Emerald Blog

Stories, Tips And Tricks From Our Team’s Experiences With Primavera Since 1995

04 December 2018

Tracking Mandatory Codes via P6-QA

Written by Mary Lynn Backstrom, PMP, PMI-SP, PMI-BA – Implementation Specialist

These reports require specific activity code assignments, and sometimes those are missing! Assigning these this is time consuming and frustrating. But don't worry, help is available... With the P6-QA tool!

One of the numerous features available in the P6-QA tool is quickly checking a specific set of mandatory activity codes in P6 Schedules, producing quick results to know which files as well as activities in the files are missing the mandatory activity code assignments. Mandatory activity codes in the P6-QA Tool can now be set at the global or project level. In previous versions of the P6-QA Tool the Mandatory Codes check could only be used on Global Activity Codes. Quickly ensuring the mandatory codes are assigned helps ensure reports issued are correct.

Thinking this is difficult to set up/use? No catch, the process is easy.

 

First Step: Login to P6.

Set up the required codes as Mandatory codes in the P6-QA Tool. Sound difficult? Not at all! The activity codes that are assigned as Mandatory simply need (*) added to the end of each activity code.

Let’s have a look at a small example.

We have one Global Activity Code set up as Mandatory (above).

We have two Project Level Mandatory Codes set up (above).

We have assigned some of the Mandatory Codes to some activities above. We need to run the P6-QA tool.

Above is the project file this example is using – the QA-P6-QA Last Run Date has been cleared to run the P6-QA Tool. Note the QA-CL – No Mandatory Code and the QA-CL- No Mandatory Global Code columns. These will be populated to indicate at the project level the status of the two checks. Our example is running just one project file – you can set up a QA – Frequency (see column above) for the P6-QA Tool to run on each file or manually run single or specific groups of P6 project files.

Above the specific tolerance fields have been included, which can be set for these two checks. You control the specific conditions flagged in the P6-QA Tool and at which level.

The layout above is grouping by activity type, showing the activity codes and their assignments from the P6-QA Tool check.

The user can filter/group and sort on the mandatory activity code values right in the activities tab to produce a quick layout that directs them to the issues to facilitate quick correction. Use your specific project codes to create a layout that works for your business. Don’t forget – save your layout/reuse. This is a simple example of 3 mandatory codes - set up the codes you require as mandatory - a few or many more.

27 November 2018

P6 Tools – Part of Your Company Digital Transformation?

Written by Mary Lynn Backstrom, PMP, PMI-SP, PMI-BA – Implementation Specialist

Hearing a lot about ‘digital transformation’ lately? Digital transformation can be defined as the acceleration of business activities, processes, competencies and models to fully leverage the changes and opportunities of digital technologies and their impact in a strategic and prioritized way.

What elements are included in your Digital Transformation plan? Can your team afford to ignore new technological advancements? Planning a strategic and prioritized path forward to fully leverage changes and opportunities in digital technology can have a very positive return on investment. The Digital Transformation for a company varies from company to company and can be a large project encompassing many different elements depending on said company and its current state.

Here's an example of leveraging changes and opportunities new technologies can provide. Say your team uses Primavera P6 for Project Management, yet doesn't use P6-Loader, P6-QA Tool, CAPPS or TAPS (barcode updating), and P6-Calculator for any efficiency gains, are you getting the best out of the tool. In many surveys conducted over the years by Oracle and Primavera, P6 is highly underutilized with 100% of clients using P6 for scheduling, 60-70% for resource management and only 30-40% for cost management and earned value analysis.

Emerald Associates specifically designed our productivity tools to address pain points users commonly encounter when using P6 so you can do better managing your projects and get more out of the project team;

P6-Loader:

The P6-Loader automates manual data entry through the secure import and export of most data elements between Primavera P6 and Microsoft Excel.

The P6-Loader allows for the controlled extract and upload of data at the global and project level and eases the challenge of manipulating your project data by leveraging the spreadsheet functionality of Excel.

