Schedule Management User Guide

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1 Schedule Management User Guide Version 18 October 2018

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3 Contents About This Guide... 7 Schedule Overview... 7 Create a Project for Schedule Management... 7 Project Templates Overview... 8 Add a Project Template... 8 Add a Project... 9 Add a Project Proposal Assign a User or a Group Access to a Project Assign a Project Calendar Set the Default Calendar Assign a Code to a Project Add an Image to a Project Assign a Location to a Project Assign a Manager to a Project Add a File to the File List Modify a Project Currency Set the Data Date for a Project Configure Schedule Settings for a Project Configure Default Activity Settings for a Workspace View the Construction Value Configure Activity Defaults for a Project Configure Default Activity Calculation Settings for a Workspace Configure Calculation Settings for a Project Set the Default My Activities Settings Configure My Activities Settings for a Project Configure the Auto Numbering Defaults for a Project Add Integration Parameters to a Project Run a Synchronization Job Change the Status of a Project Delete a Project Project Collections Overview Create a Project Collection Add a Project Collection Add a Project to a Project Collection Open a Project Collection P6 XML Import/Export Overview Import P6 Data into Oracle Prime Projects

4 Schedule Management User Guide Export Oracle Prime Projects Data to P6 XML Import Microsoft Project Data into Oracle Prime Projects Export Oracle Prime Projects Data to Microsoft Project XML WBS Overview Create a WBS Add a WBS Add a WBS from a Template or Other Project Create a WBS by Import Create an Import Template for Importing a WBS Import a WBS from Microsoft Excel Assign a Manager to a WBS Add a File in a Files Detail Window Copy and Paste a WBS Node Activities Overview Create an Activity Add an Activity Create an Activity by Import Create an Import Template for Importing Activities Import Activities from Microsoft Excel Assign an Owner to an Activity Assign an Activity to a WBS Assign an Activity Type to an Activity Assign a Duration Type to an Activity Assign a Percent Complete Type to Activity Enter Activity Status Information Enter Activity Duration Information Enter the Activity Unit Information Add a Constraint to an Activity Assign a Role to an Activity Staff a Role Assignment Assign a Resource to an Activity Assign a Curve to a Resource or a Role Assignment Working with Activity Files Add a File in a Files Detail Window Link a File to an Object Preview a File Check Out a File Check In a File Add a Relationship to an Activity Assign a Risk to an Activity Add a Task to an Activity

5 Contents Associating Activities with Scope Assignments and Work Packages for Scope Management Overview Link a Work Package to an Activity Link a Scope Assignment to an Activity Assign a Code to an Activity View Relationships Using Trace Logic Apply Activity Uncertainty Cut or Copy and Paste an Activity Dissolve an Activity View the Activities Gantt Chart View the Activity Network Modify Activity Details in the Gantt Chart View the Progress Spotlight Add a Discussion Print the Activities Page to PDF Scheduling Overview Schedule a Project View the Scheduling Log Leveling Overview Configure the Leveling Priority Level a Resource or Role View the Leveling Log Baselines & Snapshots Overview Set a Project Baseline Add a Project Snapshot Reset a Project Baseline Schedule Scenarios Overview Add a Scenario Manage a Scenario Set a Scenario as the Current Schedule Schedule Health Check Overview Configure Schedule Health Check Settings View the Schedule Health Check Results Schedule Health Check Reference Monitor Background Services Updating Activity Progress Overview Activities Field Definitions Alerts and Thresholds Overview Create an Alert Add an Alert

6 Schedule Management User Guide Add a Threshold to an Alert Set an Alert Delivery Option Creating Alerts: Example Configure View Settings Views Overview Add a View Apply a View Configure a Column Configure a Saved Filter Apply a Saved Filter Configure and Apply Filtering Configure Grouping Options Configure Sorting Options Configure Gantt Bars Configure Gantt Chart Settings Configure Network Settings Configure Quick Filters Apply a Quick Filter Configure Task Counts Configure a Timescale Configure Spreadsheet Rows Configure Currency Settings Configure Formatting Legal Notices

