import resource assignment in p6

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Importing XLSX Labor Resource Assignment Project Data into Primavera P6

February 15, 2021 By TheP6Pro

Microsoft Excel has enjoyed widespread adoption for decades. This makes it a preferred medium for the gathering and/or tabulation of project data for importing into Primavera P6 Professional .

On most projects only a few are well versed in Primavera P6 Professional scheduling. This limits the collecting and inputting of project data to a select few personnel. The good news is that Primavera P6 Professional allows the importing XLSX labor resource assignment project data. This means that project data gathering efforts can include XLSX spreadsheet submittals from P6 illiterate team members. These submissions may have labor resource assignment project data, which helps expedite the sometimes-laborious process of defining schedule resource assignments in Primavera P6 Professional.

This article demonstrates importing XLSX labor resource assignment project data into Primavera P6 Professional.

We have in Figure 1 our demonstration project schedule.

This schedule is in the planning stages of an HVAC project. At this phase in the process the schedule has Work Breakdown Structure (WBS) elements and activities, but no relationships. But, having a list of activities, we can assign roles (or trade skills) and/or resources to various activities. Our goal is to specify the labor cost of respective activities in our schedule.

We proceed and demonstrate the process of tabulating labor trade skills and/or resource data in an XLSX spreadsheet, and then importing this labor data into a Primavera P6 Professional schedule. The process begins by exporting project data to an XLSX file. This was done to provide the proper layout P6 requires for the import part of the process.

In Figure 2 we begin the process by first exporting project data to an Excel spreadsheet, Figure 2.

Select ‘Spreadsheet – (XLSX) in the export dialog, Figure 3, and click next.

In the Export Type dialog, we toggle to export activities and resource assignments, Figure 4.

Our assumption at this juncture is that the resource database includes all the trade skills and resources required for our schedule. We continue and choose to export our Air Conditioning System schedule, Figure 5.

Proceeding onward we click next, which brings us to the Select Template dialog, Figure 6.

We opt to modify an existing layout. You may have to begin by adding a new template. We first update the Activities subject area and choose the selected options in Figure 7.

Again, in the Modify Template, Figure 8, we select the Resource Assignments subject area.

We choose the options listed in Figure 8. Note the two columns Resource ID and Role ID. We want both columns for our labor resource assignments. We proceed and click next and choose the excel file to copy the project data into, Figure 9.

Click next, and to complete the export, click Finish, Figure 10.

After a successful export we open the XLSX file and view the TASK tab, Figure 11.

Okay, now our TASKRSRC worksheet is ready to populate, Figure 12, where our team member inputs labor resource assignments.

Your team member needs to at least populate the following yellow columns: Activity ID, Resource ID, Role ID, and Budgeted Units.  In Figure 13 we have our TASKRSRC worksheet with labor resource assignments on activities A1032, A1034, and A1036.

Note that P6 does not read project data from columns that have an (*) in their column heading (row 2). So, P6 reads the Resource ID, but not Resource Name. It reads the Role ID, but not the Role Name. It is also interesting to note that P6 does not read Resource Type. The Resource Type identification is in the Resource database, which we confirm is populated for both our resources, Figure 14.

The two columns to note in Figure 13 are the Resource ID and Role ID columns. For these columns make sure to use the same identification scheme as the P6 resource database. Also, you will find that when you have both a Role ID column and a Resource ID column the payrate assigned to activities becomes the payrate of the Role ID.

If you want the payrate to be that specified for the Resource ID, you must remove the Role ID column. Let us proceed and import our XLSX spreadsheet including both the Resource ID and Role ID columns, Figure 15.

In the Import Format dialog, Figure 16, we choose to import Spreadsheet – (XLSX).

We choose our updated Excel spreadsheet and click next, Figure 17.

At this time, you may have a warning that the user preferences used to create the Excel file cannot be located. The import still works with this warning message, so we choose Yes and proceed with the import, Figure 18.

In the Import Type dialog, we have two types to import, activities and resource assignments. We choose both in Figure 19.

Moving along, we choose to update an existing project, and import to our currently open schedule, Figure 20.

Finally, click Finish, Figure 21.

After the import choose Tools | Recalculate Assignment Costs, Figure 22.

You may also have to depress (F5) refresh data. The resulting schedule with imported labor project data is displayed in Figure 23.

Note that it was important to set the duration type of activities to fixed duration and units/time. This makes the schedule time constrained and resource constrained. Not setting the activities to this duration type results in erroneous resource assignment budgeted units/time values and resulting budgeted cost values.

