1. Earned Value Project Management D. R. McNatty & Associates
---A Tutorial---
PART II - Implementation with Primavera
presented by
Don McNatty
D. R. McNatty & Associates
PREPARATION:
OPEN P3 PROJECT D:\DATA\EVPRES\PROJECTS\SLD1
Be sure the resource PCT is blank (ev-23k) and the DD = 6/28
THE PURPOSE OF THIS PART OF THE PRESENTATION IS TO RELATE THE THEORY OF EV THAT QUENTIN HAS SHOWN YOU TO HOW WE APPLY IT USING P3 AND SURETRAK.

2. Agenda Basis of EV and Performance Reporting in P3 and SureTrak
Methods for capturing and storing data
Methods for calculating and applying CPI and SPI
Example Reports and how they are created
APPLYING EVPM THEORY INVOLVES
CAPTURE & STORE THE DATA, Standard fields, custom data items and code fields.
PERFORM CALCULATIONS using global change, export/import, ODBC, report writer
COMMUNICATE To your project management team using built-in, custom P3 and ST reports as well as a variety of other reporting options.
The examples used are from real projects
Names are changed to protect those guilty of actually trying to do this right way.

3. Basis of EV and Performance Reporting in P3 and SureTrak
Stores current period and to-date
P3 can calculate BCWP/BCWS on target 1
EV Pct is Input - basis and calculation come from out side P3 except for LOE
ETC/EAC can be calculated with Global Change
CURRENT PERIOD & TO-DATE
SOME PEOPLE FEEL THEY NEED HISTORY BY PERIOD TO DO EARNED VALUE
SHOW HOW “ACTUALS” STRETCH
THE EARNED VALUE AT THE DATA DATE IS ACCURATE. USE CDI’S OR OUTSIDE PROGRAMS TO STORE SPECIFIC PERIOD VALUES FOR REPORTING PURPOSES.
CALC BCWS/BCWP ON TARGET 1
ONE PROBLEM IN APPLYING EVPM IS THAT THE BASIS OF THE EV CALC MUST BE A BUDGET THAT REFLECTS WHAT IS ACTUALLY GOING ON NOW.
SOME SPECS AND CONTROL SYSTEMS PREVENT YOU FROM INCORPORATING CHANGES AS THEY HAPPEN. USE T1 FOR THE REAL BUDGET FOR INTERNAL REPORTS. (MTA)
IN P3 - SHOW OPTIONS FOR EV - SHOW HOW IT CALC’S
SURETRAK DOES BASED ON CURRENT ONLY
EV PCT IS INPUT
INPUT METHODS
MANUAL, IMPORT, GLOBAL CHANGE
RES VS ACTIVITY PCT - EACH RES CAN HAVE IT’S OWN PCT
CALC ETC/EAC WITH GLOBAL CHANGE
SHOW EXAMPLE OF GLOBAL CHANGE - SHOW AND EXECUTE.

4. Methods for capturing and storing data
Hammocks to store “non-schedule” scope
Custom data items to store past period data and report “trends”
Target 2 (or 1) to capture “performance baseline”
Must use a “performance baseline” when the “Approved Baseline” doesn’t reflect scope.
Code Fields to store alpa/numeric data
HAMMOCKS
HAMMOCKS OR ACTIVITIES WITH XF CONSTRAINTS ARE SELF STATUSING AND A GOOD PLACE TO CAPTURE LOE RESOURCES.
IF ACTUAL COSTS CAN NOT BE COLLECTED AT THE ACTIVITY LEVEL - USE HAMMOCKS TO CAPTURE ACTUALS, THEN CODES TO REPORT AT THE HAMMOCK LEVEL - USE EV TO CALCULATE ETC AT THE ACTIVITY LEVEL
CDI’S - PAST PER DATA/TRENDS
CAN HAVE 8 CUSTOM DATA ITEMS AT ACTIVITY LEVEL AND 8 AT RESOURCE LEVEL.
USE WITH P3 REPORT WRITER TO SHOW TRENDS AND CREATE CUSTOM COLUMNS THAT COMPARE CURRENT CPI TO PREVIOUS CPI AND FLAG “BETTER”, “WORSE” ...
T2 FOR PERF BASELINE
EXPLAIN CONCEPT OF PERF BASELINE - SOME SPECS REQUIRE T1 TO BE THE “APPROVED” BASELINE - USE T2 FOR YOUR OWN BASELINE - PARADE RECOGNISES AS AN ALTERNATE BASELINE.
CODE FIELDS - ALPHA/NUMERIC
HAVE USED TO CAPTURE PERIOD DATA FOR REPORTS BEFORE CDI’S WERE AVAILABLE

