primavera p7 versÃo 7.0 ( 452 pag ).pdf

7/25/2019 PRIMAVERA P7 VERSO 7.0 ( 452 PAG ).pdf

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380 Part 5: P6 Application Administration

Oracle Primavera - Administrators Guide

A users associated module access and security privilegesettings always override the settings defined in the usersassigned user interface view. For example, if a user has WebAccess Resources module access rights but not Web Access

Portfolios module access rights, the user cannot access anyfunctionality in the Portfolios section of P6 Web Access, evenif Portfolios functionality is enabled in the users assigneduser interface view. Additionally, if you assign a user interfaceview to a user who has only Team Member module access,view settings are ignored; the functionality available to TeamMember users is always controlled by module access rights.For more information on functionality available to TeamMember users, refer to What does the Team Membermodule access enable a user to access? on page 362 .

You can also use user interface views to hide P6 Web Accessfunctionality your organization does not use. For example, if yourorganization does not use P6 Progress Reporter for time reporting, youcan hide the Approve Timesheets Action Menu item in the Dashboardssection.

Activity editing controls After creating the content for userinterface views, use the Activity Editing tab in P6 Web Access to choosewhich fields a user can edit in the Activity page. Your selections canprovide users with editing capabilities or restrict users from editingspecific fields, adding a greater level of command over what users canedit and further controlling your project data.

Mark a fields checkbox to enable a user to edit the field in the Activitypage. Clear a fields checkbox to restrict a user from editing the field inthe Activity page.

The selections for which fields can be edited in the Activitypage do not override the users project profile assigned in theProject Management module. For example, even if theActivity Name field is enabled for a user interface view, a user

assigned that user interface view will not a be able to edit theActivity Name field if the user is assigned a project profile thatdoes not contain the Add/Edit Project Activities ExceptRelationships security privilege.

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Administering Users and Security 381


Assign a user interface view to a user in the ProjectManagement module In P6 Web Access, a user interface view canbe assigned to a user from the Users tab in the Manage User InterfaceViews section of the Administration Home page. A user interface view

can also be assigned in the Project Management module. To do so fromthe Project Management module, choose Admin, Users. Select the userto whom you want to assign a user interface view, then click the GlobalAccess tab. In the User Interface Views section, click the Browse buttonto select a user interface view. Mark the Enable user to modify viewsettings checkbox if you want to enable the user to change personal userinterface view content selections from the View tab in the P6 WebAccess Preferences page.

Click to select a user interface view.

Mark this checkbox to allow the selected user to change

content selections in the users assigned view. When a

user changes user interface view settings, the changes do not affect the settings of other

users assigned to the same view.

In addition tocustomizing the P6 WebAccess interface usinguser interface views, youcan create a prototypeuser to specify defaultdashboards and globalpreference settings.Refer to Adding aprototype user anddefining default settingsfor P6 Web Access onpage 367 .

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Setting Security in the Methodology ManagementModule

The Methodology Management module uses its own set of users, globalprofiles, and methodology profiles to control access to MethodologyManagement data. These security data are stored in the methodologymanagement database.

No security data are shared between the Project Management andMethodology Management modules. Methodology Management usesits own OBS, users, global and methodology profiles, and moduleaccess.

The security model for Methodology Management differs from the

Project Management module. Only one methodology can be open at atime, and there is no EPS. Users and methodology profiles cannot beassigned to OBS elements; methodology profiles must be assigneddirectly to users to allow the user access to a methodology.

This section discusses the process of creating security profiles and usersin the Methodology Management module.

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Create global profiles In the Methodology Management module,choose Admin, Security Profiles. Choose Global Profiles, then clickAdd. Type the new profiles name. To make the new profile the defaultglobal profile, mark the Default checkbox. In the Privilege area, mark

the appropriate Has Privilege checkboxes to grant privileges to theprofile.

The following table defines each global privilege:

The following table groups each privilege by functionality. Theprivileges are listed in the same order as in the SecurityProfiles dialog box. To view the privileges in alphabeticalorder in the Security Profiles dialog box, click the Privilegesbar as shown in the previous image.

Privileges that are new or modified in P6 are marked with anasterisk (*).

Select a global profile...

...then review the privileges

associated with that profile.

Click to list theprivileges inalphabeticalorder.

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Privilege Name Privilege Definition

Edit Security Profiles Change security profile information.

Edit Users Create and delete Methodology Management moduleusers, and change user access permissions.

Edit Admin Preferencesand Categories

Change administrative preferences as defined in theAdmin Preferences dialog box. Create, change, anddelete administrative categories as defined in theAdmin Categories dialog box. Edit currency data inthe Currencies dialog box.

Create New / CopyMethodology

Create, import, or copy a methodology.

Edit Resources Create, delete, and change elements of the resourcehierarchy.

Edit Roles Create, delete, and change role information.

Edit Work Products andDocuments

Create, delete, and change work product anddocument records.

