Export Project Plan from Microsoft Project to IFS/Project

Explanation

A project in IFS/Project can be integrated with a Microsoft Project file by using the IFS Microsoft Project Add-in. When this Add-in is installed, you will be able to access IFS/Project by using the IFS Applications menu shown on the menu bar in Microsoft Project. In this menu, select the Connect to IFS option in order to establish a connection to the desired IFS database.

When connected to an IFS database, you can export a project plan from the active Microsoft Project file to IFS/Project through the export function in the IFS Applications menu. All information necessary for project planning purposes is handled in the integration, such as project information, the sub project structure and activities with their relevant information. In addition, for each export, it can be configured whether certain data types should be transferred, such as dependencies, constraints, resources and resource assignments.

An export can either update an existing project or create an entirely new project plan in an empty project that has no sub projects in IFS/Project. The export will update the entire Work Breakdown Structure (WBS) by adding new activities and sub projects, as well as modifying existing activities and sub projects. As a result of the export, activities and sub projects that exist only in IFS/Project will not be deleted. These sub projects and activities must be deleted manually in IFS/Project.

Prerequisites

• Microsoft Project must be installed.
• The IFS MSP Add-in must be installed. (Refer to the Release Notes for more details).
  The project ID must exist in IFS/Project.
• You must have access to the entire project to perform the export.
• Identifiers in the Activity ID column (Task Text2) must be unique within a sub project.
• Identifiers in the Sub Project ID column (Task Text1), where Activity ID is blank, must be unique within the project. Note that Tasks with Outline Level = 1 are sub projects.
• Tasks where the Activity ID column (Task Text2) are not blank cannot also be summary tasks (sub projects).
• Tasks must have a description.

System Effects

• The active Microsoft project file is used to update the project in IFS/Project.
• The project in IFS/Project will be updated with information from Microsoft Project. Data in the MS Project will be exported to IFS/Project as specified in detail in About Integration to Microsoft Project.
   
  • Tasks in Microsoft Project will update the sub projects and activities in the project in IFS/Project. Summary tasks will update sub projects.
  • Activities and sub projects that exist only in IFS/Project will not be deleted. These sub projects and activities must be deleted manually in IFS/Project.
  • If the Resource Assignments check box in the Export Project to IFS dialog box is selected, resource allocations to project activities are exported, but only if these resources exist in IFS/Project. By selecting the Resources check box, all resources including those not existing in IFS/Project and those not allocated, will be exported. New resources are created in IFS/Project without cost and capacity information. Resource allocations will be updated or created.
  • If the Constraints check box in the Export Project to IFS dialog box is selected, information about constraints on activities will be exported. Constraints will be updated or created in IFS/Project, only if the constraint from the Microsoft Project file has a corresponding constraint type in IFS/Project.
  • If the Dependencies check box in the Export Project to IFS dialog box is selected, information about the activity dependencies including dependency type and lag in days, will be exported. Dependencies in IFS/Project will be created, updated or deleted. Dependencies between sub projects are not supported in IFS/Project and any such dependencies in the Microsoft Project file will be not be exported.

Window

N/A

Related Window Descriptions

Export Project to IFS

Procedure

The Microsoft Project file may have been previously updated through an import from IFS/Project, or it may be a new project created directly in Microsoft Project. When creating a new project in Microsoft Project, the following steps must be followed in order to be able to export it to IFS/Project:

1. Click on the Table option in the View menu and select the IFS Project table.
2. For all tasks, there must be a value in the Sub Project ID field (e.g. Sub Project 1).
3. Enter values in the Activity ID field (e.g. Activity Number 001) for the tasks that should be IFS/Project activities. If this field is empty, it will be interpreted as a subproject on export.
4. Indent the activities under the correct sub project structure.

Alternatively, if the Microsoft Project file is new, the export function can automatically convert the project so that it is possible to export to IFS/Project. Follow these steps:

1. There should be no data in the following task columns in Microsoft Project: Text1, Text2 and Text5. (Select the columns, click Edit, point to Clear and select All from the menu in Microsoft Project)
2. On the IFS Applications menu option on the menu bar, select the Export to IFS option, enter the IFS Project ID and click Start.
3. The Project Export - Fill in WBS Automatically dialog box will open. Click Yes in order to automatically convert your Microsoft Project file.
4. Review the plan in Microsoft Project before you do a final export.
   
   Note: All the tasks that are not summary tasks or have an outline level equal to 1, will automatically be set as activities.

To perform the export:

1. Open Microsoft Project and click on the IFS Applications menu option on the menu bar.
2. Select the Export to IFS option and the Export Project to IFS dialog box will open.
3. Click on the Resources, Resource Assignments, Dependencies or Constraints check boxes according to your requirement.
4. Enter the IFS Project ID or select it from the List of Values.
5. Click Start.
6. Once the export is complete click OK close the dialog box.