Posts Tagged “Primavera P6 Professional”

How to Tell Which Data Fields Can be Imported via Excel

Microsoft Excel is a great interface for sharing and editing Primavera P6 data. I often send spreadsheets to clients for their input on data such as durations and budgets. For clients who do not own P6 or understand how to use it, Excel is an easy way to communicate changes. In fact, I typically request that my clients use spreadsheets to submit progress for updates; inputting progress manually inside P6 takes too long and introduces the possibility for errors.

It is very important to understand which data fields can be imported via Excel to avoid wasting time making changes in the spreadsheet. Thankfully, P6 will always warn us if we know where to look.

The quickest way to export P6 data to Excel is to right-click inside the Activity Table, which brings up the following menu:

Excel Export from Activity Table Menu

 

 

 

 

 

 

 

 

 

There are some limitations, however, to this export method. Some of these limitations are:

  • All activities currently displayed in the Activity Table are exported; you must filter the activities in the Activity Table first to limit the number of activities being exported
  • All columns currently displayed in the Activity Table are exported; you must change the layout to see other columns or to limit how many columns are exported

Note that Activity ID, Activity Status, and WBS Code are always exported regardless of whether they are currently displayed. This is because P6 needs these references for any changes you might want to import back into P6.

The image below shows some typical data fields displayed when exporting directly from the Activity Table to Excel:

Excel Export from Activity Table

 


 

 

Here is how you can tell which data fields can be imported via Excel: data fields that have an asterisk (*) in the second row of the title can not be imported. In the above example Budgeted Total Cost has an asterisk. While this data can be exported directly from the Activity Table, any changes made to the budgets will not import. Similarly, changes can not be made to the Start or Finish dates; these are calculated fields. Activity Name and Original Duration, on the other hand, can be modified in Excel and the changes will import.

In the next example I am going to export P6 data using the spreadsheet template method. While this takes a little longer to set up, it offers the distinct advantage of allowing users to export:

  • Activity Relationships
  • Expenses
  • Resources
  • Resource Assignments

These are considered to be Subject Areas and each Subject Area will appear as a separate tab in Excel. More importantly, users can edit data in these tabs and import the changes back into P6. (There are some limitations to what type of data can be modified in which tabs that I will point out in a moment).

To create a spreadsheet template, select File > Export > Spreadsheet – (XLS):

Excel Export from Template Menu_Step 1

 

 

 

 

 

 

Because I want to edit budgeted costs for my activities I have chosen the Resource Assignments Subject Area during the export process, as seen below:

Excel Export from Template Menu_Step 2

 

 

 

 

 

 

 

Budgeted units and costs can only be modified in the Resource Assignments tab in Excel. Resource Assignments can be displayed in the Activities tab but any modifications made to the budgets in this tab will not import.

In the next screenshot I have selected Budgeted Cost as a data field.Note that the data field does not mention the type of resource (labor, nonlabor or material) because each resource assigned to the same activity will appear on a different line in the spreadsheet. P6 therefore does not need to be told the resource type.

Excel Export from Template Menu_Step 3

 

 

 

 

 

 

 

The final image shows the spreadsheet created by the template. This time there is no asterisk in the Budgeted Cost title, meaning this data can be modified and imported back into P6.

Excel Export from Template

 

 

 

 

But notice what can not be edited – the Activity Name. The Activity Name can only be edited in the Activity tab (which I did not include in this template) or in the initial spreadsheet exported from the Activity Table. Every tab has some limitations in terms of what data fields can be imported. The Subject Area should be your first clue.

In any case, that little asterisk is a big help once you realize what it means!

 

C. P6 ProfessionalT. , , ,

Primavera P6 Professional Version 8.3 Released

Oracle recently released Version 8.3 for both P6 Professional (PPM) and P6 Enterprise (EPPM). Today we will be discussing changes to P6 Professional.

Visualizer

Visualizer is a new feature that supports graphical reporting via customizable Gantt charts and timescaled logic diagrams (TSLDs). The TSLD was initially introduced with Version 8.0 and is now replaced by Visualizer. One of the advantages of a TSLD is the ability to show more than one activity on the same line, which reduces the height of the logic diagram considerably.

In addition to the P6 Professional’s standard graphical features, Visualizer adds the following features:

  • Stack columns and use word wrapping in the Gantt chart
  • Use notebook topics or a list of steps as a bar label or as a field in the activity table
  • Apply various fonts to individual labels and fields
  • Color-code and apply different shapes for bars and endpoints
  • Draw bars on top of each other, for example, to show critical highlighting

Visualizer is a desktop application that can be launched either from within P6 Professional or from the computer’s start menu. It connects directly to the P6 database. This marks the first time users have been able to view project data without launching P6.

After launching Visualizer, users can choose to create or open a TSLD or Gantt chart. Users can also print and manage layouts from inside Visualizer. P6 Professional layouts or Visualizer layouts created by other users can even be imported.

The Gantt chart includes a grid and a bar chart. The grid displays activity information in a table format, similar to the Activity Table in P6 Professional. On the Chart & Grid tab in Layout Options, display the Gantt chart, the grid, or both.

The screen below shows an example of a TSLD in Visualizer with multiple bars per row and critical activities coded in red:

Visualizer TSLD

Discussion Feature

Previously we had the ability to track comments about activities using the Notebook tab in the Activity view. Version 8.3 adds a new Discussion feature that tracks these comments by team member. All comments are dated and labeled with the contributor’s name. Similar to Notebook comments, Discussions are stored electronically with the activities. This is a nice tool for encouraging dialogue and feedback on activities.

Also, we can now add a column called “Unread Comments” to the Activity Table to prompt team members to review the most recent Discussions. Notebook comments, by comparison, can only be shown as a label on an activity bar and do not appear in the Activity Table.

Visualizer Discussion Tool

XML Import/Export Enhancements

P6 Professional Version 8.3 provides a number of enhancements to its XML import/export functionality. Users can now exchange XML project files with previous versions of P6 Professional from Version 6.2 Service Pack 4 (SP4) onward. Also, all features supported by the P6 Professional XER format (constraining of external relationships during import, inclusion of Price/Unit in resource assignments, etc.) are supported in XML format as well.

P6 Professional Version 8.3 also gives users the ability to import or export multiple projects simultaneously. When exporting multiple projects, the projects are combined into a single XML file. Importing multiple projects requires the projects to be contained in a single XML file.

Visualizer Export

Bottom Line – Worth an Upgrade?

Users who have a current support agreement with Oracle can upgrade to Version 8.3 for free. Otherwise, you will have to pay full price to get the newest version. Version 8.3 does have some nice enhancements but they are not worth buying a new license. The TSLD still does not show relationship lags – only the relationship types – despite several upgrades since it was first introduced. Users have been asking for this feature for quite a while. Of course, the Gantt chart does not show the lags either so we will have to wait until, perhaps, Version 8.4 is released.

In the meantime, we will be testing Version 8.3 for bugs. Versions 8.1 and 8.2 tend to crash more often than Version 7.0 (our favorite) so reliability is always a concern. The casual user of P6 would not miss the enhancements found in Versions 8.1 and 8.2 so it once again comes down to whether a free upgrade is available. Certainly, new users should consider Version 8.3 as there is no discount for buying older versions and Version 8.3 is backwards compatible with earlier versions of P6 Professional.

 

 

 

C. Primavera P6T. , , , ,