PowerSteeringPowerSteering User GuidesEnd User Guide Working with Microsoft ProjectHow do I import resources and roles from MS Project to PowerSteering?

How do I import resources and roles from MS Project to PowerSteering?

When an organization is using both PowerSteering and MS Project it is critical to keep resources and roles aligned between the two products. If you have not created resources and roles to match one for one between PowerSteering and MS Project, the import process for PowerSteering will attempt to recognize and match resources and roles from MS Project against those that exist in PowerSteering.This lesson outlines the steps to add a resource or role to a task in MS Project and then match it to a resource or role during the import process in PowerSteering.

1. Open the Project File in MS Project

Open the Project File in MS Project
  1. Open MS Project.
  2. Click Open Other Projects.

2. Click Computer

  1. On the Open menu, click Computer.
  2. Click the Browse button.

3. Locate the XML File

Locate the XML File
  1. Change the file extension in the lower right corner to XML Format (*.xml).
  2. Navigate to the folder where the .XML file was saved.
  3. Click on the name of the file.
  4. Click Open.

4. Add a New Resource to a Project Task

  1. Click in the Resource Name field associated with the task you want to assign.
  2. Enter the name of the person you want to assign.

5. Add an Existing Resource to a Project Task

Add an Existing Resource to a Project Task
  1. Click in the Resource Name field associated with the task you want to assign.
  2. Click the drop-down menu to display the names of resources that exist in MS Project. These are resources that were created in MS Project or previously imported from PowerSteering.
  3. Select the check box next to the name of the person you want to assign.
  4. Press the Enter key.

6. Add Multiple People to a Project Task

Add Multiple People to a Project Task
  1. Click in the Resource Name field associated to the task you want to assign.
  2. Click the drop-down menu to display the names of resources and roles that exist in MS Project.
  3. Select the check boxes next to the names of the people you want to assign.
  4. Press the Enter key.

7. Add a New Role to a Task

  1. Click in the Resource Name field associated with the task you want to assign.
  2. Enter the title of the role you want to assign.

Note: Once these roles are imported into PowerSteering you will have the option to assign a specific person to that role or keep the title of the role as the assignment without the name of a person.

8. Save the MS Project File

  1. Make any final necessary changes to MS Project.
  2. Click File in the ribbon menu.
  3. Click Save As.
  4. Click Computer.
  5. Under computer, select a location where you want to save your file or click the Browse button to specify a location.

9. Update the File Format to XML

Update the File Format to XML
  1. (If necessary) Enter the file name.
  2. Click the Save as type drop down menu and select XML Format.
  3. Click Save.

10. Navigate to the Summary Page

  1. Log into PowerSteering.
  2. Locate your project in PowerSteering using the Search function or History button on the Icon Bar.

11. Click Browse

  • Click Browse.

12. Locate the XML File

Locate the XML File
  1. Navigate to the folder where the .XML file was saved.
  2. Click on the name of the file.
  3. Click Open.

13. Upload the File into PowerSteering

  1. Confirm that the correct file name is displayed between the Browse and Upload & Import buttons.
  2. Click Upload & Import.

14. VIew the Mapping Options for PowerSteering

VIew the Mapping Options for PowerSteering

During the import process PowerSteering will detect that resources and roles have been added to the project and display a table that helps you map the resources and roles from MS Project to a resource or role in PowerSteering. At this point you have the option to either match an imported resource or role to an Unstaffed Demand, the name of a resource or ignore the entry. Below are definitions for each column of the mapping table:

MSP Resource: The resource or role as it was entered in MS Project is displayed in this column.

Mapping Action: There are three Mapping Actions that are available - Unstaffed Demand, Staffed Demand and Ignore. The option you select dictates how PowerSteering maps the resource or role displayed in the MSP Resource column into the project plan.

Email Address: If populated the email address associated with the resource will be displayed in this field.

PowerSteering Resource: When Staffed Demand is selected this column will display the resource that was found to be the best match for the value in the MSP Resource column.

PowerSteering Role: When Staffed or UnStaffed Demand is selected this column will display the role that was found to be the best match for the value in the MSP Resource column.

