Integration Guide for MS Project to iBaan ERP Project 5 guide for MS Project to iBaan... · Integration Guide for MS Project to iBaan ERP Project 5.0c iii This document is part of

iBaan OpenWorld

Integration Guide for MS Project toiBaan ERP Project 5.0c

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The information in this documentis subject to change withoutnotice. No part of this documentmay be reproduced, stored ortransmitted in any form or by anymeans, electronic or mechanical,for any purpose, without theexpress written permission ofBaan Development B.V.

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Document Information

Code: U7532E USGroup: User DocumentationEdition: EDate: July, 2001

i

Integration Guide for MS Project to iBaan ERP Project 5.0c

1 Installation 1-1Preparation of the setup folder 1-1Installation on a local PC 1-2Constraints 1-8

2 To uninstall components 2-1To uninstall utilities 2-1The uninstall procedure 2-1Troubleshooting 2-3

3 Integration concept 3-1Introduction 3-1Data flow 3-1Workflow steps 3-2

4 Data flows 4-1Transfer of data 4-1Calendars 4-1Projects 4-3Cost objects/resources 4-6Charge breakdown structures 4-7Budget lines 4-8Schedule Information 4-9Baselines 4-10

5 Workflow steps 5-1Introduction 5-2Connect Project 5-3Connect Microsoft Project to Baan Project 5-5Baan Connection Details 5-8Synchronize Master Data 5-11Save Baseline 5-11Synchronize ChBS/Budget/Schedule 5-12Ownership 5-13If Microsoft Project is the owner 5-13If Baan is the owner 5-14Disconnect project 5-14

6 Toolbar buttons in Microsoft Project 6-1

Table of contents

Table of contents

Integration Guide for MS Project to iBaan ERP Project 5.0cii

7 Views 7-1

Appendix A 1

Integration Guide for MS Project to iBaan ERP Project 5.0ciii

This document is part of the iBaan OpenWorld iPack for MS Project withiBaan ERP Project 5.0c and describes the installation and configuration stepsfor the Baan OpenWorld based integration of Microsoft Project with iBaan ERPProject 5.0c. The integration provides a cost/scheduling system, in which budgetsin iBaan ERP Project are time-phased as a result of scheduling the work inMicrosoft Project.

Chapter 1, �Installation,� describes the main installation procedures and theconfiguration of the Baan OpenWorld Middleware.

Chapter 2, �To uninstall components,� describes how you can uninstall theMicrosoft Project integration.

Chapter 3, �Integration concept,� describes the principles of the integrationconcept.

Chapter 4, �Data flow,� describes the data flows.

Chapter 5, �Workflow steps,� describes the workflow steps.

Chapter 6, �Toolbar buttons in Microsoft Project,� describes the toolbar buttons.

Chapter 7, �Views,� describes the integration views.

This document is updated to include the scope of iBaan ERP 5.0c-SP6 release.

About this document

About this document

Integration Guide for MS Project to iBaan ERP Project 5.0civ

Integration Guide for MS Project to iBaan ERP Project 5.0c1-1

This chapter describes:

� The preparation of the setup folder.� The methods to check the availability of Microsoft Project.� The configuration of Baan OpenWorld.

Preparation of the setup folderTo enable local installations, you must prepare a setup folder for the setup files.This folder is typically a central folder on a file server, from which you canderive user installations by running Setup.exe.

The following setup files are supplied on the Baan OpenWorld PRJ Domain2.1.2 CD:

�� Setup.exe.�� BaanProject Microsoft Project.cab (a Binary File).�� Setup.lst.

1 Installation

Installation


Installation on a local PCTo install the required software on a personal computer,

1 Check if Microsoft Project 2000 / Microsoft Project 98-SR1 / MicrosoftProject 98 is installed, from the Add/Remove Programs properties on theControl Panel.

Figure 1 Add/Remove Programs Properties

2 To install Baan OpenWorld Adapter 2.1.2:

Use Baan OpenWorld Adapter as the middleware tool. Baan OpenWorldAdapter 2.1.2 is needed to work with the Baan OpenWorld PRJ Domainbased BaanERP Project � Microsoft Project Integration software. Thismiddleware is mandatory for the integration to work.

Check if the Baan OpenWorld Adapter is installed in the Add/RemovePrograms properties of the Control panel. The correct version of the BaanOpenWorld Adapter for this release is Baan OpenWorld Adapter 2.1.2.

