IPMO Entity Importer for Project Server 2010

Client: IPMO

Date: August 12

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Contents

1 Introduction .................................................................................................................................... 3

1.1 Purpose ................................................................................................................................... 3

1.2 Architecture ............................................................................................................................ 3

1.3 Product Features ..................................................................................................................... 4

2 System Requirements ..................................................................................................................... 4

2.1 Operating System .................................................................................................................... 4

2.2 Software .................................................................................................................................. 4

2.3 Browser Client ......................................................................................................................... 4

3 Installing IPMO Entity Importer for Project Server 2010 ................................................................ 5

3.1 Run the Installer ...................................................................................................................... 5

3.2 Installing the Software License ............................................................................................... 8

3.2.1 Manual License file installation ....................................................................................... 9

3.3 Activate Site Collection Feature ............................................................................................ 12

3.4 Create Project Server Integration Link .................................................................................. 12

4 Configuration ................................................................................................................................ 14

4.1 Creating a Project Entity Data Source ................................................................................... 14

4.2 Creating an Import Package .................................................................................................. 17

4.2.1 Import Package Entry Form Definition ......................................................................... 18

4.3 Export Project Entity Configuration ...................................................................................... 20

4.4 Import Project Entity Configuration ...................................................................................... 21

4.5 Create an Import Schedule ................................................................................................... 22

4.5.1 Import Schedule Entry Form Definition ........................................................................ 22

4.6 Viewing the Import Log Information .................................................................................... 23

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1 Introduction To be a successful Project Manager there are a number of competencies required. Competencies

such as managing the project schedule, cost, resources, scope, documentation, requirements,

change management, procurement, status reporting and time capturing. Implementing an

Enterprise Project Management solution such as Project Server offers a range of benefits to an

organisation. Key benefits such as centralisation, visibility, structure, governance and consistency. In

todays fast paced world of information management we are often required to interface with a series

of internal line of business systems. The golden rule in information management is to enter data in

one location and prevent the need to enter duplicate information across multiple systems. The

Entity Importer for Project Server 2010 allows the business to automatically import Information from

line of business systems into Project Server.

1.1 Purpose The Entity Importer for Project Server 2010 allows the business to automatically import Information

from line of business systems into Project Server and prevents data entry duplication. Automate

multiple scheduled import jobs to update Project Server information at the following entity levels:

Projects

Tasks

Resuorces

Assignments

Assignment Status Updates

Lookup Tables

Keep data in Project Server synchronised with information maintained in other line of business

applications. For example, import information such as actual cost from the finance system, resource

information from the HR system, internal timesheet information or even Project Server lookup table

data from appliucations such as asset management and CRM systems. Capture data in a normalised

format from the source location and map it to the related entity type in Project Server. Set the job

schedule and let the Entity Importer maintain the synchronisation of data.

1.2 Architecture The following image describes the architecture of the Entity Importer for Project Server 2010.

ODC Connection

Entity Importer SharePoint Configuration Site (PWA)

Project Server Databases

Data Connections

Import Package Settings

Import Schedules

External Data Source (SQL Database)

Pro

ject

Ser

ver

Inte

rfac

e (

PSI

Web

Ser

vice

)

Projects Tasks Resources Assignments Assignment

Status Updates Lookup

Tables

Source Data Entity Importer for Project Server2010 Target Data (Project Server 2010)

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1.3 Product Features The Entity Importer for Project Server 2010 contains the following features:

Synchronise data from line of business applications with information kept in Project Server.

Establish data connections to multiple external line of business systems.

