Web TimeSheet Integration Manager for Microsoft Project
Contents
1. Task Code Enterprise Custom Fields Task Type Task Estimated Cost Enterprise Custom Fields Task Type Microsoft Project allows entry of the estimated cost only at the bottom level of the project task structure therefore you should not enter estimated cost values for any parent projects tasks in Web TimeSheet Values entered for higher level tasks will not be included in the update process Turn on the Project Task Roll up feature in Web TimeSheet before the first update is performed from Microsoft Project to Web TimeSheet Task Description Enterprise Custom Fields Task Type Note For Microsoft Project Server mapping is available to custom fields at the enterprise level ONLY Custom fields set up in your local version of Microsoft Project are not available for mapping Mapping between Web TimeSheet user defined fields and Microsoft Project custom fields is dependent on the field type This means that data transfer may fail if the data types are not compatible For example a number field cannot successfully transfer data to a date field however a number field can successfully transfer data to a text field Web TimeSheet to Microsoft Project continued Web TimeSheet Field source Microsoft Project Field target Notes Currency Symbol Enterprise Custom Fields Project Type Task Level User Defined Fields Proj Task Category Enterprise Custom Fields2. Project Subject Project Code Project Description Project Level User Defined Fields Proj Task Category Project Category Project Code Project Description Project Level User Defined Fields Proj Task Category Project Comments Project Description Project Level User Defined Fields Proj Task Category Project Work Project Estimated Hours Project Level User Defined Fields Proj Task Category Project Cost Project Estimated Cost Project Level User Defined Fields Proj Task Category Project Actual Hours Project Level User Defined Fields Proj Task Category Task WBS Code Task Description Task Code Task Level User Defined Fields Proj Task Category Task Duration Task Estimated Hours Task Level User Defined Fields Proj Task Category Task Work Task Estimated Hours Task Level User Defined Fields Proj Task Category Task Cost Task Estimated Cost Task Level User Defined Fields Proj Task Category Note For Microsoft Project Server mapping is available to custom fields at the enterprise level ONLY Custom fields set up in your local version of Microsoft Project are not available for mapping 19 gt Microsoft Project to Web TimeSheet continued Microsoft Project Field source Web TimeSheet Field target Notes Task Priority Task Level User Defined Fields Proj Task Category Task Unique ID Task Code Task Level User Defined
3. Web TimeSheet Inte fee Mie Manager or yl Project Server RENNE Copyright 2004 2005 Replicon Inc All rights reserved All parts of this manual are the property of Replicon Inc No parts of this manual may be reproduced in any manner whatsoever including mechanical or electronic media such as disk or tape No part of this manual may be transmitted in any form by any means without the written permission of Replicon Inc Web TimeSheet is a registered trademark of Replicon Inc All other products are registered trademarks or trademarks of the respective companies Contact Information Replicon Inc 800 910 7th Ave S W Calgary Canada T2P 3N8 Direct 1 403 262 6519 Toll Free in North America 1 877 737 5420 Toll Free in Europe 00 800 7375 4266 Toll Free in Australasia 011 800 7375 4266 Fax 1 403 233 8046 http www replicon com info replicon com The international toll free numbers may not work in some countries If you experience problems use the direct line to contact Replicon ENM Chapter 1 What is the Integration Manager 1 AIM OCG OY una 1 Technical Specifications oooccccconcncconnnnccoonnncconnnnonononcnnns 1 MEQUIFEMENIS ssorirrr 1 TECHNO iii 1 Chapter 2 Installing the Integration Manager 2 Before Installing the Integration Manager 2 Installing the Integration Manager 4 Installing on the Web T
4. JA Welcome to the Client Installation i x 4 Select Destination Directory x Setup will install Integration Manager for Microsoft Project Server in the a Welcome to Integration Manager for Microsoft i following folder pare Project Server Setup program This program will install Integration Manager for Microsoft Project Server on pour computer To install into a different folder click Browse and select another folder ou can choose not to install Integration Manager for Microsoft Project Server by clicking Cancel to exit Setup Itis strongly recommended that you exit all Windows programs before running this Setup Program Click Cancel to quit Setup and close any programe you have running Click Next to continue with the Setup program WARNING This program is protected by copyright law and international treaties Unauthorized reproduction or distribution of this program or any portion of it may result in severe civil and criminal penalties and will be prozecuted to the maximum extent possible under law Destination Folder C Program Files Wwreb TimeSheet hS Project Server Browse Cancel Cancel 7 Now if you wish type in the Web TimeSheet URL which is the URL used to access Web TimeSheet on the server The Web TimeSheet URL will be required the first time you log into the Integration Manager however you do not have to enter it now If you are unsure of the URL check
5. Download window will prompt you to either open or save the file Click the Open button to start the installation Di The first installation screen is the Welcome screen Read this screen carefully then click Next to continue SI Welcome to the Client Installation x x aa It ig strongly recommended that you exit all Windows programs before running this Setup Programm Welcome to Integration Manager for Microsoft Project Server Setup program This program will install Integration Manager for Microsoft Project Server on pour computer Click Cancel to quit Setup and close any programs you have running Click Nest to continue with the Setup program WARNING This program le protected by copyright law and international treaties Unauthorized reproduction or distribution of this program or any portion of it may result in severe civil and criminal penalties and will be prosecuted to the maximum extent possible under law Cancel Review the license agreement and select Accept if you agree to the terms outlined SI License Agreement SOFTWARE LICENSE AGREEMENT This computer program is protected by copyright and other intellectual property laws and international treaties Unauthorized reproduction transmission de compiling translation reverse engineering creation of derivative works copying GUI andor copyrightable concepts or distribution of thi computer program or any portion of it is expressly prohibi