Import Global /MethodologyInformation

Import global and methodology information.

Edit Reports Create, edit, and delete reports; save reports in theReport Wizard.

Edit Activity Attributes Create, change, and delete activity attributes.

Edit Activity Codes Create, change, and delete global activity codes andvalues.

Edit Estimation Factors Create, change, and delete estimation factors.

View Resource Prices View resource prices.

Edit Global ActivityLayouts and Filters

Create, delete, and change global activity layouts andfilters.

Edit OBS Create, delete, and change organizational breakdownstructure information.

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Create methodology profiles Choose Admin, Security Profiles.Choose Methodology Profiles, then click Add. Type the new profilesname. To make the new profile the default methodology profile, mark

the Default checkbox. In the Privilege area, mark the appropriate HasPrivilege checkboxes to grant privileges to the profile.

Edit MethodologyCodes and Resource

Codes

Create, delete, and change methodology and resourcecodes.

Edit User DefinedFields

Create, edit, and delete user-defined fields. Users thatdo not have this privilege can view user-definedfields.

Edit Activity StepTemplates

Create, edit, and delete Activity Step Templates usedto add a set of common steps to multiple activities.


You can create an unlimited number of

methodology profiles

based on the varying roles in your company.

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The following table defines each methodology privilege:

Privileges that are new or modified in P6 are marked with anasterisk (*).

Add new users Choose Admin, Users. Click Add.

If Password Policy is not enabled in Administrative Preferences,click the General tab, type the users login name and personal

name, then click Password. Type the users password, then retypethe password to verify it. Click OK.

If Password Policy is enable in Administrative Preferences, the AddUser dialog box will appear. You will be required to fill in the Loginname, Personal name, Enter new password, and Confirm newpassword fields. Click OK.

For more information on Administrative Preferences, seeDefining Default Settings on page 414 .


Edit MethodologyProperties

Create, delete, and change a methodologys properties,as defined in the Methodology Properties dialog box.

Edit MethodologyWBS

Create, delete, and change a methodologys workbreakdown structure (WBS) elements and versions.

Edit MethodologyLinks

Create, delete, and change a methodologys links, if theuser has this privilege for both linked methodologies.

Edit MethodologyActivities

Add, change, and delete activities and activityinformation.

Edit MethodologyExpenses

Add, change, and delete expenses.

View MethodologyCosts

View methodology cost information.

Check In/Check OutMethodology

Check methodologies in and out of the MethodologyManagement module.

Edit MethodologyRisks

Create, delete, and change a methodologys risks.

Edit Activity ID Edit methodology activity IDs.

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If the Methodology Management module is running in LDAPauthentication mode, when you click Add, a dialog appearsfor you to enter a user name and verify it against the LDAPstore. When you click Test, if the user exists in the LDAP

store, the actual name, e-mail address, and telephonenumber fields are populatedif you previously mapped thosefields through the Authentication Configuration tool. To addthe user, click Add. When you click Test, if the user is notfound in the LDAP store, a message appears to notify youthat the user cannot be added.

If your organization centralizes user information in an LDAPdirectory, you can add P6 users by provisioning from theLDAP store. For more information, see ConfiguringAuthentication Modes on page 309 . After you provisionusers, you will need to assign each user a security profile.

Module Access You do not need to assign module access for theMethodology Management module. Each user of the ProjectManagement module is automatically granted access to theMethodology Management module.

Displays the list of users with access to the

Methodology Management module

Identifies the name required to log in to the

Methodology Management module

The Password button does not appear if the

Methodology Management module is running in LDAP

authentication mode.

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Assign a global profile and methodology profiles A globalprofile determines a users access to global data, such as resources androles; methodology profiles restrict the users access to methodologydata. The Methodology Management module requires that each user be

assigned a global profile. To open a methodology, the user must beassigned a methodology profile for that methodology. Choose Admin,Users. Select the user to whom you want to assign a global profile andmethodology profiles. Click the Methodology Profiles tab.

The Methodology Management module includes an AdminSuperuser global profile that allows complete access to allglobal information and methodologies.

The Methodology Superuser profile grants read-writeprivileges to all aspects of a methodology. A user with AdminSuperuser global privileges automatically has MethodologySuperuser access to all methodologies. If a user creates anew methodology, that user is automatically granted theMethodology Superuser profile for that methodology.

Click to select amethodology to which theuser requires access...

Double-click in the Global Profile column

and choose the appropriate profile for

the selected user.

...then double-click in the Profilecolumn and choose a methodologyprofile for the selected user.

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389

The Project Management module enablesyour organization to define a series ofmodule-wide parameters and values thatapply to all projects in an enterprise projectstructure (EPS). Use these settings tocustomize the module to meet specificproject management requirements andstandards. While all users can view thesesettings, a user must have special securityprivileges to edit them.