Ability to schedule multiple import jobs in units of minutes, hours, days, weeks, months and

years

Create data connection files (.odc) using a product such as excel to generate connections

files easily

Create Data mappings from an external data connection against multiple sets of Project

Server data. This includes project, task, resource, assignment, assignment status updates

and lookup table information. Specify which source fields relate to their corresponding

entity target fields in Project Server and how that information is aggregated from the target

data source

Capture and view import log information in a central location. Control the level of data being

logged

Ability to export and import configuration settings between SharePoint environments

Easily installed to a SharePoint Farm running an instance of Project Server 2010

Fully Integrated with SharePoint 2010. configuration site created once the feature has been

activated in the PWA site collection

Product uses Microsoft supported methods. Data is imported into Project Server via web

wervice calls to the Project Server Interface (PSI)

Provided additional granular settings such:

o Ability to create the Project in Project Server if the project does not exist in the

destination environment

o Functionality to run in test mode which emulates the import, logs errors where

encountered but does not actually import the data

o Configure whether the import package stops or skips the current job upon error

o Configure create, update and delete type imports

o Configure how project check-outs are handled, force check-in, skip or stop.

o Set the priority of the job in the queue

o Ability to monitor the queue

2 System Requirements

2.1 Operating System Windows Server 2008 or Windows Server 2008 R2

2.2 Software IPMO Entity Importer for Project Server 2010 requires the following software is installed and

correctly configured.

Microsoft SharePoint Enterprise Server 2010

Microsoft Project Server 2010

SQL Server 2008, SQL Server 2008 R2 or SQL Server 2010

2.3 Browser Client Microsoft Internet Explorer 7.x but recommend Explorer 8 or greater

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3 Installing IPMO Entity Importer for Project Server 2010

3.1 Run the Installer 1. Copy the installation files to the SharePoint Server. Right click the ‘Setup.exe’ file and run

the file as Administrator.

2. Click Next.

3. Check the ‘I accept the terms in the License Agreement’ and click ‘Next’

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4. Click next once the System check has been performed.

5. Click ‘Next’ After the solutions have been validated.

6. Ensure the ‘Install’ option has been selected and cliack ‘Next’.

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7. As this is a farm scoped solution, click ‘Next’.

8. Confirm the installation summary. Click ‘Next’.

9. The installation begins. Click ‘Next’ once the installation has been completed.

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10. Click ‘Close’

3.2 Installing the Software License Once the product has been purchased from IPMO you will need to install the license file to ensure

the product does not expire.

1. Navigate to Centrl Administration>Application Management. Under IPMO Product

Licensesm click ‘Project Entity Importer’.

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3.2.1 Manual License file installation

1. If there is no internet connection, the following screen will appear, click “Request”.

2. Copy the “License Request String” to the clipboard. (Ctrl + C)

3. Navigate to IPMO’s web site on a machine that has internet access.

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4. Login to IPMO’s web site (if you haven’t got a login, you will need to create an account)

5. Click the “My Account” link in the top right hand corner.

6. Click the “Get My Product License” link.

7. Paste your Product Key and License Request String into the fields provided and click “Get

License”.

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8. Save your License file to a location accessible from the Server hosting SharePoint Central

Administration.

9. Return to the Server hosting SharePoint Central Administration and click “Upload License”.

10. Click “Browse” and select the License file downloaded from the IPMO internet site. Then

click “Install”.

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11. You have now successfully completed the Manual, Online activation process for one of

IPMO’s products.

3.3 Activate Site Collection Feature Activate the IPMO Entity Importer site collection feature under the relevant site collection. This is

typically the ‘PWA’ site collection for general Project Server installations.

1. Navigate to the base site collection which is hosting PWA. Typically

http://projecthostname/PWA

2. Click Site Actions>Site Settings

3. Under the Site Collection Administration group click ‘Site Collection Features’

4. Click the ‘Activate’ button for the ‘IPMO Project Entity Importer’ feature. This will create the

‘PWA Integration Settings’ SharePoint Site.

3.4 Create Project Server Integration Link Once the feature has been activated the ‘PWA Integration Settings’ SharePoint Site will be created.

The linkto this site will be created on the PWA hompage.

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1. Naigate to PWA>Server Settings. Click on the ‘Quick Launch’ menu item located under the

‘Look and Feel’ group.

2. Click ‘New Link’ to create a new link in the PWA Quick Launch area.

Name: Integration Settings

URL: /PWA/IntegrationSettings

Heading: Settings

Display in Quick Launch: Yes

3. Click OK. Return to PWA homepage and note the new ‘Integration Settings’ link will now be

available.

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4 Configuration

4.1 Creating a Project Entity Data Source When creating a Data, ensure the following accounts have access to read the Data Source.

