MSP: Resource Integration with
Classic PPM

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The integration of
Classic PPM
and Microsoft Project (MSP) includes some resource management functions.
Classic PPM
is the single source of record for all project resources. Use
Classic PPM
to create, configure, and update resource names, IDs, calendars, access rights, and other information.
Do not create resources in Microsoft Project and attempt to upload them into
Classic PPM
. Make any resource changes in
Classic PPM
and not in Microsoft Project.
To create user accounts for resources as an administrator, see Configure Secure Authentication, User Accounts, and Passwords. To create resource profiles for users as a project manager or resource manager, see Resource Management.
Resource, Assignment, and Allocation Field Mappings
Specific common fields act as primary key fields in the integration. Do not change any values in these reserved common resource fields. Changing reserved field values can adversely affect version control, project saving, and reporting.
The following table shows the mapping between the Microsoft Project and
Classic PPM
resource fields:
Microsoft Project Field
Classic PPM
Field
Resource Name
Resource first and last name.
Initials
Resource ID
Text3
Unique ID for the resource
Text5
Resource or Role Assignment
Email
Email Address
The following table shows the mapping between the Microsoft Project and
Classic PPM
resource assignment fields:
Microsoft Project Field
Classic PPM
Field
Text 3
Assignment ID (unique)
Number1
Resource task Pending Estimate
When no Pending Estimates value is available, the value of this field is -1.
Number2
Resource task Pending Actuals
When no Pending Actuals value is available, the value of this field is -1.
Classic PPM
and Microsoft Project support the project management practices as endorsed by the Project Management Institute (PMI).
Classic PPM
and Microsoft Project have adopted different terms for some common concepts such as Work/Usage or Remaining Work/Estimate to Complete. Understand both terms when interpreting the same information in both applications. For example, you want to know what percentage of the available time for a resource is allocated to a project. See the
Max %
field on the Resource sheet in Microsoft Project and the
Allocation
field in
Classic PPM
.
The following table shows the mapping between the Microsoft Project and
Classic PPM
resource allocation fields:
Microsoft Project Term
Classic PPM
Term
Meaning
Max %
Project
Allocation
Units represent the quantity of a resource that is assigned to a project. For example, a resource is available 8 hours each day. The resource allocation to a project is 100 percent. In this situation, Max % equals 100. The resource spends each full day on that particular project. A Max Units value of 25 percent means that the resource spends two hours of an eight-hour day on that project.
Units
Task Assignment
This field is a subset of Max Units. Units represent the quantity of a resource that is assigned to a task. A value of 100 percent indicates that the resource is using all its Max Units on that assignment. A value of 50 percent indicates that half of the resource allocation for the project is applied to that task.
You
staff
a resource to a project team; you
assign
a resource to a task.
Assign a Resource to a Microsoft Project Team
You can staff a project in either
Classic PPM
or Microsoft Project. However, because
Classic PPM
is easy to use and has rich filtering capabilities, we recommend that you use the
Classic PPM
Team tab
.
Classic PPM
offers flexibility and filtered search capabilities when you staff a resource.
Follow these steps:
  1. Open a project or investment in
    Classic PPM
    .
  2. Click the Team tab.
  3. Click the
    Add
    button to search for a resource.
The following steps apply if you prefer to staff a resource from Microsoft Project:
  1. Click the
    Classic PPM
    Integration menu bar.
  2. Select the
    Browse Resources
    button.
    The
    Classic PPM
    resource list appears, sorted by role.
    The Available Resources/Roles column only shows those resources and roles to which you have booking rights.
  3. Select a resource by role.
    • You can add any
      Classic PPM
      resource or role to which you have access rights to hard or soft book to a project open in Microsoft Project.
    • When you add a resource using Schedule Connect, the resources are allocated to the tasks manually.
    • When you add a resource to the project, the resource information is downloaded from
      Classic PPM
      .
    • The resource is allocated 100 percent to the project as if the resource were staffed in
      Classic PPM
      .
