Microsoft Project Integration
For more complex planning needs, COSMO Project Manufacturing integrates with Microsoft Project, thereby allowing project plans to be exported from COSMO Project Manufacturing into Microsoft Project though a bi-directional interface. From there, project plans can be modified and then returned to COSMO Project Manufacturing.
Additionally, complete project structures can be defined in Microsoft Project and then imported back into COSMO Project Manufacturing and/or section of project structures.
Considerations for Microsoft Project Interface
It is important to consider that there are two complex systems with separate logics (data export and data import). The interface is a great challenge for COSMO Project Manufacturing, because as many structures as possible are integrated from Microsoft Project in COSMO Project Manufacturing. But in some places compromises are needed because not all can be integrated 100%.
In practice it is necessary to adjust the interface data. There are some issues in different areas; the most important issues are described in the following sections.
Important
The Microsoft Project interface requires the Microsoft Project Desktop Client.
Export to Microsoft Project
This section explains the considerations for exporting to Microsoft Project.
| Limitation | Considerations |
|---|---|
| Structures | In COSMO Project Manufacturing, a process can be a normal process and a summary process at the same time. The reason for this is that a process can have a sub-structure – and on the other side, the process can be a planning process itself because there is time to plan from a remaining quantity. In Microsoft Project, both functions are not possible. The structure must be checked before export and some processes may need to be split into two processes. |
| Calendar Entries | Calendar entries can be exported from COSMO Project Manufacturing to Microsoft Project. In COSMO Project Manufacturing, the calendar entries are administered independently from processes. Volitional dependencies will calculate by special functions, such as the Finish date of a process by using Effort Driven processes. However, the interface needs to exactly match the calendar entries with the existing duration. If there are differences, Microsoft Project will calculate with own logic. This is a technical issue, but it's important to know there could be problems. |
| Actual Work | In principle, this option has the same conventions as the calendar entries, but it is more difficult. The combinations of existing calendar entries and actual work make the interface more complex. |
| Web Client / Mobile Application | When using the Web client or Mobile Application, the export directly into a new file in Microsoft Project is not supported. Therefore, with these interfaces, the export file is downloaded from Microsoft Dynamics 365 Business Central and then opened manually in Microsoft Project. |
Conclusion
An export with the right structure and without the additional options works very well. The export should be used for a better planning in Microsoft Project with the graphical tool. However, use caution with trying to match calendar entries and actual.
Import from Microsoft Project Manufacturing
This section explains the considerations for importing from Microsoft Project.
| Limitation | Considerations |
|---|---|
| Structures | Existing structures in COSMO Project Manufacturing must match the structures in Microsoft Project before data is imported. During the import, COSMO Project Manufacturing tries to find every task using the following mechanisms: - Import is based on a former export. In this case, the structure information has been sent to Microsoft Project before. Therefore, COSMO Project Manufacturing can find the position exactly. - New positions that can be found by hierarchical structures only. In this case, the exact position is not unique. Maybe a transfer of this position to another hierarchical structure is needed. |
| Components | In Microsoft Project there are no components because it is not an ERP system. This can be handled using a preset default component for all import lines. For example, enter Type and No. in Microsoft Project because there are extended fields for that purpose. But, this requires careful management. |
| Cost and Profit Planning | Cost information cannot be transferred with the interface. The purpose of the interface is for planning. For all cost issues, COSMO Project Manufacturing is the master system. |
| Resources | COSMO Project Manufacturing detects resources by the Code field (a standard field in Microsoft Project in the Resource table). Resources that do not exist in COSMO Project Manufacturing but have been created in Microsoft Project can be imported, but this is not advised under normal circumstances because: - The available persons should be defined within COSMO Project Manufacturing. - Capacities of these persons have to be calculated in COSMO Project Manufacturing. - All data may be duplicated unnecessarily in COSMO Project Manufacturing. |
| Calendar | Importing data from an external system creates an issue of the leading system. In COSMO Project Manufacturing, the calendar is organized. Normally it is not necessary to define it externally. An external calendar can be imported if necessary and it will be used to calculate the processes. However, an external calendar cannot be imported with exception days because there is no structure for this in standard Microsoft Dynamics 365 Business Central. |
| Assignments | Assignments are the resources to be linked with the processes. These assignments can be imported from an external system. Alternatively, complete the assignments in COSMO Project Manufacturing. |
| Calendar Entries | All existing calendar entries (except those with Schedule Type = Fixed) in COSMO Project Manufacturing will be deleted if calendar entries are imported from Microsoft Project. |
Conclusion
The import is very practical for processes, predecessor links, Start, Finish, and initial resource assignments (for existing resources). All additional options need careful consideration to avoid unexpected planning conflicts.
