In project management, the data date is the “as-of” date – or the date you have statused the project up to. For baseline schedules, this is generally the date that the project begins. Once the project actually begins, however, this date should change to match the performed status updates. During the update process, the data date will show the date that you have updated progress up to. This will help you quickly differentiate between the work that’s completed and the work that you still have to do. 

How Does the Data Date Work?

The data date will help you identify what work you’ve done and what work you have left to do. Typically, activities before this date will show as completed or still in progress. Activities after this date will show work that you still need to do. As you continue to perform status updates, you should adjust this date to match the updated work.

For example, let’s say that my project planned to start on January 1st. For my baseline schedule, before the project begins, the data date would be set to January 1st. At this point, none of the activities have started. All activities would have a start date of January 1st or later – showing that they all still have to get done.

At the start of February, I would perform my first status update. During this process, I would update activities with progress up to February 1st. After updating the activities, I would update the data date to February 1st as well. This will let me quickly differentiate between completed and not started work. Activities with start dates before February 1st will show as completed or in progress. Activities with start dates later than February 1st will show as not started, and still need to be done.

As I continue to perform status updates, I would want to continue to adjust the data date to the date I’ve updated progress up to.

How Does the Data Date Display in Primavera P6?

In Primavera P6, the data date will display in the bottom status bar with a project open. It will also display on the Gantt Chart as a red or blue vertical line. Activities to the left of this date are either completed or in progress – these will typically display in blue. Activities to the right of this date have not started and still have to get done. These will typically display in either red or green, depending on Total Float.

When you first create a project, the data date in P6 will be set to the project’s Planned Start date. However, you’ll want to adjust this date as you perform status updates.

How to Update the Data Date in Primavera P6

There are two ways to update the data date in Primavera P6. You can either manually adjust it in the Projects screen, or adjust it automatically when scheduling the project.

Updating from the Projects Screen

If you want to adjust the data date before performing status updates, you can do this in the Projects screen. Again, by default, this date will be set to the project’s Planned Start date. If you change the Planned Start date, the data date will automatically move with it.

You can access the Projects screen in P6 by selecting Enterprise > Projects. From the Projects list, select the desired project. Within the Details section, navigate to the Dates tab. Here, you’ll find a field that you can adjust by selecting the ellipses button.

Use the calendar window to choose a new date, and then press Select.

The data date will automatically adjust to the selected date. However, you might not see this change reflected on the Gantt Chart until you either Refresh Data or Schedule the project.

Updating While Scheduling 

You can also update the data date when scheduling the project. This is useful for performing status updates, as you can update both the project and this date simultaneously.

To schedule the project, select Tools > Schedule, or press F9 on your keyboard.

The Schedule window will open. Scheduling the project will allow P6 to run the critical path method algorithm on the activities you’ve added so far. This algorithm will calculate when each activity should start and finish to get everything done on time. It is important to schedule after making changes to your project.

Here, there is an option to schedule the open project using either the current data date or a selected date. Select Apply selected data date to all open projects and use the ellipses to choose a new date.

Select Schedule, and the project will automatically adjust.  

How Does Updating the Data Date Affect the Project?

After moving the data date and scheduling the project, you might notice a few changes in the Gantt Chart. First, the data date line will shift to the selected date – quickly showing you the last update date. You might now see activities to the left of the line. Activities to the left of this date represent those that have completed or are still in progress. These tasks typically display in blue.

To the right of this date, you’ll find all activities that have not yet completed. These task bars will typically display in red or green, depending on Total Float.

Most importantly, the data date might push some activities out, giving them a new Start and Finish date. When you move this date, you’re telling the program that you have updated all work performed up until that date. If you have any activities that were supposed to start in the last update period, but didn’t, the data date will push them forward. The program will assume that you still have to complete these activities, and will present a new date for them to start and finish.

This can also push out your project’s completion date. If you’re not performing all work when you’re supposed to, your project may be delayed. Moving the data date will give you a more realistic representation of the work you still have to do. At this point, you may need to compress the schedule to get back to the original completion date.

Summary

The data date is the date that you have scheduled the project up to. In baseline schedules, this is typically the project planned start date. For updated schedules, however, this date shows how far along the project is. In Primavera P6, you can find this date both in the Status bar and on the Gantt Chart.

It’s important to update the data date as the project progresses. Generally, it is a good idea to update this date after each status update. By doing this, you’ll be able to find the most current start and finish dates for each activity and the project as a whole.

If you have any comments, questions or suggestions, please use the comment section on the bottom of this page, and 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!