Think of a project planner or controls engineer as the navigator of a project, constantly monitoring every detail to keep things on track.

The first step in our playbook? Identifying tasks that are behind schedule. Why focus on this? Because it’s crucial.

To do this, use the “Behind Schedule Filter”. This is like a spotlight, drawing attention to tasks that are running late. It’s a game-changer, showing the team why having a planner is so important.

But how do you create a layout that clearly shows which tasks are delayed? Just follow these five simple steps.

STEP 1 – Understand how behind-schedule or delayed schedule filter works.

Remember, it’s not enough to just find tasks that aren’t 100% complete. Some of those might be on time. We’re interested in tasks that are really falling behind schedule.

Let’s break it down with an example: this filter helps you identify two kinds of delayed tasks.

As per the picture below, this filter will give you two types of behind-schedule activities.

» Activity A – this task was supposed to be finished by your current deadline (the data date) but isn’t done yet.

» Activity B – a task that should have started by now but hasn’t even begun.

To make this work, use the “And” and “Or” options filter (a nested filter).

STEP 2 – Create New Filter and select ‘Any of the following ” on the first row of the filter

To do that,

☑ Go to “Filter”, then select “New” to create new filter. Then, the “Untitled” filter (a new filter) box will appear the moment the “New” tag is clicked.

 Name the filter as “Behind Schedule Activities”.

☑ On the 1st row of the filter, select “Any of the following”. See below.

[ Did you know why I have chosen “Any of the following” on the first row?]

We want to create an “OR” option filter because we are looking for activities like Activity Athe activity that should have been completed but is still in progress, or Activity B – should have been started but hasn’t been started.

STEP 3 – On the 2nd row of the filter,  select “All of the following”

Do you know why I’m telling you to choose “All of the following” here?

We want to create “And” option filter. This is because we are looking for an activity like Activity A, which has to meet two conditions.

☑ First condition: Activity that should have been completed

☑ Second condition: It is still in progress.

STEP 4 – Add filter criteria to show activity like Activity A

☑ On the 3rd row, add baseline project finish and set parameter. To do that

 Add “BL Project Finish” and set the parameter as “BL Project Finish” is less than or equal to DD.

To make this work, ensure you assign a baseline in the project. If unsure how to maintain and set a project baseline, go to How to fix the problem – Baseline Changes with the Data Date changes to learn more.

 On the 4th row, add” Activity Status” is not equal to “Completed”.

We have created filter criteria to look for activity like Activity A. Now, let’s move on to STEP 5.

STEP 5 – Add  filter criteria to show activity like Activity B

☑ Select 1st row — “Any of the following ” again and add a new row for additional criteria.

☑ The moment the “Add” tag is selected, a new row (2*) appears as the 2nd row of the filter. See below.

☑ Add the new filter criteria again — “All of the following“.

Once again, we have chosen to use “All of the following” to look for the activity – Activity B, which must meet two conditions.

1st: Activity that has been planned to start by status date.

2nd: It hasn’t been progressed or started.

☑ Select the new row (2*) — Where (All of the following) and click “Add” to get the additional criteria under here.

Once you have added it, the new row (3*) should appear below. Then, start adding new filter criteria. To do that,

☑ Select “BL Project Start” and set the criteria as “is less than DD”.

☑ Then, add a new row again (4*).

☑ On the new row (4*), select “Activity Status” from the drop-down list. Set the criteria as “equals Not Started”.

That’s it. You have learned how to build a filter for delayed activities in Primavera P6. You should be able to review activity lists that are behind schedule as below.

Once you follow these steps and highlight the delayed tasks to your team, watch how quickly things start to change.

You’ll gain momentum, and with each step, your confidence will grow.

Before you know it, you’ll be adding more complex layers to the filter with ease.

Keep on this path, and you’re definitely heading towards a bright future in project management.

You’ll be tackling challenges effortlessly and becoming the expert everyone relies on. It’s the perfect blend of progress and skill-building, leading you to success!

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Stay ahead in the game of project scheduling with Primavera P6!