Setup
This section explains the setup necessary in COSMO Project Manufacturing to use the Microsoft Project interface.
Projects Setup
The following fields must be defined on the Planning FastTab in the Projects Setup page.
| Field | Description |
|---|---|
| MSP Path | Indicates the default folder in which to save the file to be downloaded. The folder name is displayed in the dialog box for downloading the file but can be changed manually. NOTE: This is not supported by the Web client. Files will be saved to the default download location that is configured in the end-user's browser. |
| MSP Import Comp. Type | Identifies the type of component to be imported; used with the MSP Import Comp. No. field. The options are Service (resource), Item, and General (component). |
| MSP Import Comp. No. | Identifies the specific component number based on the selected option in the MSP Import Comp. Type field: - Service: Opens the Resources page - Item: Opens the Items page - General: Opens the General Components page |
MSP Codes
The MSP Code manages all the settings that are necessary for the interface with Microsoft Project. These codes are set up in the MSP Codes page, accessed from the Project Card or the Job Budget Calculation page, each by choosing MS Project > MSP Codes on the Related menu.
Fields on MSP Codes page
The fields on the MSP Codes page are described in the following table.
| Field | Description |
|---|---|
| Code | Unique identifier for the MSP Code. |
| Description | Short description of the MSP Code. |
| Jobs | System-generated, indicates the number of jobs connected to this MSP Code. |
| Multiple Jobs | If selected, multiple jobs are displayed within a single Microsoft Project. |
Actions on the MSP Codes page
The actions on the MSP Codes page are described in this section.
Create Standard Code
This action creates an MSP Code for the current job. It populates the Code and Description fields with the same values from the job and auto-populates the Jobs field with a value of 1.
Import
This action opens the MSP Import Options page, which imports a Microsoft Project file into the Job Planning Processes.
The default settings for the import are defined in the MSP Interface Options page (see Options).
Export
This action opens the MSP Export Options page, which exports the Job Planning Process information to Microsoft Project.
The default settings for the export are defined in the MSP Interface Options page (see Options).
Options
This action opens the MSP Interface Options page, which is used to set up the import and export defaults. The fields on the page are described in the following table.
| FastTab | Field | Description |
|---|---|---|
| General | Code | Transferred from the MSP Code. |
| Description | Transferred from the MSP Code. | |
| MSP Path | Transferred from Projects Setup. | |
| MSP Filename | Auto-generated file name starting with "MSP-CODE" concatenated with the Code value and ".xml" extension if the Create Standard Code function. If an MSP Code is created manually, the filename is empty in this page but will contain the MSP Path when saving the file. | |
| Jobs | Transferred from the MSP Code. | |
| Multiple Jobs | Transferred from the MSP Code. | |
| Import | Import Comp. Type | Determines the kind of new task to be passed from Microsoft Project. |
| Import Comp. No. | Determines the specific number of the new task to be passed from Microsoft Project. | |
| New Planning Resources | Determines if newly created resources are passed from Microsoft Project. CAUTION: This option creates new Planning Resources in COSMO Project Manufacturing. The resources are checked by the Code field in the (MSP resource table). These new Planning Resources have no links to a person (resource) or resource group and therefore will have no capacity. |
|
| Import Assignments with Res. | Determines if the assignment of resources to tasks in Microsoft Project is accepted. NOTE: This setting is transferred to the MSP Import Options request page. |
|
| Import Calendar Entries | Determines if all calendar entries are passed from Microsoft Project individually. CAUTION: Importing existing processes will delete all calendar entries for this process (except for entries with Schedule Type = Fixed). |
|
| Export | Export Sorting | Determines the sorting of lines to Microsoft Project. The options are: - WBS: the existing job structure is exported. - Sorting No.: the job structure is exported based on the manual settings in the Sorting No. field on the Planning Processes page. NOTE: This setting is transferred to the MSP Export Options request page. |
