Import from Another Effort dialog box
The Import from Another Effort dialog box gives project managers the ability to map information from an existing opportunity plan or project plan to another. Project managers can pick and choose which information is mapped, eliminating the need for duplicate plan creation and data entry. The ability to import from another effort also saves time when a new project closely mirrors an existing project.
When to import from another effort
When an opportunity plan is created for a proposal and the job is won, all or part of the opportunity plan may be copied over to the regular project plan.
If a new project is similar in scope and effort to an existing project, all or part of the other project's plan may be copied over
When an opportunity plan needs to be created for a proposal that is similar to an existing project's effort and scope.
To copy opportunity plans to new opportunities to run different scenarios for scope to be proposed to the client.
Choose a Source and Destination
The first screen that appears in the Import from Another Effort dialog box allows users to select the source and destination projects.
Import From
The project or opportunity from which to import data. Type any part of the name or number of the effort in the field to filter the list.
Import To
The project or opportunity to which data will be imported.
Swap Source and Destination
Switches the values in the Import From and Import To fields.
Include this Data
The categories of data that will be imported to the destination project. Only categories that contain data in the source project will be available for selection. The following categories are available:
Consultants. Imports all reimbursable and non-reimbursable consultant data budgeted from the source project.
Expenses. Imports all reimbursable and non-reimbursable expense data budgeted from the source project.
Fees. Imports all contract and fee data from the source project.
Labor Budget. Imports the labor budget data from the source project.
Schedule. Imports the schedule from the source project.
Tasks. Imports the tasks from the source project.
Team Assignments. Imports the team assignments from the source project.
Tasks and Team Assignments import detailed work planning. For more information on how detailed task and team assignments are adjusted on import, please see the Adjustments to Imported Team and Task Detailed Assignments below.
Map Phases
Use the second screen of the Import from Another Effort dialog box to map the phases from the source project to the destination project.
Import From: <Source Project>
Displays the names of all phases that exist in the source project.
Import To: <Destination Project>
Select the destination project phase into which the phase data from the source project will be imported.
Project Analyzer automatically maps any phases that are the same between the two efforts.
A pink field indicates that there was no automatic match and that a manual selection must be made for the field in order to continue.
Project managers can opt to not import data for any phase as needed. To do so, set (None - Leave Blank or Don't Import) as the destination for the phase from drop-down list .
All source phases must be mapped before continuing.
Map Disciplines
Use the third screen of the Import from Another Effort dialog box to map the disciplines from the source project to the destination project.
Import From: <Source Project>
Displays the names of all disciplines that exist in the source project.
Import To: <Destination Project>
Displays the names of all disciplines that exist in the destination project. Select the destination project discipline into which the discipline data from the source project will be imported.
Project Analyzer automatically maps any phases that are the same between the two efforts.
A pink field indicates that there was no automatic match and that a manual selection must be made for the field in order to continue.
Project managers can opt to not import data for any discipline as needed. To do so, set (None - Leave Blank or Don't Import) as the destination for the discipline from drop-down list .
All source disciplines must be mapped before continuing.
Import Summary
This screen displays a summary of the import settings selected on the previous screens to allow the project manager to confirm the settings before import. Click Finish to confirm the settings and perform the import.
Adjustments to Imported Team and Task Detailed Assignments
When Tasks and Team Assignments are imported, any detailed planning assignments that exist in the source project are also imported. If the duration of the source and destination phases are equal, the amount of effort and week-by-week values for the detailed planning are imported as is.
If, however, there is a difference in phase duration between the source and destination phases, Project Analyzer adjusts the detailed planning values as follows:
Assignments are adjusted to last the same percentage of the new phase as they did of the old phase. For example, a one month assignment that takes place during a 4 month phase lasts 25% of the phase. The assignment duration will be adjusted in the destination project so that it lasts 25% of the destination phase length.
Week-by-week assignment values are kept the same whenever possible. However, if the duration of an assignment must be shortened in order to fit into the destination phase, any weekly hours assigned in the source project assignment that fall outside of the destination project assignment length are added to the last week of the phase in the destination project.
For example:
A 6-week assignment exists in the source project with the following week-by-week breakdown:
|
Week 1 |
Week 2 |
Week 3 |
Week 4 |
Week 5 |
Week 6 |
|
5 |
6 |
7 |
8 |
9 |
10 |
In the destination project, the assignment is shortened to 4 weeks. The hours from the source assignment weeks 5 and 6 are added into the destination assignment's Week 4 totals, resulting in the following week-by-week breakdown:
|
Week 1 |
Week 2 |
Week 3 |
Week 4 |
|
5 |
6 |
7 |
27 |
Assignment adjustments can be made in the destination project by accessing detailed planning from the Team or Tasks tabs.
To access this dialog box
Click Import from another Effort in the Organize section of the Home tab of the ribbon bar.