5. USING HAMMOCKS TO CAPTURE SUMMARY ACTUALS
Resource B
A100-01
Resource A C D
A100-02
Resource A C D
A100-03
Resource A B C D
(B+D) A C D
Resource
Pct
BUDGET
ACTUAL
EARNED
ETC
EAC
Method
A100
USING ACTUALS FOR HAMMOCKS
ONLY FUNTION OF THE HAMMOCK IS TO CARRY ACTUALS
GETS IT’S DATES FROM THE DETAILED BUDGET CARRYING ACTIVITIES
SHARES A COMMON CODE VALUE WITH DETAILED ACTIVITIES
DETAILED ACTIVITY MUST HAVE ETC IMPORTED OR CALCULATED
CAN NOT USE CPI OR SPI TO CALCULATE ETC OR EAC ON DETAILED ACTIVITIES UNLESS YOU EXPORT TO A DATABASE THEN IMPORT BACK TO P3
EASIEST IS TO TO A GLOBAL CHANGE
ETC = BC - BCWP
ASSUMES ORIG ESTIMATE IS OK FOR BAL OF WORK
CAN DO A REPORT FROM P3 TO CALC ETC BASED ON CPI AT A SUMMARY LEVEL FOR COMPARISON AND FLAGGING 37
340
340
Import Actuals
A100-01
100
100
100
Status Pct
A100-02 25
250 63
187
187
Status Pct, GC ETC
A100-03
150
150
150
TOTAL 33
500
340
163
337
677
Roll-up on Code Value

6. Methods for calculating and applying CPI/SPI
Linked spreadsheets to document earned value calculations
Set the autocost rules to preserve, not destroy
Global Change to calculate and store CPI/SPI
Global Change to calculate EAC and ETC based on performance
Arithmetic window in custom reports
LINKED SPREADSHEET TO CALCULATE EV
FROM THE P3 LOG WINDOW - ACCESS THE EXCEL BACKUP FILE
SET AUTOCOST RULES
DISCONNECT THE LINK BETWEEN PCT AND RD IF INPUTTING EV PCT AT THE ACTIVITY LEVEL. NO OTHER RULES IMPACT EV - BUT IF YOU IMPORT ACTUALS OR USE GC FOR ETC - TURN OFF RULES 4 & 5
GLOBAL & CDI’S CHG TO CALCULATE/STORE CPI/SPI
GLOBAL CHANGE CPI = BCWP / CTD (CPI IS A CUST DATA ITEM)
GLOBAL CHANGE TO CALC/STORE EAC/ETC
GLOBAL CHANGE ETC = BC - BCWP (EAC IS CTD + ETC)
ARITHMETIC WINDOW - CALC CPI/SPI, COMPLETE
SHOW P3 REPORT WRITER EARNED VALUE REPORT

7. Example reports and how they are created
Graphs based on P3 Reports
P3 Standard Reports
SureTrak Standard Reports
P3 Custom Reports
P3 Graphics
SureTrak Graphics
EXAMPLE REPORTS AND GRAPHICS
THE PROJECT CONTROL TEAM HAS MANY TOOLS AT THEIR DISPOSAL TO COMMUNICATE PROJECT INFORMATION IN A MANNER THAT IS TIMELY AND GETS THE POINT ACROSS.
TIMELY USUALY MEANS THAT WE ARE USING THE P3 DATA BASE AS THE SOURCE
GETTING TO THE POINT QUICKLY IS A CHALLENGE - THE AUDIENCE DOES NOT WANT TO READ THROUGH A LOT OF TABULAR DATA - BUT WANTS A QUICK OVERVIEW - WITH ACCESS TO BACKUP TABULAR DATA.
THESE REPORTS ARE EITHER PRODUCED DIRECTLY FROM P3 AND SURETRAK OR BASED ON DATA DIRECTLY OUT OF P3 AND ST.

