Merge Data from BOEMax

Prerequisites

These steps assume you are merging data from an existing project in BOEMax to an existing project in EVMax, usually as part of a change control process to update EVMax with approved control account and subordinate work package budget changes that were first modeled in BOEMax.

  1. In EVMax, select Project Data > Projects in the Navigation Menu. The Manage Projects tab window displays.
  2. Click Merge in the Ribbon Menu and then click From BOEMax. A separate Merge From BOEMax window displays. Notice the top tabs within the window as you move through the process to merge the data into EVMax. Click Next or Back to move forwards or backwards through the tabs. You can modify any of settings before you click Save in the last tab.
  3. Project tab.
    1. Select the BOEMax project you want in the Project From dropdown.
    2. Select the EVMax project you want in the Project To dropdown.
    3. Click Next. EVMax pulls the data from BOEMax.
  4. Accounts tab. This tab displays the WBS hierarchy for the From and To projects you selected in the Project tab.
    1. The Action is preset to Merge New/Update.

    2. Select the applicable BOEMax project control account or work package row in the top From: pane.

      Tips:

      If you want to merge the complete set of data from BOEMax, select the WBS level 1.

      Selecting a control account includes the complete set of subordinate work package data.

    3. Select the corresponding EVMax project control account or work package row in the bottom To: pane.
    4. Click Next.
  5. Merges tab. This tab displays the From and To items you selected in the Accounts tab.

    1. Optional. If you want to add other control accounts or work packages to include in the merge process, click Add Another Merge to make other selections in the Accounts tab.

      Tips:

      When you have implemented the change control process, recommend performing individual merges for each control account so you can select the applicable baseline change workflow form associated with the control account in the Change Log dialog box.

      When you have selected to include a number of control accounts or work package in the merge process, you can also remove them from the list of accounts to merge. Select the applicable row and click Remove Merge.

    2. Click Next.
  6. Code Structures tab. This tab displays the code structure mappings between the From and To projects. Verify the codes are mapped properly between the two projects. Typically you should not have to make any modifications here. Click Next.
  7. Merge tab.

    1. Select Cost Code in the From Cost Codes By dropdown.

      Tip:

      The other dropdown option selection is Pricing Option. When you have created different pricing options in BOEMax, you can select which set of data you want to use to merge into EVMax.

    2. Select Budget in the Cost Codes From list. Selecting this option means you want to pull the budget values from BOEMax for the merge.
    3. Select Basic in the Rate Class From dropdown. Selecting this option means you want to use the existing rates in BOEMax for the merge.
    4. In most instances, you are not creating a new rate class. Click on the Existing Rate Class radio button to enable the related dropdown. Select Basic from the dropdown. This means you want to pull any rate updates from BOEMax and merge them into the Basic rate class in EVMax.
    5. Select Only update current and future periods from the Update Mode dropdown. In most instances, this is your best option because you do not want to overwrite historical data.
    6. Optional. Click the Allow deleting resources on started WPs check box when you have updated the future resource assignments for a work package in BOEMax and want to merge that change into EVMax. In most instances you would not click this check box. An example of when you may want to use this option is when you are processing replanning changes to the baseline.
    7. Optional. Click the Update EV Tech on WPs without Earned check box when you have updated the earned value technique for a work package in BOEMax and want to merge that change into EVMax. An example of when you would use this option is when you have converted a control account planning package to a work package with an assigned earned value technique or a summary level planning package to a control account with subordinate work packages and assigned earned value techniques in BOEMax as part of a rolling wave planning process.

  8. Click Save.

    Tip:

    If you have not enabled the change control log for the EVMax project, the following steps do not apply. The changes are merged into the project once you click Save.

  9. The Change Log dialog box displays.
    1. The Account section is preset to include the accounts listed in the Merges tab.
    2. Select the Debit/Credit Acct from the dropdown. The options are either Management Reserve or Undistributed Budget. The option defaults to the project level setting and displays the amount of budget available in the account.
    3. Click on the Change Number ellipsis button. A Work Flow Forms dialog box displays.
    4. The Prefix is preset to Process ID:.
    5. Select the applicable approved budget change request workflow form identifier from the Process dropdown. This automatically links the approved changes with the merge process.
    6. Click OK to return to the Change Log dialog box. The Comment section in the Change Log dialog box reflects the workflow process identifier. You can add additional comments as desired.
    7. Click Save. The changes are merged into the project once you click Save.