VA Primavera P 6 Baselining the Project Department

VA Primavera P 6: Baselining the Project Department of Veterans Affairs Office of Information and Technology IT Workforce Development (ITWD) in collaboration with Product Development

Welcome and Introduction 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 VA Primavera P 6: Baselining the Project 2

Training Objective • How to baseline a project using VA Primavera P 6 Project Management VA Primavera P 6: Baselining the Project 3

Training Overview • Audience – Project managers and planners who need to create project plans • Prerequisites – Understand how to connect to and launch VA Primavera P 6 Project Management – Licensed user of VA Primavera P 6 Project Management – VA Primavera P 6: Creating An Activity Network training VA Primavera P 6: Baselining the Project 4

Section 1: BASELINING THE PROJECT: BASELINING VA Primavera P 6: Baselining the Project 5

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

When are Projects Baselined? 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 P 6: Baselining the Project 7

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 P 6: Baselining the Project 8

Section 2: BASELINING THE PROJECT: THE PROJECT MANAGEMENT PROCESS VA Primavera P 6: Baselining the Project 9

High Level Overview Planning • • • 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 OMB 300 Baseline, if required • • • Set the Project Status to Active Enter and submit Timesheets in Progress Reporter Progress the project: Approve Timesheets, Apply Actuals, & Reschedule • • Perform variance analysis Re-plan and reschedule as needed Share information Portfolio management Ongoing Analysis VA Primavera P 6: Baselining the Project 10

Section 3: BASELINING THE PROJECT: CREATE AN INITIAL PLANNING BASELINE VA Primavera P 6: Baselining the Project 11

Creating a Baseline 1 Home View 2 Select: 1. Project 2. Maintain Baselines… VA Primavera P 6: Baselining the Project 12

Creating a Baseline Maintain Baselines Add New Baseline 1 3 2 Select: 1. Add 2. Save a copy of the current project as a new baseline 3. OK VA Primavera P 6: Baselining the Project 13

Maintain Baselines Test Project 01 – B 1 VA Primavera P 6: Baselining the Project 14

Baseline Name Baseline: Test Project 01 – B 1 Baseline Name field VA Primavera P 6: Baselining the Project 15

Baseline Type Baseline Name: B 1 – Test Project 01 Baseline Type: Initial Planning Baseline VA Primavera P 6: Baselining the Project 16

Copy & Delete Copy VA Primavera P 6: Baselining the Project 17

Restore & Close Restore VA Primavera P 6: Baselining the Project 18

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 P 6: Baselining the Project 19

Earned Value Projects view Baseline for earned value calculations: Project baseline VA Primavera P 6: Baselining the Project 20

Section 4: BASELINING THE PROJECT: ASSIGNING A BASELINE VA Primavera P 6: Baselining the Project 21

Assigning a Baseline 1 2 VA Primavera P 6: Baselining the Project Select: 1. Project 2. Assign Baselines… 22

Assigning a Baseline Project TESTING-01 : Test Project 01 VA Primavera P 6: Baselining the Project’s pull down menu 23

User Baselines Project Baseline: B 1 – Test Project 01 VA Primavera P 6: Baselining the Project 24

Application Status Bar Baseline: B 1 – Test Project 01 VA Primavera P 6: Baselining the Project 25

Section 5: BASELINING THE PROJECT: REVIEWING THE PROJECT VA Primavera P 6: Baselining the Project 26

Viewing Baseline Data Layout: View Baselines VA Primavera P 6: Baselining the Project BL Project Start & BL Project Finish 27

Displaying the Gantt Chart VA Primavera P 6: Baselining the Project 28

Viewing the Gantt Chart Current bar = green Baseline bar = yellow VA Primavera P 6: Baselining the Project 29

Viewing Baseline Data Show Usage for and Display Activities for selected… VA Primavera P 6: Baselining the Project Display: Open Projects Only 30

Viewing Baseline Data 1 Critical Path 3 2 Select: 1. Filter 2. Critical 3. OK VA Primavera P 6: Baselining the Project 31

Default Color Scheme Critical & Over-Allocated Resources Red In Progress Remaining Blue VA Primavera P 6: Baselining the Project Green 32

Variance is the difference between your original prediction – the baseline – and the system’s prediction based on your current rate of completion VA Primavera P 6: Baselining the Project 33

Variance Calculation Project baseline allows variance to be calculated & analyzed at the following levels: – Project – WBS – Activity VA Primavera P 6: Baselining the Project 34