This chapter discusses the types of settingsyou can specify: Administrative Preferences,which are default settings; AdministrativeCategories, which are standard values thatapply to all projects; and Currencies, whichconsist of a base currency used to store costsin the database and a view currency used to

display cost data in windows and dialogboxes.

This chapter also describes how to definefinancial periods to plan and record activityand assignment progress per financialperiod.

In this chapter:

Defining Default Settings

Defining Standard Categories andValues

Defining Currencies

Defining Financial Periods

Defining Administrative Preferencesand Categories in ProjectManagement

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Defining Default SettingsFor detailed information oneach field in AdminPreferences, click Help in

the Admin Preferencesdialog box.

Use the Admin Preferences dialog box to specify default settingsestablished by the project controls coordinator. Choose Admin, Admin

Preferences.

General information Use the General tab to specify general defaultoptions, such as the weekday on which the calendar week begins. Youcan also change the character used to separate hierarchy levels inresource, project, and activity codes; roles; cost accounts; and WBSelements.

The start day of the week affects how all days in a week aredisplayed in profiles, spreadsheets, and other layouts inwhich a weekly timescale can be displayed. For example, ifWednesday is selected as the starting day of the week, theweek is displayed as WTFSSMT in an Activity Usage Profile.

The first day of the week for global, project, and resource calendars

The default duration for new activities in all projects;

simplifies the process of adding new activities

The characterthat separateshierarchy levelsin roles,resourcecodes, projectcodes, costaccounts, andactivity codes; itis also thedefaultseparator forWBS codes inall newprojects. Youcan enter aWBS codeseparator forspecificprojects in theSettings tab ofProject Details.

Mark to enable a strongpassword policy for new

or modified passwords.When cleared, passwordscan be from 0 to 20characters and can be allletters or numbers.

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Defining Administrative Preferences and Categories in Project Management 391


For more information oninstalling and configuringthe Progress Reportermodule, see Installing P6Progress Reporter onpage 113 and

Implementing P6Progress Reporter onpage 427 .

Timesheets Use the Timesheets tab to specify default setup optionswhen using the Progress Reporter module. You can specify generaltimesheet settings and how timesheets are approved before project datais updated.

The Enable Timesheet Auditing setting is also availablefrom the Progress Reporter Administrator.

The General Settings section contains the following options:

New resources use timesheets by default Mark to require that allnew resources use timesheets, unless you specify otherwise.

Resources can assign themselves to activities by default Markwhen you want every newly created project to grant permission for

resources to assign themselves to activities. When you change thissetting, it does not affect existing projects; the new setting isapplied only when a new project is created. For individual projects,you can override this setting on the Project Details Resources tab.

Enable Timesheet Auditing Mark if you want to save the historyof timesheet submission, approval, rejection, reviewers, andassociated dates. If you select this option, you can add theTimesheet History subject area to a timesheet report to view thehistorical data.

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For information onapproving timesheets, seethe Updating, Scheduling,and Leveling chapter inthe P r o j ec t M a n a g e m e n tR e f e r e n c e M a n u a l .

The Timesheet Approval Level section contains the following options:

Auto Submission Choose to indicate that resource timesheets donot need to be submitted or approved. Timesheet data areautomatically updated in the database when you apply actuals.

Auto Approval Choose to indicate that resource timesheets do notrequire management approval. Timesheets are approvedautomatically when they are submitted.

1 Approval Level Choose to indicate that resource timesheetsrequire approval by the resource/cost manager only. If you selectthis option, the status of all submitted timesheets remainsSubmitted until the approving manager changes the timesheetsstatus. If you previously required both project manager andresource/cost manager approval, and you select this option, the

status of all current timesheets that have received one level ofapproval changes to Approved.

2 Approval Levels Choose to indicate that resource timesheetsrequire approval by project and resource/cost managers. If youselect this option, the status of all submitted timesheets remainsSubmitted until both managers approve the timesheet.

Project Manager Must Approve Before Resource Manager Ifyou choose 2 Approval Levels, mark to indicate that projectmanagers must approve timesheets before resource/cost managers.

Default Resource Manager Approving Timesheets The name ofthe manager who approves resource timesheets, unless you specifyotherwise. Click the Browse button to select a new manager.

Once Progress Reporter module users have begunsubmitting timesheets, if you change the approval level to alower setting, all currently submitted timesheets are alteredto reflect the change. For example, if you change your settingfrom 2 Approval Levels to Auto Submission, all timesheets,including those that are currently approved by only onemanager, are changed to no longer require submission or

approval, and the project management database is updatedwith their data when you apply actuals.

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Data limits Use the Data Limits tab to specify the maximum numberof levels for hierarchical structures. You can also specify the maximumnumber of baselines and activity codes that can be included in a project.

If you change maximum hierarchy level settings, the newsettings apply only when you add new elements or editexisting elements.

The maximum combined number of hierarchy levels in the EPS and WBS: 1 is the lowest, and

50 is the highest.

The maximum number of hierarchy levels in these

structures: 1 is the lowest,

and 25 is the highest.