6. Fields Proj Task Category Complete Project Level User Defined Fields Proj Task Category Task Level User Defined Fields Proj Task Category Enterprise Custom Fields Project Type Project Code Project Description Project Estimated Hours Project Estimated Cost Project Level User Defined Fields Proj Task Category Enterprise Custom Fields Task Type Task Description Task Code Task Estimated Cost Task Estimated Hours Task Level User Defined Fields Proj Task Category When you map from Microsoft Project custom fields to Web TimeSheet User Defined Fields calculated fields are excluded Enterprise Custom Fields Resource Type User Defined Fields User Category When you map from Microsoft Project custom fields to Web TimeSheet User Defined Fields calculated fields are excluded 2004 2005 by Replicon Inc All rights reserved
7. agreement and select Accept if you agree to the terms outlined A License Agreement SOFTWARE LICENSE AGREEMENT This computer program is protected by copyright and other intellectual property laws and international treaties Unauthorized reproduction transmission de compiling translation reverse engineering creation of derivative works copying GUI andor copyrightable concepts or distribution of this computer program or any portion of it i expressly prohibited by law and may result in severe civil and criminal penalties Violators will be prosecuted to the maximum extent possible Information regarding unauthorized copying of this computer program is gratefully received at 403 262 5519 PLEASE READ THIS AGREEMENT CAREFULLY BY USING ALL OR ANY PORTION OF THE SOFTWARE OF BY PAYING FOR THE SOFTWARE BY ANY MEANS OFFERED BY REPLICON OU ACCEPT ALL THE TERMS AND CONDITIONS OF THIS AGREEMENT YOU AGREE THAT THIS AGREEMENT IS ENFORCEABLE LIKE ANY WRITTEN NEGOTIATED AGREEMENT SIGNED BY YOU IF YOU DO NOT AGREE DO NOT USE THIS Decline Now specify that you would like to install the Integration 5 Review the license agreement and select Accept if you Manager on the client machine i e the local machine agree to the terms outlined 4 Installation Type x 3 License Agreement SOFTWARE LICENSE AGREEMENT This computer program is protected by copyright and other intellectual property laws and internation
8. local machine The Integration Manager allows one way transfer of timesheet hours data from Web TimeSheet to Microsoft Project Bidirectional data transfer is available for project task information and project team assignments Bidirectional project task information includes e Project task structure up to ten levels e Project manager e Task estimated cost with roll up to the parent level e Task start and end dates The project start and end dates can be transferred one way from Microsoft Project to Web TimeSheet these dates are automatically determined in Microsoft Project based on the task start and end dates Technical Specifications This section contains the requirements for the Web TimeSheet Integration Manager for Microsoft Project and explains how the module works Requirements e Administrator access for installation e Compatible version of Web TimeSheet as specified at www replicon com compatibility e Microsoft Project Server 2003 using Enterprise option e All projects saved in a Microsoft Project Server 2003 installation e Microsoft Internet Explorer 5 5 or above Technology The Web TimeSheet Integration Manager for Microsoft Project uses streaming XML Extensible Markup Language technology Microsoft Project Object Model PDS Project Data Service and PDS extensions to update data between Web TimeSheet and Microsoft Project The Integration Manager establishes a link with both the Web TimeSheet databa
9. or any portion of it i expressly prohibited by law and may result in severe civil and criminal penalties Violators will be prosecuted to the maximum extent possible Information regarding unauthorized copying of this computer program is gratefully recerved at 403 262 6519 PLEASE READ THIS AGREEMENT CAREFULLY BY USING ALL OR ANY PORTION OF THE SOFTWARE OR EY PAYING FOR THE SOFTWARE BY ANY MEANS OFFERED BY REPLICON YOU ACCEPT ALL THE TERMS AND CONDITIONS OF THIS AGREEMENT YOU AGREE THAT THIS AGREEMENT IS ENFORCEABLE LIKE ANY WRITTEN NEGOTIATED AGREEMENT SIGNED BY YOU IF YOU DO NOT AGREE DO NOT USE THIS Decline 4 Next you will need to specify folder in which Microsoft Project Server is installed which is where Microsoft Project Server Extensions must be installed Use the Browse button to locate the folder it may be provided by default A Select Microsoft Project Server Directory x Setup MUST install Microsoft Project Extensions in the Microsoft Project Web Server folder To install into a different folder click Browse and select another folder ou can choose not to install Microsoft Project Extensions by clicking Cancel to exit Setup Microsoft Project Server Folder CA AMicrozoft Office Project Server 2003 Browse Cancel 5 Now enter the SQL Server name Microsoft Project Server database name Microsoft Project Server database user name and Microsoft Project Ser
10. prefer to stop and restart the service manually make sure you stop the service before running the installation for Microsoft Project Server Extensions You will also need to remember to restart the IIS service once the installation is complete The first installation screen is the Welcome screen Read this screen carefully then click Next to continue 3 Welcome x program This program will install Microsoft Project E Welcome to Microsoft Project Extensions Setup Estensione on your computer lt ig strongly recommended that you exit all Windows programs before running this Setup Program Click Cancel to quit Setup and close any programs you have running Click Next to continue with the Setup program WARNING This program is protected by copyright law and International treaties Unauthorized reproduction or distribution of this program or any portion of it may result in severe civil and criminal penalties and will be prosecuted to the maximum extent possible under law Review the license agreement and select Accept if you agree to the terms SA License Agreement SOFTWARE LICENSE AGREEMENT This computer program i protected by copyright and other intellectual property laws and international treaties Unauthorized reproduction transmission de compiling translation reverse engineering creation of derivative works copying GUI and or copyrightable concepts or distribution of this computer program
