1. REMINDER
Check in on the COLLABORATE
mobile app
P6 Team Member –
Implementation Stories
Prepared by:
Luka Novosel
Primavera Consultant
Primakon
How to Make the Project Manager's
Life Easier
Session ID#: 200910
@lunovosel
3. About us…
■ Primakon is a privately owned consulting company
▪ www.primakon.com
■ 15+ years of experience in Primavera implementations
■ Offers customer tailored education in the area of PM
methodologies and Primavera products
■ Positive references in a wide range of industries (from finance
sector to construction)
■ Present in EU & SE European markets
4. Presentation Overview
■ What is P6 Team Member ?
■ How to set it up
■ P6 Team Member as a part of contract management system
■ P6 Team Member in procurement management
■ P6 Team Member evolution 8.2 – 8.4
■ Lessons learned
■ Q & A
5. What is P6 Team Member ?
This is a subtitle or bulleted list
6. P6 Team Member as a Part of P6 EPPM
Suite
■ The P6 Team Member application suite is designed for project
team members to status their activities in an easy to use
interface that does not require them to learn P6.
■ P6 Team Member suite consists of:
▪ P6 Team Member web application
▪ P6 Team Member iOS application
▪ P6 Team Member email status services
■ P6 Team Member suite was introduced as a part of P6 EPPM
in version 8.2 (December 2011)
■ 8.3 had a large number of improvements on 8.2
■ In 8.4 the former Timesheet (Progress Reporter) and P6
Team Member application are integrated.
7. P6 Team Member App vs Team Member
License
■ Old Primavera users are familiar with the license type called
Team Member
▪ That license covered p6 web, documents, issues and
timesheets
■ Team Member license in P6.2.1 to R8.1 and P6 R8.2 are not
the same thing
P6.2.1 P6 R8.2
8. P6 Team Member App Licenses Cont.
■ In release 8.3 this confusion was clarified with the creation of
a new license module – Contributor (formerly Team Member)
■ In release 8.4 Team Member Interface was renamed again to
Team Member
■ Tip: If you are upgrading Primavera form release 8.1 or
previous to a newer one, remove the licenses to users that
have Team Member and manually add them after the
upgrade.
P6 R8.3 P6 R8.4
9. P6 Team Member Web Application
5 Reasons Why to Use It
■ In this presentation we will focus on P6 Team Member web
application
■ 5 reasons to implement this in your environment
▪ 1) Easy to use
▪ 2) Modern design
▪ 3) Short learning curve
▪ 4) Accessible from almost every imaginable place
▪ 5) Ability to collect project information from numerous
contributors
11. Steps to Set Up P6 Team Member Application
■ Steps needed to set up P6 Team Member application to work
on your project
1. Set Project Preferences
2. Define team member user and assign team member licence to
that user (under Administer / User access)
3. Give the user access to permitted activities
4. Set Review Required field on activities where you want to
review status updates
12. Steps to Set Up P6 Team Member Application
- Set Project Preferences
■ 1) Set Project Preferences
▪ Tick Allow reviews for Team Member status updates
▪ Tick Review Required for new activities
▪ Define Reviewer for this project
▪ Set which data team member will see in application
P6 R 8.2
P6 R 8.4
13. Steps to Set Up P6 Team Member Application
– Team Member Module Access
■ Define team member user and assign team member licence to that
user (under Administer / User access)
▪ This is needed if user will have access only to P6 Team Member
application suite
▪ Tip: User can not be assigned as Contributor and Team
Member at the same time
14. Steps to Set Up P6 Team Member Application
– User Access to Permitted Activities
■ There are 3 main ways to make activities visible in Team
Member to a specific user
■ 1) Assign user as Activity Owner in P6 (Field Owner in Activity
view)
■ 2) Assign user as a resource on activity (all assigned
resources will see activities in P6 Team Member and will be
able to update their resource assignment
15. Steps to Set Up P6 Team Member Application
– User Access to Permitted Activities Cont.
