Perhaps you’ve noticed that as of December 2020, there are some new features in Primavera P6 EPPM (Enterprise Project Portfolio Management), which we are going to take a look at today. Specifically, we’ll talk about Assignment Codes, one of the new Primavera P6 features here to make our jobs easier.
But only, of course, if you know how to use everything right.
Note: If you didn’t read my last article where I talked about how you can use Assignment Codes to replace Primavera P6 Cost Accounts, you might want to go read that first. It’s a useful foundation for understanding how Assignment Codes work in Primavera P6 and will simplify your understanding of this topic as well.
Ready to learn how to import Primavera P6 Assignment Codes from Excel?
I show you how easy it is to do just that. You do have to be an EPPM administrator, so make sure you partner with one or have the proper permissions before you launch. Let’s get started!
How to Export Your Data from Primavera P6 Professional
The main sequence of events is to export your current data from Primavera, configure it properly in Excel, then bring it back into Primavera. While some of these tasks might seem redundant, they aren’t. Follow the steps carefully for accurate results.
Step 1: Import Current System Data
Once you log into EPPM, head over to the Administration tab and then to the Enterprise data area. Go down to the Assignment Codes area, under resources, and you’ll see the Assignment Codes you already have. Go down to the link at the bottom, where you will see the option to import/export enterprise data. If you click that, you can export what you’ve got in the system currently.
This is an important step. If you skip ahead to importing, then you’re going to get your wires crossed.
You must first export what you have in order to see how to configure the template in Excel. Once you do, you can plug your Excel figures into the correct spots. Do this, and you can rest assured you’ll have a smooth transition of data back into Primavera.
Step 2: Configure Data for Re-Importation
Once you export, you’ll see that there are specific parameters that need to be set up for the import to work. One of the most important steps is always to preserve that top row. If you mess with any of the values up there, your import won’t work, so leave those alone.
At this point, add your Assignment Code values into the spreadsheet, making sure to follow the proper formatting.
Use the same structure you would for your Cost Accounts. You can use the columns to create a hierarchy as well.
Then save, before moving on to the import.
Step 3: Re-Upload Excel Data to Primavera
Now it’s time to bring it all home.
Click on import/export enterprise data again. On the import tab, go pick the file you’ve just updated. Select it, at which point it will read the file and reflect the resource and Assignment Codes within it. You say yes and click the import button, at which point it will give you a “Job Submitted” notification.
In EPPM, any time you import or export, a background job will take place. You can monitor it by clicking the button that says “View Service Status,” or you can simply click “OK.”
Check the notifications area at the top right to determine if everything went through all right; you should get a notification letting you know when the job has successfully completed, at which point you can close that notification.
Now all you need to do is refresh the screen, go to a different tab and come back to your Assignment Codes. If you’ve done everything correctly, you should see the additional Assignment Codes from your spreadsheet.
Final Notes on Importing Primavera P6 Assignment Codes from Excel
To conclude, importing Assignment Codes is a lot easier in EPPM than it is in P6 Professional because we have a very basic Excel spreadsheet that lets us import and export.
Now that you’ve got the basic tutorial (and you can watch the video for a visual guide of the process), you should be able to easily transfer Assignment Codes between Primavera and Excel, and back again. Just a few thoughts to keep in mind before you get started:
- Don’t forget you need to be an Administrator in order to do this. If you aren’t, you need to work with one.
- Make sure you know what you’re doing when you’re importing global data so that you don’t overwrite information that’s already there. If you’re not careful, you can make a real mess.
- Before you do any major imports, always back up your database.
Okay, that’s it! Follow the steps and caveats above, and you’ll streamline your project management process, avoid mix-ups and ultimately leverage Primavera P6 to the highest possible level. Happy planning.