PRODUCTS v FEATURES PRICING O ScheduleReader™ RESOURCES v SUPPORT FREE TRIAL 35 Primavera P6 Tips, Tricks and Shortcuts Schedulers Can't Do Without Primavera P6 Looking to upgrade your Primavera P6 knowledge with some handy Primavera P6 tips and tricks? ‘As many schedulers are aware, Primavera P6 is a complicated and sophisticated project management and planning and scheduling tool utilized in a variety of industries. Most Primavera P6 users do not get the opportunity to use many of the tool's most advanced features, and many are not aware of all of the power that the tool possesses. In this article we will explore some useful Primavera P6 tips and tricks, and shortcuts that each scheduler should know about.The Primavera P6 Tips and Tricks #1 - Detecting Project Schedule Statistics and Issues Quickly - Log Project schedules may contain an array of issues or inconsistencies, and one of the easiest and quickest ways to immediately detect scheduling issues is to use the Schedule Log or View Log report. By simply using the F9 key, or using the View Log button at the schedule dialog prompt, a user can easily display a variety of analytical data within the project schedule: ioe esa Schedule... F3) Schedule x Project(s) te schedule 7 = | | projet Forecast tart Date jgera_\OneDriveDociments\SchedL.og bd ‘The schedule log presents a quick overview of important information in the project schedule. This information includes alerts or highlighted issues such as activities missing predecessor and successor activities and activities containing constraints:I Sehetiog Notepad - ao x Statist: # Projects. # activities. # fiot Started # In Progress. 4+ Completed 4# Relationships. # Activities with Constraint. Errors Activities without predecessors....csceceieesseesenes ses72 Project: ECOOS15 Activity ECIOIO' Start” OFFice Bullding Addition Project Project: Ec0e515 Activity: £2000 Hew Activity 001 Project: ECOOS1S Activity ECQOO1 New Activity 002 Project: ECOW515 Activity C2002 New Activity 003, Project: ECoe515 Activity C2003 New Activity 008 Project: EcO0S15 Activity C2004 New Activity 00S Project: EC0E5IS Activity: C2008. Hew Activity 006 Project: ECO0515 Activity £2006 New Activity 007 Project: ECOR515 Activity C2007 New Activity 008 Project: EC0e515 Activity C2008 New Activity 009 Project: EcORS15 Activity C2009 New Activity 010 Project: ECO0S15 Activity E2010 New Activity 012 | Project: ECOOS15 Activity ECQO11 New Activity 012 Project: ECOR515 Activity ECQO12 New Activity 013, Project: ECO0515 Activity ECIO13 New Activity @14 Project: EcOR515 Activity ECQOLA New Activity 015, Project: ECOWS15 Activity ECQO1S New Activity 016 Project: ECO0515 Activity ECIOIG New Activity 017 Project: ECOR515 Activity ECIO17 Mew Activity 018 Project: ECOWS1S Activity ECIO1E New Activity 019 Project: EcORS15 Activity C2019 New Activity 020 Project: ECO0515 Activity £2020 New Activity 021 Project: ECOOSIS Activity E2021. Hew Activity 022 Project: ECOe515 Activity C1022 Mew Activity 023 Project: EcOWS15 Activity: £2023 New Activity 026 Project: Ec00515 Activity E2024 New Activity 025 Protect Fenasts activity F205, Mow Activity 826, . tnt Cole 100% Wedews(CRi —_uTES #2 - Detecting Project Schedule Statistics and Issues in External Schedules with DCMA 14 Assessment Another commonly used solution to check for issues and test the quality of a XER and XML schedules is by using the DCMA 14 schedule assessment framework. With a companion tool such as ScheduleReader, you can easily check the health and logic of a schedule according to the 14 DCMA standards and visually present the findings in a report/dashboard overview.DeMa 14 Be the eretagerneeinrett ons oe isn #3 - Setting Up Your Default Settings from the Beginning Use the bottom tab of the Projects window and select the Defaults tab to update the default settings for all of the project's activities, such as the duration type or percent complete: enw [noon | py spre pt Sumy [Dee] [ate een — = cesar orca Cong Tipe | omar soem Fistoemmet ‘to urborng Det scat one ewe toe - = = roma Baad on neuen tty #4 - Making a