8. Graphs based on P3 reports
Bubble Reports
Deliverables
Performance
Cost Status by Category
Design Support Services Perfomance
Performance Summary by Discipline
Discipline Progress toward milestone
GRAPHIC REPORTS
USE GRAPHICS SOFTWARE - VALUES IN GRAPH TABLES COME FROM AND ARE BACKED UP BY P3 REPORTS.

9. Graphic report based on P3 Custom Report Data
D0301 XXXXXXXXXXXXXXX STATION & TUNNELS
D0321 BIG CITY STATION
D0322 PEDESTRIAN STATION
D0326 CITY ROAD/RESTORATION/LANDSCAPE
D0352 N. XXXXXXXXXXX SITEWORK
D1610 TRACKWORK INSTALLATION
V620 AUTOMATIC TRAIN CONTROL (D.F.I.)
V710 ESCALATORS/ELEVATORS
PAGE 1
D. R. McNatty & Associates PRIMAVERA PROJECT PLANNER SAMPLE PROJECT USING EARNED
REPORT DATE 10AUG97 RUN NO XXXXXXXXXXXX TRANSPORTATION AUTHORITY START DATE 01JUN92 FIN DAT
15:26
RW-G1 BUBBLE CHART - PERF DATA DATE 31MAY97 PAGE NO
ACTIVITY DESCRIPTION TOTAL PCT HOURS COST MHOUR COST TIME
ID FLOAT COMPL CPI CPI PERF PERF LEFT
C D0301 XXXXXXXXXXXXXXXXXX STATION-TUNNELS % | GREEN | GREEN | RED |
C D0321 BIG CITY STATION % | YELLOW | YELLOW | GREEN |
C D0322 PEDESTRIAN STA % | RED | RED | BLUE |
C D0326 CITY ROAD/RESTORATION/LANDSCAPE % | | | GREEN |
C D0352 N. XXXXXXXXX SITEWORK % | | | GREEN |
C D1610 TRACKWORK INSTALLATION % | RED | RED | GREEN | ”
Graphic report based on P3 Custom Report Data

10. MHOUR & COST PERF
IF CPI = 0, SAY “ “
IF CPI > 0, SAY “RED”
IF CPI > .95, SAY “YELLOW”
IF CPI > .99 SAY “GREEN”
TIME LEFT
IF PCT = 100, SAY “BLUE”, ELSE SAY “GREEN”
IF TF < 0, SAY “RED

11. + 16A PROJECT ADMINISTRATION + 3SS SPECIALTY SUB CONSULTANT
Project Start
06/01/92
Project Finish
06/30/00
Data Date
05/31/97
Run Date
08/10/97
© Primavera Systems, Inc.
NF75
Sheet 1 of 1
D. R. McNatty & Associates
C:\P3WIN\P3OUT\COST
Date
Approved
Checked
Reision
Activity description
Budgeted
Cost
to Date
Cost to
Complete
Variance
+ 11F FACILITIES
8,893,420
6,994,104
1,899,357
-41
+ 12S SYSTEMS
4,398,210
2,468,304
2,578,946
-649,040
+ 15C PROJECT CONTROL
2,593,503
2,276,535
299,493
17,475
+ 16A PROJECT ADMINISTRATION
935,329
886,000
339,148
-289,819
+ 2SD SECTION DESIGNER
3,398,849
3,643,019
-244,170
+ 3SS SPECIALTY SUB CONSULTANT
354,740
211,898
314,369
-171,527
+ 4OD OTHER DIRECT COSTS
6,951,189
5,220,677
1,366,304
364,208
GRAPH DATA
BASED ON P3
LAYOUT
PAGE 3

12. Performance/Utilization by Function
PAGE 4
Hours by Function
Hours
Design Support to Construction
Performance/Utilization by Function
Percent

