Roles and Resource Relationships

in this session I want to cover the role to resource relationship we see a lot of companies today and a lot of schedulers out there that use resources only and they don't use roles some don't understand the functionality of roles and some just opt not to use the rules now the roles are one of those things that if you use them and use them correctly is a very very powerful application it helps from a capacity planning also a long-range planning standpoint but we use a lot of templates and if you're using templates which we strongly recommend whether it's a phase gate process with the with the front end loading or it's an engineering step or it's a construction step of activities that you can template hundred percent recommend templating these activities once you get these activities template you want to roll load it because you may not know who's actually gonna do the work so in saying this I want to run through this just real quick and talk about the roles and what a role looks like so I have a I have a template here and the templates were all loaded so let's go to the activities view and look at this so from the activities view we used ashtray because on the actual tasks because we don't know what type of package this is right now but we have a standard set of steps and they're limited from engineering design all the way to IFC in the package but you can see it's roll loaded with the craft that actually has to perform the function when we roll load this what we get is a total budgeted labor units and we even put cost to get a budgeted labor cost we use this quite a bit when we're looking out into the future by just copying and pasting templates and maybe putting multiple packages together with a start and a stop for small or even a large construction project so let's look at how this is done if I go to the top to enterprise and I come down to roles I've filtered down on just the roles that are being used but let me take the filter off and look at the role pool so I'm going to display and the display options bar and I'm gonna filter by all roles when I open this up you're gonna see that I have engineering and a set of engineering discipline I have procurement broke out by their self some people don't do this they'll put it in a project man which I do have at the top and then we have construction which is a set of craft that are actually going to perform the work so this is standard this would be created one time and everyone uses these particular rules you don't change them you can actually lock them down so if everybody's using this across the side or the region or or whatever capacity that you want to use this said you can get the overall I guess grand scheme or the capacity of what's actually being used from a craft perspective but what we did was we went a little bit further here and I selected my designer and in the designer I put a raid on there now I'm gonna say this is a high-end right that we just threw on there where folks can see and I actually did it online the engineering as well and the purchasing manager so I threw a high-end what we call bill rate on there so that's how I came up with the cost in this particular template let me let me go a little further on this and show you how I set my my tables up and the on the details tab on the bottom so you can actually see this I do create layouts that look at certain things in other words I've customized the window at the bottom from my resource tab at the bottom I've customized this to where it would help me I'm gonna right click down here in the resource tab and show you how to did that so I'm going to customize resource columns what you see in parentheses is the actual Primavera name and then what you see here is what I actually wrote so where it says cost account will have another video on cost accounts roll and let me show you how I did this so roll name is the actual Primavera name but if I edit the column to me that's the discipline how Primavera set this up is supposed to be the craft or the discipline to perform the work so I have the roll there and the discipline is the name and that's what it's displayed like on the screen that you see here at the bottom so if I walk across this staffing is the number of people now when you look at 24 you have to actually take this and understand what calendar is being utilized here so it looks to me like that's three people on an eight-hour day if I were guessing but I'd have to actually said like said go look at the calendar but if you are role loading even resource loading your schedules and you want to make it easy for your craft loading piece you can actually change your duration format to hours and let me let me do that I'll show you how that works edit user preferences on your time units if you change this to an hour what that does now it gives you the ability to change this this becomes people so I had three people working 8 hours a day let's say I need two people so I put two people my duration formats in hours so what it did was the math for me instead of me having to figure this out and load the people to it once it's completely loaded and I want to go back today so I go back edit user preferences and put my duration format back on days and it should be 16 so that's two people working every day for 8 days which equals 16 times 8 is 128 at a bill rate of 225 for the total labor cost so in this template we spent a little time we build it we logically tie it together the way it's supposed to be and that way when the new user comes in they can copy the template and paste it so let's say you don't use the cost at least you know how many hours it takes to do a typical package so I can take this now and share this with the team so my roles are created they're used and and we're ready to go to the next step so the next step would be the project scheduler actually coming in and utilizing this template so I'm gonna go in here and copy just the entire project now you can copy a work breakdown structure at that setup or types of packages or releases and set that up different but I'm just going to copy the whole thing and I'm gonna paste it here and I'm just gonna get say okay on on all options and I'm gonna leave the - wall and it's gonna put a - one but because you can't have duplicates but I'm gonna say this is my my actual project that we're gonna work on so if I right-click and open this which is going to close the template I'm actually in the file that I can do what I need to do to it so if you want to go back to the activity screen and increase durations and up your staffing you can do that but at least you have a basis for how logic is supposed to get started and it's run loaded all you're waiting on is to say who's gonna provide or who's gonna actually perform the work that's the scheduler that's actually going to come in and work with that or the company that's responsible it's going to come in and access work in that program so what we have to do now is go to the resource table so I've got the tab open here at the top you can also go to the enterprise resources and open that same tab but looking at the resources I want you to notice the structure here I've got two