PeopleSoft Enterprise Project Costing 9.1 PeopleBook

Integrating with Microsoft Project

This chapter provides an overview of the integration of PeopleSoft Project Costing and PeopleSoft Program Management (if installed) with Microsoft Project 2002 and 2007, and discusses how to:

Set up integration options.
Create Microsoft projects from PeopleSoft projects.
Create PeopleSoft projects from Microsoft projects.

Understanding Integration of PeopleSoft Project Costing with Microsoft Project

This section lists prerequisites and discusses:

PeopleSoft Project Costing and Microsoft Project integration.
Copying data from PeopleSoft Project Costing to Microsoft Project.
Copying data from Microsoft Project to PeopleSoft Project Costing.

Prerequisites

The PeopleSoft Project Costing integration is intended for use with Microsoft Project, desktop edition only. Projects residing in Microsoft Project Server must be saved locally by means of Microsoft Project Standard prior to integration. Before running the Microsoft Project Integration for the first time, you must:

Install the PeopleSoft - Microsoft Project Integrator on the network.

See PeopleSoft Enterprise Financials, ESA and Supply Chain Management Product-Specific Installation Instructions located on Oracle's My Oracle Support website.
Specify the Third-Party Data Exchange default options on the Installation Options - Project Costing Integration page.

See Defining Project Costing Integration Installation Options.

The PeopleSoft - Microsoft Project Integrator is an application that must reside on at least one computer that is available on the network in order for integration to take place. The computer on which it resides requires these two components:

FTP service or access to an FTP share directory.
Microsoft Project application.

See PeopleSoft Enterprise Financials, ESA and Supply Chain Management Product-Specific Installation Instructions located on Oracle's My Oracle Support website.

PeopleSoft Project Costing and Microsoft Project Integration

Integrating PeopleSoft Project Costing and Microsoft Project combines the PeopleSoft Project Costing project accounting capabilities with the Microsoft Project planning and scheduling features. The integration enables the PeopleSoft Project Costing and PeopleSoft Program Management applications to incorporate scheduling information for use across the enterprise and enables project managers to update their individual Microsoft Project files with actual costs, resources, schedules, and so forth from the PeopleSoft Enterprise applications.

The Microsoft Project integration allows for the transmission of data from PeopleSoft software to Microsoft software and vice versa. When you integrate, you can export data from PeopleSoft Project Costing to a Microsoft Project file or import data from a Microsoft Project file into the PeopleSoft system. You can run the integration either direction at any time, depending on the needs of the business and the project management methodology.

By using the integration of PeopleSoft Project Costing and Microsoft Project, you can synchronize:

Projects.
Project teams.
Activities.
Duration and date calculations.
Percent-complete calculations.
Budgets.
Actual costs.
Dependencies and constraints.

Additionally, if PeopleSoft Program Management is installed, the integration enables you to create and maintain assignments for labor, material, and assets at both the project and activity levels by using the Program Management functionality of the Resources, Resource Detail, and Resources by Activity pages.

The PeopleSoft Project Costing and Microsoft Project integration allows for the creation of projects in either application. The integration also allows for the transfer of tasks (in Microsoft Project) or activities (in PeopleSoft Project Costing) and their associated resource assignments. Microsoft Project's user-definable field objects store specific PeopleSoft Project Costing fields such as business unit and project ID. Microsoft Project also stores the PeopleSoft Project Costing project and activity definition, description, status, manager, percent complete for the activity, budgets, dates, and duration.

Data Flow

Four ways are available to integrate project data between PeopleSoft software and Microsoft software:

Integration Procedure	Flow of Data
Create a project in Microsoft software from an existing PeopleSoft project.	Export from PeopleSoft software to Microsoft software.
Update a Microsoft Project with data from PeopleSoft software.	Export from PeopleSoft software to Microsoft software.
Update a PeopleSoft project with data from Microsoft software.	Import from Microsoft software to PeopleSoft software.
Create a project in PeopleSoft software from an existing Microsoft project.	Import from Microsoft software to PeopleSoft software.

This diagram is a high-level view of the integration data flow:

Data flow between Project Costing or Program Management and Microsoft Project

This table lists the types of data that are exchanged and the direction of the data flow:

Data Type	Direction
Project data.	Bidirectional.
Project team (resources).	Bidirectional if PeopleSoft Program Management is not installed.
Activity or task.	Bidirectional.
Team or task assignments.	Bidirectional if PeopleSoft Program Management is installed.
Job codes.	PeopleSoft to Microsoft from project team if PeopleSoft Program Management is not installed.
Cost and bill rates.	Bidirectional if you use custom rates.
Budget items.	Bidirectional.
Actual costs.	PeopleSoft to Microsoft.
Budget costs.	Microsoft to PeopleSoft.
Work.	PeopleSoft to Microsoft.
Dates.	Bidirectional.
Percent complete (activity level).	Bidirectional.
Percent complete (project level if calculation method is manual).	Microsoft to PeopleSoft.
Duration.	Bidirectional.
Milestones.	Bidirectional.