Installation


3 To install the Baan OpenWorld PRJ Domain COM DLLs:

The Baan OpenWorld PRJ Domain installs various COM specific DLLs thatprovide the Business Objects and the methods needed to work with these(Business Object Interfaces). The COM DLLs needed to work with the BaanOpenWorld Integration for MS Project to iBaan ERP Project 5.0c include:

� ActivityBudget.dll� AvailabilityType.dll� BaanItem.dll� BaanReleaseId.dll� Baseline.dll� Calendars.dll� ChargeElement.dll� Employees.dll� Plan.dll� Project.dll� ProjectCostObject.dll� ProjectPlanningParameter.dll� StandardChargeElement.dll� StandardCostObject.dll� TradeGroup.dll� GetCompany.dll

For more information on the COM DLLs, refer to the User�s Guide for BaanOpenWorld PRJ Domain..

4 Check whether there is a current installation of the Baan Project � MicrosoftProject integration. If the list found in Add/Remove Programs propertiescontains no Baan Project � Microsoft Project entry current installation doesnot exists. If a current installation is found, refer to �To uninstallcomponents,� in Chapter 2, �Integration Guide.�

5 Start the Baan OpenWorld Integration for MS Project to iBaan ERP Project5.0c setup program. This program can be found on the CD for the iBaanOpenWorld iPack for MS Project with iBaan ERP Project 5.0c.

The Microsoft Project Integration is compatible with Windows NT andWindows 98.

The setup procedure installs the required software and adds a Baan menu, atoolbar, and some macros to Microsoft Project.

Installation


If the setup procedure needs to update some system files on your computer,the following dialog box appears:

Figure 2 To update system files, if required.

Click OK and restart your computer. You must now rerun the setupprocedure.

The following message appears if setup procedure starts successfully:

Figure 3 Welcome Screen

Figure 4 Start the setup

Installation


Figure 5, Successful completion

6 Configure the Baan OpenWorld Adapter 2.1.2:

To work with the Baan OpenWorld PRJ Domain 2.0 based Baan Project �MS Project Integration software, the following steps must be performed inthe Adapter Configuration utility of the Baan OpenWorld application, toconfigure it to work in tandem with the Integration.

− To maintain a Default BackendThe Adapter Configuration requires a default backend, refer to thefollowing Figure 6. This default backend is a bus component, throughwhich the user is connected to the Backend ERP server. This componentcontains the information that pertains to the Host ERP server name, thedomain name and the company number to which the component can beconnected.

Figure 6 Adapter Configuration - General

Installation


− To maintain the Directory Service InformationThe Directory Service Information, either LDAP / File � XML, to be usedin the middleware must be set. For more information on the DirectoryService information, refer to the User�s Guide for Baan OpenWorldMiddleware.

Figure 7 Adapter Configuration � Directory Service

You must set the Server URL, backend host server URL name, and thedomain name of the server.

Installation


− To start the component in the backend Baan serverThe default backend component set in the Adapter Configuration mustfirst be started and kept running in the backend Baan server to enableworking with the Integration. The Component can be started from theOpenWorld Server Manager (tmboaserver) session.

Figure 8 OpenWorld Server Manager

Installation


ConstraintsMicrosoft Project has an excellent GUI interface and the user may be led to thinkthat some of the data changes you make in such a smooth way are reflected inBaan.

Only if the ownership is with Microsoft Project, the budgeted quantity of abudget line can be changed from the Microsoft Project side. The value is updatedto Baan when the synchronization is completed the next time. Synchronization isa process by which change in budget/schedule data is updated on both sides.

Calendar information is transferred only one way, from Baan to MicrosoftProject .

Other fields such as Maximum number of units available, Calendar/Availability Type for a resource, all flow in one way only.

Master data always flows from Baan to Microsoft Project.

To change the Environment or the Company Number in the CorrespondingEnvironment Configuration, select the appropriate Bus Component in theAdapter Configuration Utility of the Baan OpenWorld application. You cannotchange the Company Number when you work with the integration.

Whenever there is UI processing in the background, for example, when data iscollected from the Baan database through Baan OpenWorld, the MicrosoftProject window is not refreshed. This is comparable to the situation when yourmain client waits for the server.

The Time Unit field in the PSS parameters and the Work that is entered in thefield must have the same unit value. You can find the Work is entered on theSchedule tab of the Options session that you will find under Tools on the Menubar in Microsoft Project.

If you click on the Microsoft Project window during background processing, youinvoke the next message. This process is normal, and you can click the SwitchTo button.

Figure 9 Server Busy

NOTE

NOTE

NOTE


This chapter describes how to uninstall the integration components.