companies set up here but I'm gonna I'm gonna collapse all and just show you the database I'm missing some things but at least I want you to see that understand how we set resource structures up so I'm gonna I'm gonna collapse all here I'm missing a couple levels a lot of times we will put locations in other words geographical locations if it's North America and you have another location in Europe and you want to segregate those from a security perspective we set that up we also go to the next level so if I have a site located it in one city for example we're located in Baytown Texas and we have another sub spot in Charlotte North Carolina I may set it up to the next level or level two to an actual site working location then under that particular location we have a list of the projects that are being run at that location what this does is give me is to schedule the ability to build my resource pool under my location then I can build the companies that are actually going to come in and do the work if you have a company that's located at your site so let's say that I have an ABC company that's coming in and they're gonna actually be on-site doing the work I'm gonna assign that company to this particular resource structure what's assigned security there and they cannot see CD or RR or one two three four five over two three four five all they see is ABC engineering this gives them the ability to build their resource structure once they build that it also gives them the ability to set the limits on the number of people that they need we even went in and put rates on here now they're probably not going to do that but I wanted to show you some questions that Primavera asked when you do use cost in this particular example I put civil engineering and I put it at 175 which is actually cheaper I think 50 dollars cheaper than what we had on the roll I actually loaded this at 50 dollars cheaper than what we had on the roll and procurement I'd loaded 25 dollars cheaper than what we had on the road so on the roll we used a high spot estimate but on the resource I actually got down to the number that we got the company have to exit come in and perform that work two different tables used two different ways but work together very very closely but the next step a lot of schedulers don't do they don't link the tables and there's a lot of ways to link the tables in other words I can go right here to civil engineering click the roles tab and say what role does this responsible for but I actually like doing it another way and I'll show you that way well I tell you what let me go ahead and assign this one so that's a civil engineer the role that's being provided for this is going to be a civil engineer so you'll see primary role right here another way to do this and I think it's a faster ways that once you get your resource pool completely created you're gonna go to enterprise then come down to roles and so for designer I go to resources I assign and you're gonna see you would see your total resource pool let me collapse this to make it look a little better so you're gonna see the total resource pool that's under your project and from a civil design perspective we have ABC company and CDE company I did that by holding the ctrl key down and I select those two companies that are gonna perform that craft so now when i resource load i have the option to use one or the other I'm gonna also make sure that I'm loaded on I've got ABC I need the CDE and I'm also gonna do the procurement and we should have a procurement manager here and here so we have two companies that can perform that function so now the resources to role relationship is connected that is it's a critical function when it comes to this step here let me let me go straight to this and show you from the activity's view what that did what that link did was like if I go to engineering and you go to the far right side you're gonna see a person it says resource by rolling it looks like a shadow of a person behind them if you select that it's gonna give you the options instead of looking through pipe fitters and process engineers and it will narrow your search so now you just see the companies that are available in that project to assign to those reasons to those roles so that that's one way to do it and you can do it one at a time and double-click and and in fact let me do engineering let's say we use ABC engineering and you're gonna look down here at the bottom you're gonna see ABC engineering so that's who's gonna perform that work what you do not want to do is come right here and double-click and assign it from here if you assign it from here you're going to duplicate and let me just do that let's say I will use CD designers you're gonna duplicate and what I mean by that is you've added a resource and a role to that one activity you want to use the resource to role relationships so let me let me remove the one that I assigned and go back yes ok so we're back where we started so so if I if I go here it's gonna duplicate the other thing you can't do here which I'm gonna show you a little bit later is let's say I wanted to use them here here here and here right click you cannot feel down not in this window but you can feel down from the resource assignment window and I'm gonna go to that just a little bit but I want to finish this exercise if I'm assigning and I'm using the resource to role relationship and I have the roles column open you just select roles it puts them all together based on that role type so now I have the ability to select this one all the way down to this one which is just two but if you had 200 you can select them if you wanted to rearrange the grouping based on package type you could regroup that in your group and sort and select them here but you're gonna see what it does down here at the bottom anytime you have two selections if all your activity details tabs are that they don't work anymore disables but that's the reason that Primavera puts the tabs over here on the far right that now gives me the ability to use the resource to rule relationship and say on these two activities here I'm gonna use this particular company now before I sign this I want to show one button actually it's two buttons that I've unchecked and selected in the rice fun I'm gonna I'm gonna turn them back on and you're probably gonna see this when you use this for the first time I'm gonna go to edit user preferences and on the calculations tab there's a assignment Staffing I'm gonna put this back on ask me and ask me that's the default on on most all installations of Primavera is asking me to select each time I turn that off and the reason I turn that off and I turn it off for the users I actually log in as them and help them turn that off is it can it can get you in trouble really really quick and let me let me explain that I'm gonna go back and select my designers I've got two designers here that are not resource loaded and now when I hit assign ABC designers and hit the plus button it's gonna ask me so here's what it's asking it's asking do you want to use the price per unit that's the cost now remember we had a cheaper cost there's a lower bill rate on the resource than we did the roll the