Working with CS/10,000 and MS Project

CS/10,000 is an expert based process management tool with simple project management features. We understand that some clients want in-depth project management features and so we created an easy interface with Microsoft Project (MSP). Using our import/export facility to MSP, our clients can have the best of both worlds. Both an in-depth project plan that includes dependencies and resource leveling as well as the unique features of our CS/* product suite including Estimation and Costing. Although MSP’s field structure is somewhat different than that of our CS/* products, we have created a mapping structure between the two products that we thought made the best sense.

Mapping
Exporting CS/10,000 tasks to MSP
Dependencies
Adding Resources to tasks
Scheduling hours and hourly rates for resources
Inputting Fields into the Gantt Chart
Importing tasks to CS/10,000 from MSP
How to import a project to CS/10,000

Mapping

How does the mapping structure work?
Mapping is how we translate data from CS/10,000 to Microsoft Project (MSP).
CS/10,000, as in Microsoft Project, has tasks and resources and it is possible to assign many resources to one task. Because this is the case we have both task level information and resource level information. The sum of all resource information should equate to the task level information.

Before exporting to MSP, CS/10,000 allows you the option of mapping either scheduled or estimated hours from CS/10,000 to Microsoft Project’s baseline field.

Only one resource (the one with the maximum Actual + Remaining) that belongs to the individual task in CS/10,000 is mapped to the task duration field in MSP.

For a detailed spreadsheet of the table-level mappings, see CS/10,000->MS Project Mapping Chart.

• Create a task list in CS/10,000. If you would like to export estimated hours into the Baseline Work and Baseline Duration then you will also have to run the Estimation Advisor.
• Select Project from the file menu, Select the Import/Export option to show you the following screen:

• Select the Export CS/* -> MS Project radio button option
• Select the department and project that you would like to export, from the drop down combo box
• Select the Microsoft Project File (This should be a new file name as if you choose an existing one the project to be exported will overwrite any existing data)
• Under the options section, at the bottom of the screen, select which items you would like to export.
• Click on the advanced options:

As you will notice the Export CS/* -> MS Project section will be highlighted. Select whether you would like estimated hours or scheduled hours to be imported into MSP’s Baseline.

Setting the default settings for the import/export is easy. Just select the options from the import/export screen and click on the save settings button. On the next log in to CS/10,000 the default settings will be automatically set. By clicking on the save settings button, you set the following options in the CS/10,000.ini file, to Yes or No (This file is where all the default settings are kept and is read by the CS/10,000.exe on entering the product)

ImportUpdateResources = (Yes/No)
ImportEstimates = (Yes/No)
ImportAddNewResources = (Yes/No)
ImportOverwriteTasks = (Yes/No)
ExportEstimates = (Yes/No)

(The CS/10,000.ini can be found in either the Windows or CS/10,000 Working directory. )

Click OK to close the Import/Export Advanced Options screen.

Click OK on the Specify Project to Import/Export Screen to activate the export. A message box appears explaining that this function will create a new microsoft project. This means that by exporting into an existing file all data will be overwritten.

Whilst exporting the file to MSP, the export screen will give an approximation of how long the export will take. Through out the import it also gives you the numbers of resources, tasks, assignments and relationships that are continually transferred to MSP.

Relationships - Are dependencies that are set in MSP. When a MSP task list is imported into CS/10,000 the relationships are stored in CS/10,000’s memory. To clarify: CS/10,000 does not support relationships directly, but keeps the relationships in memory ready for an export back into Microsoft Project. If the task list is exported back to MSP the task list relationships will also appear.

Once the data has been exported to the MSP file, Microsoft Project will automatically open with the new .mpp file that has been created.

Dependencies

Microsoft Project is similar to CS/10,000 in the sense that it deals with task level and resource level data. When opening a new project MSP defaults to the Gantt chart view.

The Gantt Chart consists of a table of task level information and a bar chart that graphically displays the project schedule. An adjustable divider bar separates the Gantt table on the left from the Gantt bar chart on the right. The Gantt chart shows the relationships and dependencies between tasks that determines the duration of the project.

To create a task relationship:

1. In the Gantt table, double click on X task in which you want to create a dependency.
2. Select the predecessor tab
3. Enter the ID number of the task in the ID field of the task that you want to link to the X task.
4. Click on the type field. Click on the drop down box on the right hand side of the predecessor table. Enter the type of dependency that you want to create. Click O.K.

4 different types of MSP dependencies:

Adding Resources to Tasks in MS Project

When exporting a project from CS/10,000 to MSP you have the option of exporting all the resources associated with each task within the task plan.

