Deltek Insight 2012: Microsoft Project Integration with MPM Using MSP Link
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Deltek Insight 2012: Microsoft Project Integration with MPM Using MSP Link

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This session is for those of you who'd like to integrate Microsoft Project (MSP) with MPM. See firsthand just how simple it is to move schedule information into MPM. Beginner Level.

This session is for those of you who'd like to integrate Microsoft Project (MSP) with MPM. See firsthand just how simple it is to move schedule information into MPM. Beginner Level.

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Deltek Insight 2012: Microsoft Project Integration with MPM Using MSP Link Deltek Insight 2012: Microsoft Project Integration with MPM Using MSP Link Presentation Transcript

  • Microsoft Project Integrationwith MPM using MSP LinkBarbara Gilson, Customer Care, DeltekGC-290
  • AgendaMPM’s MSP Link ObjectivesMPM’s MSP Link ProcessMS Project Data TransfersKeys to Successful Data TransfersConclusionQ&A2 ©2012 Deltek, Inc. All Rights Reserved
  • Key TakeawaysOptimize integration between the MS Project schedulingsystem and the MPM earned value/cost systemUtilize the MSP Link to summarize and normalize detailactivity level resource and status data in MS Project fortransfer to MPM work packagesTips and tricks for setting up and successfully executing thetransfer of project data between MS Project and MPM3 ©2012 Deltek, Inc. All Rights Reserved
  • MPM’s MSP Link ObjectivesPrimary objectives of the MSP Link:  Provide tools to transfer MS Project data into the MPM database  Assist users with conditioning of MS Project data for use in MPM, i.e., summarization and normalization  Provide MPM users with control of the cost/schedule integration process  Internalize the cost/schedule integration process within MPM4 ©2012 Deltek, Inc. All Rights Reserved
  • MPM’s MSP Link Process xmscmsmso xmscmsmso xmscmsmso xmsc 1/2/33 1/2/33 xmscmsmso MPM xmscmsmso 1/2/33 xmscmsmso 1/2/33 xmscmso 1/2/33 xmscmsmso 1/2/33 xmscmsmso 1/2/33 xmscmsmso 1/2/33 xmscmsmso 1/2/33 xabcdefxx 1/2/33 MSP Map MPM Field A Field A Field B Field B Field C Field C Field D Field D Field F Field F Field G Field G Field J Field J Field K Field K Field L Field L Field M Field M Field N Field N Field X Field X Field Z Field Z5 ©2012 Deltek, Inc. All Rights Reserved
  • MS Project Data Transfers – WBS DescriptiveCreate the WBS in MPMTransfer WBS descriptive data  Descriptions  Manager  Organization department  Charge numbers  User definable “XREF” fields  EV methods  Other WBS informationMaintain and update WBS and descriptive data6 ©2012 Deltek, Inc. All Rights Reserved
  • MS Project Data Transfers – WBS Schedule DatesTransfer WBS schedule dates  Baseline start and completion dates  ETC start and completion datesStatus and update WBS dates, including shifting of resourcesSchedule dates may be summarized by WBS7 ©2012 Deltek, Inc. All Rights Reserved
  • MS Project Data Transfers – MilestonesCreate EV milestones in MPMTransfer milestone data  Milestone IDs  Milestone descriptions  Milestone schedule and forecast dates  Milestone EV weightsEV milestones in MPM can be mapped from both milestonesand activities in MS Project8 ©2012 Deltek, Inc. All Rights Reserved
  • MS Project Data Transfers – EstimatesCreate the baseline and ETC estimates in MPMTransfer resource assignments from MS Project  Time-phased estimates  Autospread estimatesTransfer hours for labor resourcesTransfer prime dollars for non-labor resourcesMaintain and update baseline and ETC estimates toincorporate changesEstimates may be summarized by resource, by WBS9 ©2012 Deltek, Inc. All Rights Reserved
  • MS Project Data Transfers – EV StatusUpdate EV status in MPM in two ways:  Status milestones as complete or partially completed  Milestones  Status work package with cumulative % complete or cumulative BCWP amount  BCWPStatus may be on a one-to-one basis, i.e., a MS Projectsummary task mapped to MPM work package, orStatus may be on a many-to-one basis, i.e., MS Projectmilestones or activities status are linked to EV milestones on awork package in MPM10 ©2012 Deltek, Inc. All Rights Reserved
  • Keys to Successful Data Transfers – GeneralConsistent project management business processesMS Project templates featuring standardized, logical, WBSoriented plans and schedulesComplete and correct mapping filesSingle point of entry of common data across both databasesClean, complete data11 ©2012 Deltek, Inc. All Rights Reserved
  • Keys to Successful Data Transfers – Specific to MSP LinkMappings  WBS Descriptive  Do map the WBS ID for all data transfers  Don’t use the WBS ID field in MS Project to map the WBS ID to MPM – it is renumbered every time a task is deleted or inserted  Do use a text field or the unique ID field for the WBS ID  Do use custom text, number, or flag fields to store WBS descriptive data for transfer to MPM  Do map CLIN, recurring/nonrecurring, & fee% only to lowest level of WBS required to segregate by those criteria  Do map the parent WBS ID to create new WBS elements12 ©2012 Deltek, Inc. All Rights Reserved
  • Keys to Successful Data Transfers – Specific to MSP LinkMappings  WBS Schedule  Do set the baseline in MS Project and map the baseline schedule dates to MPM  Don’t use to create WBS baseline and ETC dates in MPM if loading resources in MS Project and transferring resource estimates to MPM  Don’t attempt to transfer WBS schedule data with estimates data13 ©2012 Deltek, Inc. All Rights Reserved
