P6 Tips & Tricks To improve productivity using p6

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P6 Tips & Tricks To improve productivity using p6




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Presentations text content in P6 Tips & Tricks To improve productivity using p6

Slide1

P6 Tips & Tricks

To improve productivity using p6

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Indirect Filtering

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Indirect Filtering

P6 does not allow you to filter between some fields that it shouldExample:

P6 will not allow filtering between Date fields

But it will let you use GC to do date arithmetic between two dates

You can then filter on the field with the difference just calculated.

3

Slide4

Example of Indirect Filtering

You are given a new list of 50 milestone dates and need to report on only those that are more than 5 days late relative to the current schedule.

Use GC to copy Start and Finish into Date UDFs “X1S-Start01” and “X1F-Finish01”.

Enter (or import) the 50 dates into

“X1S-Start01” and “X1F-Finish01

Overwriting the copied dates

Run GC to put difference into

“X1

N-Number

02”

and “X1N-Number 03”

4

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Filter for Difference

Filter 5139 lists the activities where there are differences.

Note: 30,000+ difference for blank milestone date fields.

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Filter To Use

The 10,000’s deal with any milestones

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Result

What was sought

All Differences

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Virtual EPS

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Virtual EPS’s

If you are not allowed, or do not wish to make, true EPS nodes but, want the functionality they provide for organizing your schedules, try “Virtual EPS’s”

Enter Values in a Schedule level text UDF and organize on EPS and It.

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Virtual EPS’s (cont.)

Organize on EPS and the Text UDF

The EPS grouping “To Level” need not match the level the schedules are on

In this example the EPS is only 3 deep but, the grouping is done to level 5

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Virtual EPS’s

The missing EPS levels are just extra Blue and Red columns to the right of the yellow (lowest level available EPS).

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Virtual EPS’s (cont.)

Collapse to the groups you want

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Virtual EPS’s (cont.)

Edit the UDF to add Virtual EPS or move schedules

Dragging and Dropping schedules between the Virtual EPS will move them (auto-edit the “Text UDF” field).

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Virtual EPS’s (cont.)

You can group at a higher level

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What Virtual EPS Do Not Do

They do not allow (OBS) Responsible Manager assignments

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Multi-Link Deleting

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Multi-Link Deletions

We need to rearrange a string of activities and make them cascade

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Multi-Link Deletions (cont.)

Select Activities in Gantt View and Predecessors Assignment

Clicking delete (red X) removes all the links that have end points in both selections but, not those with only one end point selected

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Multi-Link Deletions (cont.)

Select Activities in Gantt View and Predecessors Assignment

Now link in new order

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Multi-Link Deletions (cont.)

Select Activities in Gantt View and Predecessors Assignment

Now link in new order

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Multi-Link Deletions (cont.)

The deed is done.

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Multi-Link Deletions (cont.)

Control which links to delete by excluding end points.

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Baskets

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Basket Technique – Layouts & Filters

The Basket Technique makes use of a dummy schedule to control distribute, and do bulk backups of Layouts and Filters.

Create an empty (zero activities) schedule and save any layouts you want to it (Project Layouts).

If a scheduler opens the basket with a schedule he/she is working on

All the layouts in the basket are available to use with the working schedule

Because the basket has no activities (therefore no resources etc.) the layout can be used as if it was in the working schedule

User and Global filters can be copied to a project layout in a basket and the basket can serve as a backup of them

It can be saved as a ZIP XML to backup its layouts and filters in bulk

Any user with view rights can use the Basket’s layouts and filters but, only those with edit rights to the basket schedule can modify them

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Using Layout Baskets

“Ctrl –” (must be minus “-” on numeric key pad) will collapse Layout List

“BskL_P6_Globals” is a backup of the Global Layouts

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Backup User and/or Global Filters

Copy as Layout and save layout to schedule and schedule to XML zip file.

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Basket Technique – Resources

Create Basket with one activity and assign only the resources you want used on a particular schedule or group of schedules

Open the basket with the working schedule

Even without any resources assigned to the working schedule you see only the

resouces

you want used by using the Current Project’s resources filter

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Additional Advantages of Resource Baskets

A scheduler can assign any resource in any schedule that is open

This means users can be given the ability to assign resources they cannot edit (or even see) in the resource tree view.

Avoiding the assignment of the wrong resources can be facilitated by using the “Current Project’s Resources” filter to limit the resources likely to be assigned.

Users with tree access to large numbers of resources can use the technique to focus in on only the resources they want used on a particular schedule.

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Baskets - Coding

Create Basket with one code assignment for each code you what to monitor or use.

Open it with the schedule(s) you want to assign values to or check

Group on Code and Projects

As shown

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Baskets – Coding (cont.)

Code assignments are

tagged for checking

Values without tag

(Basket Activity)

are not in the approved list

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Potential Basket Problems

To run Global Change (GC), you must have edit rights to all of the schedules you have open.

If you have a basket open that you do not have edit rights to, GC will be disabled.