The maximum number of activity codes in projects: 0 is

the lowest, and 500 is the highest.

The maximum number of baselines in projects. You can

enter an unlimited number.

Maximum baselines copied with project: Specify the

maximum number of baselines that can be copied

with the project. You can enter a number between 1 and 50 in

this field.

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ID lengths Use the ID Lengths tab to specify the maximum number ofcharacters for IDs and codes.

If you change the maximum number of characters in an ID orcode, the new number applies only when you add new IDs/ codes or edit existing IDs/codes.

Time Periods Use the Time Periods tab to define the default numberof hours in a workday, workweek, workmonth, and workyear, or tospecify that the default number of work hours for each time period isdefined per calendar. You can also specify abbreviations for displayingminutes, hours, days, weeks, months, and years.

The Hours per Time Period values are used as conversion factors whenusers choose to display time units and durations in units other thanhours. For example, if the default Hours/Day is set to 8.0, when a userenters 1d as a duration, this value is stored as 8h in the database.

The maximum number of characters in these IDs and codes: 1 is the lowest,

and 20 is the highest.

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If you clear the Use assigned calendar to specify the number of workhours for each time period checkbox, the Hours per Time Period

values you specify on this tab are always used to convert time units anddurations. If you mark the Use assigned calendar to specify thenumber of work hours for each time period checkbox, the Hours perTime Period settings on this tab are ignored (in most cases) and themodule converts units and durations using the Hours per Time Periodsettings defined in the activitys or resources assigned calendar. Using atask-dependent activity as an example, the module converts units anddurations for the activity using the settings defined in the activitysassigned calendar.

You should enter values for each time period on the TimePeriods tab, even if you mark the Use assigned calendar tospecify the number of work hours for each time period checkbox. In some scenarios, the Admin Preference settingsare still used as conversion factors.

Valid entries range from 1.0 to 24.0.

Valid entries range from 1.0 to 168.0. Valid entries range from 1.0 to 744.0.

Valid entriesrange from 1.0to 8784.0.

Type a one-character abbreviation to use when displaying the time units

and duration display formats you select.

If your resources and activities require different hours per

timeperiod settings, you should mark this checkbox,then specify the Hours per

Time Period for each defined calendar. To define these

settings per calendar, choose Enterprise, Calendars.

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Using Calendars to Define Hours Per TimePeriod Settings

P6 calculates and stores time unit values in hourly increments, but userscan set preferences to display time units in other increments, such asdays or weeks. The values specified for Hours per Time Period are usedto convert hours to other time increments for display, and to convert allnon-hourly time increments to hours for storage in the database. As anadministrator, from the Admin Preferences, Time Periods tab, you candefine Hours per Time Period settings globally, or you can specify thatthe Hours per Time Period settings should be defined per calendar.

When Hours per Time Period settings are defined per calendar, units anddurations are displayed more accurately. When Hours per Time Period

settings are defined globally and users set preferences to display unitsand durations in time increments other than hours, units and durationswill display unexpected values when the Admin settings for Hours perTime Period do not match the work hours specified in calendarsassigned to activities and resources. This occurs because the displayreflects the conversion factor of the Admin Preference Hours per TimePeriod settings, not the hours per day defined by the activitys orresource's assigned calendar. For example:

User Preferences, Time Units = day

Admin Preferences, Hours per Time Period = 8h/d

Activity calendar, Work hours per day = 10h/d

User-entered activity duration = 30h

Actual duration display = 3d6h (30h duration/8h per day, based onthe conversion factor set in Admin Preferences)

Expected duration display = 3d (30h duration/10h per day, based onthe conversion factor set in the activity calendar)

To avoid unexpected display results, mark the 'Use assigned calendar tospecify the number of work hours for each time period' checkbox on theAdmin Preferences, Time Periods tab. Then, specify the Hours per TimePeriod settings for each defined calendar, and assign these calendars tothe appropriate activities and resources.

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Earned value Use the Earned Value tab to specify default settings forcalculating earned value. You can change the settings for specific WBSelements in the Earned Value tab in Work Breakdown Structure Details.

Reports Use the Reports tab to define up to three sets of headers,footers, and custom labels for reports.

For details about thefields on the EarnedValue tab, see theProject ManagementReference Manual.

Choose which type of baseline value is used to

calculate earned value.

Choose to define a set that consists of a header, footer,

and custom text label...

...then specify the custom text for that sets header,footer, and custom label.

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Options Use the Options tab to specify the time intervals in whichcost and quantity summaries should be calculated for activities andresources/roles: by calendar intervals, by financial period intervals, orboth. Your choices determine the data available for display in charts and

spreadsheets that display summarized activity and assignment data in P6Web Access and the Project Management module. The By calendaroption is selected by default. You can choose to not summarize bycalendar intervals, however this is not recommended for mostcompanies.

