71

Chapter 5
Developing and Formatting
Schedules
In this chapter: This chapter describes how to build projects using
activities, relationships, and layouts. After a schedule is
Creating Activities
built by creating activities, linking them with relationships,
Add an Activity
and applying work breakdown structure (WBS) and activity
Assign Activity Code Values
codes, calendars can be applied to accurately represent the
Relationships
Add or Delete Relationships project’s constraints. When all these elements are in place,
Lags the next step is to calculate the schedule; that is, use the
Constraints Oracle Primavera® P6™ Project Management software
Durations (P6) to perform the forward and backward pass using the
Original Duration critical path method (CPM) algorithm (See Chapter 3).
Percent Complete Layouts presents the newly created schedule in concise,
Assigning Percent Complete
attractive, and informative ways, and can be printed out for
Schedule Calculations
distribution.
Data Date
Critical Path
Calculate the Schedule
Schedule Organization
Layouts
Organization
Filters
Printing Schedules
Print Preview
Select a Printer or Plotter
Page Setup
Create a New Project
Practice
72 Part 2: Introduction to CPM Scheduling with Primavera P6

Creating Activities
An activity is any feature of work that is tracked within the
schedule, the fundamental work elements of a project. An activity
is also known as a task, item, or event. An activity can contain
more than just a description and duration; it can also contain all the
information about the work to be performed.

Defining Scope Organizing Cost Calculating Monitoring

• Identification and Coding • Cost Resource Start and Finish and Control
• Description • Work Breakdown Assignments Dates • Duration
• Type Structure (WBS) • Expenses • Constraints • Actual Dates
• Relationships • Activity Codes • Other Direct • Duration • Percent
• Material • Role Assignments Costs • Dates Complete Types
• Labor • Calendar
Assignments Assignment

Table 5-1 Elements of an Activity

There are five different types of activities:

Task Dependent-—is the default activity type and is used

when the work needs to be accomplished in a given period,
regardless of the assigned resources’ availability. The
activity’s resources are scheduled to work according to
the activity calendar and the duration is determined by the
assigned calendar’s workweek.

Resource Dependent—is used when the work is to be

accomplished considers the assigned resources’ availability.
The key difference between this activity type and task
dependent is that the activity’s duration and resources are
scheduled according to the primary resource’s individual
calendar. This is typically used when multiple resources
assigned to the same activity can work independently.

Level of Effort—is a summary activity which summarizes the

latest start and earliest finish dates of its predecessors and
successors. It is typically used for ongoing tasks dependent
on other activities as its duration is determined by its
predecessor or successor activities. It should be noted that
constraints cannot be assigned to this activity type.
 Chapter 5: Developing and Formatting Schedules 73

Start Milestone—is used to mark the beginning of a phase or

to communicate project deliverables. This activity is a zero
duration activity that only has a start date. Constraints and
expenses can be assigned to this activity type; however, roles
or resource assignments cannot be assigned.

Finish Milestone—is used to mark the completion of a phase

or to communicate project deliverables, final inspections,
etc. This activity is a zero duration activity that only has a
finish date. Constraints and expenses can be assigned to this
activity type; however, roles or resource assignments cannot
be assigned.

WBS Summary—is used to roll up dates, duration, and percent

complete values for a group of activities that share a common
WBS code level. This is similar to a level of effort activity,
but provides more summarization functionality.

Add an Activity
Activities can be added to a schedule several ways from the
Activities window:
• Click Add from the Command Bar.
• From the Menu Bar, choose Edit, Add.
• Press Insert on the keyboard.
• Right-click in the activity table and choose Add.

The added activity will automatically be assigned a unique Activity

ID and a default name, “New Activity.” Activity ID and Activity
Name can be edited by clicking on that field and entering the new
data. In order to view the details of the activity, open the Bottom
Layout of the Activities window, Figure 5-1. The activity details
shows that the newly added activity as the default Activity Type,
Task Dependent.

Figure 5-1 Activity Window, Bottom Layout, General Tab

74 Part 2: Introduction to CPM Scheduling with Primavera P6

Assign Activity Code Values

• In the Activities window, Top Layout, highlight an activity.
• In the Activities window, Bottom Layout, select the Codes
tab. See Figure 5-2.
• Click the Assign button to open the Assign Activity Codes
dialog box.

• The activity codes are grouped, with the code values listed
below them.

