VA Primavera P6: Baselining the Project Department of Veterans Affairs Office of Information and Technology IT Workforce Development (ITWD) in collaboration with Product Development

Welcome and Introduction 2 VA Primavera P6: Baselining the Project Primavera Team: Charlene Murray IT Specialist / OIT PD/Open Source, Configuration & Tools Management Division Mairye Bates IT Specialist / OIT PD/Open Source, Configuration & Tools Management Division

How to baseline a project using VA Primavera P6 Project Management Training Objective 3 VA Primavera P6: Baselining the Project

Training Overview Audience –Project managers and planners who need to create project plans Prerequisites –Understand how to connect to and launch VA Primavera P6 Project Management –Licensed user of VA Primavera P6 Project Management –VA Primavera P6: Creating An Activity Network training 4 VA Primavera P6: Baselining the Project

BASELINING THE PROJECT: BASELINING Section 1: 5 VA Primavera P6: Baselining the Project

What is a Baseline? 6 A Project Baseline is a snapshot of every project detail entered in VA Primavera. VA Primavera P6: Baselining the Project

When are Projects Baselined? 7 Baseline: At completion of planning phase As the result of a significant event to reflect agreed-on changes To provide What-if comparisons of alternate solutions VA Primavera P6: Baselining the Project

Why Use Baselines? Determine if a variance exists –Project cost or schedule performance Note: Projects must follow all applicable PMAS and OMB requirements for any official baseline changes VA Primavera P6: Baselining the Project 8

BASELINING THE PROJECT: THE PROJECT MANAGEMENT PROCESS BASELINING THE PROJECT: THE PROJECT MANAGEMENT PROCESS Section 2: 9 VA Primavera P6: Baselining the Project

Create project; set Project Attributes Define Work Breakdown Structure (WBS) Create Activities; set Activity Attributes Resource Attributes; Assign Resources Link activities in an Activity Network Set Initial Planning Baseline and OMB300 Baseline, if required Set the Project Status to Active Enter and submit Timesheets in Progress Reporter Progress the project: Approve Timesheets, Apply Actuals, & Reschedule High Level Overview 10 Planning Ongoing VA Primavera P6: Baselining the Project Analysis Perform variance analysis Re-plan and reschedule as needed Share information Portfolio management

BASELINING THE PROJECT: CREATE AN INITIAL PLANNING BASELINE Section 3: 11 VA Primavera P6: Baselining the Project

Creating a Baseline 12 VA Primavera P6: Baselining the Project Select: 1. Project 2. Maintain Baselines… Select: 1. Project 2. Maintain Baselines… 1 2 Home View

Creating a Baseline 13 VA Primavera P6: Baselining the Project Select: 1. Add 2. Save a copy of the current project as a new baseline 3. OK Select: 1. Add 2. Save a copy of the current project as a new baseline 3. OK Maintain Baselines Add New Baseline

Maintain Baselines 14 VA Primavera P6: Baselining the Project Test Project 01 – B1

Baseline Name 15 VA Primavera P6: Baselining the Project Baseline Name field Baseline: Test Project 01 – B1

Baseline Type 16 VA Primavera P6: Baselining the Project Baseline Name: B1 – Test Project 01 Baseline Name: B1 – Test Project 01 Baseline Type: Initial Planning Baseline Baseline Type: Initial Planning Baseline

Copy & Delete 17 VA Primavera P6: Baselining the Project Delete Copy

Restore & Close 18 VA Primavera P6: Baselining the Project Restore Close

19 Creating a Baseline – Overview Creating a Baseline 1. Open a project file 2. Select Baseline from the Project menu 3. Rename the baseline 4. Set baseline type to Initial Planning Baseline VA Primavera P6: Baselining the Project

Earned Value 20 VA Primavera P6: Baselining the Project Baseline for earned value calculations: Project baseline Projects view

BASELINING THE PROJECT: ASSIGNING A BASELINE Section 4: 21 VA Primavera P6: Baselining the Project