Again, we imported both Role IDs and Resource IDs. Our activity labor resource assignments were therefore set to the Role ID payrate, which appears to take precedence when both Role IDs and Resource IDs are imported.

The labor resource assignments for each activity are viewable in the bottom detail’s resources tab, Figure 23. Observe in the activity table the budgeted labor cost column, which sums into the column for the budgeted total cost of the schedule.

Also, only roles and/or resources that are defined in the resource database are read-in during the import. All the resources that were read-in appear as assigned resources in the resource database under Forward Engineering, Figure 24. (Note the arrows on each resource icon, Figure 24.)

Schedulers may export their schedule to an XLSX file with a layout that is then compatible for importing the schedule back into P6. This XLSX spreadsheet may then be updated with relevant labor resource assignment project data. In this way, team members that are less proficient with Primavera P6 Professional , or may not have P6 access privileges, provide schedulers a way of importing XLSX labor resource assignment project data.

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Assign Resources to Oracle Primavera P6 Schedule using Excel Import

• Posted by Hany Ismail
• Categories Planning Using Primavera
• Date February 6, 2019
• Comments 0 comment

Assigning Resources to Oracle Primavera P6 time schedule could be very time consuming task without the help of MS Excel. In this article i will explain a step by step how you could save lot of working hours by using excel import.

1- Prepare Resource Assignment in Excel:

First step in Assign Resources to Oracle Primavera P6 is to prepare an excel sheet which contains the Activity ID, Resource Name, and Resource Units. Mainly this sheet should be a result of what called cost loading sheet (you can learn how to do cost loading by studding this Oracle Primavera P6 Course ) However for this exercise i am going to use very simple sheet to explain the general idea.

Our Resource Loading Table in the picture below should only contains 3 columns:

1- Activity Id: Is your activity Id as exists in Primavera p6

2- Resource Id: is the resource ID you want to assign for this activity, You can find the resource Id from enterprise—resources or as per my explanation below.

3- Budget units: is the number of hours if you are assigning labor resource or the cost if you are assigning cost.

2- Assign one activity with all resources in oracle primavera p6:

Now you need to assign one activity only in your p6 schedule with all the resources you have as per the following:

The reason i assigned all the resources to one activity is to get the proper resource assignment excel sheet for this project and to have the resources ID which i can fill in the resource loading sheet we created in the 1st step.

3- Export the resource assignment sheet from oracle primavera p6:

Now from File—Export—Spreadsheet—Resource assignment and be sure to select the following columns:

4- Edit the resource assign sheet in excel:

The exported file will contain one activity and three resourced assigned to it. Now we will Type the letter d in the Delete This Row column so when we import the sheet the resource assignment we made will be deleted.

After the row 5 we can add our resource assignment for all the project activities by adding activity ID, copy past Not Started , type the resource ID and target qty. See the following example:

Now we need to convert the numbers in target_qty column to text so oracle Primavera P6 will understand it when we import. See the following photo.

Text to column step 1:

Text to column step 2:

Text to column step 3:

Text to column step 4:

5- Import the resource assign sheet to primavera p6:

From File—import—spreadsheet—and select the sheet to be imported to your project. You will find after the import that all the activities are assigned with resources and resource units s well.

Conclusion:

Importing data from Excel to Primavera P6 saves 100’s of working hours. However, this article shows only a very basic concept of using Excel power in Planning. If you are interested in Advanced techniques i would advise you with Advanced Planning using Primavera P6 course

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Tag: assign resources , Assigning Resources , Excel Import , oracle primavera , primavera p6 , Resource Assignment

Hany Ismael is the founder and CEO of Planning Engineer Est. in Egypt. He has started his career back in 2003 as a site engineer, technical office engineer, planning engineer, planning manager, and finally planning department manager where he has been involved in several mega construction projects in Egypt and Saudi Arabia. In 2016, he established his own company in Egypt “Planning Engineer Est.” Hany gained his MSc degree in project management from Liverpool University-UK 2013-2016, PMP certified from PMI-USA 2010, and BSc Civil Engineer Tanta University-Egypt 2003. Hany provided more than 3,500 hours of planning and project management training on his website planningengineer.net, YouTube channel, and offline courses since 2011. He enjoys teaching project management in simple and practical way, and he developed several planning tools, techniques and courses.

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Create a Resource by Import

Import Resource Data from Microsoft Excel

You can import resources into the application from a Microsoft Excel (.xls or .xlsx) file. After downloading the import template, follow the instructions to create or update resources in the spreadsheet. The import will fail if there are any invalid values in the spreadsheet. You can download the spreadsheet file to view and fix the errors indicated in the error column at the end of each worksheet, and then import the file again.

