User manual - projeqtor.org
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1. Below are shown the columns present in the workbook and their description Column name Description Projeqtor_ID Id of the activity recorded in Projeqtor This information is found by comparing MSProject activity name and Projeqtor activity name listed in MSProject_Schedule Projeqtor Activity List Export respectively If the same name cannot be found on both workbook a blank value will be used ATTENTION this column is READ ONLY No information should be copied in the cells of this column Correct activity name This column represents the correct name of the activity recorded in MSProject schedule A formula in the cells of this column that removes all blank spaces existing in the values of column Name and the result of this formula is applied to this column By doing this we can avoid problems due to existing blank spaces in the beginning middle or end of the activity name ATTENTION this column is READ ONLY No information should be copied in the cells of this column VALIDATIONS If the activity name is duplicated there is another activity with the same name in Projeqtor s activity list the cell will be highlighted with a red background color Complete of completion of the activity in MSProject schedule Activity name Name of the activity in MSProject schedule Duration Duration of the activity in MSProject schedule Start Start date of the acti2. Data 4 de 17 IMPORTING ACTIVITIES FROM MSPROJECT TO PROJEQTOR IMPORT_CONFIGURATION This workbook contains the parameters that need to be set before the generation of the data to be imported in Projeqtor The workbook performs some basic validations so the user may check for basic errors before the generating the data to be import ATENTION The validations performed in the spreadsheet are not taken into account during the generation of the import file They are put in place only as a visual indicator to help the user to prevent and correct errors before generating the import file The parameters needed and the validations performed are presented below PARAMETERS Parameter Not Started Activity Status Handled Activity Status Finished Activity Status Default Priority Default Planning Mode MSProject Unit Measure for Duration plural MSProject Unit Measure for Duration singular Creation Date Creation User Project ID Set first resource name in MSProject Schedule as Activity Responsible MSProject Resource Description Status to be assigned to an activity with progress 0 Status to be assigned to an activity with progress gt 0 and lt 100 Status to be assigned to an activity with progress 100 Priority to be assigned to activities Planning mode to be assigned to activities Word used by MSProject after Duration Value in plural 2 days hours Word used by MSProject a
3. activity type YES NO Type defined below If NO no activity type will be assigned Default Activity Type Activity type to be assigned to activities Handled date equal If YES when an activity has a handled status progress gt 0 to validated start and lt 100 handled date will be set as validated start date If YES NO date NO Creation Date will be used If YES when activity has done status progress 4 100 done date will be set as validated end date If NO YES NO validated end date Creation Date will be used Any valid value accepted used by Projeqtor Any valid value used by MSProject Any date Standard is generation date VALIDATIONS Validation Activity names in MSProject Schedule without names longer than 100 chars Activity names in MSProject Schedule WITH NO duplicated Description Checks if there is any activity name MSProject_Schedule workbook which the content in longer than 100 characters since that is the max length of Projeqtor s activity Results OK no activity name longer name field than 100 chars in E MSProject_Schedule NOTE Importing a activity with name longer workbook than 100 chars will make Projeqtor truncate the activity name to make it 100 char long NOK there are activity names longer than 100 chars Later when comparing Projegtor activity MSProiect Schedule na
4. IMPORTING ACTIVITIES FROM MSPROJECT TO PROJEQTOR FRANCIS BENITO ODISI IMPORTING ACTIVITIES FROM MSPROJECT TO PROJEQTOR CONTENT INTRODUCTION coccion id eta dd 3 GUIDELINES iii a s 4 IMPORT CONFIGURATION 2 5 5 PARAMETERS 5 e 6 GENERATION OF IMPORT FILE GENERATE BUTTON inserer 7 PROJEQTOR _ACTIVITY_LIST 0 8 5 9 10 DAT Ax IMPOR ira did 14 ADDITIONAL INFO 000 Ad ea en 15 KNOW KEEIMITA TIONS ater ttt A ae nile Sach ar 15 eet see ee en OR eee ene oes 15 2 tee es detent eee te ee eter ee tes 16 6 2 17 2 de 17 IMPORTING ACTIVITIES FROM MSPROJECT TO PROJEQTOR INTRODUCTION The objective of this document is to describe