The P6-Loader goes above and beyond the built-in import and export functionality in Primavera P6. It has also become a desired replacement for the outdated Primavera SDK (Software Development Kit). Now, with version 4 being cloud enabled, it is quickly becoming a desired tool to help with migrating to the cloud efficiently. With close to 1 Billion of transactions pushed through the system, it is making teams worldwide more productive.

P6-QA:

Emerald’s P6-QA tool removes the burden of manual schedule and business process analysis by automatically identifying deficiencies in Primavera P6 schedules based on scheduling best practices, industry standards, and user introduced business process requirements.

The P6-QA tool is unlike other third party Primavera schedule validation tool because it seamlessly integrates directly into Primavera P6 itself, allowing for the improvement of project management skills and scheduling quality in real-time. The P6-QA tool can be run at a preset interval such as weekly or monthly, or on an as-needed frequency to maximize your P6 schedulers’ ability to self-critique and ensure effective quality control.

When your resident engineering team is your frontline reviewers, this tool makes their role much easier and more efficient saving you a lot of time getting your contractors schedules reviewed, critiqued and hopefully approved so you know if the project is still on track without an expensive team doing a lot of analysis. When you are reviewing schedules every few weeks on a project this is significant in time savings as well as the time freed up to address any issues on the project.

CAPPS:

CAPPS is our tool that lets the remote users and likely non P6-Experts to get the project updates into P6 from wherever they are and whenever they have a moment. This means waiting for updates once a month is a thing of the past. Taking 2 weeks every month to get your portfolio updated is a thing of the past. Real-time statusing is doable with variances and deviations able to be highlighting and interjected into the schedule as they are happening making your forecasting, change management and claims avoidance mush more effective.

TAPS:

TAPS, or the Turnaround Progressing System, uses barcode scanning technology to eliminate the need for lengthy manual data entry when updating your Oracle Primavera P6 schedules. Simply use a barcode scanner to find, start, update or cancel any activity within the schedule in two quick scans.


With TAPS, status updates can be done 75% faster while increasing your team's accuracy, since there's no chance of manual data entry errors. The first scan finds the task and the second scan starts, finishes, and statuses the task with any of the percent complete types available in Primavera P6.

The progressing flexibility along with the ability to calculate and report Earned Value at the resource assignment level makes TAPS a strategic enhancement for all Primavera P6 users.

P6-Calculator:

The P6-Calculator performs calculations that are traditionally unavailable in Primavera P6.

P6-Calculator automatically performs calculations on data in P6 to present information to users that would otherwise be difficult for them to see, improving visibility and digestibility of complex P6 data and enabling better decision making.

All of the above tools are available on the Oracle Cloud Marketplace.

This is just one small example of an opportunity to leverage the changes and opportunities of digital technologies and claim the positive rewards of their impact. Help your team work smarter, not harder by empowering your team with the best tools!

01 November 2018

Oracle Prime – Cost Sheet and Viewing Budget Changes

Written by Mary Lynn Backstrom, PMP, PMI-SP, PMI-BA – Implementation Specialist

Oracle Prime uses the Cost Breakdown Structure (CBS) to track, manage and report costs in the Cost Sheet page. Costs in the Cost Sheet can be viewed in the base currency or the project currency.

Before we visit the Cost Sheet in Oracle Prime, let’s have a high level look at the CBS and Cost Categories.

The Cost Breakdown Structure (CBS)

A Cost Breakdown Structure (CBS) is a set of cost codes used to track, manage, and report costs related to a project. The CBS standardizes costs into categories that represent manageable cost sources (customized to your organization requirement) and a standard cost classification system. The CBS cost codes are classified into three types: expense, capital, or none. CBS codes are used in top-down and bottom-up cost planning and tracking.

Segment Definitions:

Use a segment definition to define the hierarchical depth of the CBS and how codes will be concatenated.

Segments Definitions can be edited in the Cost Sheet as well the CBS screen if need be.

