define Global Change

Choose tools, Global change, and click add, again click add, click selection

Define Change Statement

Choose tools, Global change, and click add, again click add, click change

Use temporary variables

Choose tools, Global change, and click add, again click add, click change

Use if-then – else statement to record the change.

Run Global Change

Choose tools, tabular reports, production ----- run global change

Assigning Codes and Custom Data Items

Use if-then – else statement to record the change.

Assigning Constraints

You can use and remove date and float constraints

Use if-then – else statement

Change Activity IDs

Use if-then – else statement

Delete activities

Use if-then – else statement

Delete values for most data items

Use if-then – else statement

Removing progress on a project

Use if-then – else statement

Using Date Arithmetic

Use if-then – else statement

Adding and Deleting resources

Use if-then – else statement

Changing budget and resources

Use both change and select tab. The selection tab limits the global change.

Use if-then – else statement to make necessary changes.

Change a resource assignment

Use if-then – else statement to make necessary changes. You can also add new resources to make new changes.

Estimating a new cost at Completion

Use if-then – else statement

Using Resource and Code Title

Extracting Mid String Characters

Finding and Changing Blank Values

Trimming Blank Spaces

Using Date String Functions

Changing and Leveling Type

INTEGRATING INFORMATION WITH OLE

An OLE server is an application whose objects can be embedded or linked into other documents.

Create a Link in P3

Select an activity or Group Title band to which you want to attach the object. Choose edit, paste like

P3 displays the object in the layout next to the selected activity. Choose view , layout ,save to retain the linked object in your layout.