Microsoft Project Link

Microsoft Project Link

Use Track-IT pro to retrieve (or link) project and task assignments entered and saved in Microsoft Project files. When a link is created in Track-IT pro, employees can then use Track-IT light or Track-IT web edition for timesheet entry, and when timesheets are submitted, the actual hours worked are updated in Microsoft Project files. Here are the basic highlights of this link:

Ü Use Microsoft Project to create a Resource Pool to assign employees to tasks, and to create project plans.

Ü Use Track-IT pro to import and create records for employee, task and project information entered in Microsoft Project.

Ü Use Track-IT light or Track-IT web edition for timesheet entry. When employees submit their timesheets. Managers synchronize the time to Microsoft Project, actual hours worked will be updated in Track-IT pro, Track-IT pro web and Microsoft Project plan files.

Important notes:

Ü Please note that the Microsoft Project Link and the Microsoft Project Server link cannot be used together on the same database. Only one of these can be used.

Ü If you are currently using the Microsoft Project Link and you wish to start using the Microsoft Project Server Link, then a new database must be created.

Ü Microsoft Project must be installed on the workstation where the Microsoft Project Link option is used.

Ü When creating a link to a Microsoft Project resource pool or to the Microsoft Project plan file, always use the Network Neighborhood or My Network Places to find the files. This creates a Universal Naming Convention permitting the files to be accessible to everyone. Do not use a Mapped Network Drive.

Ü In Microsoft Project, Task Group level assignments are not supported for time tracking. Employees will only be able to track time against the lowest level tasks that are setup in Microsoft Project.

Ü Track-IT does not submit actual Start and End times when submitting time entries. Only the total time is submitted.

Linking Track-IT pro to a Microsoft Project file is a 3 step process:

Step 1: Create a separate resource pool file (.mpp) using Microsoft Project.

Step 2: Create a project file (.mpp) using Microsoft Project.

Step 3: Create links to the resource pool file and project file.

If you are creating a link to a new Microsoft Project file, follow the instructions described below.

If you are creating a link to an existing Microsoft Project file, follow the instructions found in Creating a link to an existing Microsoft Project file or contact DOVICO support for more information.

The first step is to create a Resource Pool

To prepare employee project and task assignment files used for time entry, you must first create a list of employees who will be assigned to those projects and tasks. The employee list is created using a resource pool in Microsoft Project. Resources (or employees) entered in the pool will be shared amongst projects. When a resource pool link is created in Track-IT pro, employee names assigned to each project will automatically be added to the Employees view.

If the resource pool file is to be shared, it should be saved in a shared folder on the Network accessible to all managers using Track-IT pro.

To create a Microsoft Project resource pool:

1. Start Microsoft Project.

2. Select File, New.

3. Select View, Resource Sheet.

4. Add the employee names to the resource sheet.

5. Select Tools, Resources Sharing, Share Resources.

6. Select Use own resources and click OK.

7. Save the file. If this resource pool file is to be shared, it should be saved in a shared folder on the Network accessible to all managers using Track-IT pro.

8. Close the file.

The second step is to create projects and assign employees from the resource pool to each project task

When you link Microsoft Project files in Track-IT pro, task assignments made to employees in the resource pool will create employee assignments used for timesheet entry. It is best to save the project plan files on a shared network folder if other managers need to access and update information.

To open or create a project and assign employees:

1. Start Microsoft Project.

2. Select File, Open and select the resource pool file.

3. Select File, New to create a new project.

4. Select Tools, Resources Sharing, Share Resources.

$image\msproject_share_resources.jpg$

5. Select the Use resources option and select the resource file (opened in step 2 above) from the drop-down list and click OK.

6. For each task entered, assign an employee from the resource pool. (Assign employee’s to bottom level Tasks only, do not assign employee’s to summary Tasks)

7. Now Save the file. This file should be saved in a shared folder on the Network accessible to all managers using Track-IT pro.

8. Now Exit Microsoft Project.

The third step is to create a link in Track-IT pro

It is necessary to create a link with Microsoft Project resource pool and project plan files in Track-IT pro in order to prepare and send project and task assignments to employees using Track-IT light and Track-IT web edition for timesheet entry. This will be done using Track-IT pro.

When a link is created, the project name with the mpp extension will be added to the Projects view in Track-IT pro and Track-IT pro web. You can edit employee and project information in Track-IT pro or Track-IT pro web without affecting the link or Microsoft Project files. Task information will not be added in the Tasks view however, employees using Track-IT light or Track-IT web edition for timesheet entry will see their list of project and task assignments and they will be able to enter time against any task assigned to them.

Ü If you edit a project plan file in Microsoft Project, you will need to re-synchronize in Track-IT pro (steps 19 to 23 below).

Ü If you rename or move the project or resource pool files, you will need to Change the Link (see step 23 below).

Ü You must link to the resource pool before linking any project file.

To link the resource pool and project plan files in Track-IT pro:

9. Exit Microsoft Project if it’s already running. This step is very important to ensure that the link is properly created.

10. Start Track-IT pro and enter your User ID and Password.

11. Select Tools, Microsoft Project Link from the menu. A pop-up box will appear. If the option is grayed out, please exit Track-IT pro and install Microsoft Project on this workstation.

12. Select the Project Link tab.

$image\msprojectlink_resource_pool.jpg$

13. Select Synchronize with Microsoft Project resource pool file.

14. Use the Browse button to find and select the Microsoft Project resource pool file to create a link in Track-IT pro. An open pop-up box will be displayed.

15. In the Look in box, use Network Neighborhood or My Network Places to find and select the file (this creates a UNC – Universal Naming Convention - to ensure that the file is accessible by everyone). Do not use a Mapped Network Drive to locate the file.

$image\network_nei.jpg$

16. Click Open then OK. The employees listed in the resource pool file will be added to the Employees view.

17. For each employee added, you will need to edit the User ID and Password information in Track-IT pro since random data is entered in these fields when a new employee is added from the resource pool. Select View, Employees from the menu (or click the Employees button $image\employee.jpg$ on the side shortcut bar).

18. Select the employee name and edit the User ID and Password name.

19. Now let’s link the project files you’ve created. Select Tools, Microsoft Project Link from the menu. If the option is grayed out, please exit Track-IT pro and install Microsoft Project on this workstation.

$image\msprojectlink_project_file.jpg$

20. Select Synchronize with Microsoft Project file.

21. Use the Browse button to find and select the Microsoft Project plan file to create a link in Track-IT pro. An open pop-up box will be displayed.

22. In the Look in box, use Network Neighborhood or My Network Places to find and select the file (this creates a UNC – Universal Naming Convention - to ensure that the file is accessible by everyone) Do not use a Mapped Network Drive to locate the file.

$image\network_nei.jpg$

23. Click Open, then OK. The project name and assignments will be added to Track-IT pro and Track-IT pro web. You can edit the project name in the Projects view $image\project.jpg$ , however to edit project assignments, open the file using Microsoft Project and edit the information there.

Ü Microsoft Project files will have an mpp extension in Track-IT pro. If you rename or move the Microsoft Project file, the link will be broken and actual hours worked will not be updated in project plan files. When a link is broken, a message will appear when you perform the UpdateUpdate and will also appear in the Projects view.

$image\link_broken.jpg$

Ü To repair a broken link, go to the Projects view in Track-IT pro, select the mpp project from the list and click the Change Link button. Use the Look in box to find and select the mpp project file.

Now you are ready to update actual work in Microsoft Project files.