Terminology

This table describes terms that are relevant to the integration between PeopleSoft Project Costing and Microsoft Project:

Term	Description
Activity	A project component that the system uses to capture charges that relate to that aspect of the project, and a representation of the work that is required to complete part of a project. In Microsoft Project, activities are called tasks.
Actual Work	Tracks the actual number of hours spent by a labor resource on an activity. PeopleSoft Project Costing sends actual work information to Microsoft Project from rows in the Project Transaction table that have a system source of BEX, which identifies rows that came from PeopleSoft Expenses. The Expenses to Project Costing Application Engine process (PC_EX_TO_PC) updates actual work in PeopleSoft Project Costing. Actual work is not updated from Microsoft Project to PeopleSoft Project Costing.
Resources	People, equipment, and material that are required for completing the project and the activities that are on the project. Resources can have rates associated with them for the purposes of deriving their estimated and actual costs to an activity and a project.
Start Date	A required field that represents the current start date of the project and activity. The start date can be entered in PeopleSoft software or Microsoft software. Given the duration and end date of a project or activity, the system can calculate the start date.
End Date	A required field that represents the current end date of the project and activity. The end date can be entered in PeopleSoft software or Microsoft software. The end date can be calculated if values are available for the duration and start dates.
Baseline Start Date	The planned beginning date of a project or activity. This field can be entered in PeopleSoft software or Microsoft software.
Baseline Finish Date	The planned completion date of a project or activity. This field can be entered in PeopleSoft software or Microsoft software.
Actual Start Date	The date on which the project or activity actually begins. It can be entered in PeopleSoft software or Microsoft software based on progress information that you enter.
Actual Finish Date	The date on which the project or activity actually finishes.
Late Start Date	Represents the latest date that an activity or task can start without delaying the finish of the project. This date is based on the task's start date, the late start and late finish dates of predecessor and successor tasks, and other constraints.
Late Finish Date	Represents the latest date that an activity or task can finish without delaying the finish of the project. This date is based on the task's late start date, the late start and late finish dates of predecessor and successor tasks, and other constraints. This field can be entered in PeopleSoft software or Microsoft software.
Early Start Date	Represents the earliest date that an activity or task can possibly begin, based on the early start dates of predecessor and successor tasks, and other constraints. This field can be entered in PeopleSoft software or Microsoft software.
Early Finish Date	Represents the earliest date that an activity or task can possibly finish, based on early finish dates of predecessor and successor tasks, other constraints, and any leveling delay. This field can be entered in PeopleSoft software or Microsoft software.
Duration	The total number of days that are needed to complete an activity from start date to end date. Duration is stored as hours and appears as days. Duration exists at both the project and activity level. Duration can be calculated if values are available for the project or activity start and end dates.
Work	The total number of hours spent or to be spent by a resource on an activity. Work does not equal duration. For example, the expected duration of an activity might be five days, but the work that is assigned to the activity might be 80 hours with two resources working on the activity. You define work in hours at the activity level.
Remaining Work	Remaining work, also known as estimate to complete (ETC), can be either automatically calculated or manually entered. When calculated, (ETC) = (work) − (actual work).

Note. The PeopleSoft Enterprise 9.1 Integration Architecture for Microsoft Project Integrations document that is available on Oracle's My Oracle Support website discusses how the PeopleSoft and Microsoft systems exchange data fields and the business logic behind the exchange.

PeopleSoft - Microsoft Project Integrator

When the integration process runs, the Microsoft Project file that is associated with the PeopleSoft project is transferred, through FTP, to a shared directory that is accessible by the Integrator server. The Integrator performs all reading and writing to the Microsoft Project file. When a user requests an integration, data is staged for the Integrator to start. The Integrator checks every 15 seconds for the staged data. If a user attempts an integration while the Integrator is engaged with a previous request, the new request is placed in a queue until an Integrator is available. You can set up more than one Integrator to enable multiple integrations to occur simultaneously.

An Integrator has several states:

Hold: Indicates that a previously available integrator has been taken offline.
Waiting: Indicates an idle state.

The Integrator is ready and waiting for staged data to appear to perform an integration.
Busy: Indicates that the Integrator is working on a previous integration request.
Error: Indicates that the last integration has a nonrecoverable error.

In this case, the Microsoft Project file or the PeopleSoft project is not updated. The messages that are generated by the error are stored with the project. The next time that the Integrator checks for data, the error information that appears at the bottom of the Maintain Project with Microsoft page is cleared and the Integrator continues on to the next integration request.

The state of the Integrator, warnings, and error messages appear in the Integration Session Log that you can view on the Create Project from Microsoft page.

Copying Data from PeopleSoft Project Costing to Microsoft Project

This section covers issues that are related to creating or updating a project in Microsoft Project with data that exists in PeopleSoft Project Costing.

Project Data

When you're creating a project from PeopleSoft software to Microsoft software, project-level data is stored in the Microsoft custom properties to validate future updates. This data includes project origin—PeopleSoft or Microsoft—business unit, project ID, project type, project status, duration, project manager name and employee ID, project manager start and end dates, and project manager effective date.

Activity Data

PeopleSoft activity-level data is synchronized with the Microsoft Project tasks. Activity data copied or updated includes activity ID or task name, activity type, description, start and finish dates, percent complete, duration, summary flag, and milestones. User text type fields are used to store key information for use in future updates. For example, the unique ID that is used for each activity business unit, project ID, and activity ID in the PeopleSoft system is stored in the Microsoft Project Task.Text20, Task.Text21, and Task.Text22 (and alsoText30) fields, respectively, when you are synchronizing activities and tasks. If the value of Text30 is altered or deleted, future updates are inaccurate.

If you use PeopleSoft Program Management, the activity date cascade calculation method that you define in the PeopleSoft system is exported to Microsoft Project based on the mappings in this table:

PeopleSoft Activity Date Cascade Calculation Method Exported to Microsoft	Calculation Method Converted in Microsoft
Manual	Manual
Delay Calculations Until Save	Manual
Realtime Calculations	Automatic

See Establishing PeopleSoft Program Management Business Unit Options.

Note. If the autocalculation option is selected when you export data to the Microsoft system, the dates and duration data that are sent to the Microsoft system may not remain intact. This is due to the many internal calculations that Microsoft Project makes to new or altered data.

Work Breakdown Structure

The WBS ID (work breakdown structure ID) is specified on the PeopleSoft activity definition and is copied to the Microsoft system when you export activity definitions. The WBS ID in the PeopleSoft system and the Microsoft system is a concatenation of the parent outline number and activity outline number, and cannot be modified manually. Changes that you make to a project WBS structure are reflected in the Microsoft system during the next integration process.