Quick Time and Date Update To easily change your Primavera P6 time units or date format, select User Preferences from the Edit tab or Alt-E-U: FET] View Project Enter ] #0 Undo of Cut dp Add DiszobeUser Preferences Tine Units Date Format Dates Currency Assistance Password Resource Analysis Application Célculatons ‘Starup Fiters (© Month, Day, Year @ Day, Month, Year © Year, Wonth, Day "© a2 hour (1:20 Pup © 24 nour (1220) ® Donotshow tine Tews ‘Sample fasay-24 ime 4-cigt year 5 Monin same. w Leading zerves v Separaior 7 veo | 08) chee #5 - Creating and Adding Your Custom Units of Measure in Primavera P6 Primavera P6 comes with only a few units of measure in its default. To create a custom unit of measure, use hotkeys Alt +A + C o go to the Admin tab and select “Admin Categories". In the Admin Categories dialog box, select “Add” and assign your custom unit. Any new units of measure will be listed in the dropdown menu when you create or modify material resources:| Admin Categories x ‘Ge Bostine Types Expense Categories | = || iwes categories _|||UntAtbrevation =[Unt Name ea ac Delete {B Docament Catered | | eat [bad |B tore Tone = ee | Bs s = @RiskCategores || TLS Lump Sum x | (Bochs crus Puvsoorrones | |/2S oe Unis ofveasue | gf LF Linear feet @ wep | CH cose #6 - Quickly Fill-Down Information by Column To fill down other schedule information such as activity type, select the first line in the column: Ms1o10 = SystemDesion Task Dependent j= 51020 Prepare Dranings fo Temp Contol Equipment Task Dependent = wsi030 Prepare Dranings for System Contialler Task Dependent j= Msio40 Review and Approve Temp Control Equipment Task Dependent = NSTNEO Review and Anprove System Contcle, Task Dependent j& Mst060 Approve System Design Task Dependent Highlight the desired selection and right-click and then choose “Fill Down’eros TSI c eae Cle i Site Prparaton| Instalton Bags Stat Mietone install Electical Power Tesk Dependent Test £Debup Line Task Dependent Test tDebup ine Task Dependent Alternatively, you can use the shortcut key of Ctrl: na #7 - Quickly Renumber Your Schedule Activities Instead of renumbering Primavera P6 tasks individually, select the entire schedule or a large portion of activities, then right-click on them and select “Renumber Activity IDs" Activity Details Cut crlex Copy cree Paste i Nae Fill Down M1360 a MNta70 MNT760 MNt770 Mntea0 MOv1850 Delete Del Dissolve Renumber Activity IDs Export to ExcelIn this example, we will change the auto-number prefix of the schedule milestones from "MN" to “MS": Renumber Activity IDs x © Increment Activity D based on selected activities v increment Vaue ° cancel f ESSa © Auto-number Prof sutte Increment Valie us| 000 ho © Replace beginning characters Number of characters Replace with gi Fa IV Renumber selected activtos in baseines ‘The result is the automatic update of the Activity ID prefixes for the selected schedule activities: #8 - Disable the Dreaded Auto-Reorganization Grouped activities using a layout may entail auto-reorganization while updating the schedule, which means that activities may automatically relocate based on the updated information. To prevent this situation, use Shift-F12 or go to the Tools tab and select “Disable Auto-Reorganization”: | Schedule | Bg Level Resources. shite F9 5 h Apply Actuals fe Store Period Performance.#9 - Sequence Your Schedule Activities The Primavera P6 activities bar contains a small arrow in each column when you put your cursor over it. This allows you to quickly sequence the view of your activities in ascending or descending order. For ‘example, you can sequence your activities in alphabetical and/or numerical order if you choose the option in the Activity ID column: #10 - Using the Global Change to Update Project Information Quickly and Simultaneously To create a blanket change throughout an entire Primavera P6 schedule, you will want to implement a global change. Simply go to the Tools tab and select “Global Change” or use the hotkeys Alt+T#+, You can create a new global change, and in the Modify Global Change dialog box, you can