• Select View from the file menu, Select Gantt Chart Option
• Add the Baseline Work field to the Gantt Chart
• Click Insert from the file menu and select Insert Column. Select the field name Baseline Work from the combo box. Click O.K.
• Double click on the task in which you would like to assign a resource.
• Click the Resources tab
• To Configure an existing resource - Highlight the next empty row in the resource table. Then click on the down arrow key on the right of the resource list and select the existing resource that you would like to add to the task.
• To add a new resource - Type in a new resource name in the first empty row of the resource name in the resources table
• Units - Often project managers want the option to split the scheduled hours to do between several persons assigned to the same task. MSP Project allows you to do this For example: If 2 people are working on a task that has the estimated duration of 4 hours and you wanted each person to complete 2 hours work for that task. The unit would be 0.5 per person. These units are visible in the Gantt chart.

Scheduling Hours and Hourly Rates for Resources in MS Project

As in CS/10,000 you can schedule hours and set hourly rates for resources. Any hourly rates set in CS/10,000 will be transferred over to MS Project

• Select the task in which you want to set the scheduled hours for.
• In order to view the resource information select Window/Split from the file menu.
• Right click on the resource information sheet that has appeared at the bottom of the screen.
• Select Resource Schedule
• Double click on a resource record in the resource schedule form and input hourly rate in the Std Rate.
• Input scheduled hours under the Work field.
• Select Tools/Tracking/Save Baseline. This will recalculate the Gantt Chart with the new resource scheduled information.

Inputting Fields into the Gantt Chart

The Gantt chart allows the user to view any information pertaining to the task level information. To select fields to view in the Gantt Chart do the following:

• Select Insert/Insert Column from the file menu.
• Select the Field from the field name.

• Baseline Duration.
• Baseline Work
• Baseline Start
• Actual Work
• Start
• Duration

Importing Tasks to CS/10,000 From MSP

Preparing CS/10,000 for Import RESOURCES:

If resources have been created in MSP that do not presently exist in the project in which it is being imported identical resources need to be created in both places.

• Open an empty project in CS/10,000
• Create and assign MSP project resources into the CS/10,000 project. The name has to be matched exactly in both places in order for mapping to take place.

DISTRIBUTING TASKS INTO PHASES BEFORE IMPORT:

CS/10,000 is distributed across 4 phases: Design, Plan, Prototype and implement. When MSP Projects are imported directly into CS/10,000, all tasks automatically default to the design phase of the CS/* project. The quick and easy way to let CS/* know which phase to import each task into is to group the MS Project tasks by phase before the import.

• Open the MSP project you would like to import
• Select Insert/Insert Column.
• Select the field name Text1 from the combo box. Click OK. The text1 field will automatically appear in the Gantt Chart
• Group the tasks in the Gantt Chart by cutting and pasting into the four CS/* phases
• Type "Define" into the text1 column for the first task in the define phase. This will place all the tasks under that heading automatically into the define phase.
• Type "Plan" into the text1 column for the first task in the plan phase.
• Continue in like manner for the prototype and implement phases.

Importing a project from MS Project to CS/10,000 is done from the CS/10,000 side
1. Select Project/Import/Export Option
2. Click the Import MS Project -> CS/* Radio Button Option
3. Select the department and project that you would like to import, from the drop down combo box
4. Select the Microsoft Project File that the project plan is going to be exported into.
5. Under the options section, at the bottom of the screen, select which items you would like to import.
6. Click on the advanced options:

As you will notice the Import MS Project -> CS/* section will be highlighted. Check whether you would like to update the existing CS/* Resource Information and Import MS Project Baseline as CS/* Project estimate.

Scheduled Hours - MS Project’s Baseline will automatically be imported into Scheduled hours at task level

Setting the default settings for the import/export is easy. Just select the options from the import/export screen and click on the save settings button. On the next log in to CS/10,000 the default settings will be automatically set. By clicking on the save settings button you set the following options in the CS/10,000.ini file, to Yes or No (This file is where all the default settings are kept and is read by the CS/10,000.exe on entering the product)

• ImportUpdateResources = (Yes/No)
• ImportEstimates = (Yes/No)
• ImportAddNewResources = (Yes/No)
• ImportOverwriteTasks = (Yes/No)
• ExportEstimates = (Yes/No)

The CS/10,000.ini can be found in either the Windows or CS/10,000 Working directory.

7. Click OK to close the Import/Export Advanced Options screen.

8. Click OK on the Specify Project to Import/Export Screen to activate the import.

Whilst importing the file to MSP, the import screen will give an approximation of how long the export will take. Throughout the import, it also gives you the numbers of resources, tasks, assignments and relationships that are continually transferred to MSP.

Relationships - Are dependencies that are set in MSP. When a MSP task list is imported into CS/10,000 the relationships are stored in CS/10,000’s memory. To clarify: CS/10,000 does not support relationships directly, but keeps the relationships in memory ready for an export back into Microsoft Project. If the task list is exported back to MSP the task list relationships will also appear.

Once the import has been complete the new CS/10,000 task list will be distributed amongst the four CS/10,000 phases specified in the MSP’s text1 field.

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