The PeopleSoft - Microsoft Project Integrator moves tasks by cutting and pasting. Activities that you delete in the PeopleSoft system are not automatically deleted in the Microsoft system.

Dependencies and Constraints

If you use PeopleSoft Program Management and export activity definitions from the PeopleSoft system to the Microsoft system, the integration process copies activity dependencies and constraints. During the export process, the system deletes the existing dependencies in Microsoft Project and creates new dependencies based on the dependency data sent from the PeopleSoft system.

During the export process, the PeopleSoft system also sends activity constraint information such as the deadline date, constraint type, and constraint date.

See Understanding Integration of Dependencies and Constraints with Microsoft Project.

Team Members and Resource Assignments

The contents of the project team list can be copied into the Microsoft Project resource sheet. Resources that are on the project activity team can be assigned in the Microsoft Project resource assignments. If activities and resources are copied to Microsoft Project, the integration process creates Microsoft resource assignments if the assignments in the PeopleSoft project activity team match a task and resource in Microsoft Project.

The resource's cost rate and bill rate are from the Cost Rate field (COST_RATE) and Bill Rate field (BILL_RATE) in the Project Team Member table (PROJECT_TEAM) in PeopleSoft Project Costing if you use PeopleSoft Program Management. If you use PeopleSoft Project Costing without PeopleSoft Program Management, the resource's cost and bill rates are from the Rates by Role table (PC_RATE_ROLE). The resource's cost rate is stored in the Resources.StandardRate field in Microsoft Project. The resource's bill rate is stored in the Resources.Cost1 field. Job codes do not exist in the resource sheet.

You can export the Budget Item field (PC_BUDGET_ITEM) and Project Role field (PLAN_PROJROLE) values from the project level in PeopleSoft Project Costing to the resource sheet in Microsoft Project. The Microsoft Project system stores these values in custom text field Resources.Text10 and Resources.Text9. The project role is exported to Microsoft Project only for labor resources.

If you use PeopleSoft Program Management, values from the Units field in the assignment schedule in the Resource Details page copy to the resource sheet in Microsoft Project.

As resources are copied to the resource sheet, the system creates a unique ID and stamps it in the Resource ID field (RES_UID) in the Project Team Member table for future updates. If you remove a team member or delete an assignment, it is not reflected in the Microsoft system.

Transaction Data

Transactions and resource data are sent to the Microsoft system in the following way:

Actual Cost Rows: Rows in the Project Transaction table that have actual cost analysis types are summarized by activity and copied to Microsoft Project as actual cost values at the task level.

Resource amount is the summarized field. The Actual Cost (Task.ActualCost) field is updated on the matching task in the Microsoft system.
Actual Work Rows: Rows in the Project Transaction table that have actual cost analysis types and an employee ID are summarized by activity and copied to Microsoft Project as actual work values at the task level.

Resource Quantity is the summarized field. The Work field (Task.Work) is updated on the matching task in the Microsoft system.

Copying Data from Microsoft Project to PeopleSoft Project Costing

This section covers issues that are related to creating or updating a project in PeopleSoft Project Costing with data existing in Microsoft Project.

Project Data

When copying a project from Microsoft Project to PeopleSoft Project Costing, you enter the business unit, project ID, project description, integration template, project type, project status, project charging level, and project tree information. These values are used to create the project in the PeopleSoft system.

Task and WBS Data

The Microsoft Project tasks are synchronized with PeopleSoft activity-level data. The integration process imports summary and nonsummary tasks to the PeopleSoft system from the Microsoft system. Updated activity data includes activity ID, activity type and description, start and finish dates, percent complete, duration, summary flag, and milestones. New activities are formatted in the Activities Interface staging table (INTFC_ACT_GEN) with an activity ID of NEXT, while existing activities are formatted with the PeopleSoft Project Costing activity ID.

Regardless of the method that you use in the Microsoft system to calculate start and end dates for summary activities, the system assigns a calculation method of Manual in the PeopleSoft system for tasks that you import from the Microsoft system.

The WBS ID field on the task specifies the placement of activities within the WBS. The WBS ID field in Microsoft Project maps to the WBS ID in PeopleSoft Project Costing. The system verifies that the WBS structure for a project in Microsoft Project contains no more than nine levels, which is the maximum number of levels in PeopleSoft software. If a WBS contains more than nine levels, a message appears indicating that you cannot import the WBS into the PeopleSoft system. If the WBS ID in the Microsoft system contains a prefix, such as PC1.1, PC1.2, and so on, the system removes the prefix prior to populating the WBS ID field in the PeopleSoft system.

The Load Projects and Activities Application Engine process (PC_INTF_GEN) creates any new activities imported from Microsoft Project and renumbers the WBS ID on existing activities as needed to match the Microsoft Project WBS.

If you use PeopleSoft Program Management, you can select an option on the Microsoft Integration Options page for new projects created from the Microsoft system to copy the Microsoft WBS only up to the project charging level that is specified on the Create Project from Microsoft page in the PeopleSoft system.

See Understanding Project Charging Levels.

Tasks that you delete in Microsoft Project are not automatically deleted in PeopleSoft Project Costing during the integration process. For deleted tasks, the next time that you import Microsoft data to the PeopleSoft system, the system:

Assigns a WBS level 1 to the deleted tasks.
Moves the deleted tasks to the end of the project WBS structure.
Changes the activity processing status to Inactive.

Dependencies and Constraints

If you use PeopleSoft Program Management and import tasks from the Microsoft system to the PeopleSoft system, the integration process copies task dependencies and constraints. During the import process, the system deletes the existing dependencies in the PeopleSoft system and creates new dependencies based on the dependency data received from the Microsoft system.