5. defined in MSProject schedule Follow the steps below to get this list a Open MSProject file containing the schedule of the desired project b Copy the data of all activities existing in MSProject schedule and paste them in MSProject_Schedule workbook according to existing columns and sequence Please see section MSProject Schedule for more information about which data must be copied to this workbook 4 Review the information presented in Projeqtor_Import workbook Please take close attention to the following a Check if the information automatically generated are correct The user may need to go back to Step 1 and review the parameters b Complete any missing information needed or change the data automatically generated to make sure the information to be imported as correct as desired Please see section Projeqtor Import for more information about the data automatically generated by this spreadsheet as for understanding the rules and parameters used facilitating the correction of incorrect data 5 Go back to Import_Configuration workbook and check if any validation presents any error If there is any error please analyze the problem and correct it before generating the file 6 Press Generate button and wait until the end of the generation process which will result in the generation of the import file 7 Go back to Projeqtor and import the generated file using the functionality Tools gt gt Import
6. et activities with NO resource in MSProject as Activity Group is active or not If Yes uses the Default Activity Type for Activity Group defined in parameters Otherwise uses blank value Is there is a resource name in MSProject schedule checks if the parameter Use Default Activity Type is active or not If Yes uses the Default Activity Type defined in parameters If No uses blank value If an activity does not exist in the respective line in MSProject schedule name uses blank value Otherwise uses the activity name recorded in MSProject schedule If an activity does not exist in the current line uses blank value If an ID was not found for the current activity uses the Creation date creationDate defined in parameters because it assumes that the activity will be inserted in Projegtor and a creation date is needed If an ID was found uses blank value because it assumes the activity already exists in Projeqtor and the creation date is already set If an activity does not exist in the current line uses blank value If an ID was not found for the current activity uses the Creation user idUser defined in parameters because it assumes that the activity will be inserted in Projegtor and a creation user is needed If an ID was found uses blank value because it assumes the activity already exists Projegtor and the creation user is already set If an activity does not exist in t
7. fter Duration Value in singular 1 day hour Creation date of the activity in Projeqtor User to be assigned as creation user of the activity in Projeqtor ID of the project which the activity will be linked to If YES the first resource name defined in MSProject schedule will be defined as the activity responsible Projeqtor ATENTION if the resource name in MSProject does not exist in Projeqtor the import will fail If NO no resource name will be assigned to activity ATENTION if no resource is defined as responsible and activity status is changed do a handled or finished status the import will fail Character used by MSProject to separate resource names 5 de 17 Allowed Values YES NO Separator Set activities with NO resource in IMPORTING ACTIVITIES FROM MSPROJECT TO PROJEQTOR If YES activities with no resource names in MSProject will have their activity type defined as a activity group according MSProject as to type defined in parameter YES NO Activity Group lf NO nothing happens Activity type to be assigned to activity groups Default Activity Type NOTE It is recommended that the activity type configured to for Activity Group represent activity groups or phases control activities etc do NOT require the fields Responsible and Result as mandatory fields Use Default Activity If YES activity will be created with a default
8. he current line uses blank value idStatus Otherwise the complete of the activity defined in MSProject schedule will be used to choose which status should be used according to the values defined in parameters The rules used to choose the status 10 de 17 IMPORTING ACTIVITIES FROM MSPROJECT TO PROJEQTOR are presented below e 0 Uses the value defined Not Started Activity Status e 100 Uses the value defined in Handled Activity Status e 1 a99 Uses the value defined in Finished Activity Status idResource First checks if the parameter Set first resource name in MSProject Schedule as Activity Responsible is active or not If No uses blank value If Yes but an activity does not exist in the current line uses blank value If Yes and there is an activity in the current line checks if there are resource names informed in MSProject schedule In case of no names informed uses blank value If resource names are informed in MSProject schedule uses the name of the first resource associated to the activity For getting the first resource name from MSProject schedule it checks if there is only one resource name or more This validation assumes that MSProject separates resource names using a separator character This separator character must be set in parameters MSProject Resource Separator Therefore if a separator character is found it means that there are