You must have sufficient privileges to perform this task.

To import resources from Microsoft Excel:

• In the object selector, select a workspace or project.
• In the sidebar, hover over  Resources , and select Resource List .
• Select the Actions  menu, and then select Import .
• In the Import Resources dialog box, select  Browse , select a file, and select Import .

Next: Import Resources from P6 EPPM

Last Published 7/17/2024

Last Published Wednesday, July 17, 2024

How to Assign New Resources in P6 That Will Save Your Time

Primavera P6 Professional Tutorials

Struggling with assigning new resources in P6? You’re not alone. As a beginner planner or project controller, it’s easy to feel like every click leads to errors, and every minute slips into unproductivity.

You’re probably thinking, ‘There has to be a better way than manually updating hundreds of activities, one by one, only to find mistakes later.’

Well, guess what? There is a better way. It’s not about working harder; it’s about working smarter.

I’m talking about a method that will save you from the endless cycle of errors and time-wasting.

Ready for a little insider knowledge that will transform your approach to P6? Let’s dive into a simple yet effective strategy using Excel spreadsheets. It’s not just a time-saver; it’s your new best friend in resource management. Let’s begin.

STEP#1 Create Resource in the Resource Dictionary Before Importing Resources to the Activities in P6

Let’s start with the basics: setting up your resources in P6. Before you can assign any new resources to your activities, you need to make sure they’re in your toolbox. Why? Because you can only import resources to your activities if they already exist in this dictionary.

So, if you’re planning to assign a new resource – let’s say a ‘Piping Inspector ‘ for piping inspection tasks – you’ll first need to check if this resource is in your resource dictionary. If it’s already there, great, you can skip the next step. If not, it’s time to add your new ‘Piping Inspector’ into P6’s resource dictionary.

Let’s say you have already created the resource dictionary for this work.

Remember, you don’t always have to add new resources to the resource dictionary every time you bring them in. You only need to do that if the resources you’re trying to import aren’t already in the resource dictionary.

STEP#2 Export Activity and Activity Resource Assignment from P6

Before you add new resources to Primavera P6, first export the existing activity and resource assignment information from your P6 project.

• 1) Open the project you want to export/import.
• 2) Go to File > Export > Select Spreadsheet -(XLSX ) in the Export format window, then select the Activities and Resource Assignments , then click “ Next “.

• 3) After selecting “ Next “, the “ Projects To Export ” window will appear and place a checkmark to export the resources.

• 4) Are you setting this up for the first time? If so, you’ll need to create a new template. Let’s say you’re looking for a template to export your resource data, and you just can’t find the right one. In that situation, go ahead and add a new template. Make sure to name it something memorable, so next time you need to export resource data, you’ll have it ready to go.

• 5) Add the columns related to the resources in the “Activities” tag of the template. These columns will help to ensure you are assigning new resources only.

• 6) On the Resource Assignments tag of the template, add the Budgeted Units column from the Available Options. See the figure below.

• 7) Next, click “ Filter ” to add the filter that only shows the activities with no resource assignment in P6. Then, add the resource filter – Resource IDs equals blank , and click “ Ok “.

•  8) Then, click “ Next ” after creating a template. Select the location and give the file name to save the exported file. Once you have exported the Excel sheet, you should see the exported file with three tags, “ TASK “, “ TASKRSRC “, and “ USERDATA “.
• 9) In the resource assignment tag, ‘ TASKRSC ‘ section, which stands for resource assignment, you’ll notice that only the activities with assigned resources show up. That’s because this part specifically displays activities that have resources linked to them.

• 10) On the activities – “ TASK ” tag, you will only find the activities with no resource assignment because of the filter that we have added.

• 11) Save the file name that includes “ Export ” to compare it with data after importing resources to P6. For example, name the file “ TEST004 – Export Resource – Activity “.

STEP#3 Update Excel Sheet to Import New Resource Assignment to P6

Once you have exported the Excel sheet, the next step is to prepare the import file. To do that,

• One resource assignment tag – “ TASKRSRC “, delete the resource assignment data from row number 3 to the end.
• Copy the activities with no resources (Activity ID only) from the “ TASK ” tag.
• Paste activities (Activity IDs from the “ TASK ” tag) to the Activity ID column in the resource sheet – “ TASKRSRC “. Remember, these activities don’t have the resources, but you want to add resources.

• Then, populate the resource IDs – “PI” (Piping Inspector) in our case, and then add the budgeted units – (e.g., 16 hours) for each activity. Essentially, you will only have the data populated for three columns – “ Activity ID “, “ Resource ID “, and “ Budgeted Units “. So that it’s, you have now prepared the file to import the new resource assignment to P6.