You must enter dependency lag time in days in Microsoft Project to integrate with the PeopleSoft system. The integration process does not support percentage lag durations or elapsed time.

You cannot import dependencies for summary activities from the Microsoft system to the PeopleSoft system.

See Understanding Integration of Dependencies and Constraints with Microsoft Project.

Team Members and Resource Assignments

When you create a project, all resources and assignments that are on the Microsoft Project resource sheet can populate the Project Team Member table, and resources that are assigned to tasks in Microsoft Project can be moved to the Project Activity Team table. Entries in the Resource Name field should be either <First Name Last Name>, such as Tom Jones, or a resource requirement entry, such as Java Developer. The Resource Name field value is validated against the employee names that are in the PeopleSoft system, and if a valid name match is located, the appropriate employee is added to the project or activity. If you use PeopleSoft Program Management and no match is found, the resource from the Microsoft system is added as a generic resource in Program Management. If you use PeopleSoft Project Costing without PeopleSoft Program Management and no match is found, the resource is not imported.

The Resource Unique ID from the Microsoft resource (RES_UID) is stored in the Project Team Member table to facilitate future updates to Microsoft Project. The Resource Unique ID and the Task Unique ID (ACT_UID) are stored in the Project Activity Team table to facilitate future updates to Microsoft Project.

The integration process imports the project role values from the resource sheet in Microsoft Project to the project team, activity team, and schedule level in PeopleSoft Program Management. If you use PeopleSoft Project Costing without PeopleSoft Program Management, the system imports the project role from the resource sheet in Microsoft Project to the project team in Project Costing. If the import process updates an existing project, the project role values from Microsoft Project override the existing values in the PeopleSoft system. If no project role exists for the resource in Microsoft Project, or if the project role on the resource sheet is not valid in PeopleSoft Project Costing, the system assigns the default project role that you specify on the Microsoft Integration Options page. The system validates imported project roles against the Project Role table (PROJ_ROLE).

If you use PeopleSoft Program Management and PeopleSoft Resource Management, you can select integration options to:

Automatically add a named resource with a status of Requested if manager approval is required, or Committed if manager approval is not required, and generate a PeopleSoft Resource Management assignment if you import a resource from Microsoft Project that exists as a resource in Resource Management.

If you import a named resource from Microsoft Project that is not an existing resource in PeopleSoft Resource Management, the system adds the resource to the Resources page in PeopleSoft Program Management as a generic resource. If you import a named resource from Microsoft Project that is an existing resource in PeopleSoft Resource Management, the Resource Management values for resource pool, region, personnel status, and primary project role populate the Resources page for the resource.
Automatically add a generic resource with a status of Requested and generate a PeopleSoft Resource Management allocation if you import a resource from Microsoft Project that does not exist as a resource in Resource Management.

If you import a generic resource from Microsoft Project that belongs to a resource group (known as a resource pool in PeopleSoft software) that does not match a resource pool in PeopleSoft Resource Management, the system adds the generic resource with a resource pool value of Unassigned. The system imports the Microsoft Project values for resource name and region. The integration process does not re-create PeopleSoft Resource Management assignments or allocations that are already requested if you subsequently import the same project from Microsoft Project.
If a pending or approved assignment request already exists for the resource, the system updates the assignment schedules only for resources with a status of Considered.
Disregard PeopleSoft Resource Management schedule conflicts and create assignments even if doing so results in overbooking resources.
Select a default region from which to request generic resources.

When task dates change, all resources and resource assignments are copied to the PeopleSoft system, and a routine is called to adjust the dates, if needed, and to create new entries in the team tables during updates.

If you use PeopleSoft Program Management, values from the Units field in the resource sheet in Microsoft Project copy to the assignment schedule in the Resource Details page.

Resources or assignments that you delete from the Microsoft system are not automatically deleted in the PeopleSoft system during the next import process. Assignments must be manually deleted from the PeopleSoft system.

Transaction Data

The system identifies budget rows in Microsoft Project if a value is in the BaselineCost field at the task level. Each task is examined. If the task is not a summary and its BaselineCost value is not zero, the system copies the row to the budgeting tables if Projects Budgeting is enabled. If Projects Budgeting is disabled, the system copies the row to the Project Transaction table. The PeopleSoft - Microsoft Project Integrator selects the analysis types based on the budget analysis group. Changes to the task BaselineCost can be reflected in future updates.

If Projects Budgeting is enabled, the Microsoft Project budget periods for an activity are unlimited from the project start date. Budget rows for activities with start dates that are outside of this date range are not imported to budgeting tables or the Project Transaction table. The system copies the total amount from the budget periods in the Microsoft system to the start date period in PeopleSoft Project Costing.

The integration process imports the budget items from the resource sheet in Microsoft Project to the project team, activity team, and schedule level in PeopleSoft Program Management. If you use PeopleSoft Project Costing without PeopleSoft Program Management, the system imports the budget item from the resource sheet in Microsoft Project to the project team in Project Costing. If the import process updates an existing project, the budget item values from Microsoft Project override the existing values in the PeopleSoft system. The system validates imported budget items against the Budget Category Control table (GM_BUD_CATEGORY).

If no budget item exists for the row in Microsoft Project, or if the budget item on the resource sheet is not valid in PeopleSoft Project Costing, the system assigns the default budget item that you specify on the Microsoft Integration Options page. The system assigns a budget item to budget rows for activities based on the default Material Budget Item if either of these conditions exist:

The task contains at least one material resource row from Microsoft Project.
The task does not contain any resource rows.

If a task contains only labor resource rows in Microsoft Project, the system assigns a budget item to budget rows for those activities based on the default Labor Budget Item that you specify on the Microsoft Integration Options page.