13. P3 Custom Report
Report: RW-C XXXXX XXXXXX SEGX - NORTH XXXXXXXXXX EXTENSION REPORT DATE 11AUG97
Project Name: NF75
DATA DATE 31MAY DESIGN SERVICES DURING CONSTRUCTION PAGE NO. 1
| LOG INS | SHOP DRWGS | RFI Etc. | CHANGE NOTICE | AS - BUILTS | TO TAL º
CONTRACT | | | | | | º
| Budget Actual | Budget Actual | Budget Actual | Budget Actual | Budget Actal | Budget Actual º
ARCHITECTURAL
CIVIL
ELECTRICAL
FACILITIES-GENERAL
MECHANICAL
SYSTEMWIDE INTERFACE
STRUCTURAL
TRACK WORK
UTILITIES
= ====== ====== = ====== ====== = ====== ====== = ====== ====== = ====== ====== = ====== ====== =

14. Performance Summary by Contract Unit Based on data from P3 report G3
PAGE 6
Percent Complete

15. Performance Summary by Contract Unit (Report G3)
D. R. McNatty & Associates PRIMAVERA PROJECT PLASAMPLE PROJECT USING EARNED VALUE
REPORT DATE 10AUG97 RUN NO XXXXXXXXXXXXXXXXXXXXXXXXXXXXX AUTHORITY JUN92 FIN DATE 30JUN00
16:44
RW-G3 PERF SUMMARY BY CONTRACT DATA DATE 31MAY97 PAGE NO. 1
DESCRIPTION EARLY EARLY BUDGET SCHEDULED PLANNED EARNED EARNED HOURS PCT HRS HOURS AT HRS AT
START FINISH HOURS HOURS HRS PCT HOURS HRS PCT & TO DATE TO DATE & COMPLETION CMP PCT
FACILITIES
D0301 POLLYWOOD/LOWLAND STATION-TUNNELS JAN93A 19JUL % % % %
D0321 ORANGE CITY STATION SEP92A 31MAY % % % %
D0326 ORANGE CITY ROAD/RESTORATION/LANDSCAPE JUN97 04JUN % % % %
D0352 POLYLWOOD SITEWORK JAN95 05MAY % % % %
D1610 TRACKWORK INSTALLATION JUN96A 30JUN % % % %
V710 ESCALATORS/ELEVATORS MAY97A 03JAN % % % %
V740 VENTILATION EQUIPMENT MAR97A 30DEC % % % %
V000 ENGINEERING SUPPORT JUL92A 30JUN % % % %
V000 FACILITIES DIVISION JUL94A 30JUN % % % %
01JUL92A 30JUN % % % %
SYSTEMS
B620 AUTOMATIC TRAIN CONTROL (D.F.I.) FEB96A 20JUN % % % %
S000 SYSTEMS DIVISION JUL92A 30JUN % % % %
01JUL92A 30JUN % % % %
PROJECT CONTROL
P000 PROJECT CONTROL JUN92A 31DEC % % % %
01JUN92A 31DEC % % % %
PROJECT ADMINISTRATION
A000 PROJECT ADMINISTRATION JUL92A 30JUN % % % %
01JUL92A 30JUN % % % %
SECTION DESIGNER
D0301 POLLYWOOD/LOWWLAND STATION-TUNNELS FEB93A 14MAR94A % % % %
D0321 ORANGE CITY STATION MAY94A 01DEC95A % % % %
D0322 PEDESTRIAN IRVINE STA SEP92A 28APR95A % % % %
D0326 ORANGE CITY ROAD/RESTORATION/LANDSCAPE JUN97 27MAY % % % %
01SEP92A 27MAY % % % %
======== ======== ========== ========== ========== = ========== ========== = ========== ========== = ========== ========== =
01MAY92A 30JUN % % % %
PAGE 7
Planned
Earned
Actual
At Compl

16. Discipline Progress Toward In-Progress Design Submittal
Each Discipline provided a target percent complete for their
work at the 60% submittal - earned value is measured based
on earning rules developed with the baseline
PAGE 8
Discipline Progress Toward In-Progress Design Submittal
The purpose of this report is to demonstrate to the
client that all disciplines are ready for the submittal

