All posts in P6 Optional Client

You are here: Home / Blog / All posts in P6 Optional Client

Jan

The P6 Omnibus File

Categories: Baselines, P6 EPPM, P6 Optional Client, P6 Professional, P6 Tricks, P6 Web, Primavera layouts

Tags: Baselines, Layouts, P6 Optional Client, P6 Web, Primavera P6, XML

Comments Off

by Bill Pepoon

Omnibus (adjective)

Comprising several items.

The most common Primavera export file is “XER” which harks back to the company that developed this enterprise scheduling software in the first place: Eagle Ray. Primavera Systems bought Eagle Ray, and then Oracle bought Primavera Systems. The very familiar “XER” file format in fact stands for “eXport Eagle Ray”.

XER files can only export project data associated with the current project, or all resources or all roles. For someone who needs to transfer all resources or roles from one database to another the XER file can be very useful, but I find this to be a rather esoteric function for the vast majority of users.

But there is another Primavera export file (XML) that can do so much more:

Export all project layouts associated with the current project
Export all (or some) baselines associated with the current project
Import into any other version of Primavera P6

This might also encourage you to create project layouts. By default, new layouts are user-specific and can therefore be applied to any schedule to which the user has access. Project layouts are only available to the associated project (or a copy of that project) which is desirable when the layout has specific features (such as a grouping or filter) that would not be applicable to other projects. The header or footer might likewise contain wording that is specific to one project.

Primavera P6 EPPM users are more accustomed to this method of importing files because the P6 Web interface only supports XML file imports and exports. However, P6 Professional Client (sometimes referred to as P6 Optional Client) can be used to import XER files into a P6 EPPM database. Confusing, yes, but P6 EPPM databases can be accessed via a Web or desktop interface.

The following screenshots show the process for exporting P6 XML files. Keep in mind, you are not required to export any baselines and can also choose which ones to export. Likewise, you do not have to export project layouts:

Here is the sequence for importing P6 files. Notice that we can choose which baselines should be imported:

Pretty simple!

Hopefully you will not think of me as a hypocrite if I admit to sending XER files on a regular basis. But as a consultant I do not need to keep sending baselines to clients if they have already received those files previously. For example, if I sent my client the third update last month it is somewhat redundant to send them the fourth update this month with the third update as a baseline. I also do not need to keep sending project layouts unless I have recently created new ones.

Nevertheless, for the recipient, the XML file has everything needed to view the current schedule and make comparisons to previous versions of the schedule. I find that for my construction claims work it is a great way to transmit my entire analysis of a delay to the client. The only downside might be that XML files are not nearly as compact as the text-based XER files. Roughly speaking, XML files tend to be about ten times larger, which in some cases might exceed the maximum file size for email attachments. Not surprisingly, it also takes longer to export and import XML files.

Jun

P6 Version 15.1 A Big Improvement

Categories: P6 EPPM, P6 Optional Client, P6 Professional, P6 Web

Tags: P6 EPPM, P6 Professional, P6 Web, Primavera P6 EPPM, Primavera P6 Professional, Primavera P6 Version 15.1

Comments Off

by Bill Pepoon

Oracle released new versions of P6 Professional Project Management (PPM) and P6 Enterprise Project Portfolio Management (EPPM) in March 2015. Version 15.1 is the first new release since Version 8.4 was released last September. Why the big jump in numbering? Well, Oracle tells us that all future releases will incorporate the year it was released, so Version 15.1 is the first release of 2015. If nothing else, it will be easier to remember when you bought the software!

The biggest improvement is the ability to export baselines along with the current schedule. Yes! Now when you send a schedule to another party they can access the same baselines that you are using. In the past, recipients would have to convert existing schedules in order to make baseline comparisons. However, the sender can choose which, if any, baselines to export.

Note: schedules must be exported in the P6 XML format in order to take advantage of this new feature.

Other changes in Version 15.1 include:

Visualizer can now be run on a computer without installing P6 Professional, so users who only want to view a time-scaled logic diagram (TSLD) do not need access to the P6 module.
Resource bucket planning is supported. Planned and remaining units can be typed in the remaining time periods (days, weeks, etc.) for more accurate forecasting. Doing this changes the resource curve to manual, indicating that resources are being distributed manually.
The ability to cut, copy and paste multiple projects at the same time, which was previously not possible in the P6 Web component of EPPM.
The ability to customize columns in the Project, WBS and Activity detail windows, not previously possible in the P6 Web component of EPPM
Start, Finish and WBS can now be added as columns in the relationships detail window, also not previously possible in the P6 Web component of EPPM.

