P6 Professional User Guide

Summarizing

How data is summarized

This topic describes how P6 Professional calculates and displays summary information for costs and units, custom user fields, dates, durations, float, progress, baselines, comparison data, and variances.

Costs and units: P6 Professional totals cost and unit data items, such as budgeted or planned cost and budgeted or planned quantity, by adding the values for each activity in the summary.

Custom user fields: P6 Professional summarizes user fields according to type. For example, items representing start dates show the earliest start date, and items for finish dates show the latest finish dates. A numeric user field is totaled for the summarized activities.

Dates: If you display early dates, P6 Professional shows the earliest early (or actual) start and the latest early (or actual) finish dates. The same rules apply for late dates and target early and late dates.

Durations: P6 Professional summarizes original or planned and remaining duration values. For activities with no progress, the original or planned and remaining durations are the number of workperiods between the earliest start and latest finish dates. If the summary activity has an actual start date, P6 Professional calculates the original or planned duration from the actual start date to the latest finish date. In this case, P6 Professional calculates remaining duration from the earliest early start date to the latest early finish date.

If the summary activity is 100 percent complete, P6 Professional calculates the original or planned duration as the difference between the actual start and the actual finish dates; the remaining duration is zero.

If you display actual duration, the data is calculated as follows:

Earliest Actual Start - Data Date (for activities with no actual finish date)

Earliest Actual Start - Latest Actual Finish (all activities in the summary must have an actual finish date)

Float: You can base total float of the summarized data on the start dates, finish dates, or most critical dates. Set this option in the Compute Total Float As field on the General tab of the Schedule Options dialog box (choose Tools, Schedule, Options). If you base float on start dates, and all activities are assigned to the same calendar, total float is the difference between the earliest late start and the earliest early start dates in workperiods. For finish dates, P6 Professional uses the latest late finish and the latest early finish dates to calculate total float. The most critical float is the lowest total float encountered in the detailed activities from each summary group.

If all activities are not assigned to the same calendar, P6 Professional defines total float based on the default global calendar.

Progress: The simplest measure of percent complete uses duration to compare the amount of time remaining to complete the activities to their original or planned duration. In this case, P6 Professional uses the following ratio for each summarized group.

[(Summary Current Original or Planned Duration – Summary Remaining Duration) / Summary Current Original or Planned Duration] * 100

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Grouping, Filtering, and Summarizing Data

Baseline data, comparison data, and variances: You classify each baseline, comparison, or variance data item as either a date or a duration data item. See the Dates and Durations sections earlier in this topic for descriptions of how P6 Professional summarizes dates and durations.

Calendar used to calculate units and durations in grouping (summary) bands

Duration and unit values in grouping bands are calculated using the hours per time period settings defined in the default global calendar, default project calendar, resource calendar, or activity calendar, as follows:

For live (detail) data:

Activities window

When a single project is open and all activities in a group are using the same calendar, then the rolled up duration and unit values are calculated using that calendar. If all the activities are not using the same calendar, then the rolled up duration and unit values are calculated using the project’s default calendar.

When multiple projects are open and all the activities in a group are using the same calendar, then the rolled up duration and unit values are calculated using that calendar. However, if all the activities are not using the same calendar, then the values are calculated as follows:

If all the activities under the group band are in the same project, then rolled up duration and unit values are calculated using the project’s default calendar.

If all activities under the group band do not belong to the same project, then rolled up duration and unit values are calculated using the default global calendar.

Work Breakdown Structure window

When all activities under a WBS use the same calendar, then the rolled up duration values are calculated using that calendar. If all the activities are not using the same calendar, then the rolled up duration values are calculated using the project’s default calendar.

Projects window

When projects are open, rolled up duration values are calculated based on live rollup calculations. When projects are closed, the rolled up duration values are calculated based on summarized data. The project's default calendar is typically used to calculate the project's duration values for live data. However, if all activities under a group band are using the same calendar (one that is other than the project's default calendar), then the duration values are calculated using that calendar.

Resource Assignments window (the following applies only to an open project)

If all resource assignment records under a band belong to the same resource (that is, are grouped by resource), then duration values are calculated using the resource's calendar.