9. how to use the MSProject to Projeqtor Activity Import xlsm spreadsheet which generates the file containing all the data needed to import activities from MSProject schedule to Projeqtor 3 de 17 IMPORTING ACTIVITIES FROM MSPROJECT TO PROJEQTOR GUIDELINES The steps needed to use MSProject to Projeqtor Activity Import xlsm spreadsheet are given below 1 Configure all parameters presented in Import_Configuration workbook Please see section Import Configuration for more information about the parameters and what they are used for 2 Paste in Projeqtor Activity List Export workbook the list of activities that are already recorded in Projeqtor considering the desired project Follow the steps below to get these list a Goto Activities screen b Apply a filter to list only activities of the desired Project Use the functionality Export to CSV format so a list of all activities recorded in Projeqtor for the desired project is generated d Copy the data regarding the activities exported from Projeqtor and paste it in Projeqtor_Activity_List_Export workbook considering the defined format The activity list must be ordered by ID column in ascending order from lower to higher numbers Please see section Projegtor Activity List Export for more information about which data must be copied to this workbook 3 Paste in MSProject_Schedule workbook the list of activities
10. ies in a decreasing order child activities will be closed first and then when the parent activity will be closed no error will occur Copy data from Data_Import workbook to be imported to a new file spreadsheet with xlsx extension compatibility with Projeqtor which does not read Excel files with macro xIsm files e Saves the import file in the same directory of the generation spreadsheet e Closes the import file and reactive the generation spreadsheet in Import_Configuration workbook 7 de 17 IMPORTING ACTIVITIES FROM MSPROJECT TO PROJEQTOR PROJEQTOR ACTIVITY LIST EXPORT In this workbook the user have to copy the activity list previously exported by Projeqtor considering the project that must be updated If the project has no activities recorded in Projeqtor first import this workbook must be empty with no values besides the existing header The following information from Projeqtor are required id and activity name which must be copied in the columns ID and Name respectively IMPORTANT The activity list must be ordered by ID column in ascending order from lower to higher numbers Below are shown the columns present in the workbook and their description Column name Description Correct Activity Name This column represents the correct name of the activity recorded in Projegtor A formula in the cells of this column that removes all blank spaces e
11. instead of inexistent content that should be ignored Thus the Excel macro copies all contents from Projeqtor_Import to Data_Import and seeks for blank values Data_Import workbook Once a blank value is found it clears the content of the cell so neither Excel nor Projeqtor will not recognize it as a real value If this process was performed in Projeqtor_Import workbook all formulas defined in the cells would be clean up and consequently the same spreadsheet could not be used more than once without having to manually replicate the formulas to the cells that were clean up 14 de 17 IMPORTING ACTIVITIES FROM MSPROJECT TO PROJEQTOR ADDITIONAL INFO KNOWN LIMITATIONS The following limitations are known regarding the use of MSProject to Projeqtor Activity Import xlsm spreadsheet Parent Child Activities lt does not automatically identify the relationship of parent child activities from MSProject If the parent activity already exists in Projeqtor it is still possible to make this association manually in the spreadsheet using the workbook Projeqtor_Import column idActivity However Projeqtor Planning functionality provides the user a much better and user friendly interface TIPS The following tips may be helpful during the of MSProject to Projeqtor Activity Import xlsm spreadsheet e When defining the parameter Default Activity Type for Activity Gr
12. me with MSProject activity Sane MSProject_Schedule workbook will not find a match and the activity will be duplicated in Projeqtor instead of updated Checks if there is any duplicated activity name in MSProject_Schedule workbook Duplicated names must not occur otherwise while crossing data from MSProject Activities Projeqtor Activities incorrect association 6 de 17 no duplicated activity names found in MSProject_Schedule workbook IMPORTING ACTIVITIES FROM MSPROJECT TO PROJEQTOR values between ID and activity name may occurs NOK there are duplicated This may happen because Excel function activity names in PROCV gets the ID of the first activity with MSProject_Schedule the given name found Checks if there is any duplicated activity workbook OK no duplicated activity _ name in Projeqtor_Activity_List_Export names found in Activity names in workbook Duplicated names must not occur Activity_List_Export Projeqtor Activity otherwise while crossing data from workbook List WITH MSProject Activities X Projeqtor Activities i duplicated incorrect association between ID and activity NOK there are duplicated values name may occurs This may happen because activity names in Excel function PROCV gets the ID of the first Projegtor_Activity_List_Export activity with the given name found workbook Checks if all para