Setting Up Integration Options

Initially, integration between PeopleSoft Project Costing and Microsoft Project is a matter of establishing integration options at the business unit to eliminate setting them on a project-by-project basis. Integration options that are set at the business unit level, however, can be overridden at the project level.

This section discusses how to define integration criteria.

Pages Used to Set Up Integration Options

Page Name	Definition Name	Navigation	Usage
Microsoft Project	PC_MSP2_BUDEFS	Set Up Financials/Supply Chain, Business Unit Related, Project Costing, Project Costing Options, Microsoft Project	Establish the default settings for integrating projects for this project business unit with Microsoft Project.
Microsoft Integration Options	PC_MSP2_RUNDEFS	Project Costing, Third Party Integration, Microsoft, Create Project, Create Project from Microsoft Click the Options link on the Create Project from Microsoft page.	Modify the default integration options that are originally defined at the business unit level on the Microsoft Project page. The Microsoft Integration Options page is similar to the Microsoft Project page; therefore, both pages are discussed in this section.

Page Name

Definition Name

Navigation

Usage

Microsoft Project

PC_MSP2_BUDEFS

Set Up Financials/Supply Chain, Business Unit Related, Project Costing, Project Costing Options, Microsoft Project

Establish the default settings for integrating projects for this project business unit with Microsoft Project.

Microsoft Integration Options

PC_MSP2_RUNDEFS

Project Costing, Third Party Integration, Microsoft, Create Project, Create Project from Microsoft

Click the Options link on the Create Project from Microsoft page.

Modify the default integration options that are originally defined at the business unit level on the Microsoft Project page. The Microsoft Integration Options page is similar to the Microsoft Project page; therefore, both pages are discussed in this section.

Defining Integration Criteria

Access the Microsoft Project page to define integration criteria default values at the business unit level (Set Up Financials/Supply Chain, Business Unit Related, Project Costing, Project Costing Options, Microsoft Project). Or, access the Microsoft Integration Options page to define integration criteria for a specific project (click the Options link on the Create Project from Microsoft page).

Note. Many of the fields on both the Microsoft Project and Microsoft Integration Options pages are similar; therefore, the discussion in this section applies to both pages. The Business Unit and Project fields at the top of the page designate the level (business unit or project) at which you are defining the integration criteria.

The settings that you enter on the Microsoft Project page for the business unit appear by default on the Microsoft Project Integration page for all projects that belong to the business unit.

Export	Select the check box that corresponds to each data element that you want to send to Microsoft Project when the integration process runs to export data from PeopleSoft Project Costing to the Microsoft system.
Import	Select the check box that corresponds to each data element that you want to receive in PeopleSoft Project Costing when the integration process runs to import data from the Microsoft system to Project Costing.

Project/Activity Detail

Project Definitions	Select to copy information such as project name, project ID, description, type, business unit, manager ID, project tree name, tree effective date, and parent node if applicable.
Dates and Duration	Select to copy the project start and end dates. This option also copies project duration if you use PeopleSoft Program Management.
Percent Complete (project)	Select to import the percent complete value from Microsoft Project to PeopleSoft if the calculation method is manual.
Activity Definitions	Select to copy information such as activity ID or task name, activity type, description, summary flag, and work breakdown structure ID (WBS ID). If you use PeopleSoft Program Management, the integration process copies activity dependencies and constraints when you export data from the PeopleSoft system to the Microsoft system.
Dates and Duration	Select to copy the activity start and end dates. This option also copies activity duration if you use PeopleSoft Program Management.
Percent Complete (activity)	Select to copy the percent complete value that appears on the Activity Definitions - General Information page for each activity or task. If the transmission is from PeopleSoft Project Costing to the Microsoft system, the value sent is the percent complete based on the calculation method that is defined for the project business unit. When the percent complete arrives in the Microsoft system, it triggers a recalculation of actual work in the Microsoft system, which automatically updates actual work based on percent complete as part of its standard functionality. When PeopleSoft Project Costing receives the percent complete from Microsoft Project, only the percent complete value that is in the PeopleSoft system changes. Actual work does not change.
Milestones	Select to synchronize milestones. In the PeopleSoft system, you designate an activity as a milestone on the Activity Definitions - Definition page.
Include only costing level WBS (include only costing level work breakdown structure)	Select Import to copy the Microsoft WBS only down to the project charging level that is specified on the Create Project from Microsoft page in the PeopleSoft system. Deselect the Import check box to import the entire WBS to the PeopleSoft system. This option is available for new projects that you create from the Microsoft system. Important! If you select the Include only costing level WBS option and import the WBS only down to the specified activity costing level, we recommend that you not export the WBS back into Microsoft Project from the PeopleSoft system because the WBS structures now differ. This option appears if you select an activity costing level as the project charging option on the Create Project from Microsoft page. The Include only costing level WBS option is available for the project if you use PeopleSoft Program Management. See Understanding Project Charging Levels.
Project Team	This field appears only if you use PeopleSoft Project Costing without PeopleSoft Program Management. If PeopleSoft Program Management is installed, this field is replaced with the Project Resource List and Resource Sheet fields. Export: Select to copy members of the project team to the Microsoft Project resource sheet. Import: Select to copy labor resources from the Microsoft Project resource sheet to the Project Team Member Team table.
Job Codes	Select Export to copy all of the resources that belong to the job codes that are specified on the Project Definitions - Team page in PeopleSoft Project Costing to the Microsoft system. This field appears only if you use PeopleSoft Project Costing without PeopleSoft Program Management.
Project Resource List / Resource Sheet	Select to copy project-level data such as description, project type, start and end dates, and so on. This field appears only if you use PeopleSoft Program Management. Export: Select to copy data from the project resource list on the Resources page in PeopleSoft Program Management to the Microsoft Project resource sheet. Import: Select to copy resource data from the Microsoft Project resource sheet to the project resource list on the Resources page in PeopleSoft Program Management.
Include Labor	Select to copy labor resources for the project. This field appears only if you use PeopleSoft Program Management.
Include Material	Select to copy material and asset resources, such as consumable supplies and machinery, for the project. Material and asset resources do not have time or work components associated with them. This option appears only if you use PeopleSoft Program Management.
Assign Named Resource	Select to add the resource with a status of Requested, which triggers the process to create a PeopleSoft Resource Management assignment. Deselect the check box to add the resource with a status of Considered. This check box appears only if you use PeopleSoft Program Management and PeopleSoft Resource Management.
Allocate Generic Resource	Select to add the resource with a status of Requested, which triggers the process to create a PeopleSoft Resource Management allocation. Deselect the check box to add the resource with a status of Considered. This check box appears only if you use Program Management and PeopleSoft Resource Management.
Allow Overbooking	Select to assign a resource status of Requested when you import named resources from Microsoft Project, and when you create PeopleSoft Resource Management assignments regardless of schedule conflicts. Deselect the check box to assign a resource status of Considered on the PeopleSoft Program Management Resources page if resource schedule conflicts exist. This option applies only if you select the Auto Assign Named Resource option. This option appears only if you use PeopleSoft Program Management and PeopleSoft Resource Management.
Default Region	Select a default region from which to request generic resources. The default region populates the Region Code field on the PeopleSoft Program Management Resources page for new resources. This value does not update the region for existing resources. This option applies only to generic resources that you import from Microsoft Project. This option appears only if you use PeopleSoft Program Management and PeopleSoft Resource Management.
Activity Resource List / Task Assignments	Select to copy activity-level data such as task name or activity ID, activity type, description, start and end dates, and resources. This option appears only if you use PeopleSoft Program Management. Export: Select to copy resource data from the PeopleSoft Program Management Resources by Activity page to the Microsoft task assignments. Import: Select to copy resource data from the Microsoft Project tasks to the PeopleSoft Program Management Resources by Activity page.
Include Labor	Select to copy labor resources and their related work information for activities. This option is available for selection only if you select the Include Labor option for the Project Resource List / Resource Sheet.
Include Material	Select to copy the material and asset resources for activities. This option is available for selection only if you select the Include Material option for the Project Resource List / Resource Sheet.