roll was a high spot estimate so I'm gonna say don't ask me this again and always use the price that I gave you on the resource the next question is about people or staffing which in Primavera is units per time the thing it's asking me here is do you want to change your people to what's on the resource pool or do you want to keep what you have on the road I want to keep what I have so what I'm gonna tell Primavera now is don't ask me this again and no keep it on the road so I didn't know so you're gonna see I still have two people here there's probably gonna be there's three people as we originally assigned here so it keeps that based on the selection I'm gonna go back here edit user preferences that you selected here so you can see it changed it for me when I switch those boxes critical piece you want to know that because everything a lot of people just hit it real quick yes yes sir and what it does is it keeps the cost or changes the cost and then put your uh your your crew size back to one person you know and if you're selected a lot of them that messed you up pretty good I'm gonna go back down to activity ID let me tell you what let me put it back in order if I start so you can see we're starting to load the schedule but I do have some better not loaded and let's look at the profile in other words I'm looking at my staffing plan okay so when you first open this it's gonna look like this you're gonna be display on your display options are critical little little bar and it's in every window but display select the view by resource most people look here and they're looking for the role they're looking for the role they can't find anything what you want to do is display and select the view by room if you do this and then only focus on the roles that are being used display filter by just the current roles so if I select these all together you're gonna see a dark green and a light green the dark green are the ones that I staffed with ABC or CDE engineering and the library means it's unstaffed if you want to know what's not stacked yet you can select on each row and you can see that my purchasing manager has not yet been stabbed so I'm going to use CDE engineering for purchasing so in order for me to do that the easy way is I could just come up here in this one no look for I'm here and select here or I can go to this window this window here gives me the ability to fill down now in this particular example I only have one activity for the purchasing manager but I'm going to add a couple of more and make sure that my purchasing managers on them just to show you the field down function so let me let me click Add here and put a couple of more activities in here I've added three more activities and all three of these activities in this example for the fill down example is going to get a role which is on the far right person in the green shirt of purchasing manager so that's all the purchasing manager and if I go back to the screen you'll see the new activities so here we are in this screen and the reason I did that the only reason I did that is I want to show you the field down function so if for the first time you copy a template you paste the template you're probably not going to be resource loaded but if you bring it to the resource assignment screen and you don't want to use the grouping by role on the activity screen you can come here so if I know for a fact that all the purchasing is going to CDE I can click here I'm gonna collapse all look for my project and that's probably all you're gonna see if you if you only have access to that from a security perspective I'm gonna go to CDE I'm gonna select the purchasing I'm gonna hold the shift key down and up you can you can right click and hit fill down but a lot of times I use the keyboard and I control e and I I feel that down and just like that I've put the resource on the roll so in review I'm gonna go back to this window all the way back to the projects we had a template the template was roll loaded logic was tied we didn't know the resource that was used in it so we utilized the roll we copied the roll for the the template and we pasted it we can adjust durations we can adjust crew size until we know exactly who the company is that's gonna do the work we built the company at the resource pool and we linked the resource to the roles after those are linked it limited our search when we started assigning and we knew the companies that were on that project so now we resource and we'll load it if I back up and I say we don't we use templates but we don't roll load our templates let me show you the downfall to not roll loading a template I have a template here and it's the exact same steps but no rolls are on it and let's say that I wanted to resource load this and I wanted to do it quickly I would have to go through here and identify who it is build the resources and assign that to them because I'm missing the crap now a lot of people say we'll go to the resource assignment and fill it down if I go to the resource assignment it's gonna be nothing there it's gonna be blank because there's no budgeted hours associated with the activities this is another reason that we roll load on templates it gives the schedulers the ability to fill down the company or the resources that are going to perform the tasks so there is better I will back up and say it's great it works good and we do use it we use it all the time we use templates and one of the big things in templates is it gives us the ability to replace things real quick and build schedules very very fast so in this example here I'll replace a an activity ID so if for an a a sh t so i can control our and and and replace the asterisk with a civil and foundation package so if this is what this was it was a cv l and f ND g and i just replace all so there's a lot of things that we do with templates and templates are very powerful but we we highly recommend look roll loading the templates from a capacity planning even if it's if it's not rolled if it's not resource loaded i can run reports and see what disciplines we need over a wide area one of the downfalls of doing what we just talked about and we see this more so in turnaround routes is that when we copy templates and we paste templates the rolls cannot be leveled and we're trying to level very early or early as we can and a turnaround to get the staffing plan as fast as we can in this particular case and in the next video that I'm going to show is we're gonna flip-flop the resource to rolls I will build my craft at the resource and my company at the roll so now when I copy templates it gives me the ability to level on the craft here and the company will come in later so it's just flip-flopping and I'll do it my next video I want to thank you for watching we'll have another video out on the rolls and the resources and you can see that thank you very much

Channel: TEPCOSolutions

Views: 717

Rating: 4.818182 out of 5

Keywords: Primavera, P6, P3, Scheduling, Planning, Project Controls, TEPCO, Primavera P6, Cost Control, Consulting, P6 Training, Primavera Training, WorkPAK, Turnaround, Capital Projects

Id: IfrtccmdxeU

Length: 22min 48sec (1368 seconds)

Published: Thu May 07 2020