How to fix budgeted cost changing when exporting and importing Primavera P6 XER

Are you struggling with budgeted cost changes when exporting and importing Primavera P6 XER files? It’s a common concern that can lead to discrepancies in project budgets.

I recently received a query from one of my course trainees regarding this issue, and I believe the solution could be beneficial to share here. The trainee asked:

The Problem (Budgeted Cost):

“I’ve crafted a schedule, and allocated resources (both manpower and cost), and everything looked perfect on my laptop. However, when I forwarded the XER file to my consultant, they reported that the total budgeted cost didn’t match what I had shown them.

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In fact, the figures appeared slightly reduced on their end. I’m at a loss to identify the root cause of this. My Primavera displays one figure, but the XER file they’re using shows another. How can I resolve this?”

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The solution I suggest:

Resolving this issue requires a systematic approach to ensure that budgeted costs align accurately throughout the export and import processes. Here’s what you can do:

Variance Investigation in Budgeted Cost:
- Before proceeding, export the P6 XER file and import it onto a new PC. Compare the budgeted cost values between the two instances.
- If the budgeted cost discrepancy is limited to specific activities, investigate what sets these activities apart. Look for differences that might be causing variations in budgeted units and costs.
Resources and Calendar Settings:
- Confirm that the resources and calendars used in your project are assigned at the project level and not globally. Global assignments can sometimes lead to unexpected variations during export and import.
Unique Naming for Cost Resources:
- To prevent resource mix-ups during the export-import process, give your cost resources unique names. This will help ensure that they are correctly recognized on the new PC.
Spreadsheet-Based Fix (if necessary):

- If the issue persists despite the above measures, consider exporting the cost assignments as a spreadsheet from your original Primavera instance.
- Import this spreadsheet onto the other PC, which can help resolve the discrepancies. After doing so, export the XER file from the second PC.

By methodically applying these steps, you stand a good chance of rectifying the budgeted cost differences that occur during the Primavera P6 XER export and import operations.

This process ensures attention to detail, accurate resource assignment, and careful evaluation of discrepancies. With determination and the right approach, you can ensure that your project’s budgeted costs remain consistent across different instances of Primavera P6.

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