7 About This Guide This guide explains how to use the Schedule app in Oracle Prime Projects to develop and manage a project schedule. Project managers and project schedulers should read this guide. Schedule Overview Oracle Prime Projects combines established schedule management principles with a set of collaboration tools to provide a comprehensive solution to organize and manage a schedule of activities required to complete a project. Using the Schedule app, you can define a list of activities, specify relationships and constraints, and assign required resources. You can then use the data to logically sequence the activities into a project schedule using the Critical Path Method. Activity statusing capabilities enable project team members to communicate the status of project activities to the project team. Key Features Create a list of activities that must be performed to complete your project objectives. Set relationships and constraints for enhanced activity scheduling. Schedule projects or project collections using the Critical Path Method to establish activity dates and identify the activities critical to the success of the project. Monitor and evaluate the quality of your schedule using the Schedule Health Check tool. Create views to configure table and Gantt chart display options for the Activities page. Assign users to activities and communicate the status and progression of activity work. Level projects by role or resource to eliminate overallocations. Create what-if schedule scenarios to anticipate and evaluate alternative scheduling solutions. Create a Project for Schedule Management To create a project for schedule management: 1) Add a Project (on page 9) 2) Assign a User or a Group Access to a Project (on page 11) 3) Assign a Project Calendar (on page 12) 4) Assign a Code to a Project (on page 14) 5) Assign a Manager to a Project (on page 16) 6) Set the Data Date for a Project (on page 18) 7) Configure Schedule Settings for a Project (on page 19) 8) View the Construction Value (on page 22) 7

8 Schedule Management User Guide 9) Configure Activity Defaults for a Project (on page 22) 10) Configure Calculation Settings for a Project (on page 26) 11) Set the Default My Activities Settings (on page 27) 12) Configure My Activities Settings for a Project (on page 28) 13) Configure the Auto Numbering Defaults for a Project (on page 29) 14) Change the Status of a Project (on page 31) Project Templates Overview Project templates are reusable models of projects you can store and use later to save time and standardize your operations. A template includes all the details, best practices, and de facto standards your organization associates with projects of a particular type. Use project templates to create a library of predefined project structures that can later be used as starting points for new projects. For example, say your organization is responsible for managing the construction of store Smith Wholesale in multiple states. The WBSs and resources are essentially the same. A template in this situation enables you to quickly create the project and add any unique requirements for the projects in the different states. When creating a template, you can choose to copy data from an existing project or template. When a template is created from an existing project, all the actual values, including dates, units, durations, and location fields are cleared. Projects or templates can be copied into the same workspace or a child workspace. If a project or template is copied to a child workspace that does not share data with the parent workspace, then data is pulled down and made available in the child workspace. This data includes resources, roles, configured fields, dashboards, units of measure, calendars, and curves. Add a Project Template Project templates are created when the organization manages similar, repeatable projects. When creating a template, you can choose to copy data from an existing project or template. Data stored at the workspace-level and relationships between projects are not available to copy. To add a project template: 1) In the object selector, select Projects, select Add, and then select Template. On the File menu, select New, and then select Template. 2) In the Projects wizard, complete the following steps: In the Project Template Details step, enter general details about your project template, and then select Next. In the What's Included step, select the information to copy from an existing project or template, and then select Next. 8

9 Create a Project for Schedule Management Note: The What's Included step appears if you choose to copy data from an existing project or template in the Project Template Details step. You can copy from predefined groupings of app and settings data. When you select a group to copy, additional object dependencies are automatically included. For example, when you copy Activities, WBS data is automatically included. Select the Help icon next to a dependency for more information. In the User and Group Access step, select users and user groups who need to access the project template, and then select Next. In the Permission Sets step, assign permissions to the users and groups who can access the project template, and then select Next. In the Companies step, select the companies who are responsible for the work on your project template, and then select Next. In the Summary step, review and edit your selections, and then select Add Project Template. You can also initiate this task directly from the Projects inventory panel. 1) In the object selector, select Projects, and then select View All Projects. On the Workspace menu, select Projects. 2) In the Projects inventory panel, select the group where you want to store the project. Note: The group may be the workspace name or another grouping name if a Group By option is selected for the table. If the table is organized by a group other than workspace, then the new project template will inherit the attribute for that group. For example, if the table is grouped by a project code, the new project template will inherit the project code for that group. 3) Select the Add menu, and select Template. Add a Project Use the Projects wizard to add details, user and group access, permissions, and companies to a project. You can create a project without data, or you can copy data from an existing project or template. Data stored at the workspace level and relationships between projects are not available to copy. To add a project: 1) In the object selector, select Projects, select Add, and then select Project. On the File menu, select New, and then select Project. 2) In the Projects wizard, complete the following steps: 9