To ensure that P6 Web Access users can view activity and assignmentdata (both actual to date and past period actual) in Financial Periodtimescale intervals in charts and spreadsheets, choose to summarize byfinancial period; choosing this option additionally ensures that FinancialPeriod timescale intervals in the Project Management module accuratelydisplay summarized actual to date values for closed projects.

If you modify summarization settings (for example, you selectthe By financial period option) after upgrading to P6 WebAccess version 7.0 from P6 version 6.0 or earlier, someprojects are ignored when you summarize all projects.Specifically, projects that were summarized prior toupgrading, and have not been modified since, WILL NOT BESUMMARIZED when you choose to summarize all projects.

To include summary financial period data for these projects,after upgrading you must delete the existing summary datafor these projects, then summarize each project (eitherindividually or through the job service). To delete summarydata for a project, in the Projects window in the ProjectManagement module, right-click on the project name andchoose Delete Project Summaries.

Summarizing by both calendar and financial period intervalswill increase the runtime of summarizer jobs. If youexperience performance issues, refer to Job ServiceRegistry Settings on page 250 for information on how toimprove summarizer performance.

Financial periods must be properly defined for P6 WebAccess users to display a Financial Period timescale, even ifdata is summarized by financial period. See DefiningFinancial Periods on page 410 for more information onproperly configuring financial periods.

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If you choose to summarize by financial period intervals andyou want data for closed projects to be included when usersdisplay a Financial Period timescale, you must summarizeeach closed project once. For more information on

summarizing projects, refer to the Project ManagementReference Manual .

You can select whether users can access methodologies to add activitiesor create new projects using Project Architect. To enable users to launchContent Repository documents and the Timesheet Approval applicationfrom the Project Management module, type the URL to the P6 WebAccess server. The Workflow Administrator is the web user responsiblefor administrative tasks related to P6 Web Access workflow templates,which are used for project requests. Click the browse button to select.

You can additionally use this tab to set up a link to the ContractManagement module (formerly known as Expedition).

Once a link to the Contract Management module is set up,users can create a link to a Contract Management project toimport and view project-level data. Refer to the ProjectManagement Reference Manual for more information.

The time interval to which activity costs and quantities

should be summarized.

The timeinterval towhichresource/roleassignmentcost andquantitiesshould besummarized.

Type the URL of the Contract Management Web server. The URLmust include the server name (or IP address). The port number isalso required if you are not using 80, the default port.

To enable users to launch Content Repository documents and the

Timesheet Approval application from the Project

Management module, type the URL to the P6 Web Access server.

Choose this option to enable users to view summary data and edit high-level planning

assignments in financial period

timescale intervals in P6 Web Access, and to ensure

accurate data display in financial period timescale

intervals in the Project Management module.

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Rate Types Use the Rate Types tab to provide a title for each of thefive available Price/Unit fields. The title should describe what the ratetype represents. The rate type titles you define appear wherever the ratetypes are displayed in a list or column.

You can define new titles for these rate types, for

example, Commercial Rate or Government Rate.

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Defining Standard Categories and ValuesUse the Admin Categories dialog box to define standard categories andvalues that you can apply to all projects. Choose Admin, Admin

Categories.

For more informationabout baselines, see theProject ManagementReference Manual.

Baseline types Use the Baseline Types tab to create, edit, and deletebaseline types. Baseline types enable you to categorize and standardizebaselines across projects. To change the name of a baseline type,double-click it, then type a new name. The change applies to all projectsto which the baseline is assigned.

Click the Shift Up/Shift Down buttons to move the selectedcategory/type to a higher/lower position in the display. Thischanges the order in which the categories/types are listedwhen you assign them. These buttons are available onlywhen the list is not sorted alphabetically.

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For more informationabout expenses, see theProject ManagementReference Manual.

Expense categories Use the Expense Categories tab to create, edit,and delete expense categories. Expense categories can be used tocategorize and standardize project expenses, and to organize andmaintain your expense information. To change an expense category,

double-click it, then type a new name. The change applies to all projectsto which the expense item is assigned.

For more informationabout the WBS, see theProject ManagementReference Manual.

WBS custom category Use the third tab on the Admin Categoriesdialog box to define a custom WBS category and category values. The

tab displays the name you define. To change the category name, click inthe field in the top right, then type a new name. Use this category toorganize, filter, and report WBS information in all projects. To change acategory value, double-click it, then type a new name. The changeapplies to all projects to which the WBS item is assigned.

If you change the WBS category, the categorys values orvalue assignments do not change.

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Document categories Use the Document Categories tab to set upcategories for work products and documents, then assign thesecategories to documents in the Work Products and Documents windowand activities in the WPs & Docs tab of Activity Details. To change adocument category, double-click it, then type a new name. The changeapplies to all projects to which the document is assigned.

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For more informationabout work products anddocuments, see the ProjectManagement ReferenceManual.

Document status Use the Document Status tab to create, edit, anddelete document status types. Status types identify the current status ofwork products and documents within a project. Use them to determinewhich documents can be assigned to activities or WBS elements. To

change a status type, double-click it, then type a new name. The changeapplies to all projects to which the document is assigned.