Figure 5-2 Activity Window, Bottom Layout, Codes Tab

 Chapter 5: Developing and Formatting Schedules 75

• To expand the view, simply click the + sign or double-click

the activity code bar. By expanding the view on the activity
code, its code values can be seen.

• Assign a specific code value by either double clicking on the

code value or by highlighting the code value and clicking the
(Assign) button.
• By following this method, activity code values can be
assigned to each newly created activity.

Relationships
In order to add, edit, or delete relationships to activities within
the project schedule, click on the Relationships tab in the Bottom
Layout, Figure 5-3. On the left side of the Relationships layout is
the Predecessors window, and on the right side is the Successors
window. Within either window is the Assign button. Clicking the
Assign button under Predecessors will allow the user to assign
predecessor activities, while clicking the Assign button under
Successors will allow the user to assign successor activities.

Figure 5-3 Activity Window, Bottom Layout, Relationships Tab

76 Part 2: Introduction to CPM Scheduling with Primavera P6

Add or Delete Relationships

The process for adding successors or predecessors is the same. For
the purposes of illustration, a successor relationship will be added.

• In the Activities window, Top Layout, highlight an activity.

• In the Activities window, Bottom Layout, select the
Relationships tab.
• Click the Assign button to open the Assign Successors dialog
box.

• Navigate through the Assign Successors dialog box to find

the activity to be added or use the Search function to find an
activity directly.
• Add the located successor activity to the current activity by
double-clicking on the successor activity, or by selecting it
and clicking the (Assign) button.
• The newly assigned successor activity will show in the
Bottom Layout.

• The default relationship type of a successor or predecessor is

finish-to-start.
• If the desired relationship type is other than finish-to-start,
then the relationship type must be change.
 Chapter 5: Developing and Formatting Schedules 77

• Click on the pull-down button in the Relationship Type

column.

• Select the desired relationship type by clicking on it.

Lags
A lag, the delay between the start or finish of one activity and the
start or finish of another, can be specified between activities. There
are many uses for lags, and some uses are not generally acceptable.
Lags can be positive or negative.

To add, delete or edit lags:

• In the Activities window, Top Layout, highlight an activity.
• In the Activities window, Bottom Layout, select the
Relationships tab.
• Click on the Lag field under the Lag column.
• Click inside this field and type the duration of the lag in
work days.

Constraints
P6 provides nine constraint types for early start or early finish
dates when it becomes necessary to impose restrictions on
activities to meet external requirements.

Start On or After—sets the earliest date an activity can begin. It

forces the earliest start date to the constraint date; however, if
the calculated start date is after the constraint, the later date
will apply.

Start On or Before—places a deadline on the start of an activity.

It forces the activity to start no later than the constraint date.

Start On—forces the activity to start on the constraint date,

regardless of calculations of the schedule; overriding
schedule logic entirely.
78 Part 2: Introduction to CPM Scheduling with Primavera P6

Mandatory Start—forces early and late dates to be equal to the

constraint date, regardless of schedule calculations.

Finish On or After—sets the earliest date an activity can

complete.

Finish On or Before—places a deadline on the completion of

an activity, forcing the activity to complete no later than the
constraint date.

Expected Finish Date—is used as a means to predict a

completion date other than the one calculated by the
schedule.

Mandatory Finish—forces early and late dates to be equal to the

constraint date, regardless of schedule calculations.

As Late As Possible—consumes the free float in an activity,

and pushes an activity as late as it can be worked without
impacting the start of the next activity.

To add a constraint:
• In the Activities window, Top Layout, highlight an activity.
• In the Activities window, Bottom Layout, select the Status
tab.
• Constraints are located in the lower center portion of the
Status tab, Figure 5-4.

• To add a primary constraint click on the pull-down menu

next to Primary.
• Scroll down to review the constraint types.
 Chapter 5: Developing and Formatting Schedules 79

• Select the desired constraint by clicking on it.

• Next, click on the expand button by Date to open a calendar,
within which to select a constraint date.

• Navigating within the calendar, select the desired constraint

date.
• Highlight that date by clicking on it.
• Click Select.

Figure 5-4 Activity Window, Bottom Layout, Status Tab

80 Part 2: Introduction to CPM Scheduling with Primavera P6

Durations
Duration type determines how remaining duration, units, and units
per time will be calculated when activities are updated that has
resources assigned. The activity’s duration type should correspond
to the factor that is least flexible in the project: schedule, costs,
work effort, or resource availability.