The account you use to create the Data Source

The SharePoint Timer Service Account

The PWA Web Application Pool Account

In this example the data source will be the “MSPSConnectTimesheet” database.

1. From a workstation or a computer which has Microsoft Office Excel installed, open Microsoft

Excel 2010.

2. Select the “Data” Tab, and then select “From Other Sources=>From SQL Server”

3. Enter the name of the SQL Server hosting the MSPSConnectTimesheet database.

4. Click “Next” and then select the “MSPSConnectTimesheet” database.

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5. Click “Next”

6. Rename the File Name and the Friendly Name to “MSPSConnectTimsheet”

7. Then Click “Finish”. Excel will prompt for a Worksheet location to place the Data. Simply use

the defaults and click “OK”.

8. This has created a simple .odc within Excel.

9. Click the “Data” tab and select “Connections” to display the Workbook Connections dialog

window.

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10. Select the “MSPSConnectTimesheet” connection and click “Properties…” Select the

“Definition” tab.

11. Edit the query used to source the Data. Change the Command Type to “SQL” and paste into

the “Command text” the following SQL Query.

--** EXAMPLE QUERY ONLY ** SELECT p.ProjectUID , tse.[TaskUID] , '' TaskParent , r.ResourceUID , tse.[WorkDate] AS StartDate , DATEADD(day, 1, tse.[WorkDate]) AS FinishDate , tse.[WorkMinutes] * 1000 AS MSPActualWork FROM [dbo].[TimesheetEntry] tse INNER JOIN dbo.Timesheet ts ON ts.TimesheetUID = tse.TimesheetUID INNER JOIN [dbo].[ProjectTasks] t ON t.TaskUID = tse.TaskUID INNER JOIN [dbo].[Project] p

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ON p.ProjectUID = t.ProjectUID INNER JOIN dbo.ResourceTask rt ON rt.TaskUID = tse.TaskUID INNER JOIN dbo.Resource r ON r.UserID = ts.UserID WHERE tse.[WorkDate] <= GETDATE() --Less than or equal to today --Greater than the start of the current month AND tse.[WorkDate] >= CONVERT(datetime, '1 ' + CONVERT(varchar(max), DATENAME(month, GETDATE())) + ' ' + CONVERT(varchar(4), DATEPART(year, GETDATE()))) ORDER BY p.ProjectName , t.TaskName , r.ResourceName

12. Click “Export Connection File…” and save the .odc file to the local file system. Click ‘Cancel’

and close Excel.

13. Upload the .odc file to the Project Entity Importer. Using the web browser on the same

computer you created the .odc file on, open the PWA Integration Settings site using the

same method described earlier.

14. Click “Data Sources” and upload the .odc file you saved to the local file system.

4.2 Creating an Import Package 1. From the PWA Integration Settings site, click “Import Packages=>Add new item”

2. Enter a Title and select a Data Source from the available options. Wait for the page to post

back, as it reads the Data Source to fill in the Source Field dropdown lists.

3. Change the “Project Server Entity” to the level which the data must map to in Project Server

and wait for the page to post back as it reads project server to find the field names to fill in

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the target field dropdown lists. Possilbe options for this list include the following:

4. Complete the form as it relates to the type of data being imported.

5. Click “Save” to store the import package.

4.2.1 Import Package Entry Form Definition

The following table helps describe the fields defined in the import package entry form.

Field Name Possible Values Comment

Project Server Entity Project

Task

Resource

Assignment

Assignment Status

Lookup Table

The type of Project Server data which is being imported into

Import Action Create and Update

Create Only

Update Only

Delete

As the names suggest

Error Action Report error and stop import

Report error and

As the names suggest

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keep processing

Clear Previous Log Entries

Checked

Unchecked

As the names suggest

Entity Checked out Action

Throw an error

Force Check-in

Skip item

As the names suggest

Project Missing Action

Throw an error

Skip item

As the names suggest

Publish Entity Changes

Checked

Unchecked

As the names suggest

Task Parent Provides a list of field names from the linked data source for the user to select. One value can be selected.