For more informationabout the ProgressReporter module, see theProject ManagementReference Manual.

Overhead codes Use the Overhead Codes tab to create, edit, anddelete overhead activity codes for Progress Reporter module users.

Progress Reporter module users add overhead activities to theirtimesheets to log timesheet hours that are not associated with projectactivities. For example, users can enter time for vacations, holidayhours, sick time, or general administrative work as overhead activities.To change a code, double-click it, then type a new name. The changeapplies to all projects in which the code is assigned.

When you specify that two approval levels are required toapprove timesheets, timesheets that contain only overheadactivities bypass project manager approval and are sentdirectly to the resource/cost manager for approval. Fortimesheets containing a mix of regular and overheadactivities, project managers can view, but not approve, theoverhead activities.

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For more informationabout risks, see the ProjectManagement ReferenceManual.

Risk types Use the Risk Types tab to create, edit, and delete risktypes, or categories of possible risks. Risk types allow you to classifyand standardize risks across projects. To change a risk type, double-click it, then type a new name. The change applies to all projects inwhich the risk is assigned.

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For more informationabout activity notes, seethe Project ManagementReference Manual.

Notebook topics Use the Notebook Topics tab to create, edit, anddelete notebook topics. Notebook topics typically consist of instructionsor descriptions for performing an activity. However, notebook topics canalso be assigned at the EPS, project, and WBS levels. Examples include

Purpose, Entry Criteria, Tools and Techniques, and Exit Criteria. Tochange a notebook topic, double-click it, then type a new name. Thechange applies to all notebook assignments.

Units of Measure Use the Units of Measure tab to set up units of

measure labels that you can assign to material resources. To change aunit of measure label, double-click it, then type a new name. The changeapplies to all unit of measure assignments.

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Defining CurrenciesYou can specify the monetary unit or base currency used to store costdata for all projects in the database, as well as the monetary unit or view

currency used to display cost data in windows and dialog boxes.

Only a user with Admin Superuser privileges can change thebase currency and define additional view currency types.

The exchange rate for the base currency is always 1.0. If you select adifferent currency than the base currency to view cost data, the basecurrency value is multiplied times the current exchange rate for the viewcurrency to calculate the values displayed in cost and price fields.

For example, if the base currency is U.S. Dollars, the view currency isEuros, and the exchange rate for Euros is .75, a value of $10 stored inthe database is displayed as 7.5 Euros in cost and price fields inwindows and dialog boxes. Similarly, if you enter 10 Euros in a cost orprice field, it is stored in the database as $13.30.

When you enter values in cost and price fields, they arealways displayed in the view currency.

Use the Currencies dialog box to set up the base and view currencies.

Indicates the currency is the base used to store cost data

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If you are upgrading from a previous version of the ProjectManagement module, you should set up the base currency inthe new version before you start adding and changingprojects.

Define a base currency The base currency, by default, is U.S.dollars. To define a different currency as the base, choose Admin,Currencies. Select the base currency, then, in the General tab, type thecurrencys ID, name, and symbol. The exchange rate for the basecurrency is always one. Click the Appearance tab to further define howthe currency is displayed.

If you want to view costs in the old base currency, you willneed to add it to the list of available currencies.

Add a view currency Choose Admin, Currencies. Click Add.Specify the currencys ID, name, symbol, and exchange rate, andindicate how the currency should be displayed.

Separates whole values from decimalvalues in the currency display, for

example, 500.5 or 500,5

Separates groups of digits in the currency display, for

example, 300,000 or 300-000

Indicates how manydecimal places todisplay, for example,none (70), one (70.1),or two (70.14)

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Type an ID that clearly defines the currency type.

Enter the universal symbol

used to identify the currency.

Choose Edit, UserPreferences, then clickthe Currency tab toselect the currency usedto view costs.

Enter the current global exchangerate for the currency.

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Defining Financial PeriodsFor more information onfinancial periods, includingstoring period performance

and editing past periodactuals, refer to the P r o j e c tM a n a g e m e n t R e fe r e n c eM a n u a l or Help.

The Project Management module enables you to define yourorganizations global financial periods in the Financial Periods dialog

box. Customized financial periods provide more accurate display andreporting of actual units and costs. Rather than spreading units and costsevenly throughout the length of a project, users can view how actualunits and costs were incurred by customized financial period. Users canstore period performance for any predefined period in the FinancialPeriod dictionary.

For more information ondisplaying a financialperiod timescale in P6 WebAccess, refer to the P6 WebAccess Help.

In P6 Web Access, for the range of defined financial periods, users candisplay summary project data in financial period timescale intervals incharts and spreadsheets, as well as edit high-level planning assignmentsin financial period intervals.