Fixed Units/Time—used when resource availability is a limiting

factor. In other words, it is used when the activity has fixed
resources with fixed productivity output per time period.
When the activity duration or units are changed, resource
units per time remain constant. This duration type is typically
used for resource dependent activities.

Fixed Units—used when the units (defined as either costs or

work effort) are a fixed and limiting factor, and increasing
resources can decrease the duration. For these activities,
if the user updates the duration or units per time, the units
remain constant.

Fixed Duration and Units/Time or Fixed Duration and Units—

used when the user intends on holding the duration constant,
because time is the limiting factor. These duration types
are typically used for task dependent activities, which are
activities whose duration remains constant regardless of the
number of resources assigned.

▫ Fixed Duration and Units/Time activities are used when

the duration and the resources (represented by units per
time) remain fixed as units are changed, indicating that
the scope of work will vary in order to allow a fixed crew
size to perform work within a fixed time frame.

▫ Fixed Duration and Units are used when resources are

variable. In other words, the duration remains fixed along
with the units, but the crew size increases or decreases
in order to complete the fixed scope of work within a
fixed time frame. This is most common duration type for
Caltrans.
 Chapter 5: Developing and Formatting Schedules 81

To view and edit the duration type assigned to an activity:

• In the Activities window, Top Layout, highlight an activity.
• In the Activities window, Bottom Layout, select the General
tab, Figure 5-1.
• Click on the pull-down menu for Duration Type.

• Highlight and click on the desired duration type to set it for

that activity.

Each activity can have its own duration type. Therefore, each
activity will calculate differently, depending on its settings.
Different settings could result in different results when the
schedule is calculated.

Original Duration
To assign the original duration to an activity:
• In the Activities window, Top Layout, highlight an activity.
• In the Activities window, Bottom Layout, select the Status
tab, Figure 5-4.
• Click on the assigned Original value.

• Highlight the value.

• Type in the desired value.
• Press Enter to set the original duration value.

The values for Remaining duration and At Complete duration

updated automatically to match the Original duration value,
and they will update automatically as progress is input into the
schedule.
82 Part 2: Introduction to CPM Scheduling with Primavera P6

Percentage Complete
Percentage complete is an estimate of the amount of work that has
been completed on an activity or group of activities. This estimated
completion status is used by P6 to analyze the probability of
meeting a projected date.

The type of percentage complete determines how an activity’s

percent complete is calculated. The different methods of
calculation are:

Duration Percentage Complete—is used when progress for the

activity can best be reported based on original planned work
days and scheduled work days remaining. For example, if
an activity had an original duration of 10 work days, and
it is estimated that there are four work days remaining, the
activity is estimated at 60 percent complete. This method
is only useful when the scheduler is accurately estimating
the number of work days remaining based on current
information.

Physical Percentage Complete—is used for activities whose

progress can most accurately be assessed based on the
judgment of a construction inspector. This is useful for
complicated scopes of work involving more than one unit
quantity, where an estimate of the total work in place is the
best way to judge progress.

Units Percentage Complete—is used when actual work effort

accomplished and actual work effort remaining can be used
to accurately represent progress for the activity. For example,
if an activity originally had 10 tons of hot mix asphalt,
and the contractor has installed three tons, the activity is
estimated at 30 percent complete.

To change the percent complete type:

• In the Activities window, Top Layout, highlight an activity.
• In the Activities window, Bottom Layout, select the General
tab, Figure 5-1.
• Click on the ppull-down menu for “% Complete Type.”
 Chapter 5: Developing and Formatting Schedules 83

• Select and click the desired percentage complete type to set

it for that activity.

As with the duration type, the type of percentage complete selected

for an activity can affect how that activity is calculated by P6,
and the use of different types can impact the estimated remaining
duration. Therefore, take care to ensure that the selected type of
percentage complete is appropriate to the way the schedule is being
used.

Assigning Percentage Complete

Assigning a percentage complete to an activity is a common
method for updating the schedule. An activity that has not started
cannot be edit for percentage complete. If the activity does not
have an assigned actual start date, P6 will not accept a value
for percentage complete other than zero. To assign a percentage
complete:
• In the Activities window, Top Layout, highlight an activity.
• In the Activities window, Bottom Layout, select the Status
tab.