  • Keys to Successful Data Transfers – Specific to MSP LinkMappings  Milestones  Do map the completion of activities in MS Project to EV milestones in MPM  Do map a MS Project field to MPM to turn “on” the milestone flag in MPM, or else MPM will ignore the task for milestone information  Do map milestones by using the milestone ID only  Do weight MPM milestones using the MSP Link if resource assignments are in MS Project, otherwise weight milestones using auto weighting in MPM  Only hours can be used to weight milestones for labor, and only prime dollars for non-labor weighted milestones  Do set the BCWP Base in MPM to correspond to the hours or prime dollars as appropriate – this can be done via the MSP Link WBS Descriptive transfer or directly in MPM via the Integrated Planning – Milestones UI14 ©2012 Deltek, Inc. All Rights Reserved
  • Keys to Successful Data Transfers – Specific to MSP LinkMappings  Estimates  Do verify and validate that the resource codes used in MS Project are exactly the same as the resource codes in the MPM resource library  Do plan labor in hours and non-labor in prime dollars in MS Project  Do map the assignment record from MS Project to MPM for time-phased estimates  Do use MPM required codes  Example: 2 or B for hours or 3 or C for prime $ for mapping the estimate types  Example: 1 for Linear or 2 for Bell spread curves for autospread estimates  Do summarize resource assignments in MS Project at lower level activities to work packages in MPM by making the WBS ID, resource code, resource department and overtime factor the same in MS Project for each task  Do include an “estimate identifier” if transferring both time-phased and autospread estimates – “T” for time-phased and “A” for autospread15 ©2012 Deltek, Inc. All Rights Reserved
  • Keys to Successful Data Transfers – Specific to MSP LinkMappings  Earned Value Status  Do use the BCWP transfer to update work packages using the % complete or BCWP entry EV methods  Do use the Milestone transfer to update work packages using the milestone weights or milestone weights with % complete EV methods  Don’t use MS Project default “% complete” to status for earned value, this only measures passage of time  Do map a MS Project field to MPM to turn “on” the EV % complete flag in MPM, or else MPM will ignore the task for BCWP information  Do map the task BAC if cum percent complete is mapped and there are multiple tasks for the same WBS ID16 ©2012 Deltek, Inc. All Rights Reserved
  • Keys to Successful Data Transfers – Specific to MSP LinkOther tips and tricks  Summarize MS Project tasks to a single work package in MPM by assigning them the same WBS ID  Use task filters in MS Project to pre-filter the data prior to executing the MSP Link, especially for transferring milestone or BCWP status  MS Project must be installed on the workstation  A recommended best practice – after updating the MS Project file, save and close prior to running the MSP Link  MS Project must be structured properly to map summary tasks in MS Project to work packages in MPM, i.e., resource assignments and status must be entered at the detail level and summarized to a summary task17 ©2012 Deltek, Inc. All Rights Reserved
  • Keys to Successful Data Transfers – Specific to MSP LinkOther tips and tricks  Save MSP Link interfaces that will be used monthly or weekly to update projects  Batch saved MSP Link interfaces to run two or more processes  Save mapping files for reuse  Create a single mapping file to handle all data transfers  Any data entered in MS Project and subsequently transferred to MPM, should only be updated in MS Project and never directly in MPM18 ©2012 Deltek, Inc. All Rights Reserved
  • ConclusionThe MSP Link is a powerful interface between MS Project andMPM – it provides an easy to use method for linking MSProject data into MPM  In MPM, all detail planning is done at the work package level  With MS Project, activities, milestones, and resource estimates are typically planned at a lower level than the work package level  Through use of the built-in interface the MS Project detail data can easily be integrated with the work package level in MPM as this interface supports both types of integration – one task in MS Project mapped to one work package in MPM, and also many tasks in MS Project mapped to one work package in MPM19 ©2012 Deltek, Inc. All Rights Reserved
  • ConclusionSix interface types are available with the MSP Link: 1. WBS Descriptive 2. WBS Schedule 3. Time-phased Estimates 4. Autospread Estimates 5. BCWP 6. MilestonesWith these six interface types, the MSP Link will support anylevel of integration between the scheduling system and MPM20 ©2012 Deltek, Inc. All Rights Reserved
  • ConclusionWhile the MSP Link facilitates the integration of schedulesystem data with MPM, success is also dependent on:  Consistent project management business processes  MS Project templates featuring standardized, logical, WBS oriented plans and schedules  Complete and correct mapping files  Single point of entry of common data across both databases  Clean, complete data  Disciplined compliance with business processes and use of the tools21 ©2012 Deltek, Inc. All Rights Reserved
  • Q&A22 ©2012 Deltek, Inc. All Rights Reserved
  • Thank You!