10 Schedule Management User Guide In the Project Details step, enter general details about your project, and then select Next. In the What's Included step, select information to copy from an existing project or template, and then select Next. Note: The What's Included step appears if you choose to copy data from an existing project or template in the Project Details step. You can copy from predefined groupings of app and settings data. When you select a group to copy, additional object dependencies are automatically included. For example, when you copy Activities, WBS data is automatically included. Select the Help icon next to a dependency for more information. In the User and Group Access step, select users and user groups who need to access the project, and then select Next. In the Permission Sets step, assign permissions to the users and groups who can access the project, and then select Next. In the Companies step, select the companies who are responsible for the work on your project, and then select Next. In the Summary step, review and edit your selections, and then select Add Project. You can also initiate this task directly from the Projects inventory panel. 1) In the object selector, select Projects, and then select View All Projects. On the Workspace menu, select Projects. 2) In the table, select the group where you want to store the project. Note: The group may be the workspace name or another grouping name if a Group By option is selected for the table. If the table is organized by a group other than workspace, then the new project will inherit the attribute for that group. For example, if the table is grouped by a project code, the new project will inherit the project code for that group. 3) Select the Add menu, and then select Project. You can also add a project from a Workspace Home page or the Get Started page. The project is set to Active by default. You can create a project collection directly from the Projects inventory panel to easily manage a subset of projects that are important to you or a group. Select multiple projects, select the Context menu, and select Create Project Collection. 10

11 Create a Project for Schedule Management Add a Project Proposal Add project proposals when new projects are required to go through a formal workflow process to move from the proposal stage to become approved projects in the planning stage. 1) Note: A workflow must be available to add project proposals. The workflow process will determine if the projects will be approved and put in a planning state or rejected. In the object selector, select Projects, select Add, and then select Proposal. On the File menu, select New, and then select Proposal. 2) In the Project Proposal Details step of the wizard, enter general project proposal information, and then select Add Project Proposal. You can also initiate this task directly from the Projects inventory panel. 1) In the object selector, select Projects, and then select View All Projects. On the Workspace menu, select Projects. 2) In the table, select the group where you want to store the project. Note: The group may be the workspace name, or another grouping name if a Group By option is selected for the table. If the table is organized by a group other than workspace, then the new project will inherit the attribute for that group. For example, if the table is grouped by Location, then the new project will inherit the location for that group. 3) Select the Add menu, and select Proposal. Assign a User or a Group Access to a Project Users can be assigned to projects individually or through user groups. Each user or user group must be assigned a project permission set. A user group may have been configured with a default permission set. This permission set can be changed for the project assignment at any time. To assign user access to a project: 1) In the object selector, select a project. 2) In the sidebar, hover over Project Team, and select Security. 3) Select the Assign menu, and then select User or Group. 4) In the Assign User or Assign Group dialog box, enter the user or group name. 5) Select the name, and select Next. 6) In the Permission Set column, select a permission set for each permission type. 11

12 Schedule Management User Guide Note: If you assigned a user group that is configured with a default permission set, you can keep the default or select another if necessary. 7) Add any other optional permission sets applicable to that user or group. 8) Select Assign. 9) Select Save. You can also do this in the Projects inventory panel. 1) In the object selector, select Projects, and then select View All Projects. On the Workspace menu, select Projects. 2) In the table, select a project, and then select the Security detail window. If you added the project in the application, you are automatically assigned access to the project with the Administrator permission set assigned. The Search feature searches the entire list of users for matches. During that initial search, it will stop after finding 500 results, then filter out those who have already been assigned. For this reason, your maximum number of search results might vary. To limit the number of results, be as specific as possible when entering a name in the search field. For example, enter the first and last name of the user. Assign a Project Calendar Each project must have a calendar assigned. The default calendar in the workspace will automatically be assigned as the project calendar. The calendar can be changed to suit the needs of the project. To assign a project calendar: 1) Navigate to the Details page: b. In the sidebar, select Summary & Settings. c. On the Summary & Settings menu, select Details. On the Project menu, select Details. 2) In the Details section, in the Calendar field, select a calendar. 3) Save your changes: a. Select Save. b. In the Summary & Settings panel, select Close. 12

13 Create a Project for Schedule Management Select Save. Set the Default Calendar The default calendar is set at the workspace level and is available to projects, resources, and roles within that workspace. One calendar must always be defined as the default. Note: The application has a built-in default calendar. The settings in this calendar cannot be changed. After another calendar has been assigned as the default, this calendar can be deleted. To set the default calendar: 1) Navigate to the Calendars page: a. In the object selector, select a workspace. b. In the sidebar, select Summary & Settings. c. On the Summary & Settings menu, select Dictionaries, and then select Calendars. On the Dictionaries menu, select Calendars. 2) In the list of calendars, select the Default option for the calendar. 3) Save your changes: a. Select Save. b. In the Summary & Settings panel, select Close. Select Save. If the calendar you selected was only available to Project or Resource/Role, then both options are automatically selected when you select a new default calendar. This setting is used in the following apps: Contracts and Commitments Cost and Funds Resources Risk Schedule Scope Tasks 13