You can create a custom CBS at the workspace and project level. When you create a CBS at the project level you can select the budget sources for your project, which can be edited from the Cost Sheet page up until the project is baselined. Our file (above) is already baselined, so we don't need to do this.

Cost Categories

A cost category is used to define costs into a category more specific than a CBS code.
Cost Categories are customizable - above is a very simple set for our small example.

Overview of the Cost Sheet

The Cost Worksheet can be viewed by CBS Codes or Cost Categories. (CBS Codes shown above.)

You have access to a flat list display and a hierarchical display of CBS codes.

The image above is a Cost Worksheet by Cost Categories. Cost sheet columns can be customized to view only required information.

Budget Changes

A Budget Change request to increase the Direct Labor Budget by $50,000.00 has been created (above). This budget change is then submitted for approval.

Recalculation of the Cost Sheet shows our Budget Change submission in the column Pending Budget Changes as it has not yet been approved.

As projects progress, changes in scope, resource reallocation, funding additions and withdrawals, or other factors can affect original budgeted amounts. Oracle Prime tracks budget changes and budget transfers.

The Budget Changes page enables you to track modifications that affect the budget. Use this page to view all approved, pending, and rejected change requests including who approved or rejected the change request, what the change entails, and any additional comments about why the change request was necessary. Pending change request amounts are also visible on the project Cost Sheet page if pending budget fields are displayed.

A second Budget Change has been created/submitted and approved (BC10 above).

The Cost Sheet (recalculated above) shows the approved budget change and the budget change that has not yet been approved. The approved budget change also appears in the Budget Window, both as part of the current cost for direct labor and in the details for that budget line item.

Note: Please keep in mind that you must have the required security access to create/make changes to the Cost Sheet and Budget sheets.

14 August 2018

Are You Tracking Ideas? Are Approved Ideas Easily Translated into Project Proposals?

Written by Mary Lynn Backstrom, PMP, PMI-SP, PMI-BA – Implementation Specialist

Ideas in Oracle Prime:

Use Oracle Prime to create ideas: capture, evaluate, and process the ideas for new initiatives and business endeavors.

Ideas are processed using a submission and approval workflow. Prime Projects provides a default workflow for processing ideas, or you can create a customized workflow. First the idea creator creates an idea and specifies the idea's business case. When an idea contains sufficient information, the creator can submit the idea for further processing by routers and owners.

 

02 August 2018

Oracle Prime Lean Scheduling

Written by Mary Lynn Backstrom, PMP, PMI-SP, PMI-BA – Implementation Specialist

What is the Tasks App in Oracle Prime about?

 

With the Lean Scheduling functionality in Oracle Prime you have access to the Planning Board (below). This enables the user to create customized views for their information in the Work Plan screen in the Tasks App.

27 July 2018

DOT's and Emerald Associates - We Can Make Your Job Easier

Written by Sue Hopkins - Implementation Specialist

Emerald Associates is well known in the US and Canada for our homegrown add-on tools for Primavera P6. We have assisted numerous companies in many diverse areas to get the most out of their P6 software. You may wonder how our tools can assist in the Departments of Transportation (DOT) field to get more done in P6, with less time, while still providing useful data to your stakeholders, and remaining good stewards of the public's funds. Our tools will help you do more work in less time, so that your project management group has more time to analyze and perfect their schedules.

09 May 2018

P6-QA and the Project Scheduler

Written by Sue Hopkins - Implementation Specialist

Manually wading through a schedule and looking for errors is time consuming and prone to human error. Not only that, it's boring. No one wants to do it, but you need to check your schedule for errors!

Even worse then working through your own schedule for errors, is slogging through a contractor's. When you don't know how they have built the schedule, it can take days to make sure things hold together. Some of our clients have several layouts, reports and even special access databases and outside tools to do this which is very time consuming, error prone and boring.

02 May 2018

Finding Setting Up or Changing Resource Availability in P6 a Struggle?