■ 3) Assign Team Member filter to user (under Administration /
User Access) – field Team Member Filter
▪ Up to 5 different filters can be assigned to the user
▪ Activity Global and EPS codes + resources and roles can be
used
16. Steps to Set Up P6 Team Member Application
– Set Review Required Flag
■ 4) Define which activities status update approval is needed
▪ This is per activity setting
▪ Status updates from P6 Team Member application on activities
with Review Required flag will need approval from assigned
reviewer
▪ Status updates from P6 Team Member application on activities
without this flag will be applied automatically
17. Use Case 1
P6 Team Member as a Part of
Contract Management System
18. Business Need
■ 2011, Project charter for CMS was defined
■ In late 2011 during the detail project scope definition P6 Team
Member was introduced (rel. 8.2)
■ After P6 Team Member evaluation it fitted the system
perfectly
■ It will be used for :
▪ Key contract milestones approval
▪ Key process milestones update
19. System Description
■ Contract Management System Parts
▪ Document Management
▪ Reporting
▪ Primavera P6 Schedules
▪ Portal
▪ P6 Team Member
■ All the systems are integrated and information shared across
whole CMS
■ Primavera P6 is used for project schedule development and
schedule updates
20. Process Overview
1. After contract signature the contractor develops schedule with
the representative of the buyer
2. In separate WBS all key project milestones are created
3. On those milestones all related documents needed for delivery
acceptance are assigned
1. WP and Docs feature is used
2. Document name and category are defined
— Can be “Submitted for Acceptance” or
— “Submitted for Information”
4. When the schedule is approved all the documents are created
in Document Management System
5. When physical document is uploaded in DMS a corresponding
document URL is created in P6 as a public URL
21. Process Overview Cont.
6. Document versioning and approval process are done in
DMS
▪ Document status is transferred to P6
7. When all the approval documents are approved the
contractor ‘ticks’ contractual milestone in P6 Team Member
▪ Submission date is preserved
8. Buyer’s representative approves changes through Status
Review in P6 Web
▪ Approval date is preserved
9. Same process with or without document management part
can be applied in the main schedule as well, if agreed.
22. The Process in Detail:
P6 Project For the New Contract
■ New P6 Project is created for signed contract
■ Project preferences for Team Member are configured
▪ Review required is enabled and reviewer is defined
▪ Activity owner will be used
for status updates
▪ UDF Fields are defined
23. The Process in Detail
Develop Schedule
■ Project schedule is developed after contract signature
■ Two main WBS level 1 are created
▪ Contract Milestones
▪ Schedule – project schedule
■ During schedule development “Review Required”
activities are identified and Owner is assigned
24. The Process in Detail
Document Creation
■ Documents are added through WP & Docs feature
▪ Only Title and Document Category are defined
▪ Under “Related Items” documents are assigned to activity
▪ Data is saved
25. The Process in Detail
Document Creation Cont.
■ Hundreds of documents, different contract milestones …
■ Quite a painful job to do in P6 Web
■ To avoid this, we’ve developed a simple Java desktop
application that will do the hard job for us
■ It parses Excel, creates Documents and links to activities
■ Link is bi-directional so Documents can be updated / deleted
as well
■ Used only in the planning phase of a project
26. The Process in Detail
Documents Status Tracking
■ In DMS, documents are managed, approved, rejected etc.
■ In P6 we transfer only
▪ Unique URL to the document – that way user can access related
document directly from Primavera schedule
▪ Document Status
■ Click on a view document will open document in new tab in a
browser
27. The Process in Detail
Documents Status Tracking Cont.
■ To help the approver we’ve created two Activity level UDF
fields
▪ # of Docs. for Approval – total number of documents that need
to be approved for this delivery milestone
▪ # of Approved Docs. – number of approved documents in DMS
(Documents with status “Approved”)
■ Custom developed background job is populating those 2
fields
28. The Process in Detail
P6 Team Member Status Update
■ The contractor submits status updates for contractual
milestones through P6 Team Member
■ Green tick means activity (milestone) is finished
■ In Started: Actual Start is defined
■ Save change
29. The Process in Detail
Approve Changes
■ After the contractor saves the data in
P6 Team Member, Reviewer is
notified
■ In the Activity window a pop-up will
appear
■ If the pop-up disappears the same
window can be accessed from
Action / Review Status Updates
30. The Process in Detail
Approve Changes Cont.
■ In Review Required window Reviewer can:
▪ Accept changes
▪ Override changes
▪ Put changes on hold and inform Status Updater of the reasons
for holding changes
■ More information is available
under More…
31. The Process in Detail
P6 Team Member Status Update
■ The contractor submits status updates for contractual
milestones through P6 Team Member
■ Green tick means activity (milestone) is finished
■ In Started: Actual Start is defined
■ Save change
32. The Process in Detail
Approve Changes Cont.