11. until you or your Web TimeSheet administrator has added the necessary information Field Mapping Use the Field Mapping tab to set up mapping relationships between Web TimeSheet and Microsoft Project You can set up mapping relationships for only one update direction at a time the update direction you selected on the General tab To set up mapping relationships use the instructions that follow 1 Select a field name from the drop down list at the left This drop down list contains all the available fields in the source application the starting point of the update 2 From the drop down list at the right select the field to which you want to map the information this is the field in the target application that will receive the information the ending point of the update Once you have selected a field from this list it will no longer be available for further mapping 3 Click the Add button Note that the selected fields have been moved to the Selected Mapping Relationships list box 4 To remove mapping relationships simply highlight the relationship in the list box and click the Remove button For a better understanding of the available mapping relationships refer to Chapter 4 Mapping Relationships Configuration Settings You will use the Configuration tab to change the login information you use to access Web TimeSheet You will also specify where the resource data file is located so the Integration Manager can p
12. working with a project in Microsoft Project that includes tasks that are linked externally that is to a task within another project avoid naming the externally linked task with the same name as a task present at the same level in the main project If the tasks have the same name data will not be transferred and the Integration Manager will log an error Also note that the Integration Manager does not support the transfer of embedded projects from Microsoft Project Server Chapter 4 Field Relationships For Microsoft Project Server mapping is available to project task specific custom fields at the enterprise level ONLY Custom fields set up in your local version of Microsoft Project are not available for mapping When you map from Microsoft Project custom fields to Web TimeSheet user defined fields keep in mind that calculated fields are excluded due to the inability of Web TimeSheet user defined fields to perform calculations Web TimeSheet to Microsoft Project Web TimeSheet Field source Microsoft Project Field target Notes Project Description Project Category Project Keyword Project Subject Project Title Project Comments Project Author Project Company Enterprise Custom Fields Project Type Project Code Project Category Project Keyword Project Subject Project Title Enterprise Custom Fields Project Type Project Client Project Company Enterprise Custom Fields Project Type
13. 6 When you are ready click the Connect button to connect to Web TimeSheet If the connection is successful the Integration Manager will open in a new window Possible Reasons for Connection Failure If you are unable to connect to Web TimeSheet the Integration Manager will pop up an error message indicating the reason why the connection failed Possible reasons for a failed connection follow e User Name Password Error Note Your user name does not exist your user profile has been disabled or your password is invalid If you To install and use the cannot resolve the issue on your own please contact Integration Manager you your Web TimeSheet administrator mut nave aang license key and each e License Error user must have a seat You do not have either a license or a seat assignment assignment for the for the Web TimeSheet Integration Manager for module Microsoft Project or your license key has expired Please contact your Web TimeSheet administrator for further information e Server Connection Error The server location is invalid or there is a problem connecting to the Web TimeSheet server Please contact your system administrator for further information e Interrupted Connection The connection to the Web TimeSheet server has been interrupted The Integration Manager will automatically try to reconnect before requiring feedback If you receive this error you may choose to retry or cancel the connection and try again lat
14. E ANY WRITTEN NEGOTIATED AGREEMENT SIGNED BY YOU IF YOU DO NOT AGREE DO NOT USE THIS Decline 4 Now specify that you would like to install the Integration Manager on the Web TimeSheet server Installing on the Web TimeSheet server will create a link within Web TimeSheet that will allow individual users to install the application on their local machines A Installation Type e x Please select an installation type E Server Update Update Web TimeSheet Server to provide users a link to the Integration Manager for Microsoft Project Server installation package Client Install Install Integration Manager for Microsoft Project Server on the local machine Cancel 5 Next you will need to specify the folder in which Web TimeSheet was installed which is the folder the Integration Manager must be installed in Use the Browse button to locate the Web TimeSheet directory it may be provided by default JA select Web TimeSheet folder i xj In order to correctly update the Web TimeSheet server Setup needs to know where the Web TimeSheet application was installed To install into a different folder click Browse and select another folder ou can choose not to install the Integration Manager for Microsoft Project Server Admin by clicking Cancel to exit Setup m Web TimeSheet Folder C Program Files web TimeSheet Browse Cancel 8 To make the installation effective you wi
15. Setup Program Click Cancel to quit Setup and close any programs you have running Click Next to continue with the Setup program WARNING This program is protected by copyright law and Intemational treaties Unauthorized reproduction or distribution of this program or any portion of it may result in severe civil and criminal penalties and will be prosecuted to the maximum extent possible under law Cancel http tens replicon com compatibility Review the license agreement and select Accept if you agree to the terms SI License Agreement ZI SOFTWARE LICENSE AGREEMENT This computer program is protected by copyright and other intellectual property laws and international treaties Unauthorized reproduction transmission de compiling translation reverse engineering creation of derivative works copying GUI and or copyrightable concepts or distribution of this computer program or any portion of it is expressly prohibited by law and may result in severe civil and criminal penalties Violators will be prosecuted to the maximum estent possible Information regarding unauthorized copying of this computer program is gratefully received at 403 262 6519 PLEASE READ THIS AGREEMENT CAREFULLY BY USING ALL OR ANY PORTION OF THE SOFTWARE OR BY PAYING FOR THE SOFTWARE BY ANY MEANS OFFERED Ef REPLICON YOU ACCEPT ALL THE TERMS AND CONDITIONS OF THIS AGREEMENT YOU AGREE THAT THIS AGREEMENT IS ENFORCEABLE LIK
