Import Schedule Forecast Data

Prerequisites

  • The schedule tool was used to create or maintain the budget baseline in EVMax.
  • The current status date in the schedule tool matches the current period ending date in EVMax.
  • You have entered the applicable activity status for the current reporting period and updated the activities as needed to reflect the remaining work in your schedule tool.
  • 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 forecast cost code values in EVMax to reflect the remaining work in the schedule.

  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 the Import dropdown in the Ribbon Menu, select Forecast, and then select MS Project. 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. Select the Forecast Start date from the dropdown. The default is the activity Start date. Otherwise, you can select the activity Early Start or Late Start date.
  7. Select the Forecast End date from the dropdown. The default is activity End (finish) date. Otherwise, you can select the activity Early End (finish) or Late End (finish) date.
  8. Select the Level for the estimate to complete values. Select either Account or Work Package. This should match your project level settings. Actual costs and estimate to complete values may be at the control account or work package level depending on your business environment. See Generate Project Cost Codes.
  9. Select the Forecast Cost Code from the dropdown.

  10. Click the Maintain Values in Pd check box.

    Tip:

    Checking the Maintain Values in Pd option means the resource loaded time phased data is imported into EVMax exactly as it is time phased in MSP. If it is not checked, the default spread project setting (Manage Projects tab window, Settings tab) is used.

  11. 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.
  12. Select each MSP field using the From dropdown to map it to the EVMax field in the To column.
  13. 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.

  14. 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.

  15. Click Import.
  16. 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 forecast cost code values in EVMax to reflect the remaining work in the schedule.

  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 on the Import dropdown in the Ribbon Menu, select Forecast, and then select Primavera. The Primavera Import window displays.
  4. Select the P6 Project to Import from the dropdown.
  5. Select the Forecast Start date from the dropdown. The default is the activity Start date. Otherwise, you can select the activity Early Start or Late Start date.
  6. Select the Forecast End date from the dropdown. The default is activity End (finish) date. Otherwise, you can select the activity Early End (finish) or Late End (finish) date.
  7. Select the Level for the estimate to complete values. Select either Account or Work Package. This should match your project level settings. Actual costs and estimate to complete values may be at the control account or work package level depending on your business environment. See Generate Project Cost Codes.
  8. Select the Forecast Cost Code from the dropdown.

  9. Click the Maintain Values in Pd check box.

    Tip:

    Checking the Maintain Values in Pd option means the resource loaded time phased data is imported into EVMax exactly as it is time phased in P6. If it is not checked, the default spread project setting (Manage Projects tab window, Settings tab) is used.

  10. 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.

  11. 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.

  12. Click Import.
  13. Review the imported schedule data in the main EVMax window.