COL Project Connector User Manual
Contents
1. Click Yes to continue installation or No to cancel 6 Click Close once installation is complete CONFIGURATION This section explains the menu options available for the connector The user must complete the Login process before using the connector to synchronize with Connections Online LOGIN 1 2 Open Microsoft Project 2010 Open a file now or bring up the main window with no open files Navigate to the Add in tab to see the command menu for the connector as shown below CUA EM ask Resource Project View Add Ins Team Format Login New Synchronization Synchronize Now Import Resources Disconnect Set View Task Name Duration Start Finish wr bo Set Baseline About Click the Login button Type in a valid COL user login and password This is the same login used to access the Connections Online 4 0 application Click the Login button to save this information Find the appropriate section below and follow the instructions Note that before any synchronization can be done all users must exist in COL Each resource in Microsoft Project must have a match in COL IMPORT RESOURCES Prior to pushing a Microsoft Project file to COL the resources can be imported If starting with a blank Microsoft Project file it is recommended to Import Resources from the start to assure mapping is 100 complete However mapping can be done during the synchronization process as well To make synchronization2. as easy as possible be sure to use the exact same name for the resources as they are configured in COL 1 Click Import Resources a Import COLA Resources Organization Department Show All Chuck Ames F Margaret Dali F Chai E verdeen E Lily Hamm F Brian Smith F Moss Smith F Mark Stovall F Zena Tully Sheila Whalberg Grace Wilson M Select All Cancel 2 Use the dropdown at the top to select the Department or select Show All to see all Resources available Select the Resources to import or click Select All at the bottom to select everyone w Click Import to import the resources 4 Click OK on the success window 5 View a list of Imported Resources in Microsoft Project by going to the Resource tab and selecting the Resource Sheet view OTHER MENU OPTIONS Disconnect Disconnects a previously linked Microsoft Project file from the Connections Online project This cannot be undone This allows the same Microsoft Project file to be reused for a new project in Connections Online Set Baseline Copies the Start Finish Work data from Microsoft Project tasks to the Baseline Start Baseline Finish Baseline Work columns These columns are synchronized as projected dates and hours in COL The user will be prompted to do this automatically on the first synchronization for convenience Set View This sets the current view to a modified Task Usage View in Microsoft Pr
3. CONNECTIONS ONLINE 4 X MICROSOFT PROJECT CONNECTOR USER GUIDE TABLE OF CONTENTS Notes On Synchronization AS A AM AAA RAA UMAR A UUTE 2 A Note Before Starting siseringi ee aa Ea hea a aut vastik aka id ia 2 Micrasatt Project 2007 4 4 17eessndotesaatlval eae ne ae aea a a eea Aea eaeoe ea E loa valgel a vitro ak a Sa AA E EEE EES 3 A sae aseina AST TT 3 Dat 11105724 O 3 S mmary TASKS 5 vanas dastasetansancedansevseiassnacsiensauoessuceadebeosaiiredaussdiahdastsessnnsaicesuntei gubadiseidahansnousssesnaids ideo tad helk aata nne ai oak 3 DEl TIE E E EE E E E T dans ctleoenosssahiegnsnediadgebeatuahedaadenssilsoases doateadgedeslnassabeouscedskbegsdvansudecssntegnesentuagansnesdeed 3 Ranking WBS Outline NUMBERING ccccsccsccssecssesessssssesesecseecssecsaecssecseceascssecaescaesssesseeseesesesseesseesseecseecsaeceaecaeesseeeseeeseseetees 3 Data Mii saiestbenseotsvusd sbssinnevensdyeuddonsensve vos NEATE a EEATT EE ESEE 5 Installation in a A A cd 6 CON EU ATION ii ice 7 Mi eel cta 7 lM POFE RESOUNCOS 2 A MAATA M TA 7 Other Menu OPTlOMS a ccscicedsisnccds sees ceceeidaciensssacedsizeavasdapesedaua hakaku avada k ri dvd nk e eKr da de kehka aate va Koval ak ensani ENa eve kli aate k nd 8 Imp rting a Project from CO birisine O kala jaama kindad 9 Creating a New COL Project from a Microsoft Project File ceccescssecsecseeseeeeeeeeeseeeeeceeeceaeceaecsaecsaecaaecaeesaeeeaeseeesenseerseereeaees 10 NOTES ON SYNCHRONIZATION Pl
4. ease read through the following information before beginning use of the Microsoft Project Connector for Connections Online 4 0 and 4 1 COL A NOTE BEFORE STARTING It is recommended that the COL Project and the Microsoft Project file be backed up before using the Project Connector until the user is familiar with its use Microsoft Project will update schedules and flags automatically and this can lead to unexpected changes in COL that cannot be undone In the event that the Project Connector performs an action that appears to be in error please stop using the connector and contact the Connections Online administrator The Report a Bug feature in Connections Online 4 0 and 4 1 may also be used MICROSOFT PROJECT 2007 The Microsoft Project 2007 Connector is no longer updated and has limited support due the age of the product It is recommended that users upgrade to Microsoft Project 2010 or 2013 Both of these versions will work with the 2010 Connector CUSTOM FIELDS The COL Project Connector relies on Microsoft Project custom fields for operation These fields cannot be used by the Microsoft Project file for other purposes as it will interfere with the synchronization process Here are the custom fields that are used Task Fields Text11 Text12 Text13 Text14 Text15 Text20 Text21 Flag19 Flag20 Resource Fields Text20 Text21 Flag20 Assignment Fields Text20 Text21 Flag20 DATE INTEGRITY There are many factors to consider w