Assigning a Baseline 22 VA Primavera P6: Baselining the Project Select: 1. Project 2. Assign Baselines… Select: 1. Project 2. Assign Baselines… 2 1

Assigning a Baseline 23 VA Primavera P6: Baselining the Project Project TESTING-01 : Test Project 01 Project TESTING-01 : Test Project 01 Project’s pull down menu

User Baselines 24 VA Primavera P6: Baselining the Project Project Baseline: B1 – Test Project 01 Project Baseline: B1 – Test Project 01

Application Status Bar 25 VA Primavera P6: Baselining the Project Baseline: B1 – Test Project 01 Baseline: B1 – Test Project 01

BASELINING THE PROJECT: REVIEWING THE PROJECT Section 5: 26 VA Primavera P6: Baselining the Project

Viewing Baseline Data 27 VA Primavera P6: Baselining the Project BL Project Start & BL Project Finish BL Project Start & BL Project Finish Layout: View Baselines

Displaying the Gantt Chart 28 VA Primavera P6: Baselining the Project Gantt Chart

Viewing the Gantt Chart 29 VA Primavera P6: Baselining the Project Current bar = green Baseline bar = yellow

Viewing Baseline Data 30 VA Primavera P6: Baselining the Project Display: Open Projects Only Show Usage for and Display Activities for selected… Show Usage for and Display Activities for selected…

Viewing Baseline Data 31 VA Primavera P6: Baselining the Project Select: 1. Filter 2. Critical 3. OK Select: 1. Filter 2. Critical 3. OK Critical Path

32 Default Color Scheme Critical & Over-Allocated Resources Red In Progress Blue Remaining Green VA Primavera P6: Baselining the Project

Variance 33 VA Primavera P6: Baselining the Project Variance is the difference between your original prediction – the baseline – and the system’s prediction based on your current rate of completion

Variance Calculation 34 Project baseline allows variance to be calculated & analyzed at the following levels: –Project –WBS –Activity VA Primavera P6: Baselining the Project

Variance Analysis 35 Cost, labor and duration data should be regularly measured Project baseline is used to determine if a variance exists Comparison provides quantified variance data VA Primavera P6: Baselining the Project

Variance = Baseline – At Completion Baseline Labor Units At Completion Labor Units VarianceType 48h 0hNeutral 48h46h+2hPositive 48h52h-4hNegative VA Primavera P6: Baselining the Project 36

BASELINING THE PROJECT: UPDATING THE BASELINE Section 6: 37 VA Primavera P6: Baselining the Project

Rebaselining Terminology 38 Terminology ActiveCurrent project Initial Planning Baseline Original baseline Copied Baseline Copy of original baseline revised + approved changes VA Primavera P6: Baselining the Project

Rebaselining Primary – earned value and summarization Secondary – comparison Tertiary – comparison * 50 baselines per project limit 39 VA Primavera P6: Baselining the Project

Restore Project Baseline 40 VA Primavera P6: Baselining the Project Select: 1. Baseline Name 2. Restore 3. Close Select: 1. Baseline Name 2. Restore 3. Close 1 2 3

Update Baseline Project ID and Name 41 VA Primavera P6: Baselining the Project Initial Planning & Copied Baseline Projects Current Project, Initial Planning & Copied Baseline Projects Current Project, Initial Planning & Copied Baseline Projects

Update Baseline Project ID and Name 42 VA Primavera P6: Baselining the Project 1. Status = Inactive 2. Append Project ID 3. Change Project Name 1. Status = Inactive 2. Append Project ID 3. Change Project Name 1 2 3

Rebaselining 43 Create a Copied Baseline 1.Copy Initial Planning Baseline project, creating the Copied Baseline 2.Ensure the Copied Baseline status is Inactive 3.Update Copied Baseline Project ID For example: Testing B1-1 to Testing -01 – B2 4.Modify the baseline Project Name to include B# and the applicable date For example: B1 - Test Project 01 to B2 – Test Project 01 – Baseline added File, Close All VA Primavera P6: Baselining the Project