specify specific criteria to determine the changes that you want to implement once you commit the changes. This means that for example, you can alter the activity names of tasks that contain a certain word or phrase to something else. \dmin Help |G Schedule | (Bee Leve Resources shitteF9 |$B, apply Actual |$B update Progress, (5 Recalculate Assignment Costs | Summarize » tf Store Period Pesformance. [EF Disable Auto-Reorganization Shift+F12‘lob Chatoe Nome SK [vos heaps to oes Paameies fr Denn Para @ =| i [peaneter | {vane [or vate l = (Alone Bowne) canoe | Eee ee ee Sa | % teee | som | [Tren [Ponnete is _[Paronetervaue (Oper [Paraneterivabe m= ow | « > so ow | fe [Parameter | _[Paronmervaue [opertor | Perenetervabe — #11 - Open Several Primavera P6 Schedules at the Same Time Primavera P6 allows the user to work on several projects simultaneously and create logic ties among projects. In the main Primavera P6 projects menu, hold down the Ctrl key to select the projects of interest, and then Ctrl+0 to open all of them at the same time. Likewise, Ctr/+W will close out all of the projects at once. #12 - Scale the Primavera P6 Schedule to Appear on a Single Page if you want to scale your Primavera P6 schedule to fit a single page, use hotkeys Alt +F + V or use the File tab to select “Print Preview" and then choose the Page Setup icon:a . (eee eee Choose the option to fit the timescale to one page. There is a better chance of fitting the full schedule to a single page if you choose a large paper size, such as tabloid: ogee x rae Magee [Heese Foor Options vo | Orientation @ cance | [A) creme (A) © imerane ae | > deme | as pete: [70 Ta] % norma size @ ter | CB ee ee ° ees 1s mm ers owrsce ESSE] Ee 7 ae When it comes to the timescale, this does matter as far as the Gantt is concerned. On the options tab, if you do choose to select the Gantt option as visible, you will need to adjust the timescale start and finish of the project view to fit both the schedule’s columns and the Gantt onto a single page:Page Setup x ||P [Hesse Foor Optere vi« | || reese st fear =] @ coca | | esi) |] Twescale Fn jerear = | > detour | @ te | Page Setings * #13 - Quickly Find Your Activities To find activities quickly in the Primavera P6 schedule, use shortcut keys Ctrl-F to perform a search: Activty D Activity Name & EC1000 Design Building Adeition O11 j@ Ecioio Stat Office Building Addiion Pioject OWT j= £C1030 Review and Approve Designe OAug 11 DSeptt = ECIO50 ‘Assemble Technical Dats for Heat Pump 22Sep-11 Sept j@ ECITE0 Review Technical Data on Heat Punps 30-Sep-11 BOctl1 Ectoso “Begin Building Constuction 22Sep-11 Ectio0 Site Preparation 228ep-11 Novi a) a) ra (a S Ecizo IngllUndergoundWeteLnes Tee TSDecTT & Eciz0 Inca Unde Fr _ we Ecr30 Fean/Pa Cn & Fcra80 Cnet Found Fd what & Ecixeo Fonda ww EC1370 Backfill and Coq [Match whole word only: Reaction: Cancel je ECI320 Foundation Pha -— j4atch cave le Up © Down |[esrera Sas [esoarcos | Prodecoses —— #14 - Simple Export to MS Excel If a client requests Primavera P6 schedule activities in a more common format, you can export the Primavera P6 schedule to Excel within seconds. Use Ctrl-A to select all of the activities and right-click to select "Export to Excel’. Another option is to use Ctrl-C to copy all of the activities following the Ctr-A, and then use Ctr/-V to paste all of the activities into a blank Excel file.Goda ees care ec Sel cut Copy Paste Fill Down Add, Delete Dissolve Renumber Activity IDs #15 - Import to Primavera P6 from MS Excel In situations where bulk updates may need to be performed in MS Excel by the project team and then updated into the Primavera P6 project schedule, Primavera P6 allows the user to import from the MS Excel format into Primavera P6, It is most efficient to create a template first in Excel: Ecit View Project I (3 Open. Creo J Close all Cti+W Print Preview El Refresh Dota FS Exit Export to Excel format:ert [ExportFormat i Select the export forma. © Primavera PM = (ER) TeBorkier ly © Primavera Contractor eR) [Etarbier =| © Primavera PS - (XML) e © erosot Project paaooze >] ( UNICEFACT Format 6 - (XML) 48 yet | HE Finsn | Select all of the elements that you are interested in exporting, such as activities, activity relationships, expenses, resources, and resource assignments. On the next screen, you have a choice to modify the template as well as save it: BB Modify template = a % Templete Name [Standaré Update Template SubjectAres — [ACivtion coumns | iter | Sort | Available Options Ativly Staius - WBS code | Activty Name 7 Start — Fish ‘Actual Start ‘Actual Finish BL Project Start BL Project Finish BL Project Duration ‘ActuaiDuration ‘Activity % Complete Resources: BL Project Labor Units, Panned Lator Units ‘Actual Laber Unis Next, import the Excel file:[| Edit View Project £ |3oe. cKO | | Fclose al Cte Ww F =, 1) Expert Refresh Dato FSF fit i #16 - You Can Import and Export Primavera P6 Layouts Primavera P6 layouts can be exported and shared with other team members. Go to the View tab and select “Layout” then “Open” and choose the layout that you are interested in. Click the “Export’ button, and you can choose the location to export the layout as a *.plf file. Other Primavera P6 users can use the “Import” button to import the *.plf file. GB Open Layout x tank Oven @ Resource Cost spreadshest @ caret Q Rescurce Overelocaton roi Q) Resource Overalocaton Spreadsheet [ | (@ Resource Cost Profie = | Apply BB @ Resource unts Prone @ Resource ints Spreadsheet % dette Q Resources located Limits Q stangara Activty status wh Q) Workoad Anaysis | User- adi | | | QJ histogram rs Layout {QI Classic Schedule Layout_N WORK original [J Resource Load & Cost Layout Test v #17 - You Can Export Primavera P6 Filters Similar to Primavera P6 layouts, filters can also be exported and used among team members. After creating a Primavera P6 layout and filter, use hotkeys Alt +V + F or right-click in the tasks and select the View tab, then “Filter By” and then “Customize”. Use your filter listed under “Layout Filters” and select “Copy As Layout’:| Fi Fiters o x T Aliahaiee Stow acts ht tch — @ Allselected fiters —S=I C nvsccciie: O coca | Select [A 7 Miestone rr Bey | SY Nesatve Feat o SY Non whatit o New | Y Noncrteal o ian SY Normal Go x —_] OY Not Started o 8 copy | Gobel — YF 2 Wests Anead co | Be | [Milestone Variance Fom Baseline 6 [7 Variance from daseine o BI moaity. | LayoutFiters @ Wake ctovar | peeDainats [57 3 Weeks ahead w ying the selected fer(=} © Repiace activites shown in current layout ] © Highignt activites in current layout which match erteria #18 - Use Key Delivery Dates and Crucial Events in the Form of Milestones Many well-structured project schedules contain a separate section at the top of the schedule called “Key Milestones". This separate WBS element helps to show important deliveries and key dates in the form of milestones: Ta | Ae aT TUT ian T7Map 21, 0882.88 Kop Wis ProestStat Mlestore, 1221 #19 - Formatting Bars in the Gantt to Make it Simpler to Translate Use Primavera P6's formatting features to present the Gantt in a format that is easier to interpret. Right- click in the Gantt portion of the schedule and select “Bars’. From here, you can adjust and customize the bars and colors to make schedule Gantt easier to read:Sif er Fs Fer aeraay ATi aaron c Levictetot | en} | cuca \-e Fat = ve oa ky | Rererong were Neral eed toc) || crticaremaiang Work Remain Bar Somalia Cc = |b sen cenaant Rena a tos Sit conan |) rh conse enon ae is Fri Coste a] ee || seein eons ry nnn ar limioos 06) By conrrom ar ve I Bar seinge Bur Latels a |||swee a y sutdown ||| cor een |] pater | as -| ei Dd detaut J|me 9 fe @ tp #20 - Formatting Bar Chart Options in the Gantt to Make it Simpler to Translate You can also right-click in the Gantt portion of the schedule and select “Bar Chart Options". This allows you to modify features such as sightlines in the Gantt for easier viewing: | Bar Chart Options x Gereral | CotepsedBars | Data Date | Sohttnes | Progrssine | [YOK Show Relationships Q cancel T Show Leaend T Limite abe! characters to @ ep wich: [10073] Pixels Heignt: [50 TS) Pacts Default Size For Notebook