You have a project spread across multiple departments and you want each respective department to only view financial data pertaining to their deliverables. It is possible to limit view financial data privileges at the Work Breakdown Structure (WBS) element level in Primavera P6 Enterprise Project Portfolio Management (EPPM). Let’s take a look at how to do this.
Payrate information is sensitive personnel data. Therefore, it is important to restrict those that have access to this information. In our blog Hiding Pay Rates In Primavera P6 EPPM, we demonstrate how to completely remove payrate information from the resource database and schedules.
In the blog we takeaway a user’s privilege to view payrates in the resource database and any cost information in the schedules. Financial information was hidden in the schedule because a persistent team member may back calculate a respective resource’s pay rate from an activity resource assignment.
This is an issue whenever we include financial data in the schedule. So, we definitely want to limit financial data in a schedule. But we may want to provide each department access to financial data pertaining to their respective deliverables. Yes, it is possible to restrict access to view financial data at the WBS element or deliverable level in P6 EPPM.
This article demonstrates how in Primavera P6 EPPM to limit the viewing of financial data at the WBS element level.
One key to keep in mind when setting user privileges is the principle that if the parent has the right the child automatically has the right regardless of the privilege setting at the child level. This means that if the parent Enterprise Project Structure (EPS) node has the view financial data privilege other child EPS nodes or projects in this node automatically have that privilege.
So, we therefore want to be more restrictive the higher up we go in the organizational breakdown structure (OBS) and respective EPS node, project, and/or WBS element. Let’s demonstrate.
In Figure 1, we create a Planner project security profile that does not have the right to view project cost/financial data.
We proceed and assign this Planner project security profile to the Design & Engineering (D&E) OBS element. We then in turn assign the D&E OBS element or responsible manager to the Engineering & Construction parent node, Electrical Projects 01 child node, and Wellmont Substation project, Figure 2.
We then dive into the Wellmont Substation project and confirm that all WBS elements in the project have all been assigned the D&E responsible manager.
To confirm each responsible manager assignment, you will have to manually select each WBS element in the schedule in turn and view the responsible manager in the General page bottom details. Continuing we update the Above Grade WBS element and assign it the E&C responsible manager (or OBS element), Figure 4.
We proceed and assign our respective team member Jonnie the D&E responsible manager with the Planner project security profile, Figure 5.
Remember that the Planner project security profile does not have the right to view financial data. We also assign Jonnie the E&C responsible manager which has Read Only Rights, as specified in Figure 6.
Note that our Read Only Rights project security profile has the privilege to “Edit EPS Cost/Financial” and “Edit WBS Cost/Financials”, in addition to “View Project Costs/Financials”. We did this so that our costs will roll up and not be locked at the EPS and WBS levels.
Now that our Jonnie team member is all set up with project security profiles and respective OBS elements we login as Jonnie, Figure 7.
In Figure 8, we inspect Jonnie’s view financial data privileges in the EPS.
First, we find that our financial values are not displaying at the EPS node level. To have financial data displayed at the EPS node level we must choose “show field rollups” in the manage views dialog, Figure 9.
Now when we display the EPS, Figure 10, we see that our financial data is locked at the EPS node level. This is because the responsible manager at the EPS node level is D&E, which does not have the right to view financial data.
We find that cost is locked for all nodes and projects assigned the D&E responsible manager. And when we dive into the Wellmont Substation schedule we see that the costs are locked for all WBS elements except “Above Grade”, where costs are listed for each activity and rolled up to the WBS element level, Figure 11.
Note to have the activity costs roll up to the WBS element level we had to choose to show field rollups in the manage views dialog, Figure 12.
So, with our respective responsible managers (or OBS elements) and associated project security profiles and their assignment to EPS nodes, projects, and WBS elements we were able to restrict our team member’s view financial data privileges to the Above Grade WBS element or deliverable.
It is possible in Primavera P6 EPPM to limit a department’s view financial data privileges to a specified deliverable or WBS element. To achieve this, we must remember two keys:
- First, project security profiles are assigned at the point where the OBS or responsible manager meets the EPS node, Project, or WBS element. This feature allows us to distribute an individual project and associated privileges across multiple departments.
- Second, remember that if the parent EPS node, project, or WBS element has the right the child automatically as the right, regardless of the privilege setting at the child level.