Using the Primavera P6 XLS export and import capabilities. In most organizations only a few folks are familiar with Primavera P6. Typically, the vast majority of project team members are, for the most part, Primavera P6 illiterate. How then can you efficiently retrieve and include schedule updates from team members less familiar with the particulars of Primavera P6?
Assuming you are not using such tools as Primavera Team Member, it is always possible to resort to manual data entry when including status inputs from team members unfamiliar with Primavera P6. This, however, may quickly become laborious when updating the status of large projects. And there is a more efficient way to retrieve and include team member status updates.
It is possible to export the schedule to Microsoft Excel where team members can input their schedule updates. The updated spreadsheet may then be imported back into Primavera P6 Professional, where the scheduler continues the schedule update process.
This article looks at the Primavera P6 XLS export and import process. We show how to use Microsoft Excel as the medium for retrieving and including team member schedule updates.
We begin with our demonstration project, Figure 1.
Figure 1
This schedule is a pipe repair and improvement project. We want to retrieve and include schedule updates from team members familiar with the project, but not Primavera P6. This can be done by using Microsoft Excel as the medium between team members and the Primavera P6 schedule.
Let’s proceed and export the pipe repair and improvement schedule. Select File | Export, Figure 2.
Figure 2
Choose to export to an XLS spreadsheet, Figure 3.
Figure 3
In Figure 4, elect to export activities, activity relationships, resources, and resource assignments.
Figure 4
In the projects to export dialog toggle on export for the pipe repair & improve project, Figure 5.
Figure 5
After selecting export, click next, Figure 6.
Figure 6
In the select template dialog, we choose the standard template and click modify, Figure 7.
Figure 7
In the activities subject area select the columns tab and include all the options listed in Figure 8.
Figure 8
Click OK. Click next, Figure 9.
Figure 9
Choose an appropriate file name and file location, Figure 10.
Figure 10
Click next.
We have our project XLS spreadsheet in Figure 11.
Figure 11
Your team member only has to update the columns we have marked in yellow above. The activity status column options are: Not Started, In Progress, or Completed. Have your team member input the activity status along with the actual start and actual finish of each activity. Make sure your team member also uses the same format as the start and finish columns.
Note that the percent complete type for this schedule is duration % complete. Primavera P6 Professional does not read columns with an “(*)” in their column heading, so it is not enough to specify the duration % complete. Your team member must also enter the remaining duration in its respective column.
You will also observe that the project management activity (W1020), has been marked by us in green. No updates are required to this activity, as P6 automatically progresses this level of effort type activity when the schedule is recalculated.
Our updated schedule Excel spreadsheet is in Figure 12.
Figure 12
Note, in particular, the duration % complete and remaining duration of the ‘Insulate Piping’ activity (W1080). Looks good! We are ready to import our team member project updates. In Figure 13 we begin the XLS spreadsheet import process.
Figure 13
In Figure 14 we elect to import activities, activity relationships, resources, and resource assignments. Click next.
Figure 14
We want to import the XLS file to the same XER file we exported from. So select the same import to XER file, Figure 15.
Figure 15
Click finish. Our schedule activity status is per Figure 16.
Figure 16
To complete the update process we need to move the data date forward and recalculate the schedule. We move the data date forward in Figure 17.
Figure 17
After recalculating the schedule the final updates to the pipe repair and improve project schedule are displayed in Figure 18.
Figure 18
Summary
Primavera has solid P6 XLS export and import capabilities. Though it may require effort, investigate the process of exporting and importing Primavera P6 schedules directly to and from Microsoft Excel. Because of its wide spread adoption, a Microsoft Excel spreadsheet works well as the medium for retrieving and including team member updates in the Primavera P6 Professional schedule. Thus, the project manager can leverage Microsoft Excel’s almost universal acceptance and usage to consolidate schedule updates from folks less than proficient with Primavera P6.