items #21 - Easily Compare Primavera P6 Schedules Export the schedule in .xer or .xml format and open the file with ScheduleReader. ScheduleReader is a standalone software solution that visualizes the project data as seen in Primavera P6, apart from it.Open one or multiple instances of the reader (to do side by side comparison), along side your P6 tool and easily compare schedules in a visual way across multiple different windows. #22 - Make Quick Logic Ties (Finish-to-Start Relationships) To quickly logically link project tasks in succession, highlight the tasks in question and then right-click the selection. Select “Link Activities": TE cae te sa) (Bi, Actity Detaie cu Centex a stone | Copy Cirle send | Gf oste seen FL Fill Down Ctrl+E mole pendent sp Add Ins >endert 9% Delete be eee Dissolve >ender_| Fenumber Activity Ds aendent |) ‘Exportto fixed odes. | ‘Tm rice Unt # Line Numbers |B Table Font and Row. Columns. Filters. Group and Sort. “Expand All Ctl+ = Collapse All Cirls Num - Collapse To, #23 - Viewing Project Variance Data in a Single View When considering any type of variance in the project schedule, you must ensure that you have a baseline set for the schedule, Following this action, go to the View tab and select “Columns” and select any variance options listed in the Available Options section to move to the Selected Options section:» ale Ooms Seeded opera rsa » see a * Verane= Bo Petter cet rat x ||| Yeetce:poectirao Som % Comte Viranee-Bt Peet Co «|| Sots Vance-Bt aco 4) Shaper Niranee Bt! alco Deaton 8 comete SB Famed ran © Franca! ered Vie Pewee ¥ The variance columns will show any deviation from the project baseline ‘Variance - BL Project Total Cos! ECISS0 Unit Firishes Building North - Floor 1 Q C1830 Unit Frishes Building Seuth Floor 1 $0.00 1 Ecie7a Unit Firishes Building North - Floor 2 $0.00 2 Ec1700 Unit Frishes Building South -Floor2 $0.00 2 EcI790 Unit Frishes Building North - Floor 3 $000 0 Ecie20 Buidin 2 Elevators Complete S000 2 Ecte60 Unit Firishes Building South -Floor3 $0.00 1 Ecisio Unit Frishes Building North - Floor § $0.00 2 ECIs60 Unit Firishes Building South -Floor 4 $0.00 3 Ec2240 TonantFirichos fe Clubhouse Arase $0.00 1 i €00630.15 Pool & Courtyar 000 0 j= EC2000 Pool & Deck a Pergola and Amenties 2 w= EC270 Building Slab Incl UG Ut @ ECII50 (s64.800.00) 2 we EC1220 Fist Floor Masonry Structure ($3,700.00 1 Variance factors not only include cost values but date or numerical values as well: vx @ core Bx 83 Cy Fam D ett BB tacourn. ® we‘Variance -€L Project Duration we ECIEO Uni Finishes Building Noth - Floor 1 0 we ECIEI0 Unit Finishes Building South - Floor 1 a w= ECIE70 Unit Finches Building Noth Floor 2 a w ECI700 Uni Finishes Building South - Flor 2 0 w ECI70 Uni Finishes Building Noth - Floor 3 a we EC1800 Bulding 2 Elovatore Complete a we ECIe0 Uni Finishes Building South - Foor 3 0 w ECIsIO Unit Finishes Building Noth - Floor 4 Q w= E190 Unt Finches Building Seuth - Flor 4 a we C2740 Tenant Finishes for lubhouse Areas a Final Inspection #24 - Longest Path, Total Float, and Critical Path The Critical Path Method (CPM) determines the project duration by identifying the longest path of activities from the start to the finish of the project. Primavera P6 offers two options in its settings; Total Float Less Than Or Equal to (factor entered is typically zero) and Longest Path. Longest Path may disregard activities considered critical in the Total Float method if they are not on a continuous path from project start to finish. The setting is determined by the personal preference of the Primavera P6 user. To adjust the setting, use the "Options..." button from the schedule (F9) function under “Define critical activities as":Projects) to schedule 7 @ Iams =e o Prec Forecast Stat Date [© t » 7 = ere F tgroreretaeasnis oan romather projects | 1 move oven ane actus eres! (F use epoca rman vas TT Schetueauomataty when a changeattets dates JF Leveresoutes dirng shading IF Recoculteassgnnent cots ater schedlng en acedulng pogessedacivtes use G Rataned Lope © Poorens Ovecise Actua Oates 6 tanya © setultat Detne eta aces a8 [oo © Longest Patt (Cacao oat base cn Fish date of Eachproject © Openedpraects ConputeTota Fat as [Fosn Foat=LateFneh-turyFask ‘enon for scteauig eons Lag [Predecessor Actvty Calnser SSC #25 - Using Primavera P6 Steps to Add Schedule Details Without Increasing the Number of Activities ‘There are situations where a project team wants to capture schedule granularity at a more detailed level; however, the intent is to keep the schedule tasks to a minimum. This is where using Primavera P6's steps feature is convenient. After selecting the project of interest from the Primavera P6 main projects menu, go to the Calculations tab at the bottom of the main projects screen. Adjust your setting to select a checkbox next to “Activity percent complete based on activity steps": ers wt | cat |e Pn ut uy [ome [Fara [Coes [ots | ees [Sees |eFrom here, you can conveniently create weighted steps for each activity and measure performance based on the steps’ completions: General] status | Resources | Predecessors | Successors | Expenses |Steps | Summary | Codes: | Acivty [PD1000 [Scope New Product idea ‘Step % Compeete| ‘Step Weight Percent Step Weight 100% rm Fl Conduct Engineerng Group Meeting O° “10 1e7) \d] Perforn Conceptual Design Review 0% 40 ‘e7O ‘cl Perfoon Drat Design Review 0% 10 167, [ul] Perform Final Design Review 0% 10 167, o (gl Managemen! Sign off 0% 10 ‘e7D Sp Add | <> Add tromTemplate | 96 Dette #26 - Take Advantage of Primavera P6’s Reporting Options Use Primavera P6's reporting options and choose from an array of standard reports that come with the tool. Use hotkeys Alt +T + P or go to the Tools tab and select “Reports” (OD) Schedule. Fo ge Level Resources. Shifest9 SR apply Actus. 165 Store Period Performance... { ‘Activity Type Distble huto-Reorgaiztion ShfAFI2 @ Global Change of Monitor Thresholds Slat Mistore irish Milestone irish Milestone £5] Report Groups. ) Batch Report. P| Report Wizar [ify Top Down Estimation. Schedule Comparison jesoutce Dependent You then have the option to use one of Primavera P6's standard reports or create your own:Reports, Projects Activities Reports 7 Dispy-AlRepors Report Nene Revor Scone [=] enor Group Slandad PMO epats Repo Group Adriaan 1 Seca (6V93 Avy Code Vaiss (Okbal £6501 Uses by Global Secuty Pole Gleal ££ 6502 Gleba Secuny Profle Pivieges Gal £5 GS03085 Use Secuiy Piles Global £5) 0801 085 Assignment By Users lead {P50 Prooct Securiy PrflePrvogoe Blea = {G] Repot Group: Reseurces ‘GJ SOI Resaace Deals ‘bal £5] S02 Resouce Rater Shoal {By S09 Resauce Role Skibee Gleal 5 RSO4 Ree Re-oonsties lead £3] Repot Group: Al Poject/Pedico Anatat =] Reon Grup: Pome Dota ‘Bj EP EPS. Poct and WBS Noebock ens kal chaz EPS, oe Respneby Acigmert kal PPT EPS, Peco Gal ‘WET WBS Detinay Gal 5] wece Wes Summary Gal EF] WB-03 WBS Linked Documents kal J voor wesetae Gil £E] W805 Wes Eaned Veh Defiton it Gikéal Ej wes wos Mesures Great ‘=1f0]_ Repost Group: Cast & Schede Fj EP Proje Schade Beene Cangancon Gal Ej FP.02 EPS. Pct Ene Vahe Gal Ej than CPS. PaeciCous Gal P04 EPS, PctLaer lal {Ej EOS EPS. Pject Budget Spedeg snd Bett Gal Ej EPO EPS, Pjet Budo! Changes Gal | EPA EPS, Poet Month Spending nd Beret Gal £5) eet Ging sk RDI Open Fiske Gal RiCoANFcks Gil 193 coeedRcks kal 104 Fisk Eooeue Gil #27 - Import an Older Version XER into a Newer Version of Primavera P6 While importing a Primavera P6 XER file into the database, if you receive an error message because the older file type is not accepted, there is a crafty way around the issue. The ScheduleCleaner software, a new product that schedulers love to use to simplify some of their daily tasks, can help you change the file version from one to another with a simple click of a button. Simply open the file with ScheduleCleaner, select the Quick Clean options, set your the desired version and press Clean, The software will create a copy of your .xer with the updated version.43) U3 Ed v ie oe oe | So wise Harbourxer Harbour_clean.xer EporDas Plena LoginNeme ADMIN Epa TAPE Loonies: ADIN Project plan before “Cleaning” Project