17. P3 & SureTrak Standard Reports
Earned Value Report - Resources
Earned Value Report - Costs
Earned Value Report - SureTrak
P3 Standard Reports
Show P3 EV report - Resources
Show P3 EV report - Costs
SureTrak Standard Report
Show SureTrak EV report

18. P3 Resource Earned Value Report
D. R. McNatty & Associates PRIMAVERA PROJECT PLANNER SAMPLE PROJECT USING EARNED VALUE
REPORT DATE 10AUG97 RUN NO EARNED VALUE REPORT - QUANTITY START DATE 1JUN92 FIN DATE 30JUN00
20:24
RE-01 Resource Earned Value Report DATA DATE 31MAY97 PAGE NO. 1
COST PCT CUMULATIVE TO DATE VARIANCE AT COMPLETION......
ACCOUNT RESOURCE ACTIVITY ID CMP ACWP BCWP BCWS COST SCHEDULE BUDGET ESTIMATE
A1F* FACILITIES
A1FFA KQ-ACTUALS
A1FRI KQ-ACTUALS
A1FSF KQ-ACTUALS
A1FUT KQ-ACTUALS
L A1FAR JH-7FBB
L A1FAR JH-7FBC
L A1FAR JH-7FBE
L A1FAR JH-7FZZ
L A1FAR JH-7HAB
L A1FAR JP-6ADP
L A1FAR JP-6AZZ
L A1FEL JP-6ADP
L A1FEL JP-6AZZ
L A1FEL JP-7FBB
L A1FEL JP-7FBC
L A1FEL JP-7FBE
L A1FEL JP-7FBE
L A1FST JH-7FBB
L A1FST JH-7FBC
L A1FST JH-7FBE
L A1FST JH-7FZZ
L A1FST JH-7FZZ
L A1FST JH-7HAB
L A1FST JP-6ADP
L A1FST JP-7FBC
L A1FST JP-7FBE
L A1FTR KA-6TDP
A1F* TOTAL
===================================================================================================================================
PAGE 9

19. P3 Cost Earned Value Report
D. R. McNatty & Associates PRIMAVERA PROJECT PLANNER SAMPLE PROJECT USING EARNED VALUE
REPORT DATE 10AUG97 RUN NO EARNED VALUE REPORT - COST START DATE 1JUN92 FIN DATE 30JUN00
21:00
CE-01 Cost Earned Value Report DATA DATE 31MAY97 PAGE NO. 1
COST PCT CUMULATIVE TO DATE VARIANCE AT COMPLETION......
ACCOUNT RESOURCE ACTIVITY ID CMP ACWP BCWP BCWS COST SCHEDULE BUDGET ESTIMATE
A1F* FACILITIES
L A1FAR JH-7FBB
L A1FAR JH-7FBC
L A1FAR JH-7FBE
L A1FAR JP-6ADP
L A1FAR JP-6AZZ
L A1FAR JP-6AZZ
L A1FAR JP-6AZZ
L A1FAR JP-7FBB
L A1FAR JP-7FBC
L A1FAR JP-7FBE
L A1FFA KQ-C3AA
L A1FFA KQ-C3AA
L A1FFA KQ-C3AA
L A1FRI KQ-6JAJ
L A1FRI KQ-6JAJ
L A1FRI KQ-6JAJ
L A1FST JH-6CZZ
L A1FST JH-7FBB
L A1FST JH-7FBC
L A1FST JP-6ADP
L A1FST JP-7FBB
L A1FST JP-7FBC
L A1FST JP-7FBE
L A1FUT JH-7FBE
L A1FUT JP-7UAA
L A1FUT JU-7UAA
L A1FUT KA-7A7A
L A1FUT KQ-CWACE
A1F* TOTAL
===================================================================================================================================
PAGE 10