In addition, Version 15.1 improves the P6 Professional component of EPPM by restoring the following features that are available to standalone users:

EPS
OBS
Project Codes
Activity Step Templates
Cost Accounts
Funding Sources

Connecting to an EPPM database using the P6 Professional component has always been somewhat of a compromise in the past in terms of functionality so it is nice to see these “new” features.

The ability to export baselines and resource bucket planning are the game-changers on this new release. Having to send projects to someone else and then instruct them to convert projects as baselines on their end is a time-consuming process. Pretty much any time I update a project I want to compare progress to a baseline – typically the previous update or the original plan. So this feature is most welcome.

Likewise, resource bucket planning was something needed for quite some time. Some of my clients are planning projects that will last 10, 20 or even 50 (!) years. Being able to distribute resources manually as more information becomes available is very important. Funding for long-term projects is often subject to annual appropriations so the resources must be adjusted accordingly.

We have been teaching Version 15.1 in our live online and in-person classes for the past two months and have been very impressed with the enhancements. For additional information regarding Version 15.1 click here for P6 Professional and here for P6 EPPM.

Below are screenshots from P6 EPPM demonstrating the new export baselines and resource bucket planning features:

May

The Pitfalls of Using Multiple Calendars

Categories: P6 Calendars, P6 Optional Client, P6 Professional, P6 Web

Tags: P6 Calendars

Comments Off

by Bill Pepoon

Projects often require more than one calendar. For example, the office personnel work 8 hours per day, but the field personnel work 10 hours per day (a good reason to be stuck indoors, I suppose). Another reason might be that some activities involve a process that continues around the clock – concrete curing or a test that has to be performed continuously for several days. One of my clients manufacturers most of its components overseas and uses a 7-day calendar for shipping the components to the United States but the fabrication activities are based on a 5-day work week with holidays. So multiple calendars is a sensible approach.

Nevertheless, using more than one calendar on a project is liable to create issues in Primavera P6. Activities will seemingly start or finish on the wrong day. In most situations we would expect that with a Finish to Start relationship the predecessor finishes the day before the successor starts. This is unlikely, however, if the number of hours being worked each day do not match for the predecessor and successor. In the following example I have a predecessor using an 8-hour calendar and a successor using a 10-hour calendar:

The 8-hour task has a start time of 8:00 am and a finish time of 5:00 pm with a 1-hour lunch break. The 10-hour calendar has the same start time but the workday does not end until 7:00 pm. Therefore, the successor can work for two hours on the same day that the predecessor finishes. Since most users do not show the time of day in the date columns it will appear that the relationship between these two activities is something other than Finish to Start.

This problem will reverberate throughout the schedule as one activity after another starts and finishes slightly off the usual time. In order to locate the source of the problem I will sort the activities by the Start date, display the time of day in the date columns and look for the first task that does not start at the usual time.

But how do we stop this from happening in the first place?

The solution is quite simple. Give the 8-hour calendar and the 10-hour calendar the same start and finish times.

I know what you are thinking. The math doesn’t work!

Well, it just takes a bit of fibbing. See, I create an 8-hour calendar with a 2-hour lunch break and a 10-hour calendar with no lunch break. Now both calendars have the same start and finish times. Problem solved. (Our company slogan is “Problems Solved” but I will settle for just one right now).

My solution is displayed below:

The reality is that most users do not want to see the time of day in the date columns so the 2-hour lunch break has no effect whatsoever. I seriously doubt some worker will disappear for two hours because of the CPM schedule. If he or she does, I will buy them lunch!

Some of you might wonder why we should have two different calendars at all if the start and finish times are going to be exactly the same. Well, for resource-loaded schedules it is important to have the hours per day match expectations.

My oil & gas and nuclear clients who schedule by the hour would never submit to this ruse because the time of day will of course be displayed. It is not enough to say an activity starts on, say, Monday, because the activity durations are just a few hours typically. So the next task starts the same day. But for the rest of us this solution works quite well.

I employ a similar strategy for my 7-day calendars. I make sure that the start and finish times match my other calendars. Which means my concrete curing activities typically start at 8:00 am, take a lunch break, and stop at 5:00 pm if my other calendar is an 8-hour calendar. Using a 24-hour calendar would just make things too complicated.