13. meters were defined OK all parameters were Parameters ATENTION this validation does not check defined defined the defined values for each parameter but NOK there are parameters only if there is something define or not where no value was defined GENERATION OF IMPORT FILE BUTTON The generation of the import file is performed when the user hits the Generation button As mentioned above the user must check if the validations performed have returned some error to prevent the generation of incorrect data The generation process Excel Macro performs the following steps e Clear possible existing data Data_Import workbook generated in previous processes Select all data existing in Projeqtor Import workbook containing formatted data e Paste data into Data_Import workbook which will be used to generate import file e In Data_Import workbook clears the content of all cells with blank values e In Data Import workbook orders all activities by column ID in decreasing order reason behind this ordering process is that generally group activities activities representing phases control activities etc or parent activities have an ID number smaller than their child activities So during the import process if we try to close a parent activity without having the child activities closed before an error occurs during the import process By having the activit
14. oject schedule uses blank value Otherwise uses end date defined in MSProject schedule idActivityPlanningMode If an activity does not exist in the current line uses blank value Otherwise checks if there is an ID for the activity If the ID does not exist uses the value of parameter Default Planning Mode it assumes the activity will be created in Projeqtor Otherwise uses blank value because it assumes the activity already exists in Projegtor and the Default Planning Mode is already set initialDuration If a duration does not exist in the respective line in MSProject schedule uses blank value Otherwise checks if an ID was found for the current activity If an ID was found uses blank value because it assumes the activity already exists Projegtor and the duration is already set If an ID was NOT found uses the duration defined in MSProject schedule because it assumes that the activity will be inserted in Projegtor and a duration is needed PS MSProject duration value is processed so the unit measure used by MSProject in duration column is removed resulting in a number instead of a text This process considers the values defined in MSProject Unit Measure for Duration plural and MSProject Unit Measure for Duration singular parameters as well their variations using the 2 symbol that is allowed by MSProject for estimated durations These texts representing the uni
15. oup check how the corresponding activity type is recorded in Projeqtor Make sure the following fields are unset in Projeqtor record for the choosen activity type Description mandatory Responsible mandatory on handled status and Result mandatory on done status By doing this it will avoid import errors since having a parent activity with no responsible defined since each child activity has its own responsible is common practice when creating a project schedule 15de17 IMPORTING ACTIVITIES FROM MSPROJECT TO PROJEQTOR ATTACHMENTS Not applicable 16 de 17 IMPORTING ACTIVITIES FROM MSPROJECT TO PROJEQTOR CONTRIBUTIONS Created by Francis Benito Odisi 17 de 17
16. ready exists Projegtor and the start date is already set If an ID was NOT found uses the start date defined in MSProject schedule because it assumes that the activity will be inserted in Projeqtor and a start date is needed validatedStartDate If a start date does not exist in the respective line in MSProject schedule 11 de 17 IMPORTING ACTIVITIES FROM MSPROJECT TO PROJEQTOR uses blank value Otherwise uses start date defined in MSProject schedule priority If an activity does not exist in the current line uses blank value Otherwise checks if there is an ID for the activity If the ID does not exist uses the value of parameter Default Priority it assumes the activity will be created Projeqtor Otherwise uses blank value because it assumes the activity already exists in Projegtor and the priority is already set initialEndDate If an end date does not exist in the respective line in MSProject schedule uses blank value Otherwise checks if an ID was found for the current activity If an ID was found uses blank value because it assumes the activity already exists in Projegtor and the end date is already set If an ID was NOT found uses the end date defined MSProject schedule because it assumes that the activity will be inserted in Projeqtor and an end date is needed validatedEndDate If an end date does not exist in the respective line in MSPr