20. PAGE 11

21. P3 Custom Reports Resource Performance by Workpackage
Cost/Schedule Performance
Baseline and Change Orders
Resource Performance Summary
CPI Trend Report
RESOURCE PERF BY WORKPACKAGE
Show example of EMC reports
COST SCHEDULE PERF
Show example of EMC reports - point out baseline and change line items
RESOURCE PERFORMANCE SUMMARY
CPI TREND
Show example using CDI’s

22. PAGE 12 PLANNED EARNED ACTUALS
D. R. McNatty & Associates PRIMAVERA PROJECT PLANNER SAMPLE PROJECT USING EARNED VALUE
REPORT DATE 10AUG XXXXXXXXXXXXXX TRANSPORTATION AUTHORITY
RW-G4 PERF SUMMARY BY Category PAGE NO. 1
DESCRIPTION EARLY EARLY BUDGET SCHEDULED PLANNED EARNED EARNED HOURS PCT HRS HOURS AT HRS AT
START FINISH HOURS HOURS HRS PCT HOURS HRS PCT TO DATE TO DATE COMPLETION CMP PCT
FACILITIES JUL92A 30JUN % % % %
SYSTEMS JUL92A 30JUN % % % %
PROJECT CONTROL JUN92A 31DEC % % % %
PROJECT ADMINISTRATION JUL92A 30JUN % % % %
SECTION DESIGNER SEP92A 27MAY % % % %
======== ======== ========== ========== ========== = ========== ========== = ========== ========== = ========== ========== =
01MAY92A 30JUN % % % %
PLANNED
EARNED
ACTUALS

23. PAGE 14

24. CPI/SPI TREND GRAPH
PAGE 15

25. P3 & SureTrak Graphics Performance Layout - P3
Performance Layout - SureTrak
Performance Curves - P3
P3 Graphics
Show Performance Layout
Show Performance Curves
SureTrak Graphics
Show ST EV graphic curves

26. + PROJECT ADMINISTRATION + SPECIALTY SUB CONSULTANT
Performance Layout - P3
Project Start
06/01/92
Project Finish
06/30/00
Data Date
05/31/97
Run Date
09/04/97
© Primavera Systems, Inc.
Early Bar
Progress Bar
Critical Activity
NF75
Sheet 1 of 1
ENGINEERING CONSULTANT
D:\DATA\EVPRES\PRIMA
Date
Approved
Checked
Revision
+ 11F
+ 12S
+ 15C
+ 16A
+ 2SD
+ 3SS
+ 4OD
1992
1993
1994
1995
1996
1997
1998
1999
2000
+ FACILITIES
+ SYSTEMS
+ PROJECT CONTROL
+ PROJECT ADMINISTRATION
+ SECTION DESIGNER
+ SPECIALTY SUB CONSULTANT
+ OTHER DIRECT COSTS
Resource/Cost Profile Legend
Detail scale (left): X
Cumulative scale (right): X x x 60 32 28 50 24
PAGE 16 40 20 30 16 12 20 8 10 4
1992
1993
1994
1995
1996
1997
1998
1999
2000
Current Estimate
Earned Value
Planned

27. Performance Layout - SureTrak
PAGE 17

28. Performance Curves - P3
PAGE 18

29. Summary
Understand what Earned Value is and how you can apply it to your project
Performance Measurement must be based on an accurate budget
Use performance indices to provide perspective to your forecasts
Define Earned Value at lowest budget level
Measure and report performance at a level where responsibility can be recognized
Communicate performance creatively
UNDERSTAND WHAT EV IS AND HOW TO APPLY
Just agree how to measure before you start
Apply based on agreement
PERF MEAS MUST BE BASED ON ACCURATE BUDGET
Most failures of EV/PM is because budgets are inaccurate
Must incorporate changes if resources are being expended
USE PERF INDICES (CPI/SPI) TO GIVE PERSPECTIVE
Check PM’s ETC against CPI/SPI to validate
Use CPI and CPI/SPI to provide 2 of 3 points for 3 point forecasts
DEFINE EV AT LOWEST BUDGET LEVEL
If you can estimate there - you should be able to measure there
ETC’s at the same level as original estimate
DO NOT NEED ACTUALS at this level
Show how lower level budget and ev are used with higher level actuals.