15. Map Unstaffed Demand

Selecting the Unstaffed Demand Mapping Action indicates that you wish to populate a project task with a role versus assigning a specific named resource. During the import process PowerSteering will attempt to match the role that was entered in MS Project to a role that exists in the PowerSteering database. When it finds a role that is close to a value in the database it will set the Mapping Action to Unstaffed Demand and populate the PowerSteering Role column. If you don't want to use the value that was mapped to the PowerSteering Role column you can view and select another option from the drop down list.

  1. Click the Mapping Action drop-down menu and select Unstaffed Demand.
  2. If needed, click the PowerSteering Role drop-down menu and select an appropriate role.
  3. Confirm your entries are correct.
  4. Click Import.

16. Map Staffed Demand

Selecting the Staffed Demand Mapping Action indicates that you wish to populate a project task with a named resource. During the import process PowerSteering will attempt to match the resource that was entered in MS Project to a resource that exists in the PowerSteering database. When it finds a resource that is close to a value in the database it will set the Mapping Action to Staffed Demand and populate the PowerSteering Resource and Role columns. If you don't want to use the value that was mapped to these columns you can view and select another option from the drop down lists.

16.1. Select a PowerSteering Role

Select a PowerSteering Role
  1. Click the Mapping Action drop-down menu and select Staffed Demand.
  2. Click the PowerSteering Role drop-down menu and select the role that best matches the MSP resource value you are trying to staff for these tasks.

16.2. Select a PowerSteering Resource

Select a PowerSteering Resource
  1. Click the PowerSteering Resource drop-down menu.
  2. Enter a name in the Find field.
  3. Click Go.
  4. Click on the name you wish to select.

16.3. Import the Staffed Demand

  1. Confirm your entries are correct.
  2. Click Import.

17. Ignore a Role

Selecting the Ignore Mapping Action indicates that you do not wish to import the value that displayed in the MSP Resource column. During the import process PowerSteering will attempt to match the role that was entered in MS Project to a role that exists in the PowerSteering database. If PowerSteering is unable to match the role to a role in the database it will set the Mapping Action to Ignore. If you wish to accept this result you can continue with the import and no assignment will be made for any value shown in the MSP resource column that has the Ignore option set as their Mapping Action.

If you want to continue mapping you can select Staffed or Unstaffed Demand and make the appropriate selections in the PowerSteering Resource and Roles column.

  1. Confirm your entries are correct.
  2. Click Import.

18. Change Mapping for an Ignored Role

You have the ability to update the Mapping Action value from Ignore to Staffed or Unstaffed Demand to accommodate a resource or role you've entered in MS Project. If you change the Mapping Action value to Unstaffed Demand you have to select a PowerSteering Role. If you change the Mapping Acton value to Staffed Demand you have to select a PowerSteering Resource and Role.

  1. Click the Mapping Action drop-down menu and update the Ignore selection to Staffed Demand or Unstaffed Demand.
  2. Select a PowerSteering Resource (if needed) and a PowerSteering Role.
  3. Confirm your entries are correct.
  4. Click Import.

19. Open the Project in Project Central Resource Planning

Open the Project in Project Central Resource Planning
  1. Click Project Central to expand the menu, then click Resource planning.

20. View the Resources and Roles in PowerSteering

The resources in PowerSteering have been imported and now appear on the project. Note how the following resources were applied to the project:

  1. A common first name was entered and multiple matches were found in PowerSteering. You can use the search function to locate all of the matches and select the one that best fits your project needs.
  2. A role was entered into MS Project that did not find a match in PowerSteering. This set the Mapping Action to Ignore and the role is unassigned after import. You can update the Mapping Action to choose Staffed or Unstaffed Demand and then select the PowerSteering Resources and Roles you want to assign.
  3. Only the first name was entered in MS Project but the PowerSteering mapping process found a match, added the last name, and capitalized both first and last name to match how the resource appears in PowerSteering.
  4. In MS Project you can assign multiple resources or tasks to on one task line. When those lines are imported, the PowerSteering mapping process creates a Resource assignment for each name or role that was added.

21. View the Resources in MS Project

View the Resources in MS Project
  • When exported back to MS Project the name of the the resource and their role from PowerSteering will be displayed in the Resource Names field.

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