16. Task Type When mapping from Web TimeSheet to Microsoft Project you may choose to create mapping relationships between project task specific user defined fields and Microsoft Project fields In the list of available fields from Web TimeSheet you will note that user defined fields include text that identifies the field as project level or task level Be aware that you cannot map task level user defined fields to a single project field in Microsoft Project because there are many source values each task may have a different value for the selected field to a single target value the project field can only receive one value f you attempt to map task level user defined fields to project level fields in Microsoft Project the field data will not be updated and an error will appear in the log file Project Level User Defined Fields Proj Task Category Project Category Project Keyword Project Subject Project Title Project Comments Project Author Project Company Enterprise Custom Fields Project Type User Defined Fields User Category Enterprise Custom Fields Resource Type A Microsoft Project to Web TimeSheet Microsoft Project Field source Web TimeSheet Field target Notes Project Keyword Project Code Project Description Project Level User Defined Fields Proj Task Category Phase Title Project Code Project Description Project Level User Defined Fields Proj Task Category
17. TimeSheet service 9 Make sure you have a valid license key for the Integration Manager You will need to assign appropriate Web TimeSheet permissions access to the Integration menu and a seat assignment to each user who will need to access the integration manager for local installations These users will also need to have permission to install applications on their local machines Users can now install the Integration Manager from within Web TimeSheet Installing on a Local Machine You may install the Integration Manager on a local machine either by downloading installing from within Web TimeSheet or by launching the installation file directly on the machine via CD network location etc You must have permission to install applications on the local computer Installing from Within Web TimeSheet If you are installing from within Web TimeSheet follow the steps below Otherwise skip this section and follow the steps for Installing via a Local or Network Drive 1 Log into Web TimeSheet using your login name and password 2 Click on the Integration button at the top of the screen and select Microsoft Project from the side menu You will be able to access the Integration menu only if you have appropriate Web TimeSheet permissions and a seat assignment for the module 3 On the Integration Microsoft Project screen click on the link labeled Web TimeSheet Integration Manager for Microsoft Project Server 4 The File
18. al treaties Unauthorized reproduction transmission de compiling translation reverse engineering creation of derivative works copying GUI and or copyrightable concepts or distribution of this computer program or any portion of it le expressly prohibited by law and may result in severe civil and criminal penalties Violators will be prosecuted to the masimum extent possible Information regarding unauthorized copying of this computer program is gratefully received at 403 262 6519 Please select an installation type Server Update Update Web TimeSheet Server to provide users a link to the Integration Manager for Microsoft Project Server installation package PLEASE READ THIS AGREEMENT CAREFULLY BY USING ALL OR ANY PORTION OF THE SOFTWARE OR BY PAYING FOR THE SOFTWARE BY ANY MEANS OFFERED BY REPLICON YOU ACCEPT ALL THE TERMS AND CONDITIONS OF THIS AGREEMENT YOU AGREE THAT THIS AGREEMENT IS ENFORCEABLE LIKE ANY WRITTEN NEGOTIATED AGREEMENT SIGNED BY DU IF YOU DO NOT AGREE DO NOT USE THIS Client Instal Install Integration Manager for Microsoft uni Project Server on the local machine Back Cancel Decline i You will prompted with another Welcome screen this 6 Select the destination folder to install the Integration time for the local version of the installation Again read Manager in using the Browse button Then select Next to this screen carefully then click Next to continue continue
19. e Web TimeSheet Server The Web TimeSheet Integration Manager for Microsoft Project Server is an external application accessed outside of Web TimeSheet that is installed on a local machine and accessed from the Start menu on the user s local machine To facilitate installation on all necessary local machines the administrator may choose to install the Integration Manager on the Web TimeSheet server Installing on the Web TimeSheet server creates a link in the Web Timesheet Integration menu which users then click on to install the application on their own machines Before installing on the Web TimeSheet server make sure you have already installed a compatible version of Web TimeSheet The Integration Manager will need to be installed in the Web TimeSheet directory The installation wizard will guide you through the installation process as follows 1 Stop the service associated with Web TimeSheet and back up the Web TimeSheet database Launch the MSPServerAdmin25 exe file The Welcome screen is displayed Note that this is the Admin Setup program for the Integration Manager only applicable for Server installations Click Next to continue 3 Welcome x Welcome to Integration Manager for Microsoft Project Server Admin Setup program This program will install Integration Manager for Microsoft Project Server Admin on your computer lt ig strongly recommended that you esit all Windows programs before running this
