How to Start with Project Intelligence for Excel

This guide is the fastest path for a first-time user or reviewer to get Project Intelligence for Excel (PI) running with a sample project, a working forecast, the main report outputs, and a few practical validation checks.

Good news: you do not need an external project workbook to begin. The built-in Quick Start Tutorial loads a fictional sample project so you can start testing immediately.
Free Community Edition: no Pi Labs registration, sign-in, licence key, paid account, or enterprise account is required to use the Free Community Edition as made available at launch.
Commercial production boundary: Commercial production use, live project use by a company, company rollout, production deployment, implementation support, and priority support will require a paid commercial-use licence, approved pilot, or separate written agreement with Pi Labs.
Screenshot note: the images below are illustrative. The exact active sheet, tabs, or task pane state can vary slightly depending on where you are in the flow.

Recommended first run

  1. Open the add-in and run Quick Start Tutorial, then press OK.
  2. Run Refresh Forecast.
  3. Run Project Report.
  4. Return to the PI task pane, run Log CostCode Forecast, then run Project Report again.

Use this page in two ways

  • For new users, complete steps 1 to 4 first.
  • For review or UAT, continue through the setup and validation steps below.
  • Each step includes an expected result so it is easy to confirm PI is behaving correctly.

Core first run

1

Load the sample project

Open the PI task pane and run Quick Start Tutorial. When PI prompts for confirmation, press OK.

This loads a fictional sample project so you can begin testing without preparing a separate workbook.

Expected result: the workbook is populated with sample project content and is ready for the first forecast run.
DetailedReg sheet populated after loading the sample project
After Quick Start Tutorial, the sample workbook is populated with project data and sheets such as DetailedReg.
2

Initialise the workbook forecast

Run Refresh Forecast. This initialises the workbook and generates the starting forecast based on the loaded sample data.

Expected result: PI completes the refresh and the workbook is ready for reporting.
Initial cost code forecast after Refresh Forecast
The first Refresh Forecast writes the initial forecast outputs, including the starting cost code forecast.
3

Review the first report

Run Project Report to review the forecast output generated by the refresh step.

Expected result: the report loads correctly and shows the starting forecast output for the sample project.
ProjectReport sheet showing the first forecast report
ProjectReport gives the first high-level visual check that the starting forecast has loaded correctly.
4

Log a forecast update and confirm it appears in the report

After you run Project Report, Excel typically moves the task pane to the PivotTable Fields window.

Before the next action: select the Project Intelligence for Excel thumbnail in the task pane selector to return to PI. Then run Log CostCode Forecast, then run Project Report again.

This confirms that PI is updating workbook outputs and that the report reflects a newly logged forecast state.

Expected result: when the report reloads, the logged forecast appears in the lower chart.
Logged cost code forecast data after running Log CostCode Forecast
The logged forecast history is available after Log CostCode Forecast. When you reopen Project Report, this new logged state should also appear in the lower chart.

Additional validation and setup

5

Set up progress gates

Run ProgressGate Def. Update to go to the progress gate definition page, and enter construction-style gates in cells B2 – B5 such as On-site, Installed, Commissioned, and Handover. Then run ProgressGate Def. Update again to apply the revised definitions across the project.

Expected result: the revised gate definitions are applied across the project and are available in the workbook.
ProgressGate_Def sheet opened by ProgressGate Def. Update
The first run opens the ProgressGate_Def sheet so you can review the gate definition area.
ProgressGate_Def sheet with construction-style gate names entered
Example construction-style gate names populated in the definition area and ready to apply across the project.
6

Create a first-pass look-ahead programme

Run Look-Ahead Programme. PI creates a first-pass programme using 1 resource per KPI, 8 hours per day, starting from today.

Scroll right and zoom out to review the personnel histogram. Then increase selected resource rows from 1 to 2 and confirm that the programme tail reduces and the projected finish date moves earlier.

Expected result: the first programme is created automatically, and increasing selected resources shortens the end of the programme.
LookAhead_Programme sheet with timeline and resource histogram
The LookAhead_Programme sheet shows both the first-pass programme and the resource histogram used to review the result.
7

Test error handling

Open DetailedReg, unprotect the worksheet using the add-in buttons, and intentionally change the TagNo and Type column headers to Tag_No and Types. Then run Refresh Forecast.

Expected result: PI detects the header issue and directs the user to Error Check. The ErrorReport sheet describes the critical header corrections. Follow the hyperlinks in the ErrorReport, revert the headers to TagNo and Type, and then run Refresh Forecast again to continue.
ErrorReport sheet showing failed checks for TagNo and Type headers
ErrorReport highlights the failed header checks and provides hyperlinks back to the affected sheet so the issue can be corrected quickly.
8

Operational validation

Enter progress in DetailedReg or SummaryCompletion. Enter resource expenditure in ResourceExpenditure. Then run Refresh Forecast again.

SummaryCompletion is the faster way to close out KPI areas without editing every related DetailedReg row.

Expected result: if earned hours from progress exceed expended resource hours, the remaining forecast reduces. If expended hours exceed earned hours, the remaining forecast increases.
SummaryCompletion sheet with progress entered
Example progress entered in SummaryCompletion, which is the faster way to update whole KPI areas.
ResourceExpenditure sheet with resource hours entered
Example resource expenditure entered in ResourceExpenditure before rerunning Refresh Forecast.
9

Advanced – Test base register updates with Update DetailedReg

Go to DetailedReg, unprotect the worksheet and workbook, make a copy of the sheet, rename the copied sheet DetailedRegMaster, rename the copied table detailedRegMaster, and change a unit value to simulate an updated external register. Then run Update DetailedReg and press OK.

Expected result: the updated base register information is brought back into DetailedReg and the workbook is ready for another Refresh Forecast.
DetailedRegMaster sheet and PI protection controls used before Update DetailedReg
This advanced validation flow uses a copied DetailedRegMaster sheet and the PI protection controls before Update DetailedReg is run.

Data hierarchy reference

These terms appear throughout the workbook and the look-ahead / forecast flows. New users often find this reference helpful when they first open the sample project.

Level Meaning How it rolls up
TagNo The most detailed unique record. Multiple TagNos roll up to a Type.
Type A grouping above TagNo. Multiple Types roll up to a CostCode.
CostCode A higher-level work or cost grouping. CostCodes are often used as building blocks inside a KPI.
KPI Typically a CostCode / location grouping used in SummaryCompletion and Look-Ahead Programme. KPI is commonly the planning and completion level users work with most often.