  4. You can modify the resource availability in the project and implicitly change the allocation to another value.
  5. To add a resource to a project in Microsoft Project, create a resource and enter the ID in the Initials field.
    • The resource ID must match the resource ID in
      Classic PPM
      .
    • The remaining resource attributes are set to match the
      Classic PPM
      information when you save and reopen the project in
      Classic PPM
      .
  6. To save the project to
    Classic PPM
    , the resource must exist in the product.
Assign a Resource to a Microsoft Project Task
You can assign resources to tasks from
Classic PPM
or from Microsoft Project (MSP). In
Classic PPM
, you can assign resources to tasks in the work breakdown structure (WBS) in the Gantt view. The resource assignments that you create default to the default resource load pattern. Your
Classic PPM
administrator can define this option using the Default Load Pattern field, which is a default project management setting.
When you assign resources to a fully developed plan, you can balance the workload. Resource-leveling is a Microsoft Project solution to balance the workload. Task schedules are shifted without changing task durations or the distribution of work. You can choose to not use resource leveling and manually reassign work by modifying the model. For example, you can manipulate assignment delays and can assign work contours. For more information, see the Microsoft online help.
When you open a
Classic PPM
project in Microsoft Project, your settings determine the resulting actions.
When you set the load pattern to Contoured in
Classic PPM
, the work contour in Microsoft Project is set to Flat in these situations:
  • The assignment is created by completing the following tasks:
    • Defining a task resource column with a resource in a manner that follows
      Classic PPM
      business rules.
    • Saving or using the Assign Resources button.
  • You open the project in Microsoft Project for the first time.
If the assignment exists (previously opened in Microsoft Project and saved to
Classic PPM
), the work contour in Microsoft Project does not change.
When the assignment is a split task (with a gap between the end of the actual work and the start of the remaining work) and the load pattern is Contoured, the settings of the following fields on the Microsoft Project Options dialog determine how the work contour is set in Microsoft Project:
  • The Updating Task Status Updates Resource Status check box in the Calculation menu.
  • The Split In-progress Task
    s
    check box in the Schedule tab.
The following table illustrates how work contour is set:
Updating Task Status Updates Resource Status
Split In-progress Tasks
Work Contour set to
Selected
Not Selected
Contoured
Selected
Selected
Flat
Not Selected
Not Selected
Flat
Not Selected
Selected
Flat
If the project Track Mode field in
Classic PPM
is set to Clarity or Other, the Updating Task Status Updates Resource Status check box is cleared. This action happens regardless of the user settings in Microsoft Project.
Example: Front-loaded Assignment
You create a Front-loaded assignment in
Classic PPM
with 40 hours on a five-day task.
Classic PPM
schedules that work as full-time over those five days. Microsoft Project schedules those 40 hours over 8.33 days.
Example: Uniformly Assigned Resource
You assign a resource uniformly to a five-day task in
Classic PPM
and then change the task duration to ten days. The rate of work is reduced to half-time, retaining the total amount of work. Microsoft Project reschedules this change as full-time, shortening the task back to five days.
Delete Tasks in Master Projects
When you delete master project tasks, the integration removes unassigned staff members from the resource pool (the staff list on the master project) when saving to Clarity. The interface cannot determine which projects the resources in the MSP resource pool belong to without assignments; they are all lumped together in one resource pool.
The following example illustrates this behavior:
  1. Create a master project with a scheduler setting of
    Microsoft Project
    .
  2. Add at last two resources on the
    Team
    tab and create two tasks.
  3. (Optional) You can assign resources to the tasks; however, you already have two resources added to the project on the
    Team
    tab.
  4. Navigate to the
    Hierarchy
    tab and add a child project.
  5. Return to the
    Task
    tab and open the master project in MSP [Read-Write].
  6. Select all the tasks for the master project and delete them.
  7. Save the master project back to Clarity.
  8. Open the
    Team
    tab and click
    Show All
    .
    The application deleted the resources on the
    Team
    tab of the master project when you deleted the tasks in MSP.