You must have the Edit Financial Period Dates globalprivilege to add or edit data in the Financial Periods dialogbox. To store past period actuals for a projects definedfinancial periods, you must have the Store PeriodPerformance project privilege. To edit past period actual dataafter storing period performance, users must have the EditPeriod Performance project privilege.

Financial period considerations for P6 Web Access users In

P6 Web Access, users can customize many tabs and pages to display afinancial period timescale if financial periods are properly defined in theProject Management module. To enable P6 Web Access users to displayfinancial period timescale intervals, you must adhere to the followingguidelines when creating financial periods:

all defined financial periods must have a minimum duration ofone week (seven days)

there can not be a time gap between any two financial periods

Following these requirements only ensures that P6 WebAccess users can display a financial period timescale. Toensure that data is displayed in financial period timescaleintervals in P6 Web Access, you must additionally summarizeprojects by financial period. To summarize projects byfinancial period, choose Admin, Preferences, select theOptions tab, then select the By financial period option. Formore information on this option, see Options on page 398 .

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Create batches of financial periods In the Project Managementmodule choose Admin, Financial Periods.

The start and end dates of a financial period cannot overlapexisting financial periods. Also, you cannot modify the startand end dates of a financial period after you create it.

If your organization summarizes project data by financialperiod (as specified on the Admin Preferences, Options tab),to ensure that all project data in the database will besummarized (including closed projects), you must createfinancial periods that span the date range of all projects in thedatabase. For example, if the oldest project in your databasehas a project start date of October 1st, 2001, your financialperiods should begin on or before that date.

Enter the batch start and end

dates.

Choose the timescale for each financial period in

the batch, along with the day of the week you want the periods to end on.

Click to generate the batch offinancial periods.

After the batch is created, click in the PeriodName column to edit the name. Names must beunique. When you create a financial period, thedefault name is YYYY-MM-DD (e.g., 2007-04-01).To ensure the financial periods are listed in theproper order (e.g., in the Columns dialog box),you should use the default name or a sequentialnaming convention (e.g., 2005 Fiscal Month 1,2005 Fiscal Month 2, etc.).

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Create a single financial period In the Project Managementmodule choose Admin, Financial Periods. Click Add.

All periods start at midnight and end at 11:59 PM. You cancreate financial periods with durations as short as one day;

however, to enable users to display financial period timescaleintervals in P6 Web Access, all financial periods must have aminimum duration of one week (seven days).

Delete a financial period In the Project Management modulechoose Admin, Financial Periods. Select the financial period(s) youwant to delete. Click Delete.

You cannot delete a financial period that stores past periodactuals for any project. If you attempt to delete multiple

financial periods at the same time, none of the financialperiods will be deleted if any period stores past periodactuals for any project. In this case, to delete a financialperiod, you must archive and delete the project containingpast period actuals, then delete the financial period.

You can delete a financial period that has high-levelassignment planning values (as entered on the PlanResources page of P6 Web Access) as long as the financialperiod does not contain past period actuals. When you deletea financial period that has high-level assignment planningvalues, the values are deleted as well.

Click to select the startand end dates for thefinancial period. Tocreate a daily financialperiod, select thesame start and enddate.

Click to add the period to the dictionary.

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413

The Methodology Management moduleenables your organization to define a seriesof module-wide parameters and values thatapply to all methodologies. Use thesesettings to customize the module to meetspecific project management requirementsand standards. While all users can view thesesettings, a user must have special securityprivileges to edit them.

This chapter discusses the types of settings

you can specify: Administrative Preferences,which are default settings used in themodule; Administrative Categories, whichare standard values that apply to allmethodologies in the module; andCurrencies, which consist of a base currencyused to store cost data in the database and a

view currency used to display cost data inwindows and dialog boxes.

In this chapter:

Defining Default Settings

Defining Standard Categories andValues

Defining Currencies

Defining Administrative Preferencesand Categories in MethodologyManagement

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Defining Default SettingsUse the Admin Preferences dialog box to specify default settingsestablished by the project controls coordinator. Choose Admin, Admin

Preferences.

General information Use the General tab to specify general defaultoptions for new activities, such as the duration type, percent completetype, and activity type. You can also change the character used toseparate hierarchy levels in resource, methodology, and activity codes;roles; and work breakdown structure (WBS) elements.

The characterthat separateshierarchy levelsin roles,resource codes,methodologycodes, andactivity codes; itis also thedefault separatorfor WBS codesin all newmethodologies.

These default types are used only for new activities.

Changing these settings does not affect existing

activities.

Mark to enable astrong password

policy for new or modifiedpasswords. When cleared,passwords can be from 0 to20 characters and can be allletters or numbers.

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Defining Administrative Preferences and Categories in Methodology Management 415


ID lengths Use the ID Lengths tab to specify the maximum number ofcharacters for IDs and codes.

If you change the maximum number of characters in an ID or

code, the new number applies only when you add new IDs/ codes or edit existing IDs/codes.

The maximum number of characters in

these IDs and codes: 1 is the lowest,and 20 is the highest.

