PPO’s Employees entity maintains a pool of resources that is used by PPO users to allocate Issues, Risks and Tasks. When Microsoft Project (MSP) is used for project planning and the project plan is then imported into PPO, resources recorded in MSP are not automatically imported into PPO as MSP has its own resource pool. However, if PPO’s MSP Add-In is used to synchronise the resources in MSP with the employees in PPO and the resources field is mapped in PPO's System Configuration, then resources can be imported automatically with the user's project plan, using the Import Tasks Wizard.
This FAQ has been provided to explain the following steps:
- Phase 1 - Synchronise the MSP resources with PPO's employee list;
- Phase 2 - Configure PPO Import Tasks Wizard;
- Phase 3 - Complete Planning in MSP and importing into PPO.
Phase 1 – Synchronise the MSP resources with PPO's employee list
The process of synchronising MSP resources with PPO employees is automated and only requires PPO's MSP Add-In. For more details on where to download the Add-In, see the following FAQ. For full details on how to use the MSP Add-In to synchronise resources, see this FAQ
Phase 2 – Configure PPO Import Tasks Wizard
Step 1 – Reconfigure the Task Import Fields setting under Administration >> System Configuration to include: Responsibility=taskresourcephonetics (as illustrated below). Remember to enter a “;” before adding the mapping and to click the Submit icon when done.
Step 2 – When running the Import Tasks Wizard the PPO Responsibility field will now be mapped to the Microsoft Project Resources (as illustrated below).
Phase 3 – Complete Planning in MSP and Importing into PPO
Step 1 – When resources are now selected within MSP their resource key is automatically selected when selecting their resource name.
Note: Remember that PPO maps the resources into the responsibility field so each task can only have one responsible person. If multiple resources are mapped to a single task PPO will only import the first person as the responsible person.
When importing the MSP Plan the resource name will not be shown in the Responsibility field, but as soon as the plan is submitted the Tasks will appear on the Home Page of the relevant resource.