5 Primavera Functions That Project Managers Must Know

Oracle Primavera P6 is a powerful project management tool designed to streamline scheduling, resource allocation, and reporting. However, simply knowing how to navigate the software is not enough—you need to master specific functions to maximize efficiency and productivity.

Below are five essential Primavera P6 functions that every project manager should know to optimize project workflows and improve scheduling accuracy.

Function #1 - Removing Resources When Copying a Project for Clients

When sharing a project schedule with clients, you may need to remove resource details from the copy. Primavera allows you to do this efficiently using the Copy Activity Options function.

Steps to Remove Resources from a Project Copy:

1. Open the Project Window.
2. Copy the relevant project.
3. In the Copy Baselines dialog box, select the baselines you want to include.
4. In the Copy Activity Options dialog box, uncheck the “Resource & Role Assignments” option.
5. Finalize the copy and share the resource-free project schedule with your client.

Function #2 - Quickly Rescaling the Timescale in Primavera P6

Adjusting the timescale helps improve visibility when working with project schedules. Instead of navigating through multiple menus, you can quickly rescale the timescale with one simple action.

Steps to Rescale the Timescale:

1. Locate the magnifying glass icon in the lower part of the timescale.
2. Right-click on the icon.
3. Drag the timescale:
   • Move right to zoom in for a detailed view.
   • Move left to zoom out for a broader project overview.

This method allows you to instantly adjust the project view without accessing menu options.

Function #3 - Defining a New Resource in Primavera P6

Project managers often need to customize resources based on skills, costs, or availability. Primavera P6 allows users to define new resources directly in the Enterprise tab.

Steps to Add a New Resource:

1. Open the Enterprise tab and select Resources from the drop-down menu.
2. Click the “+Add” button (or access it via the Edit menu).
3. Enter the required resource details (e.g., name, skill type, or cost).
4. Save and apply the resource to project activities as needed.

Function #4 - Assigning a Resource Curve for Even Distribution

At the beginning of a project, resource demand may not be clear. Primavera allows you to assign resource curves to evenly distribute resources across project activities.

Steps to Assign a Resource Curve:

1. Open the Resource Assignments menu.
2. Select the project where you want to apply a curve.
3. Double-click the curve column for the specific resource.
4. Select the appropriate curve from the available options.
5. If the curve column is missing, enable it through the Columns menu.

Resource curves help in cases where exact cost and duration estimates are not yet defined.

Function #5 - Using the Report Wizard and Report Editor

Generating project reports is critical for upper management, project teams, and clients. Primavera offers two key tools for reporting:

• Report Wizard: Creates automated, structured reports.
• Report Editor: Allows manual editing of reports but prevents further modifications via the Report Wizard.

Key Considerations When Editing Reports:

• If you modify a report in the Report Editor, the changes will not be reflected in the Report Wizard.
• Always review whether a report should be edited manually or through automated processes.

Key Takeaways

• Remove resources when copying projects for clients by unchecking Resource & Role Assignments in the Copy Activity Options dialog box.
• Adjust the timescale quickly using the magnifying glass icon instead of menu options.
• Create new resources by clicking the “+Add” button in the Resources window.
• Use resource curves when future resource costs and durations are uncertain.
• Changes made in the Report Editor do not carry over to reports accessed through the Report Wizard.

By mastering these five Primavera P6 functions, project managers can enhance scheduling efficiency, improve reporting accuracy, and streamline resource management for successful project execution.