Just close the basket to run GC

Or make a copy of the basket to an area you have edit rights to.

You may need to check “Hide Empty”, close the basket(s), or otherwise filter it out before running reports etc..

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Backdoor Sharing

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Exploiting The Permissions You Have To Share

If you have edit rights to a schedule, you can probably change its Responsible Manager’s (OBS) assignment to any OBS you have been assigned to no matter what permissions you have on it.

If you and another user can get a common OBS assigned to you (even if it is not assigned to any EPS or schedule currently) you can assign it to any of your schedules to make it available to each other

If you have an OBS that you have <Project Super> rights to, any schedule with it as the OBS (does not need to be on an EPS) can be assigned any OBS in the database.

If a user does not have edit rights to any EPS they will not be able to “upgrade” any EPS nodes, only schedules.

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Need Common OBS Not EPS

User 1 can see and edit Area 1 but, not Area 2User

2

can see and edit Area

2

but, not Area

1

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Need Common OBS Not EPS

By User 1 assigning OBS Area 3 that User 2 has rights to, the schedule becomes available to User 2

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Slide36

If User 1 Has An OBS With <Project Super>

Assign it first and then any OBS in the DB can be assigned to it

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Slide37

Using the xerFileParserBuilder.xls

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xerFileParserBuilder.xls

xerFileParserBuilder.xls is a P6 utility available on the internet.

https://www.planacademy.com/using-primaveras-xer-file-parser-import-wbs-from-excel-without-the-sdk

/

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It lets you see what is in an XER File

Click calendar on row 12 to go to the calendar sheet

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Calendar Info

You can determine if two calendars are the same by comparing their info

The “

clndr_data

” column contains all the exceptions

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Calendar Comparisons

You can do a simple “if” equals test in Excel to see if the exceptions are the same

Example “=IF(M2=M3,1,0

)” will return 1 if the same and 0 if different.

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The Parser can also Build XERs

This can be used to manipulate codes, WBSs, etc.

The problem is there is very little documentation, the data is somewhat cryptic, and the utility does not always seem to work right

However, if you invest the time to learn it, it provides a lot of under the hood capability.

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If You Learn How

You can adjust the code in the XER and rebuild to Make Globals

EPS codes etc..

Not easy or straight forward but, do-able

.

Much easier if only one schedule in XER.

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Importing Tricks

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Slide45

Bulk WBS Importing Via MS Project

Create WBS in MSP then Import into P6 using default template

WBS is created in P6

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Bulk Resource Importing Via MS Project

Create Resources in MSP then Import into P6 using default template

The Key is the Resource Name P6 is told to use MUST be unique !

In example above the resource Names are unique, the Initials are not !

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Bulk Resource Importing Via MS Project (cont.)

Be sure Resource Name

Is the selected option.

Note: Resources need not be assigned to be imported into P6

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Slide48

XML MS Project Importing

Current versions of MS Project save to a XML format current versions of P6 will import.

Because XML importing follows P6 security (

mpp

and

xer

do not) it is much more likely to be permitted to non-super users.

Of course, if you do not have permissions to create resources in P6, XML importing will not allow you to create resources in P6.

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Misc Tips & Tricks

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Slide50

Fixing Wrong XER Version

Change extension of XER to TXT and open in notepad.

Edit ERMHDR 8.3 to new

Version

Example: ERMHDR 8.1

Save and change extension

back to XERNote: %T rows are table names

%F rows are field (column)

names

%R rows are data

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Slide51

Pseudo Undo

Except for codes, virtually everything in a P6 PMDB (database) can be renamed without damaging it.

If a code (All codes: Global, EPS, project, etc.) is renamed, its assignments are not lost but, the code drops off all layouts, filters, GC’s, etc.

Using that fact, renaming can be used to segregate the various objects in the

PMDB

Prefix all “contraband” Layouts with ZZ## where “##” is the month you renamed it.

They are forced to the end of the list (out of sight) but, can be recovered by renaming.

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Problems With Multiple PMDB’s

When layouts and their associated filters are exported and then imported

Usually no problems with the same PMDB

Codes often do not import (are lost) from layouts etc. when the import is to a different PMDB

This is because they have internal IDs that are auto-assigned in the PMDB they are assigned and as such are very unlikely to match in a different PMDB

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Slide53

XLS WBS Importing Issues

The minimum codes P6 will export to XLS

However, P6 only requires Activity ID for importing

But

If import does not include WBS code field

All activities imported to lose their WBS assignments

The fix is to export the WBS code before importing without it and then import the saved WBS assignments after the import without WBS assignments.

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Importing DQC

(Data Quality Checking)

Copy the start and finish dates to UDFs before export.

Import those UDFs with the other data

After imported schedule is recalculated, use the UDFs and indirect filtering to find any busts.

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Importing EPS Codes

XML importing will import EPS codes and create them if necessary.

If they do not already exist in the target they will be created on the node imported to.

XERs will import EPS codes assignments but, the codes must already exist in the target PMDB.

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