Bonus Tip –

• Don’t worry about completing the blank cell with the column heading with an asterisk sign (*) because it won’t update the P6. You don’t need to update the columns: Activity Status, Resource ID, Role ID, Cost Account ID, Resource Type and Dates because they all have (*).
• Do not delete the spreadsheet’s “USERDATA” tag.

5. Save the file name that includes “Import”, such as – “TEST004 – Import Resource – Activity”, so you can pick the correct file when you import it back to P6.

STEP#4 Import the Updated Resource File Back to P6

After you have prepared the import file to P6, copy your project before importing it into the existing one (especially if you are doing this for the first time). You can always get the backup file to work on if something goes wrong. To import the updated file back to P6

• 1) – Go to File > Import > Select Spreadsheet-(XLSX ) in Import format window > then click “ Next “> and proceed to select Excel file that you want to import > then click Next
• 2) – Once the “ Import Type ” window appears, select “ Resource Assignments ” only. Don’t worry about choosing “ Activities ” because you are not updating the activities.

• 3) – Select the project from “ Import To ” in the “Import Project Options” window. Next, open the P6 project file where you are trying to import resource data. Otherwise, you won’t be able to select the project file. Once you have chosen the project, then click Next and Finish it.

• 4) See your changes in the resource assignments tag in p6. For example, you should now see the new “Piping Inspector” resource assigned to each piping inspection task for 16 budgeted hours.

[Remember to check the “budgeted labour unit” and “ budgeted non-labour unit” so you can compare the data after importing it back.]

Extra Tips:

When you try to import the resource, you might get the error message like – Process did not complete successfully. See log files for details if the resource you are trying to import doesn’t exist in the resource dictionary.

You can check this in the error log – Cannot resolve foreign key for TASKSRC .

Elevating Your Planning Skills

You’re about to transform your approach to project planning.

Imagine moving from tedious manual updates to focusing on impactful schedule development and analysis.

This change isn’t just exciting; it’s a significant step up in your planning career.

These new strategies mean less time on repetitive tasks.

More time on what truly matters in your job.

You’re evolving from a basic planner to a strategic asset.

Embrace this shift.

It’s your path to becoming a more effective and valued team member.

As you adopt smarter methods, you’re setting a new standard in planning.

Your team will notice your increased efficiency and productivity.

Remember, by working smarter, you’re not just keeping pace; you’re leading the way.

Ready to see how far these techniques can take you?

Go on, give these techniques a try.

You might just surprise yourself with how much more you can achieve!

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One Trick to Export P6 Resource Assignment Data to Excel

As you know Primavera P6 has a lack of graphical features so often we schedulers need to export everything to other software packages (mostly Excel) to produce an understandable schedule and graphs. I always had a problem when I export P6 resource assignment data to Excel with the standard exporting feature on P6 until I found a way to leverage the Reports feature.

Here you can use the current screen to develop a report and instead of making it a text report, we can have it produce an Excel report . This tutorial is good for anyone who wants to develop better resource curves and analyze resource assignments.

So let’s go it.

Export P6 Resource Assignments To Excel With The Help of Reports

Step 1 – select the assignment tab.

When you opened the desired project, on the left hand side, you can choose different options. In this case, to see the assignments, you need to select the aAsignment tab

Step 2 – Resource Assignments page

In this table, we have a resource assignments table on the left hand side and time-distributed data on the right. We can modify these tables in some different ways. I describe my way below:

Step 3 – Filter the resources

Right-click on the left table and choose Filters.

In the Filters screen write the following formula:   <where Budgeted Units/Time is greater than 0> .

In this way you will have only the resources that have assignment not all the resources that has been defined.

Step 4 – Choose spreadsheet fields

Right-click on the right hand table (spreadsheet) and from the menu choose Spreadsheet Fields and then Customize .

In the open menu we have two categories of columns, Cumulative and Time interval. We’ll select Cum. Budgeted Units from Cumulative and Budgeted Units from the Time Interval – in this way we will have data for each month separately and cumulatively.

You can select any kind of data for your report purposes. For this report we do not need any specific column on the left hand table.

What we need is just the resource name but it is visible that you can add any specific column to that table whenever is needed according to your report requirements.

Now we have data to develop S-curves. Now we focus on exporting these data to Excel.

So here’s where the trick part starts. Rather than use P6 export to Excel feature, we will export P6 resource assignment data with the help of P6’s internal Reporting system.

Step 5 – Run the Report Wizard

Go to Tools menu and select Report Wizard.