20. eet 2 Choose the projects you want to update The box on the left provides a list of all available projects from the Microsoft Project database file Click on the projects you wish to update to select multiple projects hold down the Ctrl key while clicking on the project names Click on the gt button to add the projects to list of selected projects 3 If you want to perform an update click the Update Now button The update will include all setup options you selected on the General tab as well as the filters and field mapping relationships you set up on the Select Data to Update and Field Mapping tabs When the update is finished the Integration Manager will notify you of any errors or issues for concern and allow you to save the log file If the update finishes successfully you will also receive a notification with the option to view the log file Log File The log file provides a complete log of the events that took place during the update process including errors and items that were not updated due to problems with Web TimeSheet editing permissions if your permissions did not allow you to edit certain information see your Web TimeSheet administrator for further clarification The log file is made available for viewing after a transfer is completed The log file is also stored in the directory the Integation Manager was installed in typically C Program Files Web TimeSheet MS Project Server Select Data to Update Yo
21. em administrator A Web TimeSheet Information x In order for Integration Manager for Microsoft Project Server to function some information about Web TimeSheet is required Entering this Information during installation ig optional and may be configured with the Integration Manager for Microsoft Project Server via the configurations tab UAL to Web TimeSheet Optional during install Cancel Select the program folder in the Start menu in which to add a shortcut to the Integration Manager A Select Program Manager Group x Enter the name of the Program Manager group to add Integration Manager for Microsoft Project Server icons to web TimeSheet Accessories Administrative Tools El Cancel Now you are ready to install the Web TimeSheet Integration Manager for Microsoft Project Server Click the Next button to start the installation 42 Start Installation xl ou are now ready to install Integration Manager for Microsoft Project Server Press the Next button to begin the installation or the Back button to reenter the installation information Cancel 11 When the installation is complete if you wish enable the options to add a shortcut to the Integration Manager to the desktop and to launch the Integration Manager upon exiting the installation wizard Then click the Finish button to close the installation wizard 2 Installation Complete 3 x Integration Manager for Microso
22. er Using the Integration Manager The Web TimeSheet Integration Manager for Microsoft Project is designed to allow you to update data between Web TimeSheet and Microsoft Project Server 2003 Initially you will need to specify some setup options to ensure that the proper data is updated and the field mapping meets your needs Later you can perform regular updates based on the setup options you selected or you can redefine your setup if necessary Note When updating projects only the first ten levels of the hierarchy will be updated The Web TimeSheet Integration Manager for Microsoft Project will save two sets of setup options the last ones used when updating Web TimeSheet and the last ones used to update Microsoft Project Once you have performed an update Microsoft Project Server will require you to accept the changes Refer to your Microsoft Project Server documentation for further information about accepting changes to projects and tasks General Setup Options The General tab is the first tab displayed in the Integration Manager window This tab is used to specify the general setup options for the data update process To select the appropriate setup options use the instructions that follow 1 First select the direction of the data update The default selection is from Web TimeSheet to Microsoft Project To change this setting click the button next to the option for Microsoft Project to Web TimeSh
23. ft Project Server has been successfully installed Press the Finish button to exit this installation TT Add desktop shortcut TT Launch Integration Manager for Microsoft Project Server Cancel Installing via a Local or Network Drive If you are installing the Integration Manager on your local machine directly via local or network drives you will need to locate the MSPServerAdmin25 exe file Once located double click on the file to launch the installation wizard The installation wizard will guide you through the installation process The first installation screen is the Welcome screen Read this screen carefully then click Next to continue A Welcome x Welcome to Integration Manager for Microsoft Project Server Admin Setup program This program will install Integration Manager for Microsoft Project Server Admin on your computer Itis strongly recommended that you exit all Windows programs before running this Setup Program Click Cancel to quit Setup and close any programe you have running Click Next to continue with the Setup program WARNING This program is protected by copyright law and International treaties Unauthorzed reproduction or distribution of this program or any portion of it may result in severe civil and criminal penalties and will be prosecuted to the maximum extent possible under law Cancel http Www replicon com compatibility 2 Review the license
24. ft Project Server has been successfully installed Press the Finish button to exit this installation TT Add desktop shortcut TT Launch Integration Manager for Microsoft Project Server Chapter 3 Using the Integration Manager Logging into the Integration Manager The Web TimeSheet Integration Manager for Microsoft Project Server must be installed on your local computer in order to run a data transfer Once installed you can access the Integration Manager following the steps below 1 Click on the Start menu in your task bar and select Program Files 2 Locate the Web TimeSheet folder and select Integration Manager for Microsoft Project Server If you cannot find the Web TimeSheet folder or Integration Manager check with your system administrator the file may have been installed in a different location 3 Onthe Web TimeSheet Security Login screen type the Web TimeSheet URL which is the URL used to access Web TimeSheet on the server required the first time you log in If you are unsure of the URL check with your system administrator 4 Now enter the login name and password you normally use to log into Web TimeSheet 5 If you wish to bypass the login screen in the future check the box at the bottom of the login screen labeled Automatically login to Web TimeSheet next time You will still be able to change your login information if necessary from the Configuration tab within the Integration Manager