14 Schedule Management User Guide Assign a Code to a Project Assign codes to projects to help track projects based on attributes they share. When managing a large number of projects, project codes enable you to filter and group information across the organization. To assign a code to a project: 1) Navigate to the project Codes page: b. In the sidebar, select Summary & Settings. c. On the Summary & Settings menu, select Codes. On the Project menu, select Project Codes. 2) Select Assign. 3) In the Select Code Value dialog box, expand the code, and select the code value. 4) Select OK. 5) Save your changes: a. Select Save. b. In the Summary & Settings panel, select Close. Select Save. You can also do this in the Projects inventory panel. 1) In the object selector, select Projects, and then select View All Projects. On the Workspace menu, select Projects. 2) In the table, select a project, and then select the Codes detail window. Add an Image to a Project A project image is shown in some areas of the application, such as news feeds. You can upload your own image or choose from existing images. To add an image to a project: 1) Navigate to the Details page: b. In the sidebar, select Summary & Settings. c. On the Summary & Settings menu, select Details. 14

15 Create a Project for Schedule Management On the Project menu, select Details. 2) Select Select Image. 3) In the Select Image for Project dialog box, choose one of the following: Under the Upload New Image section, in the Image field, select Browse, and then select an image. Under the Choose from Existing section, select Gallery or Uploaded, and then select an existing image. 4) Select Select. 5) Save your changes: a. Select Save. b. In the Summary & Settings panel, select Close. Select Save. You can also perform this task within a project news feed: 1) In the object selector, select a project. 2) In the sidebar, select Summary & Settings. 3) On the Summary & Settings menu, select News Feed. 4) On the News Feed page, select Upload Image. To restore the default project image, select Reset to Default in the Select Image for Project dialog box. Assign a Location to a Project Assign locations to projects so you can later produce reports based on geographical location and filter views by location. Locations are also used in the spatial search feature and required to configure companies. To assign a location to a project: 1) In the object selector, select Projects, and then select View All Projects. On the Workspace menu, select Projects. 2) In the table, select the project row. 3) Select the Location detail window. 4) Choose an existing location, or enter a new location. 5) To choose an existing location: a. In the Name field, select Select. b. In the Select Location dialog box, choose a location, and select OK. 15

16 Schedule Management User Guide 6) To add a new location: a. In the Name field, enter a name for the new location. b. Enter the address, and select Locate. Alternatively, you can enter the Latitude and Longitude and select Locate. Notes: Input longitude and latitude in the format that is appropriate for your geolocation service. Enter longitude and latitude in decimal degrees or directional designators. Select a country when locating using longitude and latitude to improve results. c. To save this address at the workspace level, select Save location for future use. 7) (Optional) In the Description field, enter a description of the location. 8) Save your changes: a. Select Save. b. In the Summary & Settings panel, select Close. Select Save. Assign a Manager to a Project Assign managers to projects to identify the project manager or person responsible for managing the project. The person who created the project is automatically assigned as the manager. To assign a manager to a project: 1) Navigate to the Details page: b. In the sidebar, select Summary & Settings. c. On the Summary & Settings menu, select Details. On the Project menu, select Details. 2) In the Details section, in the Manager field, select a manager. 3) Save your changes: a. Select Save. b. In the Summary & Settings panel, select Close. Select Save. 16

17 Create a Project for Schedule Management You can also do this in the Projects inventory panel. 1) In the object selector, select Projects, and then select View All Projects. On the Workspace menu, select Projects. 2) In the table, select a project, and then add a manger in the Manager field. This setting is used in the following apps: Contracts and Commitments Cost and Funds Field Resources Risk Schedule Scope Strategic Alignment Tasks Add a File to the File List Add relevant files, such as costing spreadsheets, contracts, specifications, and audio and video files, to your projects, portfolios, or ideas to support your organization's data. To add a file to the File List: 1) Navigate to the files page: a. In the object selector, select a project, portfolio, or idea. b. In the sidebar, hover over Files, and select File List. On the Project menu, select Files. 2) In the table, select a folder, and then select Add File. 3) In the Upload File dialog box, select a file, and then select OK. Modify a Project Currency Projects inherit the base currency by default, but you can set a custom project currency. A project can be viewed in the project currency or the base currency. A workspace currency must have an exchange rate defined to appear in the list of currencies available to the project. To modify a project currency: 1) Navigate to the Details page: 17

18 Schedule Management User Guide b. In the sidebar, select Summary & Settings. c. On the Summary & Settings menu, select Details. On the Project menu, select Details. 2) In the Currency section, in the Project Currency field, select the project currency. 3) Save your changes: a. Select Save. b. In the Summary & Settings panel, select Close. Select Save. The Exchange Rate field is automatically populated with the exchange rate defined at the workspace level. Note: The project currency cannot be changed if costs exist for a project. This setting is used in the following apps: Contracts and Commitments Cost and Funds Portfolio Analysis Resources Risk Schedule Scope Strategic Alignment Tasks Set the Data Date for a Project The data date is the progress point, or "as-of date," for activities in the project. Project status is up-to-date as of the data date. The data date is also used for updating the dates of scope assignments and work packages when they are not linked to activities. Note: Dates will not change after the Data Date is updated for activities or scope assignments unless you run the Scheduler or Modify Dates feature, respectively. To set the project data date: 1) Navigate to the Details page: 18