Transactional Detail

Actual Work/Cost	Select Export to summarize transaction rows that belong to the actuals analysis group that are in the Project Transaction table, and copy the data to the Microsoft Project Task, Actual Work, and Actual Cost columns.
Budget Detail	Select Import to import nonsummary BaselineCost values from tasks and send them to either the Project Budget Detail table (PC_BUD_DETAIL), if the Projects Budgeting feature is enabled, or the Project Transaction table by using the analysis type that you enter in the Budget Analysis Type field. When you import budget transactions from the Microsoft system, the system creates a new budget plan by using the values that you define in the next five fields.
Budget Analysis Type	Enter the analysis type to assign to budget transactions that are coming into the PeopleSoft system from the Microsoft system.
Calendar ID	Enter the general ledger (GL) calendar that the system uses to determine standard business hours per day, days per week, and holidays. The calendar ID identifies the interval at which the budget is tracked.
Labor Budget Item	Enter the value to use as the default budget item that appears in PeopleSoft Project Costing for rows with a Resource Class value of Labor that you import from Microsoft Project if a budget item value does not exist in Microsoft Project. The system also assigns the default value to imported rows that contain budget items that do not exist in the Budget Category Control table. During the import process, budget items in Microsoft Project override the default budget item on this page. This field is required if you select the Include Labor option for the Project Resource List / Resource Sheet or Activity Resource List / Task Assignments on the Microsoft Integration Options page. If you use PeopleSoft Program Management, this value appears as the budget item for labor resources on the Resources page and Resources by Activity page.
Material Budget Item	Enter the value to use as the default budget item that appears in PeopleSoft Project Costing for rows with a Resource Class value of Material that you import from Microsoft Project if a budget item value does not exist in Microsoft Project. The system also assigns the default value to imported rows that contain budget items that do not exist in the Budget Category Control table. During the import process, budget items in Microsoft Project override the default budget item on this page. This field is required if you select the Include Material option for the Project Resource List / Resource Sheet or Activity Resource List / Task Assignments on the Microsoft Integration Options page.

Options

Project Role

Enter the value to use as the default project role that appears in PeopleSoft Project Costing for labor rows that you import from Microsoft Project if a project role value does not exist for the rows in Microsoft Project. The system also assigns the default value to imported rows that contain project roles that do not exist in the Project Role table.

During the import process, project roles in Microsoft Project override the default project role on this page.

Named Resources

This group box appears only if you use PeopleSoft Program Management.

Cost Rate Type

Select an option to appear as the cost rate type for named labor resources on the Resources page or the Resources by Activity page in PeopleSoft Program Management when you import new resources from Microsoft Project. This field is required if you select the Include Labor option for the Project Resource List / Resource Sheet or Activity Resource List / Task Assignments.

Available options are:

Employee Rate: The system uses the cost rates that are defined on the Rates by Employee page for new resources that you import from Microsoft Project. Subsequent modifications that you make to resource cost rates in Microsoft Project are not imported into the PeopleSoft system.

Jobcode Rate: The system uses the cost rates that are defined on the Rates by Job Code page for new resources that you import from Microsoft Project. Subsequent modifications that you make to resource cost rates in Microsoft Project are not imported into the PeopleSoft system.

Project Role Rate: The system uses the cost rates that are defined on the Rates by Role page for new resources that you import from Microsoft Project. Subsequent modifications that you make to resource cost rates in Microsoft Project are not imported into the PeopleSoft system.

