Transferring resources between Primavera P6 databases is not as straightforward as one would like, but with a little ingenuity it is possible.
When you transfer a project between Primavera P6 databases, P6 exports and imports all the resources and associated roles currently assigned to that project. This works well to retain the projects assigned resources. But what about other project related resources not currently assigned to the project.
Primavera P6 does not export and import these resources with the project, which is a setback. This negative became an issue when I wanted to apply other unassigned project related resources to a schedule. These unassigned resources were not in the database, and, therefore, neither the role nor resource were available to assign.
My intention was to demonstrate the assignment of company resources to a project in a new database. To do this I had to find a way to transfer all project resources, both assigned and unassigned, between P6 databases. I found that this process is not as efficient as one would like. But it is feasible to jury-rig a process to transfer all company related resources between Primavera P6 databases.
This article demonstrates how to transfer all potential project resources between Primavera P6 databases (and associated roles).
In Figure 1 we have imported a schedule into a Primavera P6 database.
Note that this schedule has only one currently assigned resource and associated role: Jim Johnson the surveyor. If we view the resource data base we find that only one Quality Engineering resource has been imported into the database, Figure 2, Jim Johnson the surveyor.
This is not ideal; we want all potential project resources and related roles imported into the database along with the respective project. We find from this example that it is possible to transfer all currently assigned resources and associated roles along with the project.
However, it is more difficult to transfer all potential project resources and associated roles from one database into another. This is possible, but it requires a well thought out process. Let’s demonstrate how this is properly executed.
We begin with a new installation of a Primavera P6 database. In our example we input all our project’s Quality Engineering potential resources and associated roles. Next we delete all resources that are not Quality Engineering Company resources.
In Figure 2 we have our Quality Engineering resources and we proceed and delete all other noncompany related resources.
Primavera P6 will request us to confirm we want to delete the selected resources, Figure 4.
We choose delete selected resource and OK to delete all resources that do not work for the Quality Engineering Company. Figure 5 displays our resource database with only Quality Engineering resources and associated roles.
Now we want to transfer the Quality Engineering resources to another Primavera P6 database.
We proceed with the export in Figure 6.
In Figure 7 we choose to export resources only.
This will export the Quality Engineering resources and associated roles. In Figure 8 we enter and save to a suitable XER file name: “Resources Quality Engineering Company.xer”.
At this point we have achieved our goal: an XER file that contains only the Quality Engineering resources and associated roles. This can be imported to any Primavera P6 database. But before we import this resource XER file to a database we have to first import the related project into the database.
I have found that simply importing the resources without the respective project loaded in the database causes Primavera P6 to hang up. It works well though when we first import the project and second import the potential project resources. After this is done, you will also want to refresh the software so your resources appear in the list of available resources. Let’s take a look.
In Figure 9 we first import the associated project.
Second, we continue and import the resources. We select to import resources only, Figure 10.
In Figure 11 we select the Resources Quality Engineering Company resource XER file.
In Figure 12 we have our imported Quality Engineering resources.
In Figure 13 we resume assigning roles to our schedule and find that all the roles associated with Quality Engineering resources are in the P6 database.
In Figure 14 we continue and assign resources and find that all the Quality Engineering resources are available for assignment, as planned.
It is possible to export resources solely into an XER file, however, this exports all resources in the Primavera P6 database. Primavera P6 does not work well in importing this exhaustive resource XER file into other P6 databases. You can transfer all potential project resources between Primavera P6 databases (and associated roles).
Achieving a resource XER file that one may successfully import into a P6 database requires a few steps. First open a new P6 database and input all your respective company resources. Second delete all other resources in the database. Third export these resources to an XER file. Now you have a resource XER file that can be imported into any Primavera P6 database.
However, in order for your resource XER file to properly import first import the associated project. Once the related project is in the database, your resource XER file will then import without any software program error messages or hang ups. Finally, refresh your Primavera P6 software so your list of resources appears in the respective dialog.