• Since P6 calculates time based on hours, and not days, the

Started time must show the beginning of the workday and
the Finished time must show the end of the work day.
• The percentage complete label is consistent with the percent
complete type assigned to that activity.
• The estimated percentage complete can be added by clicking
and editing inside the “Duration % field.” P6 will calculate
the remaining duration;
• Or the remaining duration in days can be added by clicking
and editing inside the “Duration: Remaining field.” P6 will
calculate the percentage complete.
• These two methods of assigning percentage complete, do
not necessarily provided equal results. Entry of remaining
duration based on field conditions is the preferred method.
• Press Enter.
84 Part 2: Introduction to CPM Scheduling with Primavera P6

Schedule Calculations
After the schedule is developed, all activities created and linked
using appropriate logic links, it is necessary to instruct P6 to
calculate or run the schedule. When the schedule is run, P6 applies
the CPM algorithm, the forward and backward pass, in order to
determine a predicted completion date for the schedule.

Within the Activities Toolbar, schedule calculation section (See

Figure 4-7) there are three buttons; however, the button needed for
calculation is the Schedule button.

To properly calculate the schedule; understanding of the concept

of the data date and the P6 critical path options (determines which
activities are on the critical path) is required.

Data Date
The data date is the date used as the starting point for scheduling
calculations. For the baseline progress schedule submittal, the data
date must be the contract approval date. For monthly progress
schedule submittal, the data date should be the next day (21st)
after the last working day (20th) of the monthly contract payment
period.

In P6, the data date is represented in the bar chart as a blue line.

Data Date
 Chapter 5: Developing and Formatting Schedules 85

To set the data date:

• Open the Schedule dialog box.

• Click on the Expand button.

• A calendar opens, within which to select a data date.
• Navigate within the calendar to select the desired data date.
• Click on the desired date.
• Click Select.
• The calendar closes and Current Data Date is now set to the
date selected.

Critical Path
Before scheduling the project, it is important to explain how P6
will calculate criticality. P6 has two methods of defining which
activities are critical.

Total float method—all activities with a total float value equal

to or less than zero are on the critical path. This is a typical
definition of critical path and the default method for P6. It is
best applied to schedules using a limited number of calendars
and constraints. When a schedule has multiple calendars
or constraints, the total float values become complicated
to interpret, and may become negative values. This creates
a situation where negative float could be called critical;
however, a delay to an activity with negative float does not
always result in a delay to the projected completion date of
the schedule.

Longest path method—sets the critical path equal to the longest

path, defined as the string of directly related activities that
comprise the longest path from the data date to the last
activity in the schedule. This definition does not use float
value as the sole method of determining the longest logical
chain of activities through the project, thus avoiding the
confusion of the presence of activities with negative float.
86 Part 2: Introduction to CPM Scheduling with Primavera P6

To change the critical ppath method:

• Click on the (Schedule) button to open the Schedule

dialog box.
• Click on the Options button to open the Schedule Options
dialog box.

• On the General tab, Define critical activities as section, click

the check box for Longest Path.
• Click Close to return to the Schedule window.

The definition of critical path is now set and the schedule is ready
for calculation.

Calculate the Schedule

P6 calculates the earliest start and finish dates for each activity
from the beginning to the end of the project, and then calculates
the latest start and finish dates for each activity, working from the
end of the project back to the first activity. During the backward
pass, P6 also calculates float values. P6 uses the project planning
unit and calendar definitions to calculate these dates.
 Chapter 5: Developing and Formatting Schedules 87

To calculate the schedule:

• Click on the (Schedule) button to open the Schedule

dialog box.
• Click Schedule.

P6 will calculate the schedule. New start and finish dates will
appear, as will the adjusted float values.

Now that the schedule has been created and calculated, layouts can
be created that are organized in a logical format (such as by WBS
or activity codes).

Schedule Organization
Nearly any part of the Gantt chart and Activity Network views can
be customize to present the project from different perspectives.
For example, in the Gantt chart, the list of activities can be set in
columns that show specific data, change the size, color, shape, and
endpoints for activity bars, and group activities by relevant activity
codes.

In order to customize a view, a layout is created. An unlimited

number of layouts can be constructed. Each project contains one
set of layouts; however, within the global environment of the P6
database, layouts can be created and made available to not only
that project but across all projects.

Layouts are created based on the needs of the project. Using filters
will limit the view to only those activities which are relevant to
that particular layout. For example, the scheduler might want a
layout just for updating and another for analyzing resources and
costs. Alternately, senior managers may prefer to have a layout that
only provides higher-level summary information. Therefore, the
creation, editing, and printing of layouts are a valuable set of P6
skills.
88 Part 2: Introduction to CPM Scheduling with Primavera P6

Layouts
To create a layout:
• From the Menu Bar (Activities window is opened), select
View, Layout, Save As... to open the Save Layout As dialog
box.

