Import Actual Costs

  • Typically the complete set of actual hours, direct cost, and indirect cost values are imported from the accounting system. There is no need to calculate results in EVMax, the only exception may be FTE values. By default, the actual costs use the budget cost code rate class. You can create a user defined rate class for the actual costs when you are importing just the base values from another system and need to calculate results in EVMax. See Rate Classes.
  • A common set of data columns for actual costs at the work package level includes the WBS element, work package, and resource along with columns for results such as hours, direct costs, and indirect costs.

Follow these steps to use the main EVMax window Ribbon Menu Import > Actuals > Excel option. You can also import actual costs using a template. Create an Import Template and Import Data Using a Template.

  1. Select Home > Earned Value in the Navigation Menu. The main EVMax window displays.
  2. Select your project from the Project dropdown in the Ribbon Menu.
  3. Click Import in the Ribbon Menu, select Actuals, and then select Excel. An Import Actuals dialog box displays.
  4. Click on the File ellipsis button to navigate to the file you want to import.
  5. Select the file and click Open. The data columns in the Excel file populates the rows in the import window.
  6. The Period dropdown date is automatically set to the current reporting period.
  7. Select Actual from the Cost Code dropdown.
  8. Click the Cum to Date check box when the actual costs you are importing are cumulative to date values. Leave it unchecked when you are importing values for the current reporting period.
  9. Notice the three columns in the window: Import?, From, and To. Rows with the Import? column check box enabled can be checked or unchecked to control which data columns are imported. By default all rows are checked. Click on any row to deselect the row.
  10. The From column displays the Excel file column title for the data. The To column displays the database field the column is mapped to. When there are instances of [Select] in the To column, click in the cell. Select the database field the column maps to from the dropdown options.
  11. Click Import.

  12. Review the applicable WBS elements with the imported data in the main EVMax window.

    Tips:

    Estimated costs can be also imported the same way you import actual costs. Instead of selecting Actual from the Cost Code dropdown, select the cost code you have defined for the estimated costs. See Add Estimated Costs Cost Code.

    Should you identify an error in the actual costs you just imported, you can clear the current period actual costs (see Remove Current Actual Costs), fix the errors in the import data file, and import your data again. If you also imported any estimated actuals, they are also cleared.