Written by Mary Lynn Backstrom, PMP, PMI-SP, PMI-BA – Implementation Specialist

We have all experienced at one point or another how tedious (and time consuming) setting or changing resource availability can be in the P6 resource dictionary. Particularly for an example like the one we will walk through where you are setting up or adjusting turnaround resources and the weekend rule happens to be ½ crews.

 

The P6-Loader can ease the pain of these types of tasks.

24 April 2018

Global Calendars – Exactly Which Projects Are Using Each Calendar?

Written by Mary Lynn Backstrom, PMP, PMI-SP, PMI-BA – Implementation Specialist

In P6, identifying each specific project using each of the Global Calendars in a concise, fast, easy to use manner is challenging. Some may think this is not necessary very often, but in my experience, it has been quite the opposite!

Is this functionality already handled in Primavera P6, Client or Web? A very good question - let’s have a look.

01 March 2018

Do You Need EV Calculated at the Resource Level?

Written by Mary Lynn Backstrom, PMP, PMI-SP, PMI-BA – Implementation Specialist

You are correct; out-of-the-box P6 does not calculate Earned Value (EV) at the resource assignment level. It only runs EV at the activity level which is fine for a start, but what to do when you need to ‘dig deeper’ and analyze crew performance? You can't use Global Change to calculate the resource assignment EV because the activity percent complete isn't available in the Global Change list of fields.

A very simple option is to use TAPS to input your schedule updates. TAPS is barcode updating (with additional functionality). By using TAPS, updates are faster and more accurate giving you (and your team) more time for schedule analysis. Yes, TAPS runs EV calculations at the resource level.

14 February 2018

P6-Loader v5 Usage Sheets Revolutionize P6 Database Maintenance

Written by Nicole Jardin, P.Eng. - CEO

When you have a large number of users in your P6 database, it is surprising how quickly that database can get “clogged up” with a lot of unwanted data. This happens even when using Sandbox databases, restricting privileges and every other trick you have thought of; long time P6 users know what I am talking about.

10 January 2018

P6-Loader - Easy Moving of Pre-Turnaround Work to the Turnaround Window

Written by Sue Hopkins - Implementation Specialist

On every Turnaround there are Pre-Turnaround activities that do not get done prior to the actual Turnaround and need to be moved into the Turnaround phase of the schedule.

The challenge is how to record actual hours earned in the PRE phase vs the TA phase, since a large number of these activities already have earned hours associated with them. Simply moving the activities would decrease the reporting of hours in PRE and create earned hours in TA for work that was actually done in PRE.

This can be done simply and quickly with P6-Loader.

28 December 2017

My PCM Forms/Reports are not Updating, What is Going on with BI Publisher?

Written by Dan MacMillan - Integration Specialist

In deploying our Emerald Primavera Contract Management (PCM) Productivity Cloud, we got the vanilla PCM installed and added our PCM add-on utilities for line numbering controls. Then we added some of our P6 and PCM automations to move change documents between the two systems.

To be on the safe side, we took backups and renamed databases, but we couldn't have predicted what would happen next...

28 September 2017

A Guide to P6 Archiving - Part 2

Written by Ian Nicholson, P.Eng. - VP Solutions

Archiving P6 Project Data and the Question of Location

This is part 2 of a series of blogs discussing best practices of P6 archiving. In Part 1 we discussed the question of time:

  • How long should you keep a P6 project file?
  • How do you track the date to archive your P6 project?


Now we will discuss the question of location.

 

archive project data

12 September 2017

A Guide to P6 Archiving - Part 1

Written by Ian Nicholson, P.Eng. - VP Solutions

Archiving P6 Project Data and the Question of Time

We get asked on a regular basis what the best way to archive P6 data is.

  1. How long should a project file be kept?
  2. What should be done with the project files when that time period has expired?
  3. Where should they be kept?
  4. How can we retrieve if we need them, especially with upgrades?


In this blog series, we’ll look at some of the options available to a P6 user and discuss the question of time.

 

Archiving P6 Project Data and the Question of Time

 

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