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

How do I import roles from MS Project to PowerSteering?

When an organization is using both PowerSteering and MS Project it is critical to keep assignments aligned between the two products. If you have not created your resource pool to match in each product, the import process for PowerSteering will attempt to recognize and match roles from MS Project. Once those roles are mapped they will be remembered each time the import / export process takes place. This lesson outlines the steps to add a role to a task in MS Project and import it into 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 when located.
  4. Click Open.

4. Add a New Role to a Project Task

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

5. 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.

6. 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.

7. 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.

8. Click Browse

  • Click Browse.

9. 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.

10. 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.

11. VIew the Mapping Options for MS Project Roles into PowerSteering

VIew the Mapping Options for MS Project Roles into PowerSteering
  • During the import process PowerSteering will detect that roles have been added to the project. At this point you have the option to either match the role to an Unstaffed Demand, the name of a resource or ignore the entry.

12. Map Unstaffed Demand

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. You can use the Unstaffed Demand Mapping Action to map the value in the MSP Resource column to the value in the PowerSteering Role column. Once mapped the MSP Resource value will automatically be changed to the value in the PowerSteering Role column each time the file is imported.

  1. Click the Mapping Action drop down menu and select Unstaffed Demand.
  2. Confirm your entries are correct.
  3. Click Import.

13. Map Unstaffed Demand

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. You can update the Ignore value to the Staffed Demand Mapping Action to map the value in the MSP Resource column to values in the PowerSteering Resource and PowerSteering Role columns. Once mapped the MSP Resource value will automatically be changed to the values in the PowerSteering Resource and PowerSteering Role columns each time the file is imported.

  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.

14. Map Staffed Demand

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. You can update the Ignore value to the Staffed Demand Mapping Action to map the value in the MSP Resource column to values in the PowerSteering Resource and PowerSteering Role columns. Once mapped the MSP Resource value will automatically be changed to the values in the PowerSteering Resource and PowerSteering Role columns each time the file is imported.

14.1. 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.

14.2. 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.

14.3. Import the Staffed Demand

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

15. Ignore a Role

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.

16. Open the Project in Project Central Resource Planning

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

17. View the Roles in PowerSteering

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

  1. The role that is being displayed in the Role column was mapped as an Unstaffed Demand during the import process.
  2. The blank fields that are being displayed in the Person and Role columns are a result of being mapped as Ignored during the import process.
  3. The resource and role that are being displayed in the Person and Role columns were mapped as Staffed Demand during the import process.

18. View the Roles 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.

Note: Values that were mapped to PowerSteering as Ignored will no longer be displayed in MS Project.

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