Any questions? Fee free to contact me.

Mar

Auditing Changes to a P6 Schedule

Categories: Audit, P6 Optional Client, P6 Professional, Primavera P6, Primavera Training

Tags: P6 Audit Trail, P6 Professional, Primavera P6, Primavera P6 Training

Comments Off

by Bill Pepoon

One of the advantages of Primavera P6 and its use of a database structure is the ability for multiple users to share files. This can also be a disadvantage, however. P6 administrators can restrict users in many ways, but once a user to given permission to do something, well, the hope is that he or she does not make a total mess of things. As a professional Primavera P6 trainer it always baffles me that someone might expect to master the art of scheduling without any formal instruction. There are not too many self-taught painters to my knowledge. Carpenters, bricklayers, mechanics, etc. all go through a training or apprenticeship program to learn their skills.

When Malcolm Gladwell described “The 10,000 Hour Rule” in his best-selling novel, Outliers, he could have very well been talking about scheduling. After I had been scheduling projects full-time for about five years – or roughly 10,000 hours – I felt like I had finally mastered the art of scheduling. And keep in mind, I was working on schedules every single working day. Many Primavera users only touch their schedules once a month during the update process. As a consultant, I was working on several projects simultaneously. In a typical month I would create two baseline schedules and update ten or more schedules.

But I digress. Today I want to talk about “Carl” and his dilemma. Carl attended one of my Primavera P6 classes in Oklahoma after pulling a 12-hour shift at a refinery. So you can imagine that by the end of an 8-hour class he was pretty beat. But he stuck around after class to talk about a specific problem he was having. You see, Carl was one of about a dozen schedulers working on the same project. Refinery shutdowns are very difficult to schedule. Durations are measured in minutes, not days. A six-month shutdown might require 25,000 activities to schedule. No single person could possibly handle this workload.

One particular problem that Carl was having is that he would calculate the schedule (i.e. F9) and there would be loops in the logic. And then everyone would yell at him for fouling up the schedule. Except that Carl was pretty sure he was not the culprit. He was simply the person running the schedule at the end of the day after everyone else had been inputting changes. This was your basic “shoot the messenger” situation. Carl was taking all the blame because he did not know how to figure out who was causing the problem.

While there is no perfect solution to Carl’s dilemma I was able to show him the audit columns in Primavera P6. These columns, available in the Activities Window, provide the following information regarding an activity:

Who added the activity (“Added By”)
When the activity was added (“Added Date”)
The last person to make a change (“Last Modified By”)
The date the most recent change was made (“Last Modified Date”)

These columns can be seen in the screenshot below:

Activity ID E2045 was originally added on February 27, 2015 by user “admin” and then modified about a month later, on March 25, 2015. Obviously we do not know the exact nature of the modification, but we now know where to start looking.

Unfortunately, there are some limitations. Changing the relationships between activities is not considered a modification. So Carl would not be able to identify who made the logic changes that resulted in loops. Still, adding new activities is often the source of a loop in a schedule because of the corresponding new relationships.

Changing an activity duration, on the other hand, is considered to be a modification. Other examples of recognized modifications are:

Assigning a new resource
Deleting an existing resource
Changing a resource’s budget
Changing the Activity Name
Assigning a new calendar

Note that if you are displaying time in the date columns (Edit > User Preferences > Dates) then it is possible to track who made the last changes on a given day.

Claim Digger can of course identify changes to relationships, but can not tell you who made the changes. The audit columns are still the best alternative within P6 for identifying the source of changes.

Keep in mind that only the most recent modification date and time is stored in the audit column so there is no way to see whether more than one user has been making changes to the same activity.

Copying a schedule results in the Added Date and Last Modified Date resetting to the day the schedule was copied, so the audit columns are only useful in the original version of the schedule.

Feb

What “Delete This Row” Really Means in a P6 Spreadsheet

Categories: P6 EPPM, P6 Optional Client, P6 Professional, P6 Web, Primavera Training

Tags: P6, P6 Update, Primavera P6, Primavera Templates, Primavera update

Comments Off

by Bill Pepoon

During a private Primavera P6 training session last week I was showing my client how to import changes into a P6 schedule using a Microsoft Excel spreadsheet. As you probably know, there are basically four steps involved: (1) create a spreadsheet template inside P6, (2) export the spreadsheet, (3) make changes to the spreadsheet, and (4) import the spreadsheet back into P6. There are a few basic rules to follow, such as not changing the order of the columns in the spreadsheet after it has been exported, but otherwise it is an easy way to share Primavera P6 data with individuals who may not have access to (or understand how to use) P6.