25. imeSheet Server 4 Installing on a Local Machine 6 Chapter 3 Using the Integration Manager 11 Logging into the Integration Manager 11 Possible Reasons for Connection Failure 11 Using the Integration Manager 11 General Setup Options ccnl 12 Select Data to Update 12 Field Mapping ria 14 Configuration Settings 14 Reviewing All Setup Options at a Glance 15 Transferring Task Hours escorts literas 15 Saving Integration Manager Settings 15 Canceling Changes Made to the Integration Manager SN RR RE OR EA 15 The Update Process siii 15 Recommended Practices 15 Notes on Working with Externally Linked Projects 16 Chapter 4 Field Relationships 17 Web TimeSheet to Microsoft Project 17 Microsoft Project to Web TimeSheet 19 Chapter 1 What is the Integration Manager Introduction The Web TimeSheet Integration Manager for Microsoft Project Server allows users to update project task information project team assignments and timesheet data between Web TimeSheet and Microsoft Project Server 2003 easily and efficiently Once installed the Integration Manager is accessible from the Web TimeSheet folder in the Start menu on the user s
26. ll need to restart the Web TimeSheet service Select Yes to automatically restart the service or No to restart the service manually If you choose to restart the service manually you will need to do so at the end of the installation to ensure the features are available in Web TimeSheet Restart Web TimeSheet i x 2 For the changes of this installation to become effective a stop and restart of the Web TimeSheet service is required Select Yes to attempt to automatically restart the Web TimeSheet Service during installation Select No to manually restart the Web TimeSheet Service at a later time No Cancel When the installation is complete click the Finish button to close the installation wizard 4 Installation Complete x Integration Manager for Microsoft Project Server Admin hasz been successfully installed Press the Finish button to exit this installation To complete the installation you will need to manually restart the eb TimeSheet service After the restart you will be able to access the Installation module for Integration Manager for Microsoft Project Server from within Web TimeSheet via the Integration tab Make sure to provide seat assignments Admin About web TimeSheet and enable integration permission Admin Setup Permissions to provide module access for Web TimeSheet users ance If you did not already do so in Step 6 restart the Web
27. lso set up to use your Windows user account information If you are using a unique user name and password in Microsoft Project Server not your Windows account information you will need to select Use a Project Server account and enter the user name and password used to access the server in the provided fields Select the format the Integration Manager should use to identify the resources within Microsoft Project and match them to users in Web TimeSheet The default selection is FirstName LastName e g John Smith Other options include LastName FirstName Smith John or Login Name jsmith If you choose to add new users you may want to set up custom fields in Microsoft Project to collect the login name and password that will be used for each employee This information is not required if you do not set up the custom fields the Integration Manager will use a default login name Firstname Lastname and password password Once the custom fields are set up you can select the appropriate login name and password fields under Resource Pool Configuration These fields apply only when updating resource information from Microsoft Project to Web TimeSheet If you wish to update the resource pool click the Update Now button The update will begin immediately Reviewing All Setup Options at a Glance Before updating you may want to review the update options you have selected Click the Review button to launch a separate wi
28. ndow containing an overview of the update options from the General Select Data to Update and Field Mapping tabs When you are finished reviewing your selected options click the OK button to close the window Transferring Task Hours After transferring task hours information from Web TimeSheet to Microsoft Project the changes may not be visible In this case update the information in Microsoft Project as follows 1 From the Microsoft Project menu select Collaborate gt Update Project Progress 2 Set the Accept status of the desired task or select Accept All 3 Click Update Saving Integration Manager Settings You can save your Integration Manager settings without performing an update Simply click the Save button your settings will be saved and the Integration Manager window will close You can then return to the Integration Manager at any time to continue the setup process and or perform an update Clicking the Save button does not perform an update Canceling Changes Made to the Integration Manager Settings Click the Exit button to close the Integration Manager window without saving any changes you may have made to the update settings Clicking the Exit button cancels only those changes made during the current session meaning that previously saved changes will remain unaffected The Update Process After setting up the options you can perform updates at regular intervals without needing to repeat the setup
29. process To start the update process simply click the Update Now button on the General tab of the Integration Manager window The update will include all setup options selected on the General tab as well as the filters field mapping relationships set up on the Select Data to Update and Field Mapping tabs When the update is finished the Integration Manager will notify you of any errors or issues for concern and allow you to view the log file Recommended Practices You should use the following recommended practices when transferring data between Web TimeSheet and Microsoft Project If you are a Microsoft Project user integrating with Web TimeSheet for the first time e Use Microsoft Project to create and maintain your project profile project information e Transfer the projects to Web TimeSheet from Microsoft Project e Enter time against the projects in Web TimeSheet e Only change the project information in Microsoft Project If you are a Web TimeSheet user integrating with Microsoft Project for the first time e Transfer any existing Web TimeSheet project information to Microsoft Project for the first time only e Following this initial transfer of project information update the projects in Microsoft Project and transfer the updated projects from Microsoft Project back to Web TimeSheet e Use Web TimeSheet to enter time and transfer only time to Microsoft Project 15 gt Notes on Working with Externally Linked Projects When
