Copying Data from Microsoft Project to PeopleSoft Project Costing

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 PeopleSoft Program Management: 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 PeopleSoft Program Management: 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.