19 Create a Project for Schedule Management b. In the sidebar, select Summary & Settings. c. On the Summary & Settings menu, select Details. On the Project menu, select Details. 2) In the Details section, in the Data Date field, select the date. 3) Save your changes: a. Select Save. b. In the Summary & Settings panel, select Close. Select Save. This setting is used in the following apps: Contracts and Commitments Cost and Funds Dashboards Reports Resources Risk Schedule Scope Submittals Tasks Configure Schedule Settings for a Project Configure project schedule settings to set planned project start and finish dates, as well as a date by which the project must finish. These dates are also used to drive the project scheduler during the scheduling process. To configure schedule settings for your project: 1) Navigate to the Details page: b. In the sidebar, select Summary & Settings. c. On the Summary & Settings menu, select Details. On the Project menu, select Details. 2) In the Schedule section, in the Project Planned Start field, select the start date. 3) In the Project Planned Finish field, select a planned finish date. 19

20 Schedule Management User Guide 4) In the Schedule Must Finish By Date field, select the date the project must finish by. 5) Save your changes: a. Select Save. b. In the Summary & Settings panel, select Close. Select Save. This setting is used in the following apps: Resources Risk Schedule Scope Tasks Configure Default Activity Settings for a Workspace You can configure default system behavior for activities in a workspace. To configure default activity settings for a workspace: 1) Navigate to the Activity page: a. In the object selector, select a workspace. b. In the sidebar, select Summary & Settings. c. On the Summary & Settings menu, select Defaults & Options, and then select Activity. On the Workspace menu, select Configuration, and then select Activity. 2) In the New Activities section, configure default behavior for new activities: Duration Type: Determines how remaining duration, units, and units/time are calculated when you update an activity that has resources assigned. Fixed Units/Time: The resource units per time are constant when the activity duration or units are changed. Use this duration type when an activity has fixed resources with fixed productivity output per time period. Fixed Units: The activity units are constant when the duration or resource units per time are changed. Use this duration type when the total amount of work is fixed, and increasing the resources can decrease the activity duration. Fixed Duration & Units: The duration and units remain constant as the units/time is changed. Use this duration type when the activity must be completed within a fixed time period and the total amount of work is fixed. Fixed Duration & Units/Time: The activity duration is constant as the units or resource units per time are changed. Use this duration type when the activity must be completed within a fixed time period regardless of the resources assigned. 20

21 Create a Project for Schedule Management Percent Complete Type: Determines the way in which the application calculates the percent complete for the activity. The type can be Physical, Duration, Units, or Scope. Physical: The user will enter the percent complete for the activity. Duration: The percent complete is calculated from the actual and remaining duration. Units: The percent complete is calculated from the actual and remaining units. Scope: The percent complete for the activity is derived from the scope percent complete of the linked scope assignment. Activity Type: Determines how duration and schedule dates are calculated for the activity. Activity Dependent: This type of activity indicates that assigned resources should be scheduled based on the activity's calendar, rather than the calendars of the resources. Resource Dependent: This type of activity indicates that resources should be scheduled based on their assigned calendars. Use this type when the activity duration may be affected by resource availability. Level of Effort: This type of activity indicates that it is ongoing with a duration determined by its dependent activities. The duration is calculated based on the schedule dates of its predecessors and successors. Administrative activities are typically designated as Level of Effort. Start Milestone: This type of activity indicates the beginning of an important project phase. Activities of this type have a duration of zero (0) with no resource assignments. Finish Milestone: This type of activity indicates the end of an important project phase. Activities of this type have a duration of zero (0) with no resource assignments. Default duration for new activities: Enter the default time duration, in hours, for new activities. 3) In the New Assignments section, configure default behavior for new activity assignments: Drive activity dates by default: Determines whether new resource or role assignments drive activity dates by default. Resource can be assigned to same activity more than once: Determines whether activities can be assigned to the same resource multiple times. When adding or removing multiple resource assignments on activities: Select an option to determine application behavior when activity resource assignments are adjusted: Preserve the Units, Duration and Units/Time for existing assignments: Select this option for units, durations, and units/time to remain constant when additional resources are assigned to any activity. Recalculate the Units, Duration and Units/Time for existing assignments based on the activity Duration Type: Select this option to calculate a resource assignment s remaining values based on the activity s duration type. 4) Save your changes: 21