plan after “leaning” #28 - Manage Primavera P6 Calendars to Efficiently Manage Tasks and Resources Use the Primavera P6 calendars to efficiently manage tasks and resources in the project schedule. You can go to the main bottom menu to the General tab and assign the appropriate task calendar to the project schedule:| [El Select Activity Calendar x Display: Gobel Calendars ] sern [oC | caiedariane | $day Ho Hos a $day w/Gemen tls 5 day w/UK Hols ® 5 ay wiUSHols exo 6 Day WS Hols 28 7 aay tn Hels 7 day to Hos < > You also have the option to create a custom calenda in Primavera P6. he calendar that you need to use is not already #29 - Use Primavera P6 Resource Codes Take advantage of Primavera P6's features in the resource codes to create custom rates, overtime factors, and internal and external rates within different resource codes. Use hotkeys Alt +N + S or go to the Enterprise tab and select “Resources”: Ph. Ss «= _ ae ne i= Soir fre a aoe og Px Foy = ve ae 2 rome 2 ine os em mB “a, wom F ze iS me a ae mE im ir = Sms a 8 pen ad es te os = co mor ca fro ia s mee mF #30 - Use Reflections to Minimize Errors When Making Significant Changes to Schedules When the project team encounters situations where significant schedule scope changes need to be implemented, using Primavera P6's reflections is an excellent way to minimize mistakes. The user can utilize reflections to make significant schedule changes and review them without the burden of those changes becoming permanent in the master file. A reflection allows the opportunity to create a “what if” schedule, and if the changes are reviewed and deemed acceptable, those changes from the reflection can then be merged into the master file. Go to the Primavera P6 main projects menu and right Reflection...": ick on the project of interest and select “Createene ram ECON530 | G2 Open Project @ 3 cone | Project etait © Evovet0 Summarize Project. . Gm Ecooez0 Delete Froject Summaries. © Econe20 wun 7m #31 - Identify Resource Over-allocation Easily Resource management and allocation do not have to be difficult in Primavera P6. Use the "Mas Units/Time” column in the Units & Prices tab in the Primavera P6 bottom menu to assign the maximum limit for each resource expected to work. This setting will automatically calculate when a resource becomes over-allocated: ‘General | Codes | Detais | Units & Prees [Roles | Notes. stitcaenda: shit ft 3] #32- Use Progress Spotlight to Highlight Activities that Need to be Updated While updating the Primavera P6 project schedule, a team member can easily see which tasks need status inputs by using the progress spotlight. Use hotkeys Alt +V + P or go to the View tab and select, “Progress Spotlight’ ie up and Sotby => prise Tools \ Hy) | Shovonop | | stevensoum edo cas TI) Columns , [ES Time Scale } V7 Eite By , a The tasks that require updates for the reporting period will show up as highlighted tasks in the schedule:j= [79003 ‘Gate 2 Requirements Aproved j= T9004 Gate 3 - Coding Complete = 179005 Gate 4 - Ready or implementation j= 179006 Proisct Complele Milestone T1040 Dafne System Requiiemerts #33 - Use the Primavera P6 Split-Screen for Easier Viewing and Updating Primavera P6 uses tabs to overlap the different views and menus; however, there is a split-screen option that you can use as well. Go to the View tab and select “Tab Groups” and then “New Vertical Tab Group">| Trees Inspections » Hy dobie >| Opeator pestis Test Gun lecrcan 5 Pregres line Pater @ soctenents 6) Brenrator la and Capet Layer in arb se ote re a Laborer Constvcton + | Rough Career Frith Copetee lalate coterie + | New Hesouce ane Chart ont and Colors New Resouce Nane-1 sae + | PechasrpDepatrent | Cort (BA tint Help Alte FY ‘Engneesing Deparment sat Bar Jacibe | Fi Ener DessnEnorest expend a Fle Eng Serie "2. Collapse AatonatonSystns Engreet ap Te Toolbars , Doe Reset i Toobars 4 Lock Toots Here is an example of the split-screen view:be gerseeceeererece After repeating the previous step, an additional screen is added to the split-screen view: #34 - On an Enterprise System with Multiple