Primavera P6 is very powerful planning & scheduling software but it is not user-friendly as well. One needs to get proper training before going to operate it.
Resource loading in Primavera P6 is one of the major areas to excel on for any user to become an expert. Today, I have decided to explain how you can we do this easily with the help of Microsoft Excel Import/Export function.
With the help of Microsoft import/export function we can perform many tasks mainly the graphs, progress updating etc. Some people use the Software Development Kit – SDK but unfortunately, it is no more offered with Primavera P6 nowadays. Although, some old school guys still use it with old versions of Primavera P6.
Note: Download the XER & BOQ MS Excel Files from Here Cost Loading Files
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Primavera P6 | MS Excel Import/Export
Let’s see step by step to understand this import/export function for Cost Loading and I will divide into sections to avoid any confusion
- Aligning BOQ Activities as of Primavera P6
- Adding a Material Resource in Primavera P6
- Assigning Resouces to Activities in Primavera P6
- Exporting Primavera P6 into Excel
- Modifying the MS Excel Sheet for Importing into P6
- Importing Primavera P6 into Excel
Read More: Project Management Interview Questions
Aligning BOQ Activities as of Primavera P6
Step -1: Make BOQ (Bill of Quantity) in MS Excel as per your activities in Primavera P6 schedule, as in below snip.
Step -2: Segregate all the Cost related to that particular activity. In below snip, you will see that all the cost related to Activity ID A1000 (You can name as per your convenience – the process will be the same) is calculated from main BOQ and put in order.
Adding a Material Resource in Primavera P6
Step -1: Now open the Primavera P6 project, click on the resources tab (available on the left-hand side menu bar). See snip below
Step -2: Once you are in the Resources tab, then click on “+” sign (available at right-hand menu bar). See snip below
Step -3: A new windows will pop-up ( New Resource Wizard ). Here, you need to add a new resource. See snip below
Step -4: Put a unique resource ID and Resource Name like I put BOQ & BOQ Cost here but you can use any as per your convenience. A number or alphanumeric does not matter.
Step -5: Hit “Next”. In Resource Type, Choose Material ( Supplies ) and put $ as a Unit of measure. See snip below – 1
Step -6: Now Units/Time & Prices wizard will open and in all three tabs put “1”. See snip below – 2
Step -7: In the Resource calendar, use as per your requirements. See snip below – 3
Step -8: In the last Wizard, select Auto-complete actual and hit “Finish”. See snip below -4
Adding a Material Resource in Primavera P6
Step -1: Come back to the Activities tab. Make sure to click the “Details” icon. Like is below snip.
Step -2: Click on “Add Resources” and an “Assign Resources” wizard will appear.
Step -3: Assign this BOQ Resources ( we just added ) to all of the activities.
Step -4: To assign in a go just select the top row and hold the shift button and then click Assign. See the below snip for better understanding. You will see our BOQ resource is assigned to each and every activity.
Exporting Primavera P6 into MS Excel
Step -1: In Primavera P6, Go to File……>Export……>Check Spreadsheet – (XLSX)…….>Next…..>Check Activities and Resources boxes……>Next….>Check the Project (Check Export)…..>Next…..> Click on “Modify”.
Step -2: In Subject, area Choose “Resource Assignments” then Include the “Budgeted Units” in selected options. Hit Next and Save the MS Excel at any designated area in your computer.
Step -3: Click “Finish” and Close.
Modifying the MS Excel Sheet for Importing into P6
Step -1: Open the Excel sheet and go to the second tab named TASKRSRC – As in below snip
Step -2: Now copy the activities Codes from the first column, as we need to maintain this sequence for successful loading. Copy only codes from Row 3 to 13 (end) and paste into any sheet in BOQ.
Step -3: Here, we will apply the vlookup formula to find the values against each activity in BOQ. Or you can use Index and Match functions. I will upload the files for your practices both Primavera P6 and MS Excel.
Step -4: Once you got the matching values then copy into the exported MS Excel sheet at “Budgeted Units” column in the same sequence.
Step -5: Convert these pasted values into Text as Primavera P6 only reads a text.
Step -6: To convert into text select these values, go to Data tab, Click on text to column, check Delimited, next, check Comma, dropdown text qualifier and select the only comma ( the second option). Next and then Check Text and Finish.
Step -7: You will see how the numbers are converted to Text and aligned at right in the boxes.
Step -6: Save and Close the MS Excel file.
Importing Primavera P6 into MS Excel
Step -1: Close the MS Excel sheet you just modified – very important
Step -2: In Primavera P6, go to file and Import
Step -3: In import format select Spreadsheet – ( XLSX ), hit Next
Step -4: Locate the MS Excel file you just closed
Step -5: Select the project where to import. Hit Next and Finish
You are done! You should get a picture like below
Just review all of your dates and values are OK.
Please note, instead of Budgeted Units, you can use Budgeted Cost as you may need Manhours or any other kind of Units for your program.
Youtube: You can watch a video if any confusion.