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Data limits Use the Data Limits tab to specify the maximum numberof levels for hierarchical structures.

If you change maximum hierarchy level settings, the newsettings apply only when you add new elements or editexisting elements.

The maximumnumber of hierarchylevels in thesestructures: 1 is thelowest, and 25 is thehighest.

The maximum number of hierarchy levels in these

code types: 1 is the lowest,and 25 is the highest.

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Timeperiods Use the Time Periods tab to define the default numberof hours in a workday, workweek, workmonth, and workyear. Themodule uses these values as conversion factors when displaying the timeunits and duration display formats you select. You can also specify

abbreviations for displaying minutes, hours, days, weeks, months, andyears.



Valid entries rangefrom 1.0 to 744.0.

Valid entriesrange from 1.0 to8784.0.

The module uses these abbreviations when

displaying the time units and duration display formats you

select. You can type a new one-character abbreviation.

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Defining Standard Categories and ValuesUse the Admin Categories dialog box to define standard categories andvalues that you can apply to all methodologies. Choose Admin, Admin

Categories.

For more informationabout expenses, see theMethodology ManagementReference Manual.

Expense categories Use the Expense Categories tab to create, edit,and delete expense categories. Expense categories can be used tocategorize and standardize methodology expenses, and organize andmaintain your expense information. To change an expense category,double-click it, then type a new name. The module applies the change toall activities to which the expense item is assigned.

For more informationabout activity notes, seethe MethodologyManagement ReferenceManual.

Notebook topics Use the Notebook Topics tab to create, edit, anddelete notebook topics. A notebook typically consists of instructions ordescriptions for performing an activity. You can also assign notebooksto categorize notes about methodologies and WBS elements. Mark theappropriate Methodology, WBS, and Activity checkboxes to activate theavailability of a selected notebook topic in the Notebook Topics tab.Examples of topics include Purpose, Entry Criteria, Tools andTechniques, and Exit Criteria. To change a notebook topic, double-clickit, then type a new name. The module applies your change to allmethodologies, WBS elements, and activities to which the notebooktopic is assigned.

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For more informationabout the WBS, see theMethodology Management

Reference Manual.

WBS custom category Use the third tab on the Admin Categoriesdialog box to define a custom WBS category and category values. To

change the category name, click in the field in the top right, then type anew name. Use this category to organize, filter, and report WBSinformation in an open methodology. To change a category value,double-click it, then type a new name. The module applies the change toall methodologies to which the WBS item is assigned.

If you change the WBS category, the module does notchange any of the categorys values or value assignments.

Report groups Use the Report Groups tab to create, edit, and deletereport groups, which help you organize reports.

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Document categories Work products typically refer to activityoutput, such as blueprints or testing plans, and documents refer to itemssuch as standards and guidelines. Use the Document Categories tab toset up categories for work products and documents, then assign thesecategories to work products and documents in the Work Products andDocuments window, and to WBS elements and activities in the WPs &Docs tab of Work Breakdown Structure Details and Activity Details,respectively. To change a document category, double-click it, then type anew name. The module applies the change to all WBS elements andactivities to which the document category is assigned.

Click the left/right arrows to indent or outdent a selected report category to further categorize it

in the hierarchy. Click the up/down arrows to move a

selected report category up or down in the hierarchy.

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For more informationabout establishingestimation data, see theMethodology ManagementReference Manual.

Factor categories Use the Factor Categories tab to set up categoriesfor organizing estimation factors in methodologies. These factors areused in Project Architect to calculate a project size and complexityvalue for performing bottom-up estimating in the Project Management

module.

Estimation factor categories are beneficial when you want to assign setsof factors to each methodology and categorize them according to aspecific area or phase, such as Internet development and productmaintenance. To change an estimation factor category, double-click it,then type a new name. The Methodology Management module appliesthe change to all methodologies to which the estimation factor categoryis assigned.

Once you establish estimation factor categories, you can assign one ormore estimation factors to them in the Estimation Factors dialog box(choose Define, Estimation Factors).

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Risk types Use the Risk Types tab to identify, categorize, andprioritize potential risks associated with specific WBS elements. Tochange a risk type, double-click it, then type a new name. The moduleapplies the change to all WBS elements to which the associated risk

type is assigned.

Units of measure Use the Units of Measure tab to set up units ofmeasure labels that you can assign to material resources. To change aunit of measure label, double-click it, then type a new name. The changeapplies to all unit of measure assignments.

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Defining CurrenciesYou can specify the monetary unit or base currency used to store costdata for all methodologies in the database, as well as the monetary unit

or view currency used to display cost data in windows and dialog boxes.

Only a user with Admin Superuser privileges can change thebase currency and define additional view currency types.

The exchange rate for the base currency is always 1.0. If you select adifferent currency than the base currency to view cost data, the basecurrency value is multiplied times the current exchange rate for the viewcurrency to calculate the values displayed in cost and price fields.

For example,