■ In this situation:
▪ Number of approved Docs is lower then total number of
documents for approval
▪ The reviewer will put activity on-hold
▪ He will send an email to the submitter with the reason why the
status is put on-hold
33. The Process in Detail
Approval Overview
■ The Reviewer and contractor can check the information and
dates when the status was submitted and approved
34. The Process in Detail
Approval Overview - Tips
■ Tip: If you don’t see “Update history” tab,
enable it by selecting
right click on tabs / customize tabs
■ Tip: If you don’t see data in Update history and you are sure
that there should be data, check “Show updates for” menu
▪ Default value is: Assignments – if you are using Activity that can
be confusing
35. Summary
■ Why P6 Team Member in this particular case
▪ Approval process was the main driver in this implementation
▪ Tracking of submission and approval dates
▪ Tracking of all changes done in the process
▪ Easy to use
▪ User can have read-only access to specific activity and still be
able to update it through P6 Team Member
36. Use Case 2
P6 Team Member as a Part of
Procurement Management Process
37. Business Need
■ Procurement office is not in direct connection with Project
Manager
■ Public procurement procedures have a great impact on
project schedule
■ Procurement officers want simple application
■ Project Managers want up-to-date information about
procurement statuses that affect their project
■ Easy access to procurement documents
■ Easy communication
■ Easy way to input data about procurements
38. System Description
■ P6 Team Member is used for update procurement schedules
■ Procurement schedule templates are defined with all relevant
▪ UDF fields
▪ Notebooks
▪ Activity codes
■ We are using Oracle UCM for document management
■ All procurement documentation is uploaded automatically to
P6 and UCM
■ Implementation started with P6 Team Member R8.3 and will
be updated to 8.4
39. Process Overview
■ System administrator creates procurement from appropriate
template
■ Responsible procurement officer is assigned as Activity
Owner on all procurement activities
■ All available documentation is uploaded to P6
■ Procurement officer updates activity statuses as procurement
progress
▪ Milestones
▪ Activities
■ Discussion is used for official collaboration
■ Notebooks will be used for notes (8.4 feature)
■ UDF and Activity codes are used for assigning attributes on
activities
40. System Preparation
■ System administrator creates procurement from the
appropriate template
■ All predefined Team Member settings are preserved
■ Review Required is not enabled in this case
■ Responsible procurement officer is assigned as Activity Owner
41. P6 Team Member for Procurement Officer
■ Team Member is the main tool for procurement officer
42. Procurement Officer Tasks :
Communication With Project Manager
■ For communication with the
Project Manager we are
using “Discussions”
■ New feature available across
whole P6 platform
■ Track who and when
■ (!) No undo or delete
■ Best way to communicate
between different
applications (i.e. P6 Team
Member and P6 web)
■ New discussions are marked with red number
43. Procurement Officer Tasks
Update Procurement Tasks
■ Milestones are checked when done
■ Activities can have predefined steps
■ By selecting Start the activity is started
■ Actual start date can be modified
44. Procurement Officer Tasks
Check Procurement Documents
■ By selecting activity the user can access documents assigned
to that activity (in this case DMS is Oracle UCM)
■ Document can be viewed
and downloaded from this
window
45. Procurement Officer Tasks :
View / Edit Activity Information
■ The user can View and edit predefined User Defined Fields
and Activity Codes
■ In our case 3 fields are available
▪ Read only – procurement type
▪ UDF – procurement code
▪ UDF – expected procurement amount
■ In addition to that, Notebook topics can be viewed and edited
(rel. 8.4) through P6 Team Member
46. P6 Web
■ In P6 Web procurement manager is doing the portfolio
analysis
■ All data changes are controlled
■ The project Manager can update and update project schedule
according to information received
47. Summary
■ Why use P6 Team Member in this case ?
▪ Simple application for users that do not know a lot about
schedules
▪ Easy communication between Project Manager (using P6 client
or Web ) and Procurement Officer (using P6 Team Member)
▪ Simple access to procurement documents
▪ Project Manager has up-to-date information about procurement
status
▪ Procurement Office Manager has overview of all procurements
through P6
▪ User adoption time to new tool is very short
53. The Good Things
■ Simple application
■ Easy and quick user adoption
■ Cheaper than full P6 Web
■ Compatible with all devices
■ Update history
▪ All information about changes is preserved
▪ Useful as an audit log
54. The Not So Good Things
■ First version had limited functionalities
■ Occasional bugs (i.e. 25 % bug)
■ On hold activities are poorly managed in P6 Team Member
▪ No easy way to identify on hold activities in P6 Team Member
■ Very small number of fields are visible in P6 Team Member
▪ i.e. not possible to see baseline date, baseline values, data date
■ ALL the data is lost if the project is exported via XER or XML
file
▪ This means that all update history will be lost !
■ Update history is not visible in P6 Client
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evaluation
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