If resource assignment records under a band belong to different resources (using the same calendar or not), then duration values are calculated using the default global calendar.

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P6 Professional User Guide

Note

The Resource Assignments window may display duration values you do not expect because resource assignment durations are based on the activity's calendar when task dependent and on the resource calendar when resource dependent. The following items provide the reasoning for the duration values that are displayed:

If grouped by resource and all tasks are resource dependent, then the resource's duration for tasks and group bands will be the same duration value.

If grouped by resource and all tasks are task dependent, then the resource's duration for tasks and group bands can show different duration values based on the calendars assigned to each. For example, the duration value for the group band may be 12.0h based on the resource calendar in the group band, while the duration value for an associated task dependent task may be 10.0h, based on the task calendar. However, if both resource and activity are assigned to the same calendar, then the values at task and group bands are the same.

If grouped by resource and all tasks are a mix of resource and task dependent, then the resource's duration for tasks and group bands will show different duration values based on the calendars assigned to each.

Tracking window

When projects are open, rolled up duration values are calculated based on live rollup calculations. When projects are closed, the rolled up duration values are calculated based on summarized data. The project's default calendar is typically used to calculate the project's duration values for live data. However, if all activities under a group band are using the same calendar (one that is other than the project's default calendar), then the duration values are calculated using that calendar.

For summarized data:

For project-level and WBS-level summary data: If all activities under the group band are using the same calendar, then the summarized duration and unit values are calculated using that calendar. If all the activities are not using that calendar, then the values are calculated using the project’s default calendar.

For enterprise resource and role summaries: The summarized duration and unit values are calculated using the resource’s calendar.

For EPS-level summary data: If all projects under an EPS are assigned to the same default project calendar, then the summarized duration and unit values are calculated using that calendar. If all projects under an EPS are not assigned to the same default calendar, then the summarized duration and unit values are calculated using the default global calendar.

Tip

For hierarchical banding, the calendars for all activities directly under the band and all bands under that must be the same or else the default project or global calendar is used. The rules for whether the default project or global calendar is used are the same as listed above.

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Viewing summary project information

After you summarize project data, you can easily view this information. For example, add the Planned Value Cost, Earned Value Cost, Actual Cost, Cost Variance, and Schedule Variance columns to the Projects view and group by EPS to quickly see which projects are behind schedule and/or over budget in the enterprise.

The module summarizes two sets of project data: past period actuals and actual to date. You can choose the set of data you want to view in profile options.

Note

A schedule variance occurs when earned value is less than planned value. Cost variances occur when actual cost exceeds earned value.

Summarize project data

Follow these steps to use the summary service to roll up and save resource quantity, cost, and/or custom user field information for projects at any level of the WBS or EPS.

1)Choose Enterprise, Projects.

2)Select the project you want to summarize.

3)Choose Tools, Summarize, then choose Open Projects or All Projects.

When connected to a P6 EPPM database: The job is now sent to a queue and run as an ASAP service. Because the job is not run locally from P6 Professional, there may be a time lag before it is processed. The status of your job, such as pending, failed, running, or completed, appears in the Last Job Request field in the status bar of your screen. You can also click Tools, Job Status to display the Job Status dialog box for details about the status of jobs. Finally, a message appears in the taskbar, along with the Oracle icon, when the job completes successfully or if it fails to complete successfully. The message appears for ten seconds and displays the internal job name of the job. After ten seconds only the Oracle icon continues to appear, and you can click it to view the message.

4)When connected to a P6 EPPM database: When the job completes successfully, press F5 to refresh open windows with the latest data.

Tips:

When connected to a P6 Professional database: P6 Professional can automatically summarize project data at regularly scheduled intervals.

When connected to a P6 EPPM database: The Last Job Request field in the status bar of your screen displays the status of the last job request that you submitted. So if you submit two jobs, only the status of the last request appears.

Notes:

When connected to a P6 Professional database: Global resource summaries are only recalculated when you select "All Projects."

When connected to a P6 EPPM database: Global resource summaries always occur.

When connected to a P6 EPPM database: Enterprise project summaries do not occur when you run a summarizer job from the client.

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