Custom Rate: If you import a new resource from Microsoft Project, the system populates the Resources and Resources by Activity pages with the Resources.StandardRate field value from the Microsoft Project resource sheet. If the resource exists on the Resources page and has a custom rate type, the system updates the rate with the Resources.StandardRate field value from the resource sheet.

When you export resources from the PeopleSoft system to Microsoft Project, the system sends the activity resource cost rates that appear on the Resources by Activity page. If no cost rate is defined for a named labor resource on the Resources by Activity page, the system uses the resource's cost rate from the Resources page for the project.

Rates that you modify in Microsoft Project do not update PeopleSoft data if the existing resource on the Resources page does not have a custom rate type.

You can control the available options by restricting rate types on the Program Management Options page for the business unit.

See Establishing PeopleSoft Program Management Business Unit Options.

Note. New material resources are brought into the PeopleSoft Program Management Resources page and Resources by Activity page from the Microsoft system with a rate type of User Defined Rate (custom).

Bill Rate Type

Select an option to appear as the bill rate type for named labor resources on the Resources page or the Resources by Activity page in PeopleSoft Program Management when you import new resources from Microsoft Project. This field is required if you select the Include Labor option for the Project Resource List / Resource Sheet or Activity Resource List / Task Assignments.

These options act in a similar manner as the Cost Rate Type options for named resources, except that the system uses the bill rate types—not the cost rate types—that are defined for the selected option. Bill rate types are stored in the Resources.Cost1 field in the Microsoft system.

Generic Resources

This group box appears only if you use PeopleSoft Program Management. These options act in a similar manner as the Cost Rate Type and Bill Rate Type options for named resources.

Creating Microsoft Projects from PeopleSoft Projects

The section discusses how to create and update Microsoft projects from PeopleSoft data.

Pages Used to Create Microsoft Projects from PeopleSoft Projects

Page Name	Definition Name	Navigation	Usage
Integrate with Microsoft Project	PC_MSP2_UPDATEPROJ	Project Costing, Third Party Integration, Microsoft, Integrate Project, Integrate with Microsoft Project Project Costing, Project Definitions, General Information Select Integrate with MSProject from the More drop-down list box on the Project Definitions - General Information page. Program Management, Third Party Integration, Microsoft, Integrate Project, Integrate with Microsoft Project Program Management, Project Definitions, General Information Select Integrate with MSProject from the More drop-down list box on the Project Definitions - General Information page.	Create or update a project in Microsoft Project from data existing in a PeopleSoft Project Costing or PeopleSoft Program Management project.
Administer Integrators	PC_MSP2_VIEWINTG	Project Costing, Third Party Integration, Microsoft, Administer Integrators, Administer Integrators Click Administer Integrators on the Integrate with Microsoft Project page.	View the status of integration requests.

Creating and Updating Microsoft Projects from PeopleSoft Data

Access the Integrate with Microsoft Project page (Project Costing, Third Party Integration, Microsoft, Integrate Project, Integrate with Microsoft Project).

Refresh

Click to update information about the progress of the current integration.

Administer Integrators

Click to access the Administer Integrators page to view the integrators that are updating the integration requests and the status of integrations. This button appears only if you have security access to the Administer Integrators page.

Options

Click to access the Microsoft Integration Options page to enter integration criteria for this project.

Attached File

Click a file name link to download a Microsoft Project *.mpp file that is associated with the PeopleSoft project. To modify the attachment version that is stored in the PeopleSoft system:

Modify the file and save the changes.

Click Import from MSProject File to run the Microsoft Project file through the Integrator.

Note. To indicate to other users that you are working on the current version of an mpp file, click the Check Out MSProject File button.

Check In MSProject File and Check Out MSProject File

Click the appropriate button to check in or check out the Microsoft Project *.mpp file that is associated with the project. If a file is checked out, you can edit it and check it back in when you are done, or cancel the checkout. If you edit and check in the file, the changes you have made are saved to the version of the file that is posted. The data changes, however, are not uploaded to the PeopleSoft application tables until you perform the integration process on the file.

Any user with access to this page can check out a file. When a file is checked out, only the user who checked out that version of the file can edit it. The Check Out process is primarily intended to facilitate coordination of efforts and ensure that two people do not accidentally overwrite each other's work.

Export to MSProject File

Click to create a new Microsoft Project *.mpp file that contains the changes that are made in the PeopleSoft system. The affected project attributes are those for which the Export option is selected on the Microsoft Project page for the business unit. Click Options to access the Microsoft Integration Options page and override the business unit options.

Import from MSProject File

Click to update the project in the PeopleSoft system with changes that are made in a Microsoft Project *.mpp file. The affected project attributes are those for which the Import option is selected on the Microsoft Project page for the business unit. Click Options to access the Microsoft Integration Options page and override the business unit options.

Project General

Click to access the Project Definitions - General Information page for the project.

Integration Session Log

Progress and Results

Displays the progress and results of the current or last data integration between the PeopleSoft and Microsoft systems.

Warnings and Errors

Displays messages of errors, if any, that occur during the integration process.

Note. If the integration finishes and adds a new file to the grid, but warnings and error messages appear, you should review the messages and review the project for accuracy. In these circumstances, the majority of the integration is most likely successful, but a value in a particular field may be truncated or not integrated due to unusual data or characters in the Microsoft Project file.

Creating PeopleSoft Projects from Microsoft Projects

This section discusses how to create and update PeopleSoft projects from Microsoft Project data.