22 Schedule Management User Guide a. Select Save. b. In the Summary & Settings panel, select Close. Select Save. This setting is used in the following apps: Resources Risk Schedule Scope View the Construction Value You can review construction values to projects to help track the total cost of a project over the construction period. Construction values can include the cost of materials, subcontractor totals, overhead costs, general conditions, and taxes. To view a construction value to a project: 1) Navigate to the Details page: b. In the sidebar, select Summary & Settings. c. On the Summary & Settings menu, select Details. On the Project menu, select Details. 2) In the Details section, in the Construction Value field, review the total cost for the project. 3) Save your changes: a. Select Save. b. In the Summary & Settings panel, select Close. Select Save. This setting is used in the following apps: Field Configure Activity Defaults for a Project You can configure default system behavior for new activities and resource assignments for your project. Note: Although you can configure default values for activity type, duration type, and percent complete type, you can also manually adjust 22

23 Create a Project for Schedule Management these values for individual activities. To configure default settings for new activities and resource assignments: 1) Navigate to the Settings page: b. In the sidebar, select Summary & Settings. c. On the Summary & Settings menu, select Settings. On the Project menu, select Project Settings. 2) Select the Activity Defaults tab. 3) In the New Activities section, configure default behavior for new activities: Duration Type: Determines how remaining duration, units, and units/time are calculated when you update an activity that has resources assigned. Fixed Units/Time: The resource units per time are constant when the activity duration or units are changed. Use this duration type when an activity has fixed resources with fixed productivity output per time period. Fixed Units: The activity units are constant when the duration or resource units per time are changed. Use this duration type when the total amount of work is fixed, and increasing the resources can decrease the activity duration. Fixed Duration & Units: The duration and units remain constant as the units/time is changed. Use this duration type when the activity must be completed within a fixed time period and the total amount of work is fixed. Fixed Duration & Units/Time: The activity duration is constant as the units or resource units per time are changed. Use this duration type when the activity must be completed within a fixed time period regardless of the resources assigned. Percent Complete Type: Determines the way in which the application calculates the percent complete for the activity. The type can be Physical, Duration, Units, or Scope. Physical: The user will enter the percent complete for the activity. Duration: The percent complete is calculated from the actual and remaining duration. Units: The percent complete is calculated from the actual and remaining units. Scope: The percent complete for the activity is derived from the scope percent complete of the linked scope assignment. Activity Type: Determines how duration and schedule dates are calculated for the activity. Activity Dependent: This type of activity indicates that assigned resources should be scheduled based on the activity's calendar, rather than the calendars of the resources. Resource Dependent: This type of activity indicates that resources should be scheduled based on their assigned calendars. Use this type when the activity duration may be affected by resource availability. 23

24 Schedule Management User Guide Level of Effort: This type of activity indicates that it is ongoing with a duration determined by its dependent activities. The duration is calculated based on the schedule dates of its predecessors and successors. Administrative activities are typically designated as Level of Effort. Start Milestone: This type of activity indicates the beginning of an important project phase. Activities of this type have a duration of zero (0) with no resource assignments. Finish Milestone: This type of activity indicates the end of an important project phase. Activities of this type have a duration of zero (0) with no resource assignments. Default duration for new activities: Enter the default time duration, in hours, for new activities. 4) In the New Assignments section, configure default behavior for new activity assignments: Drive activity dates by default: Determines whether new resource or role assignments drive activity dates by default. Resource can be assigned to same activity more than once: Determines whether activities can be assigned to the same resource multiple times. When adding or removing multiple resource assignments on activities: Select an option to determine application behavior when activity resource assignments are adjusted: Preserve the Units, Duration and Units/Time for existing assignments: Select this option for units, durations, and units/time to remain constant when additional resources are assigned to any activity. Recalculate the Units, Duration and Units/Time for existing assignments based on the activity Duration Type: Select this option to calculate a resource assignment s remaining values based on the activity s duration type. 5) Save your changes: a. Select Save. b. In the Summary & Settings panel, select Close. Select Save. This setting is used in the following apps: Schedule Configure Default Activity Calculation Settings for a Workspace You can configure default activity calculation settings for workspaces to specify how the application computes values for activities within that workspace. To configure default activity calculation settings for workspaces: 1) Navigate to the Activity page: 24