Variance Analysis • 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 P 6: Baselining the Project 35

Variance = Baseline – At Completion Baseline At Completion Labor Units 48 h 48 h 46 h 48 h 52 h VA Primavera P 6: Baselining the Project Variance Type 0 h +2 h -4 h Neutral Positive Negative 36

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

Rebaselining Terminology Active Initial Planning Baseline Copied Baseline VA Primavera P 6: Baselining the Project Current project Original baseline Copy of original baseline revised + approved changes 38

Rebaselining • Primary – earned value and summarization • Secondary – comparison • Tertiary – comparison * 50 baselines per project limit VA Primavera P 6: Baselining the Project 39

Restore Project Baseline 3 1 Select: 1. Baseline Name 2. Restore 3. Close VA Primavera P 6: Baselining the Project 2 40

Update Baseline Project ID and Name Initial Planning & Copied Baseline Projects Current Project, Initial Planning & Copied Baseline Projects VA Primavera P 6: Baselining the Project 41

Update Baseline Project ID and Name 1. Status = Inactive 2. Append Project ID 3. Change Project Name 2 1 3 VA Primavera P 6: Baselining the Project 42

Rebaselining 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 -01 - B 1 -1 to Testing -01 – B 2 4. Modify the baseline Project Name to include B# and the applicable date For example: B 1 - Test Project 01 to B 2 – Test Project 01 – Baseline added 07. 12. 13 5. File, Close All VA Primavera P 6: Baselining the Project 43

Incorporating a Change – Two Approaches 1. Modify current project 2. Modify copied baseline project VA Primavera P 6: Baselining the Project 44

Rebaselining Pros and Cons Modify Current Project Pros Cons Ability to establish and review Unplanned or unexpected activity relationships results Data corruption Ability to schedule the project Actuals could mistakenly be copied to the baseline project VA Primavera P 6: Baselining the Project 45

Rebaselining Pros and Cons Modify Copied Baseline Project Pros Will not impact current project Progress Reporter users will not see updates Not necessary to complete activity networks No actuals exist VA Primavera P 6: Baselining the Project Cons Updates made will need to be pasted or entered manually to the current project Activity network must be completed in the current project 46

Update the Current 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 F 9 VA Primavera P 6: Baselining the Project 47

Open Current and Copied Baseline Projects 1. Highlight Projects 2. Access Mode: Exclusive 3. Select Open 3 1 2 VA Primavera P 6: Baselining the Project 48

Standard Activities View 3 2 1 Select: 1. Group and Sort… 2. Default 3. OK VA Primavera P 6: Baselining the Project 49

Document the Change Select: 1. Notebook tab 2. Add 3. Plus sign 3 1 BL Changes 2 VA Primavera P 6: Baselining the Project 50

Compare and Update 1. Highlight Activity 2. Select Copy 1 2 VA Primavera P 6: Baselining the Project 51

Compare and Update 2 1. Highlight location to paste activity 2. Select Paste 1 VA Primavera P 6: Baselining the Project 52

Copy Activity Options Only between copied activities VA Primavera P 6: Baselining the Project 53

Compare and Update Predecessors & Successors Relationships VA Primavera P 6: Baselining the Project 54

Reattach the Baselines Initial Planning Baseline Copied Baseline VA Primavera P 6: Baselining the Project 55

Final Steps of Rebaselining Ensure Copied Baseline is set as the Primary Baseline by selecting Assign Baselines from the Project menu VA Primavera P 6: Baselining the Project 56

Update Baseline • Alert: The Update Baseline option available in VA Primavera P 6 Project Management should not be used because Update Baseline has been found to produce unexpected results that may require manual resolution VA Primavera P 6: Baselining the Project 57

Section 7: BASELINING THE PROJECT: WHAT-IF ANALYSIS VA Primavera P 6: Baselining the Project 58

What-if Analysis 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” VA Primavera P 6: Baselining the Project 59

Baselining Overview • Include original project scope and all approved changes • Avoid frequent rebaselining • Earned value calculations are dependent on baseline used • Never schedule the baseline project VA Primavera P 6: Baselining the Project 60

Baselining Overview • Set Baseline project status to inactive • Baseline responsible manager is current and correct • Default project rate is set to $100 VA Primavera P 6: Baselining the Project 61

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, Additional approved baselines that can be used for Secondary or comparison Tertiary Baseline VA Primavera P 6: Baselining the Project 62

Baselining the Project – User Support Email: Primavera@va. gov VA Primavera P 6: Baselining the Project 63