Users, Find Out Who is Logged into a Primavera P6 Schedule Ifyou are a team member using a Primavera P6 enterprise system with other users, you can see who is currently checked into a schedule. Go to the File tab and select “Open' or use shortcut keys Ctrl-O and then choose the “Users...” button to view the current user in the project:9 ve eee 25 tame —— ae ed im One eoeniettaana oe Greed Diner enon tbs ‘a @ ww : oer = Ea Aader a Dsl 3a Pa Bake Desa y © #35 - Who Made Modifications to the Project Schedule? In the same Primavera P6 enterprise environment, you may encounter situations where it is helpful to know which user made a particular change or update to the project schedule. Right-click on the schedule columns to select the option to add new columns to your current view or go to the View tab and select “Columns”. Add four new columns from the Available Options as shown below to the Selected Options section: Bi cours x SS 1 a vy & cure * | ‘Achy Levelng Pry Acivly Name woe cue >) na . = ‘Schedule % Complete = Sees Pinay foeeess Maan rte «| Actin pel aaa, a Etta beta a ropctran Look Remaning Calendar BE tat coluen, \Sounoun Daren cane ower Porous compet Primary Constant Purreeuraen Cee Propet Now you can see the details:‘ativty D = MNT000 2May-21 25-May-21 = MNIOI0 ‘adrin2 25May-21 adrin 25May-21 @ MNTI20 adrin2 25May-21 admin 25-May-21 = MNTI30 adrin2 25May21 adi 25-May-21 j= MNTI00 ‘adrin2 25May21 odin 25 May-21 = MNTI90 ‘adnin2 25May21 admin 25-May-21 = MNtT270 adrin2 25May-21 admin 25-May-21 7 Auto. SysEng) Sysiein Engineering @ MNT300 adrin2 25May-21 admin 25-May-21 = MNT360 adnin2 25May-21 admin 25-May-21 Conclusion - Primavera P6 Tips and Tricks Primavera P6 is a powerful tool that enables the project team to create and manage project schedules effectively and these 35 Primavera P6 tips and tricks can help you expedite the work being performed. About the Author Melanie Calverley is an experienced professional with several years of knowledge and practice in Project Management as a Program Cost and Schedule Control Analyst on multi-million/multi-billion-dollar projects, Project Controls, Strategic Planning, Engineering Planning, Earned Value Management (EVM), and Earned Value Management System (EVMS) implementation, Configuration Management, and writing/editing. She commands full utilization of Primavera P6 software, MS Project, and MS Project Server. Her career background includes industry experience in oil and gas, energy, aerospace/defense, IT, litigation, and media. Calverley has extensive experience in the planning and scheduling arena since 1999, as well as extensive experience in the aerospace and oil and gas industries combined. Calverley has worked for the large and high-visibility players in the aerospace industry - Boeing and Lockheed Martin, as well as the large companies in the O&G industry, such as Schlumberger, GE Energy, and Chevron. She supported NASA. directly and a host of smaller sub-contractors over the years before exploring the O&G and IT industries. Calverley understands the strict, organized flow of the aerospace industry's horizontal and vertical logic integration, the criticality of resource loading, and the reporting functions that support Earned Value Management (EVM). She has also participated in various audits such as DCMA audits, JSRs, ISRs, and CAM reviews. In 2013, Calverley was responsible for implementing a full EVMS in Primavera for Cameron International's (now Schlumberger) Process Systems Division across the globe. The system was fully tested and successfully implemented and run in the United States, Brazil, the UK, Malaysia, Singapore, and the Middle East. Calverley owns her own business, Calverley Consulting, LLC, which has been operational since 2017. Calverley is also a solid writer, editor, and process flow documentation expert. She possesses a full command of the proper English language, and she is also a published book author. Calverley developed and championed multiple process flows and written documentation via policies and procedures for various well-known companies.