Pages Used to Create PeopleSoft Projects from Microsoft Projects

Page Name	Definition Name	Navigation	Usage
Create Project from Microsoft	PC_MSP2_CREATEPROJ	Project Costing, Third Party Integration, Microsoft, Create Project, Create Project from Microsoft Project Costing, My Projects Click the Create Project from Microsoft link on the My Projects page. Program Management, Third Party Integration, Microsoft, Create Project, Create Project from Microsoft	Create a new project in the PeopleSoft system from an existing Microsoft Project project (*.mpp file).
Integrate with Microsoft Project	PC_MSP2_UPDATEPROJ	Project Costing, Project Definition, General Information Select Integrate with MSProject from the More drop-down list box. Program Management, Project Definition, General Information Select Integrate with MSProject from the More drop-down list box.	Update an existing PeopleSoft project with data from the Microsoft system.

Creating and Updating PeopleSoft Projects from Microsoft Data

Access the Create Project from Microsoft page (Project Costing, Third Party Integration, Microsoft, Create Project, Create Project from Microsoft).

A message appears at the top of the page if errors or warnings occurred in the previous integration process.

Business Unit and Project Name

Enter the PeopleSoft project business unit, project, and project description for the project that you are creating in the PeopleSoft system. The business unit appears by default from the User Preferences - Project Costing page for the person who is logged into the system. The integration options appear by default from the Project Costing Options - Microsoft Project page for the business unit.

Last Project Created	Displays the project ID of the last imported project.
Integration Template	Select the integration template to use for integrating data for this project with PeopleSoft General Ledger, Asset Management, and Purchasing, if applicable.
Project Type	Enter the project type for the system to assign to this project.
Processing Status	Displays the processing status that the system uses to control incoming transactions. The system assigns the Processing Status field value based on the Project Status field value that you select. Processing status types are mapped to the delivered and user-defined project status types during implementation. These processing statuses may appear: Active: Projects with an active status can be selected from prompt lists that are in PeopleSoft feeder systems, enabling you to charge transactions from feeder systems to a project. Inactive: Projects with an inactive status do not appear in prompt lists that are in PeopleSoft feeder systems. Pending: Indicates projects that are not active yet, but for which you want to begin project planning such as creating budgets and project teams. You cannot charge cost transactions to pending projects. See Understanding Project-Related Control Data.
Project Status	Select the project status to assign to this project in the PeopleSoft system.

Project Charging Level

This group box defines the charging level for new projects that are created from the Microsoft system. The default values are based on the project charging level settings for the business unit. The group box appears if you use PeopleSoft Program Management.

All Detail Activities

Select to import the entire WBS that includes all tasks.

Activity Costing Level

Select to import a partial WBS that includes only tasks up to the activity costing level. If you select this option, you must select an activity costing level of 1, 2, or 3 from the drop-down list box.

To use this option, you must also select the Import option for the Activity Definitions field and the Include only costing level WBS field on the Microsoft Integration Options page.

Charging Level for Time Report

Select the charging level for time reports that appears as the selected option for new projects that are created in the Microsoft system.

If you select All Detail Activities as the project charging level, the system automatically selects All Detail Activities as the time report charging level.

This option is available if you use PeopleSoft Expenses and PeopleSoft Program Management.

See Understanding Project Charging Levels.

Project Tree Integration

Tree Name	Select the project tree to which the project belongs.
Effective Date of Tree	Enter the date that the project is considered added to the tree.
Parent Tree Node	Select the parent tree node to which to assign the new project as its child.

Additional Fields

MSP File Name	Displays the name of an existing Microsoft Project *.mpp file to be used to create the project in the PeopleSoft system.
Add Attachment	Click to add an existing Microsoft Project *.mpp file to be used to create the project in the PeopleSoft system.
Options	Click to access the Microsoft Integration Options page to modify the integration default settings.
Import from MSProject File	Click to create the project in PeopleSoft Project Costing with the Microsoft Project *.mpp file. The affected project attributes are those for which the Import check box is selected on the Microsoft Project page for the business unit. Click Options to access the Microsoft Integration Options page and override the business unit options.
Integration Session Log	Click to view warnings, errors, progress, and results of the integration session.
Project General	Click to access the Project Definitions - General Information page for the project just created.

Refresh	Click to update information about the progress of the current integration.
Administer Integrators	Click to access the Administer Integrators page to view the integrators that are updating the integration requests and the status of integrations. This button appears only if you have security access to the Administer Integrators page.
Options	Click to access the Microsoft Integration Options page to enter integration criteria for this project.
Attached File	Click a file name link to download a Microsoft Project .mpp file that is associated with the PeopleSoft project. To modify the attachment version that is stored in the PeopleSoft system: Modify the file and save the changes. Click Import from MSProject File to run the Microsoft Project file through the Integrator. Note.* To indicate to other users that you are working on the current version of an mpp file, click the Check Out MSProject File button.
Check In MSProject File and Check Out MSProject File	Click the appropriate button to check in or check out the Microsoft Project *.mpp file that is associated with the project. If a file is checked out, you can edit it and check it back in when you are done, or cancel the checkout. If you edit and check in the file, the changes you have made are saved to the version of the file that is posted. The data changes, however, are not uploaded to the PeopleSoft application tables until you perform the integration process on the file. Any user with access to this page can check out a file. When a file is checked out, only the user who checked out that version of the file can edit it. The Check Out process is primarily intended to facilitate coordination of efforts and ensure that two people do not accidentally overwrite each other's work.
Export to MSProject File	Click to create a new Microsoft Project *.mpp file that contains the changes that are made in the PeopleSoft system. The affected project attributes are those for which the Export option is selected on the Microsoft Project page for the business unit. Click Options to access the Microsoft Integration Options page and override the business unit options.
Import from MSProject File	Click to update the project in the PeopleSoft system with changes that are made in a Microsoft Project *.mpp file. The affected project attributes are those for which the Import option is selected on the Microsoft Project page for the business unit. Click Options to access the Microsoft Integration Options page and override the business unit options.
Project General	Click to access the Project Definitions - General Information page for the project.