Matching License Types to User Roles in Primavera P6
Properly assigning Oracle Primavera P6 licenses requires understanding how different project roles interact with the software. Oracle licenses Primavera P6 per user—every individual accessing the software must have an appropriate license.
Below is a breakdown of license types matched to specific roles within a typical organization.
Schedulers and Planners
Schedulers and planners are typically power users within Primavera P6. They use the software extensively, managing tasks such as:
- Building detailed project schedules
- Assigning resources and managing allocations
- Maintaining and updating project plans regularly
- Performing what-if scenario analyses to forecast and adjust schedules
Because schedulers actively interact with Primavera’s advanced functionality, each scheduler or planner requires a full Primavera P6 Application User license. This license provides full capabilities and can be used via the P6 Professional desktop client or the P6 EPPM web interface.
Licensing Example:
- If your organization employs five schedulers, you must obtain five individual licenses—one dedicated license per user. Oracle’s licensing rules strictly prohibit sharing licenses among multiple users.
Project Managers (PMs)
Project managers are another critical user group in Primavera P6 environments. PMs typically:
- Review and monitor project schedules
- Update task status, milestones, or deadlines
- Generate and review project-related reports
- Occasionally approve project details directly within the software interface
Project managers usually need a full Primavera P6 Application User license, even if their system usage is intermittent or primarily involves viewing dashboards. Oracle licensing explicitly states that any individual logging into the system, occasionally or briefly, must be individually licensed.
Licensing Exception:
- If a project manager never directly logs into Primavera and only receives printed or exported reports from licensed users, they generally do not require an Application User license.
- Practically speaking, most PMs regularly interact directly with Primavera P6, making licenses necessary.
Recommended Approach:
- Many organizations proactively license all project managers to interact with Primavera data, ensuring full compliance and avoiding potential issues during Oracle audits.
Read Oracle Primavera P6 Licensing Explained.
Executives and Stakeholders
Executives and senior stakeholders typically have limited interaction with Primavera P6. Common executive uses of Primavera data might include:
- Viewing high-level project portfolio summaries or status dashboards
- Reviewing project progress reports or graphical analytics
- Gaining visibility into strategic initiatives or key projects
Executives and stakeholders often require only minimal direct interaction with Primavera. However, Oracle’s licensing policies stipulate:
- Any direct access to Primavera P6 data—even if it is read-only—still requires licensing.
- Executives who log directly into Primavera P6 or view data through direct Primavera interfaces must have at least an Application Read-Only User license.
Licensing Considerations:
- Organizations commonly address executive licensing by either assigning read-only licenses or providing periodic exported reports without direct login access.
- Alternatively, some organizations use external business intelligence tools (e.g., Power BI or Oracle Analytics) to aggregate Primavera data for executives.
- Be aware that if external BI tools directly query Primavera’s databases in real time, Oracle may classify this as indirect usage and require executives to hold proper licenses.
Read Indirect Access in Oracle Primavera P6 Licensing
Team Members / Resource Assignments
Team members such as engineers, analysts, or field crew leaders often use Primavera P6 primarily for task-specific updates, including:
- Submitting time entries or progress updates against assigned tasks
- Reporting task status or completion milestones
- Providing input directly into Primavera through simplified modules or mobile apps
To accommodate such limited-use scenarios cost-effectively, Oracle provides specific licensing options:
- Primavera Progress or Team Member licenses (available in Primavera Cloud environments) allow limited interaction at a lower licensing cost.
- A similar module called P6 Progress Reporter exists for on-premises deployments, specifically designed for simple updates and reporting.
Licensing Rules for Team Members:
- Even users performing limited updates require appropriate licenses. In on-premises Primavera EPPM installations, team members updating tasks via the interface or mobile applications are technically considered Application Users and must be licensed.
- Some organizations procure limited-use licenses for these resource-level users, often licensing them exclusively for modules like Progress Reporter.
Prohibited Practices:
- Oracle strictly forbids sharing generic login credentials among team members. Each individual requires a named user license.
- Using one shared “timesheet” login account across multiple users violates Oracle’s licensing rules and can lead to compliance issues.
Administrators and Support Staff
Administrative and support roles within organizations typically include:
- Primavera P6 system administrators managing user access and security
- Database administrators who maintain Primavera’s backend systems
- Application support staff handling configurations and integrations
- Report developers creating and running Primavera-specific reports or integrations
Licensing requirements for administrators and support staff depend on their exact method of interaction with Primavera:
- Administrators who access Primavera directly via the web or desktop client to configure, manage, or troubleshoot must hold an Application User license.
- Database administrators conducting direct database queries or maintenance tasks without using Primavera’s client or web interfaces do not require Primavera licenses.
- Report developers using Primavera’s reporting tools, analytics modules, or web services APIs for Primavera integrations must also be individually licensed.
Licensing Clarity:
- Ensure all administrators or support staff directly interacting with Primavera’s interfaces or APIs hold valid licenses.
- Consider carefully reviewing which support roles interact directly with Primavera and license accordingly to maintain compliance.
Practical Licensing Example
Consider the following scenario demonstrating how different roles map clearly to Oracle Primavera licensing requirements:
- A construction company uses Primavera P6 extensively across projects and has the following users:
- Three schedulers manage project timelines, tasks, and resource allocations daily.
- Five project managers who regularly log into Primavera to monitor projects, generate reports, and approve key milestones.
- One PMO director views dashboards and reports, occasionally logging directly into Primavera.
- Fifty field engineers who provide task updates and timesheets through a mobile app connected to Primavera.
In this scenario:
- The three schedulers and five project managers (a total of eight users) each require their own individual Application User licenses due to their regular, direct interactions with Primavera.
- The PMO director who accesses Primavera dashboards and reports directly also requires at least a read-only Primavera license, as direct access always necessitates individual licensing.
- The fifty field engineers, who frequently submit updates via mobile interfaces or specialized modules like Progress Reporter, must also each hold appropriate licenses—potentially a limited-use license, if available.
This example clearly illustrates how roles within an organization align directly to Primavera licensing requirements:
- Schedulers/Planners: Full Application User licenses.
- Project Managers: Typically full Application User licenses.
- Executives: Usually at least read-only licenses (if direct access occurs).
- Team Members: Limited or specialized licenses, depending on the exact usage scenario.
- Administrators/Support: Licenses are required if direct Primavera interface use occurs.
Organizations must assess and document all user interactions with Primavera to ensure compliance. Failure to align licenses correctly with user roles can lead to licensing audits, compliance issues, and unexpected costs.
Conclusion
Properly matching Oracle Primavera P6 licenses to user roles ensures compliance, cost efficiency, and smooth software utilization. Organizations must remain vigilant, continually evaluating how each user accesses Primavera P6 and clearly understanding Oracle’s licensing rules.
Assigning licenses accurately based on specific roles prevents compliance issues, protects the organization from potential audits, and aligns software investment precisely with user needs.