17. t measure are removed from the duration value defined in MSProject schedule resulting in the number to be used validatedDuration If a duration does not exist in the respective line in MSProject schedule 12de 17 IMPORTING ACTIVITIES FROM MSPROJECT TO PROJEQTOR uses blank value Otherwise uses duration defined in MSProject schedule PS MSProject duration value is processed so the unit measure used by MSProject in duration column is removed resulting in a number instead of a text This process considers the values defined in MSProject Unit Measure for Duration plural and MSProject Unit Measure for Duration singular parameters as well their variations using the symbol that is allowed by MSProject for estimated durations These texts representing the unit measure are removed from the duration value defined in MSProject schedule resulting in the number to be used 13 de 17 IMPORTING ACTIVITIES FROM MSPROJECT TO PROJEQTOR DATA_IMPORT This workbook is used by Excel Macro to process information from Projegtor_Import and generate the final data to be imported to Projeqtor The reason for using this spreadsheet Data_Import instead of Projeqtor_Import is that when setting blank values in Excel and importing this data to Projeqtor both Excel and Projeqtor understand that blank values are actually real values that need to be processed
18. two or more resource names and then it uses the first resource name as activity responsible If the separator character was not found it means that there is only on resource name and then uses this name handledDate If an activity does not exist in the current line uses blank value If complete in MSProject schedule is equal to 0 zero it assumes the activity was not started and then uses blank value If complete gt 0 zero it assumes the activity is handled or finished requiring a handled date to be set In this case it checks if the parameter Handled date equal to validated start date is active or not If Yes uses validated start date If No uses the value of parameter Creation date doneDate If an activity does not exist in the current line uses blank value If complete in MSProject schedule is lower than 100 hundred it assumes the activity is not finished and then uses blank value If complete is equal to 100 one hundred checks if parameter Done date equal to validated end date is active If Yes uses validated end date If No uses the value of parameter Creation date initialStartDate If a start date does not exist in the respective line in MSProject schedule uses blank value Otherwise checks if an ID was found for the current activity If an ID was found uses blank value because it assumes the activity al
19. vity in MSProject schedule End End date of the activity in MSProject schedule Predecessors Predecessors of the activity in MSProject schedule Resource names Resource names of the activity in MSProject schedule 9 de 17 IMPORTING ACTIVITIES FROM MSPROJECT TO PROJEQTOR PROJEQTOR_IMPORT This workbook presents all information regarding to activities that can be imported to Projeqtor Some data are automatically generated considering the parameters configured Import_Configuration workbook and the data listed MSProject_Schedule Projeqtor_Activity_List Export workbooks The user may correct auto generated data complete missing data The columns which content are automatically generated are presented with gray as background color Below are presented the columns that have auto generated content in addition with the logic used to generate the content Column Name Logic explanation id Uses the ID recorded in Projeator for the activity If an ID was not found uses blank value If an activity does not exist in the current line uses blank value idProject Otherwise uses the Project ID defined in parameters If an activity does not exist in the current line uses blank value Otherwise checks if there is are resource names for the corresponding activity in MSProject schedule Is there is no resource name in MSProject schedule checks if the idActivityType parameter S
20. xisting in the values of column Name and the result of this formula is applied to this column By doing this we can avoid problems due to existing blank spaces in the beginning middle or end of the activity name ATTENTION this column is READ ONLY No information should be copied in the cells of this column VALIDATIONS If the activity name is duplicated there is another activity with the same name in Projeqtor s activity list the cell will be highlighted with a red background color If Projeqtor s activity does NOT have a corresponding activity same name in MSProject schedule the cell will be highlighted with a yellow background color ID of the activity recorded in Projeqtor Name Name of the activity recorded in Projeqtor 8 de 17 IMPORTING ACTIVITIES FROM MSPROJECT TO PROJEQTOR MSPROJECT_SCHEDULE In this workbook the user have to copy the activity list defined in MSProject schedule regarding the project that will be imported to Projeqtor In case of having activities listed in Projegtor_Activity_List_Export workbook it will be performed an information crossing comparing activity name in Projeqtor vs activity name in MSProject to try to identify the activity ID used in Projeqtor The following information from MSProject schedule are required Complete Activity name Duration Start date End date Predecessors Resource names
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