• The Classic Schedule Layout is the default layout name.

• Type a new Layout Name (Example) and click Save.
• From the Menu Bar, select View, Layout, Open to open the
Open Layout window.

• Select the new name (Example) of the layout and click Open.
• The opened layout can be changed to show a wide array
of data for the activities, providing an excellent tool to
show additional detailed information to describe an activity
beyond the activity name.
 Chapter 5: Developing and Formatting Schedules 89

Columns
To change the columns displayed on screen within the Activity
Table:
• On the Activities Toolbar, go to the Bars, Columns, and
Timescale section, Figure 4-7.
• Click on the (Columns) button to open the Columns
window.

Selected Options—a list of the active columns, those

columns already shown in the current layout.

Available Options— a grouped listing of the columns that

can be added.

To reorder the Selected Options columns:

• Highlight the column to be moved.
• Using the (up) and (down) buttons, move the
selected column to the desired location.

To add columns to the layout:

• Expand the groupings under the Available Options
listing.
• Highlight the column to be added.
• Click the (add) button to move the column from the
Available Options list to the Selected Options list.

To remove columns from the layout:

• Highlight the column in the Selected Options list.
• Click the (remove) button to move the column from
the Selected Options list to the Available Options list.
90 Part 2: Introduction to CPM Scheduling with Primavera P6

Gantt Chart Timescale

If the schedule is too long to show on the screen, the timescale
can be altered to one which better shows the schedule. The
timescale can be condensed to fit the entire schedule on one
screen; alternately, the timescale can be expanded to zoom in on a
particular set of activities.

To change the timescale date interval:

• On the Activities Toolbar, go to the Bars, Columns, and
Timescale section, Figure 4-7.
• Click on the (Timescale) button to open the Timescale
dialog box.
• The Timescale dialog box provides a number of options;
however, the most commonly accessed option is the Date
Interval.
• Click on the pull-down tab by Date Interval.

• Highlight the desired date interval.

• Click Apply to view the change.
• Click OK to close the Timescale dialog box.
 Chapter 5: Developing and Formatting Schedules 91

To change the size of the timescale:

• In the Activities window, hover the mouse over the bottom
half of the timescale. A small magnifying glass will appear in
place of the mouse arrow.
• When the magnifying glass appears, click and hold the left
mouse button.
• To condense the timescale, drag the magnifying glass to the
left.
• To expand the timescale, drag the magnifying glass to the
right.

To save the layout:

• On the Menu Bar, select View, Layout, Save Layout As... to
open the Save Layout dialog box.
• In the Save Layout dialog box, type in a name for the
layout. It is useful to use unique and descriptive names in
the layouts, to differentiate this newly created layout from
others.
• Click on the pull-down arrow and select the user this layout
is available to.

• Once a number of layouts have been created, it is useful to

switch between layouts.
92 Part 2: Introduction to CPM Scheduling with Primavera P6

To open a previously created layout:

• In the Menu Bar, click Layout, Open.
• When prompted to save changes to the layout, click No.
• Highlight the name of the layout to be opened.
• Click Open.

To this point, however, the layouts that have been created do

not have any organization, grouping and sorting, and contain all
the activities in the schedule, since there are no filters applied.
Organizing and filtering the schedule can provide useful views of
a project which can help successfully evaluate the quality of the
schedule and the status of progress to date.

Organization
Grouping Activities
Grouping activities pulls together activities that share some
common aspect, in an effort to present activities in format that
is more useful to the audience. P6 allows the activities to be
organized in a variety of ways, but the most common groupings are
made by WBS code or by activity code. In the layout, P6 displays a
p
colored title band to distinguish each group.
On the Activities Toolbar, click on the (Group and Sort) button
to open the Group and Sort window.
 Chapter 5: Developing and Formatting Schedules 93

The Group and Sort window contains:

• Display Options (top section)
▫ Show Grand Totals—check to display a grand total row
at the top of the layout.
▫ Show Summaries Only—check to hide the activities
within each group title band.
▫ Shrink vertical grouping bands—check to make the width
of the grouped summary bands smaller in the Activities
window.
• Group By (middle section, primary options)
▫ Group By—creates grouping bands by providing a list of
activity data used to group the current display.
▫ Indent—check to layer the levels of grouping bands
within a single code. Typically unchecked for activity
codes, but useful for WBS organization.
▫ To Level—indicates the number of levels to display when
grouping by hierarchical data item (which is usually an
activity code or a WBS level). Again, this is useful for
WBS organization.
▫ Group Interval—indicates the interval by which to group
the selected data item.
▫ Font & Color—allows editing of the font/color for each
group title band.
• Group By Options (bottom section, primary options)
▫ Hide if Empty—check to hide the group title bands that
do not contain activities.
▫ Show, Title—check to display the name of the field that
the layout is grouped by; the value will also be displayed.