Only visible for the ‘Tasks’, ‘Assignment’ and ‘Assignment Status’ Entity seleciton

Task Parent Field Empty Value

Free Text Only visible for the ‘Tasks’, ‘Assignment’ and ‘Assignment Status’ Entity seleciton

Auto Approve Status Updates

Checked

Unchecked

Only visible for the ‘Assignment Status’ Entity selection

Lookup Table Value Tree Delimiter

Free Text Only visible for the ‘Lookup Table’ Entity seleciton

Entity Identification and Macthing

This section is required to specify the link which joins the target data with the destination (Project Server) data . The link will vary depending on the selected Project Server Entity but will look like the following:

Target Field: This contains a list of all the field names in the target data source which is Project Server data. Matching: The method in which a target field is matched to the source field. Possible values include:

Equals

Target <= Source

Target < Source

Target >= Source

Target > Source

Source Contains Target

Target Contains Source Source Field: This contains a list of all the field names in the source data source which is derived by the .odc connection data.

Field Mapping

Once a join has been made using the Entity Identification and Matching section, the underlying data which matches this criteria needs to be mapped to the corresponding Project Server field.

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Target Field: This contains a list of all the field names in the target data source which is Project Server data. Source Field: This contains a list of all the field names in the source data source which is derived by the .odc connection data. Conversion Rule: Possible Value include:

Ignore

Apply Value

Apply Value from Lookup Table Value Description Value Delimiter Delete: Free Text field to indicate the delimiter field Please note this interface allows the user to add, modify and delete as many mappings as the import package requires.

Test Mode Checked

Unchecked

Use Test Mode to test an import package. Test Mode will not change data, but will log import errors as if it did. Test mode will not catch all possible error's.

Minimum Log Level Verbose

Information

Warning

Error

As the names suggest

Priority Numeric

Data Source Filter Free Text

Monitor Queue Don’t Monitor

5 Minutes

10 Minutes

15 Minutes

20 Minutes

25 Minutes

30 Minutes

1 Hour

Indefinitely

4.3 Export Project Entity Configuration 1. From the PWA Integration Settings home page, select the “Export” radio button and click

‘Export’

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2. When prompted, select the location and name of the configuration backup. Once saved this

information can be imported into other environments. Useful when keeping a mutli

environment (Development, Test and Production for example) synchronised.

4.4 Import Project Entity Configuration 1. From the PWA Integration Settings home page, select the “Import” radio button.

2. Click “Browse” and select the “XXXXXX.xml” file from the deployment package. Assumption

here is a configuration package has been created previously using the ‘export the package

settings’ link.

3. Click “Import”.

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4. You have now imported the Project Entity Importer configuration from the XML file.

5. This includes Data Sources (if they didn’t already exist), Import Packages and Import

Schedules. Items may already be enabled, so double check the Import Schedules to ensure

you are not about to overwrite content in your new environment.

6. If you also imported Data Sources you need to update the Data Source to point to your

current environments server names. Otherwise you might find yourself importing test data

into your production environment.

4.5 Create an Import Schedule 1. From the PWA Integration Settings site, click “Import Schedule=>Add new item”

2. Enter settings as per the following screen shot.

4.5.1 Import Schedule Entry Form Definition

The following table helps describe the fields defined in the import schedule entry form.

Field Name Possible Values Comment

Title

Error Action Report error and keep processing

Report error and stop processing

As the names suggest

Import Packages Values from the Import Packages list

Enabled Checked

Unchecked

As the names suggest

Frequency Numeric Data

Frequency Units Minutes

Hours

Days

As the names suggest

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Weeks

Months

Years

Next Start Date Date and time value Date and time of when this import package will commence

Processing Effort Numeric (% value) determines how many threads the importer uses when executing the import package. Setting the Processing effort to 100% will invoke threads up to 4 times the number of CPU Cores available on the server. Setting the Processing effort to 1% will use at minimum 1 thread.

3. Click “Save” to keep changes.

4.6 Viewing the Import Log Information 1. Log information for each import job can be configured. To view this information, navigate to

the PWA Integration Settings site. Click the ‘Import Log’ link from the left navigation menu.

2. Use standard SharePoint nagiation and view setting functionality to review the information

contained within this list.