25 Create a Project for Schedule Management a. In the object selector, select a workspace. b. In the sidebar, select Summary & Settings. c. On the Summary & Settings menu, select Defaults & Options, and then select Activity. On the Workspace menu, select Configuration, and then select Activity. 2) In the Calculations section, under Activities, configure calculation settings for project activities: When changing an activity to not started: Determines how units and duration are handled if activity progress is removed. Reset planned duration and units to remaining: Select this option to reset planned unit spreads to match the remaining units. Reset remaining duration and units to planned: Select this option to reset remaining unit spreads to match the planned units. Link planned and remaining/at completion for not started activities: Determines whether to recalculate all of the planned unit and cost values using the remaining costs and units for activities that have not started. Define critical activities as: Select a method to identify critical activities: Total Float less than or equal to: Select this option to identify critical activities based on the lack of flexibility in their scheduled dates. Enter a minimum float duration. When the project is scheduled, activities with total float values less than or equal to this value are marked critical. Longest Path: Select this option to define critical activities based on the sequence of driving activities that determine the project end date. 3) In the Units section, configure calculation settings for units: When updating units: Determines how the application handles changes to units. Add actual to remaining: Select this option to calculate a new at completion value when the remaining units or actual units change. Subtract actual from at completion: Select this option to calculate a new remaining units value when the at completion or actual units change. Recalculate actual units when Duration % Complete changes: Select this option to recalculate actual units when the duration percent complete is updated. 4) In the Scope Items section, select a default method for calculating scope completion percentages. Scope completion percentage can be calculated using cost, quantity, hours, or manually entered values. 5) Save your changes: a. Select Save. b. In the Summary & Settings panel, select Close. Select Save. 25

26 Schedule Management User Guide This setting is used in the following apps: Resources Risk Schedule Scope Configure Calculation Settings for a Project Configure project calculation settings to define how the application computes values concerning activities and units at the project level. To configure project calculation settings: 1) Navigate to the Settings page: b. In the sidebar, select Summary & Settings. c. On the Summary & Settings menu, select Settings. On the Project menu, select Project Settings. 2) Select the Calculations tab. 3) In the Calculations section, under Activities, configure calculation settings for project activities: When changing an activity to not started: Determines how units and duration are handled if activity progress is removed. Reset planned duration and units to remaining: Select this option to reset planned unit spreads to match the remaining units. Reset remaining duration and units to planned: Select this option to reset remaining unit spreads to match the planned units. Link planned and remaining/at completion for not started activities: Determines whether to recalculate all of the planned unit and cost values using the remaining costs and units for activities that have not started. Define critical activities as: Select a method to identify critical activities: Total Float less than or equal to: Select this option to identify critical activities based on the lack of flexibility in their scheduled dates. Enter a minimum float duration. When the project is scheduled, activities with total float values less than or equal to this value are marked critical. Longest Path: Select this option to define critical activities based on the sequence of driving activities that determine the project end date. 4) In the Units section, configure calculation settings for units: When updating units: Determines how the application handles changes to units. Add actual to remaining: Select this option to calculate a new at completion value when the remaining units or actual units change. 26

27 Create a Project for Schedule Management Subtract actual from at completion: Select this option to calculate a new remaining units value when the at completion or actual units change. Recalculate actual units when Duration % Complete changes: Select this option to recalculate actual units when the duration percent complete is updated. 5) Save your changes: a. Select Save. b. In the Summary & Settings panel, select Close. Select Save. This setting is used in the following apps: Risk Schedule Set the Default My Activities Settings You can configure default My Activities settings for a workspace to determine how users update their project activities for any project in that workspace by default. To configure default My Activities settings for a workspace: 1) Navigate to the Project page: a. In the object selector, select a workspace. b. In the sidebar, select Summary & Settings. c. On the Summary & Settings menu, select Defaults & Options, and then select Project. On the Workspace menu, select Configuration, and then select Project. 2) In the Team members are assigned to activities as section, select a method for how team members are assigned to activities. Resource Assignments: Each user who is assigned a resource assignment can view that assignment and update its progress. Activity Owners: Each user who is assigned to an activity as its Owner can view the activity and update its progress. Both: Resource assignments can view and update their assignments, and activity owners can view and update their activities. Users who have activities and resource assignments will see entries for both. 3) In the Select the fields team members can update section, add the fields you want team members to view and use to update their progress. Assignment Fields: Add the fields you want team members assigned as resource assignments to use to status their activities. 27

28 Schedule Management User Guide Activity Fields: Add the fields you want team members assigned as activity owners to use to status their activities. If a team member who owns an activity also has a resource assignment for that activity, then the team member will be able to view and update both the assignment and the activity. Codes and Configured Fields: Add codes and configured fields that you want activity owners or resource assignment performers to view or use to update their activities. To make any code or configured field read-only, select Read Only by the field. In order for a user to update Cost-type codes or configured fields, the user needs the Project Costs/Financials privilege on the project. (Optional) Select Team member can update progress of other resource assignments on activity if you want activity owners to be able to update the progress of all resource assignments for their activities. 4) Save your changes: a. Select Save. b. In the Summary & Settings panel, select Close. Select Save. This setting is used in the following apps: Cost and Funds Resources Risk Schedule Scope Tasks Configure My Activities Settings for a Project Configure My Activities settings for your project to enable users to view and edit the fields required for updating activities using the My Activities page or the Prime Projects apps. To configure My Activities settings: 1) Navigate to the Settings page: b. In the sidebar, select Summary & Settings. c. On the Summary & Settings menu, select Settings. On the Project menu, select Project Settings. 2) Select the My Activities tab. 3) In the Team members are assigned to activities as section, select a method for how team members are assigned to activities. 28