5. etes will be lost and not reflected in COL It is recommended that the synchronization be completed before closing in order to avoid discrepancies between COL and the Microsoft Project file RANKING WBS OUTLINE NUMBERING Ranking WBS Outline Numbers will be synchronized between both systems during the initial synchronization Once the Microsoft Project file is linked to a COL project the numbering and level can only be changed in Microsoft Project Changes made in COL will not be reflected in Microsoft Project DATA MAP This table shows the basic map between fields in Connections Online and Microsoft Project Fields highlighted in grey are used behind the scenes and should never be changed manually Level Connection Online 4 0 Microsoft Project Project Name Name Project Projected Start Baseline Start Project Projected End Baseline End Project Summary Task 0 Unigue ID Text11 Project Summary Task 0 Connector Last Sync Date Text12 Project Summary Task 0 New Project Name for creating new Text13 project in COL Project Summary Task 0 Status ID Name for creating new Text14 project in COL Project Summary Task 0 Organization ID Name for creating Text15 new project in COL Resource Name combination of First and Last Name Resource Unigue ID Text20 Resource Name combination of First and Last Text21 used for mapping Task Name Name Task Rank Parent WBS Outl
6. hen synchronizing between COL and Microsoft Project Microsoft Project maintains date integrity and task dependencies which COL does not Asa result data pulled from COL may not always synchronize exactly to Microsoft Project Microsoft Project will alter the data to maintain integrity These changes are automatically sent back to COL to assure that the project models remain identical SUMMARY TASKS In Microsoft Project tasks that have children are considered Summary tasks This means that their scheduling information is a summary of their child tasks Therefore if dates or assignments on these summary tasks are changed in COL Microsoft Project will not accept these changes on synchronization and will force COL back to the summarized values from the child tasks Also in Microsoft Project hours are rolled up to the summary tasks However in COL hours are rolled up to the project level and not to parent tasks Therefore the hour summations on parent level tasks in COL will not always match those in Microsoft Project DELETING In Microsoft Project the connector maintains a list of items that have been deleted since the file was opened or last synchronized When the synchronize process is started it will send these items to COL for deletion and reset the list If synchronization isn t completed before the file is closed a warning message will display indicating that deleted items must be synchronized with COL before closing or the del
7. ine Level Task Unigue ID Text20 Task Parent Unigue ID Text21 Task Milestone Milestone Task Actual Start Actual Start Task Actual End Completed if set Actual Finish Completed if set Task Projected Start Baseline Start Task Projected End Baseline Finish Assignment Task Unigue ID Text20 Assignment Individual Unigue ID Text21 Assignment Projected Hours Baseline Work Assignment Actual Hours Actual Work INSTALLATION These installation instructions may vary slightly based on the type of web browser used and the version of Microsoft Windows that is being run Note The Microsoft Project connector feature needs to be enabled in Connections Online before it can be used Ifthis has not occurred or an error is received that it is not enabled please contact Connections Online 1 Currently the connector can be downloaded from this forum post Project Connector Please note that the Microsoft Project 2007 Connector is no longer available 2 Save this file to the local hard drive 3 Once saved double click or right click and select Open on the COLMSP2010Setup exe file to install the connector 4 On the first window of the Connections Online Project 2010 Connector Setup read the License Agreement Check I agree to the license terms and conditions and click Install to continue or Cancel to exit 5 A security warning may display from Windows asking if you wish to allow the program to make changes on your computer
8. isting COL Project with an Existing Project file as available in previous versions 1 Open the Microsoft Project file to export to COL If this file has been previously synced with COL click Disconnect to break the previous link This step can take longer if the file is large 3 Click the Synchronize with COL button The following window will open Synchronize Project Create a New Project in Connections Onine 4 0 Project Name Project Organization D epartment B Test x Status Completed x Select the Create a New Project in Connections Online 4 0 option Enter a name for the new Project Select the Organization Department for this new project to be created under Select the status for the new Project Click the Map Resources button This will open the resource mapping screen Map each Resource to a COL user by using the provided dropdowns Be sure to use the scroll bar if available to get all resources 10 0 19 t 10 Click the OK button to close the Map Resources window 11 Click the Sync button to push the project to Connections Online 4 0 The project file is now officially linked to the new COL project If changes are made to the file and the Synchronize with COL button is pressed it will automatically push changes to COL To disconnect from the COL project use the Disconnect button 10
9. oject In addition to showing the resources and work hours it also adds the Baseline Actual and Milestone columns This option adds columns so ifitis used more than once the columns will be shown more than once IMPORTING A PROJECT FROM COL This section demonstrates how to create a Microsoft Project file from a COL project 1 Click on the New Synchronization button in the command bar The Synchronize Project window will open as shown below 9 Syne with an Existing Project in Connections Online Organization Department Projects El Current 1 Visa Credit Card Program 2 Select the Organization Department from the dropdown that contains the project to import 3 From the Projects Tree select the project to import 4 Click the Sync button to begin the synchronization If there are many tasks it can take several minutes to synchronize 5 When the synchronization is complete the Save As dialog box will appear Specify the location and name of the Project file and click Save The project file is now officially linked to the COL project If changes are made to the file and the Synchronize with COL button is pressed it will automatically push changes to COL To disconnect from the COL project use the Disconnect button CREATING A NEW COL PROJECT FROM A MICROSOFT PROJECT FILE This section explains how to create a project in Connections Online from a Microsoft Project File There is no longer a way to merge an ex
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