Import Schedule Data

Prerequisites

  • Create the project in the applicable ProjStream tool. As for all new projects, assign the calendar, rate, and resource structures. The import process populates the work breakdown structure (WBS) for you provided you have created an initial WBS with at least a level 1 WBS element. The level 1 WBS element code and description in the ProjStream tool must match the level 1 WBS element code and description in your schedule tool. The WBS should have a single level 1 element (total project).
  • Verify the project's resource structure includes the complete set of resources assigned to tasks (MSP) or activities (P6). When they do not exist in the project's resource structure, the import process displays an error message for you to determine what you want to do. See Add Resources.
  • Verify the project's rate structure includes the complete set of rates for the resources defined in the resource structure. When they do not exist in the project's rate structure, the import process displays an error message warning you which resources are missing rates. You will need to update the content in the project's rate structure to add the applicable rates. See Add Rates.

In the schedule tool:

  • Use the WBS hierarchy and coding to define the outline levels for the tasks (MSP) or activities (P6). The lowest level is the task or activity level. A task or activity may have a one-to-one or many-to-one relationship to a work package in the ProjStream tools.
  • Verify all expected task (MSP) or activity (P6) and resource codes have been assigned.
  • Create a task (MSP) or activity (P6) user defined field with a pick list of valid ProjStream earned value technique codes. See Earned Value Techniques.
  • Close the schedule tool. This ensures any changes are saved in the schedule tool project before you import the data into EVMax.

The following steps assume you are importing resource loaded tasks from MSP to create or update the time phased budget cost code values in EVMax.

  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 MS Project in the Ribbon Menu. The Import MS Proj window displays.
  4. Click on the File to Import ellipsis button to navigate to the MSP file you want.
  5. Select the file and click Open to return to the import window.

  6. Click the Import Resources check box. This enables the Maintain Values in Period check box. Click this check box.

    Tips:

    When you don't want to import the resource details or your schedule tasks aren't resource loaded, leave the Import Resources check box unchecked. When this check box is unchecked, the resource fields are not included in the Select Mappings dialog box.

    Checking the Maintain Values in Period option means the resource loaded time phased data is imported into EVMax exactly as it is time phased in MSP.

  7. Click Select Mappings. A Mapping dialog box displays with From and To columns. The To column displays the minimum set of EVMax fields required to import the schedule data. Where possible, the From column is auto populated with a matching MSP field.
    1. Select each MSP field using the From dropdown to map it to the EVMax field in the To column.
    2. Optional. When you have additional fields you want to map, use the [Select] dropdowns in the From and To columns to include the fields in the data import.
    3. Click Next. A WBS/WP pre-filter dialog box displays with the complete WBS hierarchy. By default, every WBS element includes a check mark in the Import column.
    4. Optional. Uncheck any WBS elements you do not want to import into EVMax. In most instances for a new project, you would import the complete set of WBS data.

  8. Click OK to return to the import window. The middle pane displays the rows and columns of data available to import into EVMax. In the Import column, check the WBS elements you want to import into EVMax.

    Tips:

    Notice the Import column check box for each row of data. You can change the Import check box setting to exclude rows you don't want to import. This is useful should you want to update a small set of work packages. If you want to import the complete set of data, click on the WBS level 1 element and all children elements are selected.

    When you click OK, the import process confirms the resource imported from MSP exists in the EVMax project resource structure. An error message will display when a resource is missing. You can continue without importing the missing resource data or cancel the import process and make the necessary corrections in MSP or EVMax.

    The import process also confirms the resource imported from MSP has the necessary rates assigned. An error message will display when a resource is missing rates. You can continue or cancel the import process. If you elect to continue, be sure to update the project's rate structure to add the applicable direct or overhead rates for the resource.

    Recommend scanning the rows and columns of data in the import window for any potential errors or unexpected content. Cancel the import process when you notice there are problems with the data.

  9. Click Import. An import confirmation dialog box displays.
  10. Click Yes. The data is imported into EVMax.
  11. Review the imported schedule data in the main EVMax window.

The following steps assume you are importing resource loaded tasks from P6 to create or update the time phased budget cost code values in EVMax.

  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 Primavera in the Ribbon Menu. The Primavera Import window displays.
  4. Select the P6 Project to Import from the dropdown.

  5. Click the applicable Update Dates, Import Resources, Maintain Values in Period, Delete resources not in Primavera, and Delete resources from WPs not in Primavera import option check boxes.

    Tips:

    Typically you would always check the Update Dates check box. The P6 activity early start and finish dates determine the period of performance for the work packages in EVMax.

    When you don't want to import the resource details or your schedule activities aren't resource loaded, leave the Import Resources check box unchecked. When this check box is unchecked, the resource fields are not included in the Select Mappings dialog box.

    Checking the Maintain Values in Period option means the resource loaded time phased data is imported into EVMax exactly as it is time phased in P6.

    The two delete resources options are often useful when you need to align content between the P6 project and the EVMax project. Check "Delete resources not in Primavera" when you have deleted a resource assignment in P6 and want to do the same in EVMax. Check "Delete resources from WPs in Primavera" when you have deleted an activity (and resource assignments) in P6 but still want to maintain the related work package in EVMax. This option deletes the applicable resource assignment details for the work package.

  6. Click Select Mappings. A Mapping dialog box displays with From and To columns. The To column displays the minimum set of EVMax fields required to import the schedule data. Where possible, the From column is auto populated with a matching P6 field.
    1. Select each P6 field using the From dropdown to map it to the EVMax field in the To column.
    2. Optional. When you have additional fields you want to map, use the [Select] dropdowns in the From and To columns to include the fields in the data import.
    3. Click Next. A WBS pre-filter dialog box displays with the complete WBS hierarchy. By default, every WBS element includes a check mark in the Import column.
    4. Optional. Uncheck any WBS elements you do not want to import into EVMax. In most instances for a new project, you would import the complete set of WBS data.

  7. Click OK to return to the import window. The middle pane displays the rows and columns of data available to import into EVMax.

    Tips:

    Notice the Import column check box for each row of data. You can change the Import check box setting to exclude rows you don't want to import. This is useful should you want to update a small set of work packages.

    When you click OK, the import process confirms the resource imported from P6 exists in the EVMax project resource structure. An error message will display when a resource is missing. You can continue without importing the missing resource data or cancel the import process and make the necessary corrections in P6 or EVMax.

    The import process also confirms the resource imported from P6 has the necessary rates assigned. An error message will display when a resource is missing rates. You can continue or cancel the import process. If you elect to continue, be sure to update the project's rate structure to add the applicable direct or overhead rates for the resource.

    Recommend scanning the rows and columns of data in the import window for any potential errors or unexpected content. Cancel the process when you notice there are problems with the data.

  8. Click Import. The data is imported into EVMax and an import confirmation dialog box displays.
  9. Click OK.
  10. Review the imported schedule data in the main EVMax window.