As a consultant, I use spreadsheets all the time for schedule updates. I send spreadsheets to my clients and ask them to provide the status of each activity that has been started or completed since the previous update. I rarely have to input this information manually. This process saves a lot of time and I can focus on more important tasks such as checking the critical path, and looking for open ends and out-of-sequence progress.

Anyone who has used a spreadsheet exported from Primavera P6 has probably noticed the mysterious column that P6 adds at the end. This column is not part of the template created in P6 but always appears in the exported file. While both rows 1 and 2 are column headers, it is the second row that most people notice because of its somewhat cryptic message:

“Delete This Row”

My client understood this instruction to mean that the second row should be deleted prior to importing the spreadsheet back into Primavera P6. And where did they get this crazy idea? From the in-house P6 expert. Granted, it does appear that P6 is telling you to delete the second row. And the real meaning of this instruction does involve deleting a row.

Here’s the deal. Deleting rows in the spreadsheet does not delete the activities when the spreadsheet is imported back into Primavera P6. I sometimes forget to use a filter in my spreadsheet template and when I realize there are more activities in the spreadsheet than I intended, it is often faster just to delete the rows rather than re-export the spreadsheet. And for this reason I also warn my clients that deleting a row in the spreadsheet is not the proper way to get rid of activities that are no longer needed.

The purpose of “Delete This Row” is in fact to delete one or more rows. You type “d” in this column next to any activity that should be deleted from the schedule. When the spreadsheet is imported back into Primavera P6 the activities with “d” next to them will be deleted. It is actually a great way for someone to communicate to me that certain activities should be deleted. In the graphic below, Activity ID 21 has been designated for deletion:

Keep in mind, that when activities are deleted there is a chance that it creates open ends in the logic network, so it is very important to check for missing predecessors and/or successors before publishing the schedule. Otherwise, “Delete This Row” is a very convenient way to get rid of unwanted activities.

Oct

P6 EPPM Training Available Online and In-Person Anywhere

Categories: In-Person P6 Training, Live Online P6 Training, P6 EPPM, P6 Optional Client, P6 Web

Comments Off

by Bill Pepoon

Earlier this year we rolled out our popular P6 101 (8-hour) and P6 102 (16-hour) training programs for P6 EPPM. We waited to offer this training until we had a chance to develop our own training materials. Our training programs are designed to mimic the steps necessary to create a schedule, run production, update and monitor progress, in that order. More importantly, we teach P6 EPPM from the perspective of professional schedulers who have been using Primavera software for 25 years. Some features in P6 EPPM are not appropriate for every industry. And there are situations where switching to P6 Optional Client makes more sense than trying to muddle by with P6 Web. Both of these components are included with P6 EPPM.

For example, you cannot automatically renumber Activity IDs in P6 Web while this can be accomplished quite easily in P6 Optional Client. So in the P6 EPPM environment an employee using P6 Web might need to request that another employee using P6 Optional Client perform this task instead. Conversely, the P6 Optional Client user would need to request that the P6 Web user change the Earned Value settings, one of many administrative settings that are only accessible via P6 Web.

Our P6 EPPM training programs are intended to teach the P6 Web component since P6 Optional Client is virtually identical to P6 Professional. However, we can teach both P6 Optional Client and P6 Web back to back in order to fulfill all of our clients’ training needs. We did this recently for a major Department of Defense contractor in Kansas City. The first two days were devoted to using P6 Optional Client and the next two days focused on P6 Web.

Already our P6 EPPM training has been in high demand. We recently completed a 6-week assignment for the State of California, developing training materials and training the in-house trainers. Ironically, we beat out Oracle itself for this assignment! Next week we begin training a major highway contractor in Texas. We provide P6 EPPM training online every month for individuals and groups. In-person P6 EPPM training is available anywhere in the world for small groups. Well, we only provide this training in English but otherwise no restrictions!

Below is an introduction to P6 EPPM that we recently posted on YouTube:

http://youtu.be/-so7qEzQ08o

This video explains how to set up a new project in P6 EPPM. In the next few weeks we will be posting more videos explaining various features of P6 EPPM. Please contact us if you have any questions.