To add grouping bands:

• Click on the pull-down tab in top data field in the Group By
column.
• Scroll through the list of data items to find the desired data
item for grouping.
• Select the desired data item (For example, Phase) by clicking
on it.
• Once clicked, the item will appear in the first data field in the
Group By column.
• To add another grouping level (For example, Stage), click on
the pull-down tab in the second data field in the Group By
column.
• Repeat this process until all desired grouping bands have
been added.
• Click OK.
94 Part 2: Introduction to CPM Scheduling with Primavera P6

For example, the Activity Table is grouped by Phase and by

Stage. All activities with the same code values for these are pulled
together under one grouping band, and the bands are named and
colored to indicate the group.

In addition to the added grouping bands, the Gantt Chart now has
additional summary-level bars which represent the duration of all
the activities within a given band.

For example, the Phase 1 bar shows the overall duration of all the
Phase 1 activities in the schedule. This bar does not represent work
by itself; it merely summarizes the duration of activities with this
code.

Additionally, when a new activity is added to a specific band

of activities, P6 automatically applies the value of that group
to the new activity. This is a useful feature which can speed
the coding of new activities. Also, activities can be cut, copied,
pasted, and dragged from one group to another. In a similar way,
P6 automatically modifies the values for the moved or pasted
activities.
 Chapter 5: Developing and Formatting Schedules 95

To group by WBS, in the Activity window:

• Click on the pull-down tab in top data field in the Group By
column.
• Scroll through the list of data items to find WBS.
• Select WBS by clicking on it.
• WBS will appear in the first data field in the Group By
column.
• Click OK.

In addition to grouping by WBS and activity codes, some other

useful data items to group by include total float and early finish
date. The total float grouping pulls together activities with the
same value of total float, and often reveals near-critical paths.
Grouping by early finish date can show field personnel activities
which are all scheduled to finish in an upcoming period. This can
help focus an inspector’s attention on upcoming activities.

Sorting Activities
Sorting determines the sequence that P6 lists activities in the
Activity Table and Gantt Chart. Almost any data item can be sorted
on; however, sorting by start and finish dates, or by total float, are
some of the more common sorts.
On the Activities Toolbar, click on the (Group and Sort) button
to open the Group and Sort window. Click Sort to open the Sort
dialog box.

The current data item which is being used to sort this schedule is
the Activity ID field. This can also be seen in the Activity Table.
96 Part 2: Introduction to CPM Scheduling with Primavera P6

When a single field is being used to sort a layout, and that

field’s column is displayed in the layout, there is an arrow which
designates that as the sorted field.

Conversely, if the column is not displayed, or if multiple levels of

sorting are in effect, then no arrow will appear. Therefore, the most
reliable means of determining the sorting order is to open the Sort
dialog box.

The most common and useful sorting order for a typical schedule
layout is to sort activities first by Start, then Finish, and then by
Total Float. Sorting the schedule in this way (in ascending order)
will give the layout the typical left-to-right look for the bars in the
Gantt Chart.

To set the sorting configuration to start, finish and total float:

• On the Activities Toolbar, click on the (Group and Sort)
button to open the Group and Sort window.
• Click Sort to open the Sort dialog box.
• Double click on the first field (Activity ID) under Field
Name.
• Scroll down the list and click on Start.
• Click Add to add a second field.
• Click on the pull down tab on the second field under Field
Name, below Start.
• Scroll down the list and click on Finish.
• Click Add to add a third field.
 Chapter 5: Developing and Formatting Schedules 97

• Click on the pull down tab on the third field.

• Scroll down the list and click on total Float.

• Click OK to close the Sort dialog box.

• Click OK to close the Group and Sort window.

The schedule will now be sorted by these data items. These data
items can be altered as necessary to create layouts which are most
useful for a given project.

Filters
A filter is a set of selection criteria that determines which activities
P6 displays in the layout. By default, layouts display all of the
activities in a project. Filters can be created and then applied to
focus on specific areas of a project. They allow the creation of
customized layouts by limiting the number of activities displayed.
Pre-defined filters are provided in P6, as well as the ability to
create user-defined filters.