Incorporating a Change – Two Approaches 1.Modify current project 2.Modify copied baseline project 44 VA Primavera P6: Baselining the Project

Rebaselining Pros and Cons 45 Modify Current Project ProsCons Ability to establish and review activity relationships Unplanned or unexpected results Ability to schedule the project Data corruption Actuals could mistakenly be copied to the baseline project VA Primavera P6: Baselining the Project

Rebaselining Pros and Cons 46 Modify Copied Baseline Project ProsCons Will not impact current project Updates made will need to be pasted or entered manually to the current project Progress Reporter users will not see updates Not necessary to complete activity networks Activity network must be completed in the current project No actuals exist VA Primavera P6: Baselining the Project

Update the Current Project 47 VA Primavera P6: Baselining the Project For this training, all approved project changes are: 1.Completed in the current project 2.Updated in the activity network 3.Documented in the notebook with the date of the approved change When finished, select File, Close All, then schedule by selecting F9

Open Current and Copied Baseline Projects 48 VA Primavera P6: Baselining the Project 1. Highlight Projects 2. Access Mode: Exclusive 3. Select Open 1. Highlight Projects 2. Access Mode: Exclusive 3. Select Open 1 3 2

Standard Activities View 49 VA Primavera P6: Baselining the Project Select: 1. Group and Sort… 2. Default 3. OK Select: 1. Group and Sort… 2. Default 3. OK

Document the Change 50 VA Primavera P6: Baselining the Project 2 Select: 1. Notebook tab 2. Add 3. Plus sign Select: 1. Notebook tab 2. Add 3. Plus sign 1 3 BL Changes

Compare and Update 51 VA Primavera P6: Baselining the Project 1. Highlight Activity 2. Select Copy 1. Highlight Activity 2. Select Copy 1 2

Compare and Update 52 VA Primavera P6: Baselining the Project 1. Highlight location to paste activity 2. Select Paste 1. Highlight location to paste activity 2. Select Paste 1 2

Copy Activity Options 53 VA Primavera P6: Baselining the Project Only between copied activities

Compare and Update 54 VA Primavera P6: Baselining the Project Relationships Predecessors & Successors

Reattach the Baselines 55 VA Primavera P6: Baselining the Project Initial Planning Baseline Copied Baseline

Final Steps of Rebaselining Ensure Copied Baseline is set as the Primary Baseline by selecting Assign Baselines from the Project menu 56 VA Primavera P6: Baselining the Project

Update Baseline 57 Alert: The Update Baseline option available in VA Primavera P6 Project Management should not be used because Update Baseline has been found to produce unexpected results that may require manual resolution VA Primavera P6: Baselining the Project

BASELINING THE PROJECT: WHAT-IF ANALYSIS Section 7: 58 VA Primavera P6: Baselining the Project

What-if Analysis 59 VA Primavera P6: Baselining the Project What-if Baseline 1. Create a copy of the project 2. Accept all copy options 3. Open the copied project 4. Change project status to “What-if”

Baselining Overview 60 VA Primavera P6: Baselining the Project Include original project scope and all approved changes Avoid frequent rebaselining Earned value calculations are dependent on baseline used Never schedule the baseline project

Baselining Overview 61 VA Primavera P6: Baselining the Project Set Baseline project status to inactive Baseline responsible manager is current and correct Default project rate is set to $100

Baselining Terms 62 VA Primavera P6: Baselining the Project Baselining Terms & Definitions Baseline A complete copy of a project that is captured to act as a “snapshot” of the project’s plans and status at a particular point in time Project Baseline The baseline designated for comparison for Earned Value, summarized data, and progress If a Project Baseline has not been designated, the “current project” is used Variance The difference between the Planned and At Completion values for schedule, cost, and units Primary, Secondary or Tertiary Baseline Additional approved baselines that can be used for comparison

Baselining the Project – User Support 63 VA Primavera P6: Baselining the Project