Ever wondered what your project management team really wants to see in your project plan? It’s simple: they want to know the direction of the project and how the resources are being used.

A Gantt chart might show if your project is behind schedule, but it doesn’t give you the complete picture, like how much work has been done or what’s left, and where exactly your resources are allocated.

That’s where the Resource Chart and Progress S Curve come in. They’re so informative that the management team just can’t overlook them.

What does this mean for you? Well, your role involves regularly providing these important documents. It’s essential that they’re accurate and filled with information that’s useful for your team.

In the article “How to generate S curve/histogram from Primavera P6,” you’ll learn how to create a progress chart with resource data from Primavera P6, directly exported to Excel.

While the second option is useful for creating a basic progress S Curve with resource assignment data, the first option – using a report wizard for a detailed resource/progress report – offers more benefits.

Here’s why the report wizard is a better choice:

Export Resource Data: If you’ve set resource limits in P6, you can export data on resource availability or overallocation. This is vital for reporting issues like resource overload, and opportunities like reallocating resources due to a reduced workload. A comprehensive resource report should highlight both challenges and opportunities.

Create Progress S Curves: These are based on planned and actual value data, ideal for projects in engineering, procurement, and construction where cost is a common denominator across all areas.

Showcase Your Skills: Use this as an opportunity to impress your team by showing trends in the project schedule, like the Schedule Performance Index (SPI).

Manage Portfolio: When you have many projects, each with over 200 activities, exporting resource distribution data directly from P6 is essential. In these instances, the report wizard is your go-to tool. Remember, you’ll need global privilege access to create reports for exporting resource data across multiple projects.

Ready to start creating resource histograms and S-curve reports with the P6 report wizard? Let’s get started!

Step 1 – Create report to build a resource histogram and S Curve

1) Open the project that you want to build a graph on.
2) Go to Tools > Report; when you are there, you will see the All Reports layout showing all the reports.
3) Look for Report Group: Resource Usage, where you can create a new report and find it quickly whenever needed.
4) Right-click > Add > New Report > Next > Select Time Distributed Data check box to see the project data throughout the project. Then, select the “Resources” in the Subject Area box and click Next.

5) Select the Resource Name from the resource column, as shown in the figure below.

6) Add a filter for the current project’s resource as below.

#Resource Filter #

Do you know you can build three major curves for manpower, equipment (non-labour resources (i.e., cranes, trucks, etc.), and materials? Include them in the resource filter if you want to report all types of resources.

7) Next, select Show Time Intervals and Show Total checkboxes to display project data over the period and all-time, respectively.

8) In the Timescale tag, set the time scale start to “PS-Earliest Project Start, time scale finish – “PF-Latest Project Finish“, and date intervals – week (select “day, or month” as desired).

9) Select the “Calculate Average “option in the Timescale tag to calculate manpower allocation per period. By selecting this option, P6 will calculate the average resource per period.

For example, If you have 200 hours of resource per week and the project calendar is (8 hours x 5 days), the average resource per week is 200/40 = 5

10) Select the Time Interval Fields.

    • Use Remaining Early Units (to show the remaining resources)

    • But select “Available Unit” and “Overallocated Early Units” to show the resource issues and opportunities. However, I have only used “Remaining Early Units” to simplify developing histograms in Excel.

11) Name the Report Title, click “Next, ” and save it.

Step 2 – Export the Report to Excel Spreadsheet

>>To export resource data to Excel, select the report you just saved >> Click Run report, then select Delimited Text file. Next, choose the output file location to export P6 data to Excel, as shown in the figure below.

NOTE: Do you have any issues with the date format? If you want to change the date format, you can’t change the format in the report view. You need to change it on the user preference setting. To do this,

⇒ Go to “Edit“>> User preferences and look for the “Date” tag. Then, change the date format that you prefer.

Step 3 – Create Resource Chart on a Spreadsheet from Scratch or on an Existing Template

Once you have saved a resource spreadsheet exported from P6, you can develop a histogram in an Excel sheet. If you don’t have the template for resource graphs, download the template to save time in preparing the report. But if you are keen to learn more about how you can plot resource charts, try the following steps:

(1) Delete or hide the “Remaining Early Units” column.

(2) To prepare Resource Histogram,

» Select the Resource Name column (location 1) and time scale data (location 2)
» In the latest Excel, go to Insert and click on the “Insert Column or Bar Chart” menu.

» Select the Stacked column to view individual resource histogram. If you like, you could also try to use Clustered column. Now, you should have a resource histogram that looks like this, but it won’t appear in a format that’s easy to read.

» Modify the format of the histogram chart as below:

1) Select the time scale period
2) Go to “Format Axis” and select ‘Text axis“.

That’s it for the resource histogram. Next, let’s move on to developing the S curve for resources.

(3) To develop S Curve for Resource Profile, you will need the cumulative data,

Calculate cumulative manpower (resources)

» Cumulative manpower of the 1st period (e.g. 25 Sep 2011 in our case) = total manpower for the 1st week = 1
» Cumulative manpower of the 2nd period (e.g 2 Oct 2011) =total manpower for the 2nd week + total manpower of the 2nd week = 1+ 7 => 8
» Cumulative manpower of the 3rd period (e.g 16 Oct 2011) =total manpower for the 2nd week + total manpower of the 2nd week = 8+ 11 => 19

  Keep copying the formula to get the cumulative data until the end of the project.

Once you have populated the cumulative manpower data, select – 1Resource Name” column, 2 Cumulative” and time scale data as below:

. Go to Insert >> click on “Insert Combo Chart“, and then click on “Create Custom Combo Chart.”

  Select – 1 “Chart type” >> SelectStack Column” for each resource name and “Line Chartfor cumulative data.

. Make sure to select – 2 “Secondary Axis for all the individual resources.

. Modify the format of the histogram chart as below:

1) Select the time scale period
2) Go to “Format Axis” and select Text axis“.

. Add the description for the report title, “Resource Histogram/S Curve“, because it would be best to have a resource graph showing the S Curve and histogram in a single bar chart.

Congratulations! You’ve just mastered the art of crafting a resource histogram/S Curve using P6 export data and the report function. This isn’t just about making charts; it’s about unlocking the full potential of P6’s report wizard to reveal crucial insights into resource availability.

Remember, this tutorial isn’t just a ‘how-to’ guide; it’s your secret weapon in understanding why these resource graphs are essential.

Steve Martin, the famous author and comedian, once said, ‘Be so good they can’t ignore you.’ Apply that wisdom here. Keep refining your skills, gain confidence, and soon enough, management won’t just be on your side; they’ll be relying on you.

Eager to become a wizard at creating progress S Curves using the P6 Report option? Dive into our detailed guide on ‘How to Develop a Progress Curve Using the P6 Report Wizard.’

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