Filters are divided into the following groupings:

Default Filters—available to all users, and cannot be deleted or

modified. There are 13 default filters, including the Longest
Path filter.

Global Filters—available to all users, but can be deleted and

modified. They are created by users, and then made available
globally.

User Defined Filters—available to current users for all the

projects to which they have access. They are created by
users, but the users have limited access to them.
98 Part 2: Introduction to CPM Scheduling with Primavera P6

Filters can be saved as part of a layout, making the layout more

specific for certain tasks. Furthermore, one or more filters may be
applied to a layout at a time, and multiple criteria for selection may
be used within a single filter.

To add or change filters:

On the Activities Toolbar, click on the (Filter) button to open
the Filters window.

To select an existing filter (such as a default filter):

• Scroll through the filter list to find the desired filter.
• Check the Select box corresponding to the desired filter.
• Click Apply to apply the selected filter and keep the Filters
window open.
• Click OK to apply the selected filter and close the Filters
window.

The default filters do not account for every situation and need
while using a schedule to monitor and control a project. P6 allows
for the creation of new, customized filters.
 Chapter 5: Developing and Formatting Schedules 99

To create a new filter:

• In the Filters window, click New to open the Filter window
in which to create a new filter.

• In the Filter Name field, at the top of the window, enter a

descriptive name.
• Set whether all parameters (conditions) are necessary for
inclusion in the layout, or if meeting any of the conditions is
acceptable. For the example, set the Parameters field to (All
of the Following). Now, the filter conditions can be set.

• Click Add to add a row.

• In the second row below the Parameter field, click on the
pull-down tab. Scroll down to select the desired data item
and click on it. For the example, select Phase.
• Under the Is column, click on the pull down tab to select
equals, is not equal to, or is under by clicking on it. For the
example, select equals.
100 Part 2: Introduction to CPM Scheduling with Primavera P6

• Under the Value column, click on the Expand button to open

a Select window which will display all the values associated
with the selected data item. In the example, the code values
for the Phase activity code will appear in a Select Phase
window.

• Highlight a Code Value. For the example, highlight Phase 2.

• Click on the Add button to add this code value to the filter
and to close the Select dialog box.
• Click OK to close the Filter window and return to the Filters
window.
• In the Filters window, ensure that the check box associated
with the newly created filter is checked.
 Chapter 5: Developing and Formatting Schedules 101

In the newly filtered layout, only the Phase 2 activities are shown.
The filtered activities still exist in the database, they are just hidden
from view.

The layout can be saved by going to the Menu Bar and selecting
View, Layout, Save Layout. This saves the layout using the
existing name and overwrites the previous layout. The filter is now
applied to the layout, and will be reapplied every time the layout
is reopened. Alternately, View, Layout, Save Layout As, can be
selected and a new name chosen for the layout.

Printing Schedules
Any P6 layout can be printed using a color or black-and-white
printer or plotter, as well as using a PDF-generation software
package. The output is customizable and can include any or all of
the layout elements created on the screen. Additionally, header and
footer data can be configured to add descriptive information and
pictures.
102 Part 2: Introduction to CPM Scheduling with Primavera P6

Print Preview
On the Activities Toolbar, click on the Preview button to open
the Print Preview window. The Print Preview window shows the
current view of what the schedule will look like if printed, Figure
5-5.
The print settings must be edited in order to make the final printout
fit within one page width and show the Gantt Chart. The Page
Setup and Print Setup features are used to customize the print view.

Select a Printer or Plotter

P6 will allow printing or plotting to any installed printer or plotter.
The printers installed on the computer will automatically show in
the list of available printers. In the Print Preview window, click on
the Print Setup button to open the Print Setup dialog box. From
this dialog box, a printer can be selected, print properties set, and
paper size and orientation chosen.

Figure 5-5 Print Preview Window

 Chapter 5: Developing and Formatting Schedules 103

Page Setup
To change the way a particular layout will print out, click on the
Page Setup button to open the Page Setup dialogue box. The Page
Setup dialogue box has five tabs across the top (Page, Margins,
Header, Footer, and Options). All five of these tabs have useful
features for customizing a printout.