30. roperly match Microsoft Project resources to the appropriate user profiles in Web TimeSheet To modify your configuration settings use the instructions that follow 1 Inthe Web TimeSheet Server Configuration section modify the Web TimeSheet URL which is the URL used to access Web TimeSheet on the server required the first time you log in If you wish to test the new connection or connect so you can begin updating data click the Connect button 2 Youcan also modify your Web TimeSheet user name or Web TimeSheet password If you are unsure about any of the settings contact your Web TimeSheet administrator Now specify whether you want to automatically log into Web TimeSheet each time you start the Integration Manager You can turn this setting on or off any time you wish You will need to specify the location of the Microsoft Project Server and enter your user name and password before running updates between Microsoft Project and Web TimeSheet Until this information is entered you will not be able to select projects or run updates from the General tab If Microsoft Project Server is set up to use your Windows account information select Use Windows user account This option will ensure that whenever you change your Windows login information the Integration Manager will recognize the new information and you will still be able to log in without any problems When using this option make sure that Microsoft Project Server is a
31. se and the Microsoft Project database and transfers data depending on the specified criteria Note To successfully install the Web TlmeSheet Integration Manager for Microsoft Project Microsoft Project Server must be configured for Enterprise functionality If Microsoft Project Server is not configured for Enterprise functionality the installation will fail Chapter 2 Installing the Integration Manager Before Installing the Integration Manager Before you can connect to the Microsoft Project Server via the Integration Manager you will need to install the Microsoft Project Server Extensions on the Microsoft Project Server machine It is recommended that you install the Microsoft Project Server Extensions first You will need to obtain the RPDSExtension25 exe file from Replicon Customer Support the file should have been included with the Integration Manager for Microsoft Project Server The installation wizard will guide you through the installation process as follows 1 To make the installation effective you will need to stop the IIS service and restart at the end of the installation Select Yes to automatically stop and restart the service recommended IIS Restart Warning X During the installation of the Microsoft Project Extensions the local installation of Microsoft Internet Information System 115 service will be stopped and restarted Do you want to continue Cancel If you
32. ted by law and may result in severe civil and criminal penalties Violators will be prosecuted to the maximum extent possible Information regarding unauthorized copying of this computer program is gratefully received at 403 262 6519 PLEASE READ THIS AGREEMENT CAREFULLY BY USING ALL OR ANY PORTION OF THE SOFTWARE OF BY PAYING FOR THE SOFTWARE EY ANY MEANS OFFERED BY REPLICON OL ACCEPT ALL THE TERMS AND CONDITIONS OF THIS AGREEMENT VOU AGREE THAT THIS AGREEMENT IS ENFORCEABLE LIKE ANY WRITTEN NEGOTIATED AGREEMENT SIGNED BY YOU IF YOU DO NOT AGREE DO NOT USE THIS ha Decline Select the destination folder to install the Integration 9 Manager in using the Browse button Then select Next to continue SI Select Destination Directory x Setup will install Integration Manager for Microsoft Project Server in the following folder To install into a different folder click Browse and select another folder oy can choose not to install Integration Manager for Microsoft Project Server by clicking Cancel to exit Setup Destination Folder C Program Files Wreb TimeSheet MS Project Server Browse Cancel 10 Now if you wish type in the Web TimeSheet URL which is the URL used to access Web TimeSheet on the server The Web TimeSheet URL will be required the first time you log into the Integration Manager however you do not have to enter it now If you are unsure of the URL check with your syst
33. that project will be included including those outside of the estimated project start and end dates If any of the dates do fall outside of the project dates set in Microsoft Project the project start and end dates will automatically be adjusted to include these dates Whatever you select here will be dependent on the selection you made in Step 1 meaning that only those hours meeting both criteria will be updated Under the Advanced Settings section specify whether you want to update project task information including any of the items below e Project Task Structure When you choose to update the project task structure the Integration Manager updates the information for the project and task names additional project task information selected in the field mapping and the task sort order The task sort order is updated ONLY for tasks that remain under the same parent project or task The Integration Manager will not update i e will return an error if you attempt to update a task that has been moved from one parent to another If you need to move a task from one parent to another it is highly recommended that you close the original task and create a new task with the same name as the closed task under the correct parent Following this practice will ensure that all hours associated with the task are retained accurately e Project Manager If you select to update the project manager you must specify the name format the Integra