| Resources in Other Jobs | Determines if sums of all scheduled entries in other jobs are exported to Microsoft Project. A date range must be specified in the Scheduled Start and Scheduled Finish fields. When using this setting, it is important to consider the times that have been planned outside the current project. This information is exported as the first line in Microsoft Project. |
|
| Scheduled Start | Specifies from which start date to transfer the scheduled times for planning resources from the project team to Microsoft Project. When using this setting, it is important to consider the times that have been planned outside the current project. The corresponding date is represented by the Start field in the first line of Microsoft Project. |
|
| Scheduled Finish | Specifies up to which date to transfer the scheduled times for planning resources from the project team to Microsoft Project. When using this setting, it is important to consider the times that have been planned outside the current project. The corresponding date is represented by the Finish field in the first line of Microsoft Project. |
|
| Export Calendar Entries | Determines if all of the individual calendar entries are exported to Microsoft Project. CAUTION: There is no guarantee of an exact export because Microsoft Project performs an independent calculation under different circumstances. |
|
| Export Actual Work | Determines if current work is transferred to Microsoft Project. |
Data Export to Microsoft Project
Data from COSMO Project Manufacturing can be exported to Microsoft Project from the following pages:
- MSP Codes (action bar > Export)
- Job Budget Calculation (Related > MS Project > Export)
- Planning Processes (Job Planning and Processing > Process Planning > Per Block > MSP Interface > MS Project Export)
In the Planning Processes page, the lines to be exported are determined by the MSP Interface checkbox.
Tip
The MSP Interface checkbox is selected by default but can be cleared and re-selected by choosing MS Project > MSP Lines > Reset or Set on the Related menu.
On the MSP Interface menu, choose the MS Project Export action to start the export process.
In the MSP Export Options request page, choose to sort export lines by WBS or Sorting No. and then choose the OK button. Save the file and then open it in Microsoft Project.
During the transfer, Microsoft Project performs independent calculation processes, which results in messages and errors. It is important to review this information to ensure optimal matching of the logic between Microsoft Project and Microsoft Dynamics 365 Business Central.
Errors that were found or messages are indicated by the envelope and question mark icon in the Indicators field and the underlined dates in the Finish field.
Save the Microsoft Project File for Import
Data from Microsoft Project must be saved as an XML file in order to import into COSMO Project Manufacturing.
To save the Microsoft Project file for import
- Once planning is ready for import back into Microsoft Dynamics 365 Business Central, choose File > Save As.
- Select the path to save the file.
- Update the File name as needed.
- In the Save as type field, choose the drop-down arrow and then select XML Format (*.xml).
- Choose the Save button.
- Close Microsoft Project without saving changes.
Alternatively, a macro for saving as XML can be created in Microsoft Project.
Data Import to COSMO Project
Once saved as XML file, the data can be imported into COSMO Project Manufacturing from the following pages:
- MSP Codes (action bar > Import)
- Job Budget Calculation (Related > MS Project > Import)
- Planning Processes (Job Planning and Processing > Process Planning > Per Block > MSP Interface > MS Project Import)
In the MSP Import Options request page, turn on the Import Assignments with Res. toggle to import assignments (tasks) with resources from Microsoft Project.
Based on new Start and Finish dates, a new planning can now be calculated in two steps:
- Delete existing planning (planned scheduled entries reduce the resource availability) by choosing Scheduling > Delete Schedule Entries on the Planning Processes page.
- Perform a new scheduling by selecting the Project Deadline position and then choosing Scheduling > Schedule Processes on the Planning Processes page.
The new planning created calendar entries, which means that:
- Available capacities are considered
- Processes are marked as Effort driven
- Dates are moved
See Also
Projects Setup, Planning FastTab
Job Budget Calculation Page
Planning Processes Page
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