In project management, you often need to share project data with others. For stakeholders and owners, you may need to share the timeline, budget, and progress of the project. For field employees, on the other hand, you may need to share constraints and sequences of work. In Primavera P6 Professional, you can print or export the schedule at any time – but this often includes more information than needed. When sharing specific project information, you can use reports instead.

Primavera P6 reports are tabular documents that populate a list of user defined data. Reports can pull any information directly from the project – such as the activity dates or costs. You can even customize reports to show exactly what you need using filters. Using reports, you can create and share customized sets of data for each recipient. Once created, you can run a report on any project within the database – even batches of projects if needed.

In this article, we will outline the process of creating and running reports in Primavera P6 Professional. The following examples are from Primavera P6 Professional 18. However, the process is the same for all current versions of P6 Professional.

To run or create a report, first open the Reports screen by selecting Tools > Report > Reports.

Access Preferences in the Revu menu in Bluebeam Revu 2019

Creating Reports

The Reports screen will display a list of available Global reports. By default, P6 will provide a variety of predefined reports to work with. At any time, you can run one of these default reports on the open project.

You can also create new reports – which is especially useful for sharing specific information. To create a new report, select Edit > Add while in the Reports screen.

Access Preferences in the Revu menu in Bluebeam Revu 2019

The New Report Wizard will open to help you define the custom report. First, you can choose whether to create a new report, a report based on the previous screen, or modify an existing report. The only option available here is New Report. The other options are only active after selecting an already made report. Then, select Next to continue.

Access Preferences in the Revu menu in Bluebeam Revu 2019

The next screen will prompt you to select a Subject Area for the report. This is what type of data your report will pull from – such as Activities or Resources. There’s an option here for Time Distributed Data – checking this will only show options that you can display over time.

In this example, I create a report to show the activities that have not yet started. For stakeholders, this can be useful to see how the schedule is progressing. If tasks are falling behind, this report can help them decide on whether to grant a time extension. Because this report will focus on activities, I’ll select Activities as the Subject Area.

Then, select Next to continue.

Access Preferences in the Revu menu in Bluebeam Revu 2019

The next screen allows you to add Additional Subjects related to the Subject Area. If you want to report on specific activity information, such as the resource assignments or relationships, you can do that here. For my report, I’ll leave this field blank to focus specifically on activities alone.

In this same step, you can configure how information will appear on the report using the Columns, Group and Sort, and Filter buttons.

Columns

First, you can choose which columns appear within the report. This determines what activity data displays – such as dates or durations. To adjust the report’s columns, select Columns.

In the Columns screen, you’ll find two boxes: Available Options and Selected Options. Available Options will list all available columns, organized into expandable categories. Selected Options will list the columns currently displaying within the report. You can use the left and right arrows to move columns from Available to Selected and vice versa.

For my report, I currently have the Activity ID and Activity Name columns selected. Along with these, I’ll add the Activity Type, Original Duration, and Successor Details columns to the Selected list. Once you have configured the columns, select OK to continue.

Access Preferences in the Revu menu in Bluebeam Revu 2019

Group and Sort

Next, you can adjust the arrangement of report subjects using Group and Sort. Under Group By, you can choose how values are grouped together in the report. This can be useful if you want to view activities of a certain type all together. Unlike grouping bands in the Activities table, however, grouping bands in reports can not be color coded. For this report, I’ll select WBS to see my activities grouped by their Work Breakdown Structure layer.

Under Sort, you can also choose a sort order for the report values. If you choose a grouping system, the sort value will only sort data within the group. Basically, sort orders do not adjust the selected grouping, but simply sort activities within each group. You can sort your data in any manner desired, such as by date or by name.

Once you’re done grouping and sorting, select OK to continue.

Access Preferences in the Revu menu in Bluebeam Revu 2019

Filter

Lastly, Filter allows you to specify what data to report on. If you don’t add a filter, this report will include all activities within the current project. For some reports, you might want to filter down the data to only include specific types of activities – such critical or late activities. In this example, I’m creating a report to only show information about incomplete activities, so I’ll add a filter.

The Filters window uses boolean logic to set parameters for the report. Filters use a specific syntax of ‘where (parameter) – is – (value)’. Only the activities that match the filter conditions set will display in the report. You can even add multiple conditions using the Add button for more complex filters.

In this report, I don’t want to see any activities that are Complete. Under Parameter, I’ll select Activity Status. Under is, I’ll select not equal to and under Value I’ll select Completed. The report will now only show activities that are either in progress or have not yet started. 

Select Okay, and then Next to continue.

Access Preferences in the Revu menu in Bluebeam Revu 2019

The next screen lets you choose a timescale and time distributed data fields. I’ll leave these options as they are and select Next.

The following few screens allow you to title the report, Run Report, and Save Report. You can run the report from this window before saving it. However, just as easily, you can save the report and then run it from the Reports screen. With a report saved, you can run it on any project, at any time.

In this example, I will finish the report first by selecting Save Report, and then Finish.

Access Preferences in the Revu menu in Bluebeam Revu 2019

Running Reports

With the Report Wizard complete, you can now run the report on the open project from the Reports screen. To run the report, right click on it within the list and select Run > Reports. There are various options of where to send the report to, but I’ll keep Print Preview selected and press OK. The report will automatically open within its selected format.

Reports are lean, tabular and include the columns, groups, and filters you had selected. The report will not include any graphics – instead, it’s just a list of data pulled directly from the project. Once run, you can share this report with others, such as stakeholders or field employees. This will give them a better sense of the remaining progress within the project.

Access Preferences in the Revu menu in Bluebeam Revu 2019

Summary

Sharing project information is a vital part of project management. You will often need to inform others on how the project is performing. Beyond just printing and exporting, you can create customized reports using Primavera P6. Reports are especially useful for sharing specific project data – such critical activities or overallocated resources. P6 makes it easy to customize reports by guiding you through the process with the New Report Wizard. Once you have created a report, you can save it, share it, and even run it on other projects.

If you have any comments, questions or suggestions, please use the comment section on the bottom of this page. Don’t forget to subscribe to our blog to get more Primavera P6 tips & tricks directly in your inbox!

Lauren Hecker is the instructor for the Primavera P6 Professionals training courses. To see her next open enrollment course, please visit our calendar. To schedule an onsite or custom course, please contact us!

2 Comments

  1. Mateusz

    Thanks for this instruction, it helps me to find a way to get report similar to I am looking for.
    I need a report for a planned workload for resources using theirs roles. Is it possible to export this kind of report to excel, csv or similar?

    Reply
  2. Tim

    This made me so very happy.

    Reply

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