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070613 Managing P6 Database Security Using RMC

The document discusses the importance of managing Primavera database security through the Responsible Manager's Code (RMC), emphasizing proper assignment and monitoring of user access to prevent unauthorized access to project files. It outlines the necessity for alignment between the Enterprise Project Structure (EPS) and Organizational Breakdown Structure (OBS) to enhance security and control over project data. Key recommendations include regular audits by the database administrator and ensuring all relevant users maintain correct RMC assignments as part of routine project management.

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Managing Primavera DBase Security Through the Use of the RESPONSIBLE MANAGER’s CODE Rufran C. Frago, P. Eng., PMP®, CCEC, PMI-RMP® Revision 1: July 3, 2013
2 A few years back, while administering to the major project’s Primavera scheduling database of one of the largest Oil and Gas Company in North America, the project put together an approved schedule that sat on the back burner while the team worked on other priorities. When the time came, the project cannot find the schedule. It was gone! Somebody has probably inadvertently deleted it. As the database administrator, I ran an audit to identify what really happened. While investigating, I coordinated the possible recovery of the schedule. As I have suspected another User working in another project portfolio deleted the schedule. “How can that be possible when only the schedule owner was given access to this project file?”, I asked myself. The root cause: This subject schedule was developed from an existing schedule of a different project group. The copied file carried with it the original RMC. As such, all the Users who have access to that group have gotten access to this newly developed schedule as well. “It is my intention to familiarize all later version Primavera Users to the proper use of the RMC.” --- AUTHOR
 The robustness of Primavera database project security access can be vastly improved and reinforced by the proper assignment of the "Responsible Manager" code.  The Responsible Manager’s code is in fact, an OBS code. 3 THINGS TO REMEMBER
 When the User creates a new project, the User must make sure that the Responsible Manager’s code is the same as the EPS it is directly under.  The Database Administrator, the Primavera Users, Planners, Schedulers and/or the Schedule Owner must see to it that this is religiously being followed. 4 THINGS TO REMEMBER … CONTINUATION
 In the succeeding examples, if someone copied a project folder from ”PE&C ADMIN node to “PE&C TEST” node perhaps to develop a new schedule, what-if or whatever reason; say, a project now renamed “Calendars”, all the Users who have access to the original schedule will still have access to that new project schedule unless the Responsible Manager code is changed accordingly to reflect the OBS code of the EPS node it is now directly under. (see Slide 14) 5 THINGS TO REMEMBER … CONTINUATION
 If controlling the proper assignment of the Responsible Manager’s code is not being done actively in the past, then there can be numerous unwanted and unauthorized access to restricted or confidential projects file that need to be addressed quickly.  All Users, Schedule Owners, Planners and Schedulers who were given R/W access to the Primavera database must endeavor to maintain the RMC field as part of the Project’s routine schedule maintenance and monitoring. 6 THINGS TO REMEMBER … CONTINUATION
 In addition to this, the Primavera Database Administrator through the help of the project’s Lead should check and regularly audit all the P6 Users to find out if they should really have the access rights to the EPS nodes and projects they currently have access to.  All access change request should be monitored as well as preventive measure. 7 THINGS TO REMEMBER … CONTINUATION
 Only the Primavera Administrator should have the security right to create, delete, and modify the EPS and OBS.  Additional branches can be added for the Users through the Project Leads upon request and approval.  Users who happened to have inadvertent access to make these changes to the EPS and OBS must report the matter to the Primavera Database Administrator promptly. 8 THINGS TO REMEMBER … CONTINUATION
RM = Responsible Manager RMC = Responsible Manager’s Code EPS = Enterprise Project Structure OBS = Organizational Breakdown Structure ACRONYM 9
The term “User” in this document is the person using the Primavera scheduling tool. He can be the planner, the scheduler, the Project Manager or anyone. The Enterprise Project Structure (EPS) is an hierarchical based structure that represents how your projects are organized. The Organizational Breakdown Structure (OBS) is a hierarchical based structure that essentially represents your organization. DEFINITION OF TYPICAL TERMS 10
One best approach to setting up an excellent Primavera database security is to align your EPS and OBS in such that they practically have the same structure. A one to one correspondence between EPS and OBS using the same code each (see sample above) facilitates access and provide flexibility. Each EPS Code should have corresponding OBS. Note that the OBS code is equal to the Responsible Manager Code. SET UP THE DATABASE EPS & OBS 11
Check if the Responsible Manager’s field is showing in the Project Layout. Group and sort the project window by EPS. If the Responsible Manager’s column is not showing, add and make it visible. 12
Modify column view to show the Responsible Manager column. Right-Click the column header band and select “column” as shown above. 13
The Responsible Manager’s code for each of the project listed should have the same code as the EPS Header it is directly under. In this example, the EPS Header are PSG, PSG-Integration, PSG- PSM, PSG-PE&C, PE&C Admin, and PE&C Test. Upon inspection, several incorrect Responsible Manager codes can be seen, shown inside the red boxes. The rest are all good. 14
Start correcting the Responsible Manager’s Code of those found in error. 15 Note that project files must be opened first (individually or in group) before the assigned Responsible Manager’s code can be modified.
Use “Fill-in” feature to change the Responsible Manager code 16 Pointing on the correct code above the first incorrect code, drag the mouse and highlight down, pointing to the last field to change. In this case, start from “PE&C Test” then highlighting all the code that says “PE&C ADMIN” (highlighted in blue), right click and assign the right code.
17 Continue aligning the EPS to the Responsible Manager’s code The EPS code “PSG-PSM” should have a Responsible Manager’s code that says the same, i.e. PSG-PSM. Point the mouse on the incorrect Responsible Manager’s code “PSG”, right-click and select/assign the right one.
Continuation… 18 Note that the correct RMC will not be reflected on any closed project under this EPS. Click OK.
19 Continuation… Upon selecting the correct RMC, say “YES” to the message shown above to confirm selection.
20 Do the same for the RMC “PE&C TEST” on the example below. The EPS code “P&C TEST” should have a RMC that says the same, i.e. P&C-TEST (see above window). Point the mouse on the incorrect RMC “PE&C ADMIN”, right-click and select/assign the right one.
21 Do the same for the highlighted RMC “PSG” on the example below. The EPS code “PSM” should have a Responsible Manager’s Code that says the same, i.e. PSM (see above window). It is the alignment required.
22 Continuation… Note that the correct RMC will not be reflected on any closed project under this EPS. Click OK.
ITS ALL GOOD NOW! Every EPS is aligned horizontally. Every RMC is aligned vertically. At this point, we have all successfully improved Primavera database security by aligning all the RMC fields 23
Periodically, the Database Administrator shall display the EPS (EPS View) with the RM column visible. Make sure that the codes are all aligned. In the example below, all are aligned. 24
25 1. Help, About Primavera, Project Management (Primavera), V6.1 SP1, V6.1 SP2, V6.7 SP1, V6.7 SP2 and higher. 2. 070313-Rufran’s Primavera Scheduling Tips & Tricks 04-13 titled-”Improving Primavera Database Security by Managing the Responsible Manager’s field” (2013) 3. Rufran’s personal notes from 2009 to 2013. REFERENCES
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