Step 6 – Use current screen

In the report wizard menu, select “use current screen” radio button and hit Next.

Step 7 – Use Time distributed data

Step 8 – Finishing the Report

In the following screens, you can simply click Next.

On this screen you can give a name to your report.

On this screen click “Run Report” .

Step 9 – Change the format of report

Select the “ASCII Text File” radio button and make sure that the “View File when done” box is selected and click OK.

Now you have an export of the P6 resource assignment data in an Excel file as shown in the following screenshot:

The reason that we do all of these efforts to export P6 resource assignment data to Excel is as follows:

• We do not have too much graphical features in P6 so we cannot develop perfect managerial reports in Primavera P6 alone.
• Resource curves in Primavera P6 do not show the percentage progress and monthly increments and this is not good when you look at a curve from a project manager’s perspective.
• If you want to calculate the manpower for each, in P6 you have to divide all man hours for every month to an exact number (for example 208) but as you know the working hours in each month is different because we have different for each month. Consequently we will not have a perfect estimation of manpower needed for each month in P6 while we can have an exact estimation in Excel.

In this way you can develop S-curves with the use of Excel easily.

Leave Us a Comment

What do you think about this method of export P6 resource assignment data to Excel?

What has worked for you in the past?

Let us know by leaving a comment below.

I started working as a scheduler 4 years ago. I have been working for different companies in different industries since then. I am writing tutorials because I believe knowledge and experience should be shared.I do like watching historical documentaries and reading novels.

Import Objects

Importing P6 XML or XER into Oracle Primavera Cloud

P6 XML and XER files exported from a P6 application contain P6 projects and their associated data. Only objects, values, and definitions that are explicitly assigned to projects or their activities are included in the P6 XML or XER file. This includes the parent hierarchy of applicable objects, such as resources or roles. If data in P6 is not assigned to or associated with an exported project, it will not be included in the P6 XML or XER file. You cannot use the import method to transfer entire P6 dictionaries such as resources, roles, risk matrices, and risk thresholds.

Note : XER refers to Oracle Primavera Proprietary Exchange Format (XER). It is a proprietary file format used by the P6 EPPM application.

The sections below list the P6 data objects that are importable or nonimportable by the P6 XML and XER import functionality in Primavera Cloud.

Importable Data

Importable data is separated into Workspace-level Data and Project-level Data lists, which identify where each object is stored in Primavera Cloud. Workspace-level data that is assigned to an exported project is stored in Primavera Cloud at the project's parent workspace level and assigned to corresponding project-level objects. Project-level data is stored with the project. In general, importable workspace-level data consists of P6 Enterprise Data such as calendars, codes, and UDFs, which can be assigned to child workspaces and projects within a workspace. Importable project-level data contains project-specific objects such as activities, resource assignments, risks, and the WBS. When an object is imported, its associated data is also included. For example, each activity that is imported includes its dates, durations, units, costs, types, code values, configured field values, and resource assignments.

The names and storage locations of data objects in Primavera Cloud may be different than in P6. For example, user defined fields (UDFs) in P6 are called "configured fields" in Primavera Cloud. P6 Enterprise Data like Project activity codes types and project calendars are imported and stored at the project level. These types of differences are included below.

You can set individual import actions for each project in the XML or XER file and most of the data objects listed below. Not all of the items below are listed in the application's import tool. Unless otherwise stated, subordinate items that are not listed in the application take the import action of their parent.

Importable Workspace-level Data

Importable Project-level Data

Nonimportable Data

The data that cannot be imported into Primavera Cloud is divided into two categories:

• Nonimportable but supported in Primavera Cloud : This is the data that cannot be imported into Primavera Cloud but the functionality is supported.
• Nonimportable and not supported in Primavera Cloud : This is the data that cannot be imported into Primavera Cloud and the functionality is also not supported.

Nonimportable Data Supported in Primavera Cloud

The P6 data listed below cannot be imported into Primavera Cloud, but the functionality is supported in Primavera Cloud. You must manually create data for these objects in Primavera Cloud if you still want to use them. Many pages in Primavera Cloud support downloadable spreadsheet templates, which enable you to quickly create large amounts of object-specific data and import it into Primavera Cloud.

Nonimportable Data Not Supported in Primavera Cloud

The P6 functionality and data listed below cannot be imported, and there is no functional alternative supported by Primavera Cloud.

Object Matching

During the import, Primavera Cloud checks each imported object to see if it shares an ID with any related objects already present in the database. The following fields are used to identify matches, per object:

Last Published 5/21/2024

Last Published Tuesday, May 21, 2024

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