Page
To create a printout that will fit onto one page width (landscaped):
• Click on the Page tab in the Page Setup dialogue box.
• Under Orientation, select Landscape.
• Under Scaling, click on the box next to Fit To: and change
the number of pages wide to 1. Do not alter the number of
pages tall. If the number of pages tall is left at zero, P6 will
not scale the height of the schedule, and it will print out as
many pages long as necessary to show the active layout’s
activities.
• Click OK.

Options
The Options tab also provides key features for customizing the
printout.
104 Part 2: Introduction to CPM Scheduling with Primavera P6

In the Options tab, in the Print area, there are a series of check
boxes corresponding to different elements of the layout.

These boxes can be toggled in order to show only the elements

that are relevant. For instance, to only show the Gantt Chart, then
un-check all other boxes except for Gantt Chart. The layout would
then only be a Gantt chart view, without the Activity Table.

If the All Columns box is checked, the printout will show all
the open columns in the layout. However, if it is unchecked, the
printout will only show those columns which are visible in the
layout. So, if some of the columns are hidden by the split between
the Activity Table and the Gantt Chart, the hidden columns will not
display.

When the Gantt Chart appears in the printout, it is often expanded

beyond the point where it will appear on only one page. The layout
has already been set to show the entire timescale on only one page;
however, it is also necessary to ensure that the software knows
what duration of the timescale to display.

Under the Options tab are boxes to choose the Timescale Start and
Timescale Finish dates.

This allows the timescale to be made as small or as big as

necessary for the current needs.

To set the timescale size:

• On the Timescale Start field, click on the Expand button.
This will open a box with a series of
automatic date options; however, if it is
necessary to select a specific custom date
for the layout, then select Custom Date by
clicking on it.
• A calendar will open. Using the navigation buttons, select a
date on the calendar and click select.
 Chapter 5: Developing and Formatting Schedules 105

• On the Timescale Finish field, click on the Expand button.

This will open a box with a series of
automatic date options; however, if it is
necessary to select a specific custom date
for the layout, then select Custom Date by
clicking on it.
• A calendar will open. Using the navigation buttons, select a
date on the calendar and click select.
• Click OK.

Headers and Footers

Headers and footers are optional ways to add descriptive
information to printed layouts. The content of a header or footer
is selected or entered, including items such as the project titles,
important dates, Gantt Chart or Activity Network legend, a
drawing, or a company logo.

Headers and footers can appear at the top and at the bottom,
respectively, of the first or last page of a printed layout or on all
pages, or on no pages.

The settings for headers and footers are defined in the Header and
Footer tab of the Page Setup dialogue box.

Headers and footers are as wide as the page, but their height
g can
be defined. The default height is 0.25 inches. To
alter this height, use the up and down arrow keys next to the height
field.
106 Part 2: Introduction to CPM Scheduling with Primavera P6

Headers and footers are also divided into sections. Each section
can contain a different piece of information. Section 1 is the left
side of the paper, Section 2 is the middle, and Section 3 is the right
side of the paper. The default setting for the number of sections is
three. The number of sections can be edited by using
the up and down arrows or typing a number in the field.

To edit the type of information contained in a section:

• Under the section number, click on the pull-down tab.
• A menu will appear with choices for elements to place in the
section.
• Choose the desired element by clicking on it.

Use the text formatting buttons to customize the font, font size,
color, and layout of each section.

Create a New Project

To create a new project, within which to practice these steps, click
on the Projects button on the Directory Bar. This will take the user
to the Projects window, where the database’s projects are organized
by EPS. To create a new schedule, on the Menu Bar, select File,
New to open the Create a New Project wizard.
 Chapter 5: Developing and Formatting Schedules 107

The Create New Project wizard walks through the steps and
decisions associated with setting up a new schedule. The process
is as follows:
• Select the EPS within which the new project will be created,
by clicking on the Expand button to open a dialog box where
the user can select an EPS.
• Highlight the desired EPS and click Select. Click Next.
• Enter a unique Project ID and Project Name. Click Next.
• Enter a Project Planned Start date. The default date is today’s
date.
• Optionally, enter a Must Finish By* date. This is a form of
finish constraint, and will affect the float calculations within
the project. It is usually left blank. Click Next.
• Select a Responsible Manager by clicking on the Expand
button to open a dialog box where the user can select one.
• Highlight the desired Responsible Manager and click Select.
Click Next.
• Select a Rate Type. This is typically Price/Unit. Click Next.
• Click Finish.

The new schedule will be created in the EPS level chosen.

*To enter a Must Finish By date, other than the New Project wizard, go to the Project window, highlight the project and click on the Date
tab in the bottom layer.