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Lesson 9 Maintaining The Project Documents Library

This document provides instructions for maintaining project documents in Primavera P6 R19.12. It describes how to use the Work Products and Documents window to catalog and track project documents by linking to actual document files, and assigning documents to activities. The steps shown include how to create a project document, specify document details and location, and assign the document to an activity. Maintaining project documents in this way enables cataloging and tracking of deliverables and provides standards for project work.

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96 views

Lesson 9 Maintaining The Project Documents Library

This document provides instructions for maintaining project documents in Primavera P6 R19.12. It describes how to use the Work Products and Documents window to catalog and track project documents by linking to actual document files, and assigning documents to activities. The steps shown include how to create a project document, specify document details and location, and assign the document to an activity. Maintaining project documents in this way enables cataloging and tracking of deliverables and provides standards for project work.

Uploaded by

bilisuma seboka
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as PDF, TXT or read online on Scribd
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PRIMAVERA P6 R19.

12 PROFESSIONAL TRAINING

Lesson 9: Maintaining the Project Documents Library


Purpose and Objectives
This lesson describes how to utilize the Work Products and Documents window
to catalog and track all project-related documents. At the completion of this
lesson, you will be able to:
✓ Describe the difference between a work product and a reference document.
✓ Link to a project document.
✓ Specify the location of the actual document file.
✓ Assign a project document to an activity.

Project Documents
The Work Products and Documents window enables you to maintain general
information about project documents, including links to the actual document
files.
Attributes
✓ Create a link to the actual document file
✓ Document files can be stored on a network file server, configuration
management system, or Web site
✓ Maintain general information about project documents, such as version,
revision date, and author
✓ Can be assigned to WBS elements/activities
✓ Can be organized in a hierarchical manner
o Work Product
✓ Includes project or activity deliverables that will be turned over to the end
user or customer
✓ Examples: CAD files, testing plans, blueprints
o Reference Document

MASTEWAL GETAHUN
CONTACT: 0912049515
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PRIMAVERA P6 R19.12 PROFESSIONAL TRAINING

✓ Includes documents that can be referenced by a project participant to


provide standards and guidelines for performing work.
✓ Examples: guidelines, policies, procedures, design templates, checklists,
and worksheets.
Benefits
✓ Catalog and track project-related documents and deliverables
✓ Provide standards and guidelines for performing work on an activity

Creating a Project Document


Before you can assign a project document to a WBS element/activity, you must
create a link to the document in the Work Products and Documents window.
The OSHA Manufacturing Safety document outlines safety regulations for
operating powered conveyors.

Steps:
1. From the Directory bar, click WPs & Docs.

MASTEWAL GETAHUN
CONTACT: 0912049515
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PRIMAVERA P6 R19.12 PROFESSIONAL TRAINING

2. From the Command bar, click Add.


3. Type a Title <OSHA Safety Regulations>, then press Enter.

General Tab
The General tab enables you to enter general information for the selected
document.
✓ Title – user-defined title for the document.
✓ Reference No. – number used to identify the document.
✓ Version – allows you to track the version of the document.
✓ Document Category – Classifications used to organize or group different
types of documents.
✓ Status – displays the progress of the document.
✓ Revision Date – indicates the date the document was modified.
✓ Author – name of the person who wrote the document.
✓ Deliverable – mark to indicate the document is completed and ready to
be delivered to the end user/customer.

You will assign a document category, status, and revision date to the new
document.

MASTEWAL GETAHUN
CONTACT: 0912049515
PAGE |3
PRIMAVERA P6 R19.12 PROFESSIONAL TRAINING

Steps:
1. Click the General tab.
2. Click the ellipsis in the Document Category field to select a document
category <General Document>.
3. Click the drop-down arrow in the Status field and choose a status
<Completed>.
4. Click the ellipsis to select a Revision Date <21-July-20>.
Files Tab
After you add the document, you must indicate the location of the file that will
be referenced by the document. P6 supports two kinds of document location
references:
✓ Private Location – references can be viewed only by P6 Project Manager
Users.
o Examples: invoices, purchase orders, or contracts.
✓ Public Locations – references can be viewed by all project participants,
o Examples: procedure guidelines or project checklists.
Steps:
1. Click the Files tab.
2. In the Public Location field, click the ellipsis to browse to the file
location <C:\Users\Desktop\Online Trainings\ WPs & Docs\OSHA
Regulations.docx>.

MASTEWAL GETAHUN
CONTACT: 0912049515
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PRIMAVERA P6 R19.12 PROFESSIONAL TRAINING

3. In the Select File Name dialog box, click Open.


4. Click Launch to view the document.
5. From Notepad, choose File, Exit.
Assigning a Project Document to an Activity
Project documents can be assigned to both WBS elements and activities. For
example, during a project’s planning phase, you may assign a document to a
WBS element. As the details of your project develop, you can assign the same
document to activities.
✓ In the Work Products and Documents window, use the Assignments tab.
✓ In the Activities window, use the WPs & Docs tab.

Steps:
1. Click the Assignments tab.
2. From the Display Options bar, choose Expand All.

MASTEWAL GETAHUN
CONTACT: 0912049515
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PRIMAVERA P6 R19.12 PROFESSIONAL TRAINING

3. Select an activity < Site Clearance >.


4. Click assign to set the document.
5. From the Directory bar, click Activities.
6. Select Activity < H1970>.
7. Select WPs & Docs detail tab
8. Click on OSHA Safety Regulations
9. Select Details at the bottom of the tab.
10. Select Launch to view the document.
11. When done viewing, File> Exit and Close.

MASTEWAL GETAHUN
CONTACT: 0912049515
PAGE |6

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