34. tion Manager should use to identify the project manager The default selection is FirstName LastName e g John Smith Other options include LastName FirstName Smith John or Login Name jsmith e Task Start Date e Task End Date e Project Team Updating the project team information will add remove employees from the project resources Microsoft Project or project team Web TimeSheet depending on the direction of the data transfer When transferring project team information using the Resource Name Mapping field you must specify the name format the Integration Manager should use to identify the employee in the target application The default selection is FirstName LastName e g John Smith Other options include LastName FirstName Smith John or Login Name jsmith Note that this format will also be used for mapping the Project Manager if Update Project Manager is selected To choose all of the available options select Select All To deselect all enabled options select Deselect All When transferring the project team you may choose to transfer only the resources for a project team or the resources along with their task assignments If updating from Microsoft Project to Web TimeSheet you have the option to create new users for employees who do not already have a user profile in Web TimeSheet You must have permission to add new users in Web TimeSheet in order to create new users during the update process If you choose
35. to add new users the format the Integration Manager uses to create each new user s login name in Web TimeSheet will be based on the value the Resource Name Mapping field is set to For example if the resource name is AAA BBB and the Resource Name Mapping field is set to LoginName the user s name will be set to AAA BBB and the login name will be AAA BBB If the mapping field is set to FirstName LastName the user name will be BBB AAA and the login name will be AAABBB Finally if the mapping field is set to LastName FirstName the user name will be set to AAA BBB and the login name will be set to BBBAAA For all selections all new users passwords will default to password Note that when a new user is created the user automatically receives permission to access timesheets lt is recommended that resources be created in Microsoft Project Server before running any updates If you choose to update resources from Web TimeSheet to Microsoft Project the Integration Manager may prompt you to add resources if they do not already exist only if you have permission to add new resources in Microsoft Project Server Note The Create new users option is recommended when you are updating from Microsoft Project to Web TimeSheet Creating new users will ensure that all necessary information is transferred during the update process and will avoid the need to postpone the update
36. u will use the Select Data to Update tab to specify the types of data you want to update either in Web TimeSheet or in Microsoft Project depending on the update direction you selected on the General tab Before selecting the type of data consider the direction in which data will be updated Depending on the direction only certain options will be available in the steps that follow To specify the types of data to update use the instructions that follow 1 If updating from Web TimeSheet specify whether you want to include task hours in the update You may choose from all hours regardless of whether the time has been committed approved or from approved hours Selecting all hours might be beneficial if you have a short project cycle or deadlines that fall outside the usual timesheet due dates Selecting approved hours might be beneficial if your project has a longer cycle one where the estimate vs actual values do not require constant comparison Note Time will be updated only for resources who are set up as members of the project team in Web TimeSheet It is recommended that if you add resources to your project you should perform an update for the project structure resources before attempting to update any time 2 Now select the date range for the task hours if applicable Your options are e All e Timesheet Period e From To date range If All is selected all dates for which hours have been entered into Web TimeSheet for
37. ver database password This information is vital to connect to your Microsoft Project Server installation Contact your system administrator if you are unsure of this information A Microsoft Project Server Information xj Please provide the following information to connect to your Microsoft Project Server installaton SAL Server Name pela __ Microsof Project Server Database Name ene __ Microsoft Project Server Database Username Microsoft Project Server Database User Password A Cancel 6 Now you are ready to install the Microsoft Project Server Extensions Click the Next button to start the installation A Start Installation xj You are now ready to install Microsoft Project Extensions Press the Next button to begin the installation or the Back button to reenter the installation information 7 When the installation is complete click the Finish button to close the installation wizard SI Installation Complete xl Microsoft Project Extensions has been successtully installed Fress the Finish button to exit this installation Installing the Integration Manager This chapter explains how to complete the installation of the Web TimeSheet Integration Manager for Microsoft Project Server You will need to purchase the Web TimeSheet Integration Manager for Microsoft Project Server and obtain the MSPServerAdmin25 exe file from Replicon Customer Support Installing on th
38. with your system administrator A Web TimeSheet Information xj In order for Integration Manager for Microsoft Project Server to function some information about Web TimeSheet is required Entering this information during installation ig optional and may be configured with the Integration Manager for Microsoft Project Server via the configurations tab URL to web TimeSheet Optional during install Select the program folder in the Start menu in which to add a shortcut to the Integration Manager A Select Program Manager Group x Enter the name of the Program Manager group to add Integration Manager for Microsoft Project Server icons to web TimeSheet Accessories Administrative Tools Ei Cancel Now you are ready to install the Web TimeSheet Integration Manager for Microsoft Project Server Click the Next button to start the installation SI Start Installation xl ou are now ready to install Integration Manager for Microsoft Project Server Press the Next button to begin the installation or the Back button to reenter the installation information Cancel When the installation is complete if you wish enable the options to add a shortcut to the Integration Manager to the desktop and to launch the Integration Manager upon exiting the installation wizard Then click the Finish button to close the installation wizard 3 Installation Complete Integration Manager for Microso
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