29 Create a Project for Schedule Management Resource Assignments: Each user who is assigned a resource assignment can view that assignment and update its progress. Activity Owners: Each user who is assigned to an activity as its Owner can view the activity and update its progress. Both: Resource assignments can view and update their assignments, and activity owners can view and update their activities. Users who have activities and resource assignments will see entries for both. 4) In the Select the fields team members can update section, add the fields you want team members to view and use to update their progress. Assignment Fields: Add the fields you want team members assigned as resource assignments to use to status their activities. Activity Fields: Add the fields you want team members assigned as activity owners to use to status their activities. If a team member who owns an activity also has a resource assignment for that activity, then the team member will be able to view and update both the assignment and the activity. Codes and Configured Fields: Add codes and configured fields that you want activity owners or resource assignment performers to view or use to update their activities. To make any code or configured field read-only, select Read Only by the field. In order for a user to update Cost-type codes or configured fields, the user needs the Project Costs/Financials privilege on the project. (Optional) Select Team member can update progress of other resource assignments on activity if you want activity owners to be able to update the progress of all resource assignments for their activities. 5) Save your changes: a. Select Save. b. In the Summary & Settings panel, select Close. Select Save. This setting is used in the following apps: Schedule Configure the Auto Numbering Defaults for a Project Unique IDs are required for a number of objects in the application. For example, in the Scope app, auto numbering defaults can be set for scope items, work packages, scope assignments, change requests, and change items. The IDs are automatically generated for each new object based on the default values set at the workspace level for prefix, suffix, and increment. You can use the defaults or enter values that represent the numbering system used for your project. To set the auto numbering defaults: 1) Navigate to the Settings page: 29

30 Schedule Management User Guide b. In the sidebar, select Summary & Settings. c. On the Summary & Settings menu, select Settings. On the Project menu, select Project Settings. 2) Select the Auto Numbering tab. 3) Define the auto numbering defaults for the objects used in the following apps. Contracts: Changes, Change Order, Commitment, Contract, Payment Application, Potential Change Order Cost: Actuals, Budget Change, and Budget Transfer Documents: RFI and Submittal Ideas: Idea Schedule: Activity Scope: Scope Item, Work Package, Scope Assignment, Change Request, and Change Item Risk: Risk Tasks: Tasks 4) Save your changes: a. Select Save. b. In the Summary & Settings panel, select Close. Select Save. Users can manually overwrite the default values when adding these objects in the application. When importing scope items or scope assignments, if the ID column in the import template is left blank, the Scope Item ID or Scope Assignment ID columns are populated with the auto numbering defaults. Add Integration Parameters to a Project Project data can be sent back and forth between Oracle Prime Projects and P6 EPPM to synchronize data for projects, such as scope, risk, and financial data. Integration parameters between Oracle Prime Projects and P6 EPPM are configured at the application level and synchronizations applicable to a project are assigned at the project level. Multiple synchronizations can be added depending on the data needs for the project. To add integration parameters to a project: 1) In the object selector, select Projects, and then select View All Projects. 2) In the table, select a project row, and then select the Integration detail window. 3) Select Assign. 30

31 Create a Project for Schedule Management 4) In the Add Synchronizations dialog box, select all synchronizations needed for the project, and select Add. 5) Select Save. 6) In the inventory panel, select Close. Run a Synchronization Job Run synchronization jobs to synchronize data between Prime Projects and external applications. Note: When project data is imported into Oracle Prime Projects from P6 EPPM, it is recommended that you reschedule the project before making any project updates. To run a synchronization job: 1) In the object selector, select a project or workspace. 2) In the sidebar, hover over Integration, and select Synchronize. 3) Select a synchronization row, select the Context menu, and then select Run. Note: You will receive a notification when the synchronization job starts, and you will receive a notification when the job completes. To view a list of running and completed synchronization jobs, use the Monitor page in the Integration app. Select a business flow name to view the objects and fields that will be synchronized when you run the business flow. Note: Viewing synchronized objects and fields associated with a business flow is not supported for Gateway connections. To view Gateway business flow details, access the business flow definitions in Gateway. Select Refresh to view the current list of synchronizations available for the project or workspace. Select Search to search for a synchronization. Change the Status of a Project The current status of a project determines how the project is handled within the application. Project status can be set manually or through a workflow, depending on the status type. A new project is set to Active by default. To change the status of a project: 1) Navigate to the Details page: 31