To uninstall utilitiesThe setup program installs all the components in one run. To uninstall thecomponents, you need two utilities. These utilities must be run in the order inwhich they are listed:

� Run UnchgMsP.exe from the Application folder to remove the extensionsattached to Microsoft Project.

� Remove the installed files, use the Add/Remove Programs properties utilityfrom Control Panel.

The uninstall procedureTake the following steps to uninstall the integration components:

1 To uninstall the extensions, start UnchgMsP.exe from the Application folder,and click Continue. The menu, toolbar, and macro extensions is deleted fromMicrosoft Project.

Figure 10 Uninstall Microsoft Project integration

2 To uninstall components

To uninstall components


2 To remove the installed files, in Control Panel double click Add/RemovePrograms properties.

3 Select Baan OpenWorld Integration for Microsoft Project to BaanERP 5.0c.

4 Click Remove.

Figure 11 Add/Remove Program Properties



The following dialog box appears if you remove the files. If this dialog boxappears, click Remove.

Figure 12 Click Remove

TroubleshootingRemove the following integration extensions from your Microsoft Projectinstallation:

� A Baan Project toolbar, a Baan Project Gantt view, a Baan Project Resourcesview, an All Baan Project tasks filter, an All Baan Project Resources filter,and a Baan Project Integration table from the Microsoft Project user-interfaceenvironment.

� The Baan Project Integration module and the code in the Project Activateevent, which is part of This Project (GLOBAL.MPT) module from theMicrosoft Project Visual Basic development environment.

Typically, the integration extensions are removed as a first step in the removalprocedure with the UnChgMsP.exe program. If not done properly, on the Toolsmenu, click the Organizer option in Microsoft Project to remove the Baanrelated option(s) from the Global.mpt.




This chapter describes what the integration between iBaan ERP Project andMicrosoft Project can accomplish.

IntroductionThe integration with Microsoft Project is offered to time phase charge elements /activities, milestones and budget lines. The integration enables you to:

� Time-phase your budget and perform financial analysis.� Determine order dates for requirements planning.� Time-phase revenues from installment invoicing.

The hours spent and other actual project costs will not be transferred from iBaanERP Project to Microsoft Project or vice versa.

The main functions you can use in Microsoft Project are:

� Set up tasks to make a plan.� Assign Baan resources to tasks.� Perform network planning.� Perform resource leveling.� Create a resource pool project.

All the previous functions do not need a permanent connection to the iBaan ERPsystem and make use of the graphical user interface and the specialist reportingcapabilities of the MS Project package.

Data flowBasic data, such as cost objects, resources, and calendars are shared betweenBaan and Microsoft Project. Microsoft Project tasks are linked to chargeelements and budget lines in Baan Project. The scheduled start and finish datesare transferred to Baan.

For more information on data flow, refer to Chapter 4, � Data flows.�

3 Integration concept

Integration concept


Workflow stepsAll actions to connect projects and to synchronize data are initiated fromMicrosoft Project. To start Microsoft Project integration, connect a new projectto a selected Baan project. Optionally, calendars, cost objects, resources, and thecharge breakdown structure, and their budget lines, are transferred to MicrosoftProject. You can now add tasks, schedule tasks, and assign resources. Theresulting start dates and finish dates can be picked up and transferred back intoBaan to the linked charge elements and budget lines. You can change theownership of the structure and budget lines in Microsoft Project and Baan.

For a detailed description of the workflow, refer to Chapter 5, �Workflow steps.�


Transfer of dataThis chapter describes the following data that can be transferred:

� Calendars.� Projects.� Cost object / resources.� Charge breakdown structures.� Budget lines.� Schedule information.� Baselines.� Standard charge elements.

CalendarsiBaan ERP Common Data features a Central Calendar (CCP) module thatcontains calendars used throughout the Baan packages. Microsoft Project needs acopy of these Baan calendars. The selection of calendars that is used in MicrosoftProject is made in Baan and transferred.

4 Data flows

Data flows


Figure 13, provides an overview of the calendar hierarchy.

Calendars

�� Filter: Calendar selection forFilter: Calendar selection for MS Project�� Calendar hierarchyCalendar hierarchy

Derivation path --> Calendar code

STD

COMP

PROJ

Baan MS Project

Only exceptions aremaintained in Baan

Base calendars

Resource calendars

Figure 13 Calendar hierarchy

The Calendar Selection for Microsoft Project (tcccp0581m000) session defineswhich calendars are transferred to Microsoft Project as base calendars. You candefine a calendar for availability types, a work-time type, for example, where theworkday starts at 08.00 hours and ends at 17.00 hours in Baan Calendars (tcccp).The availability type can be used to differentiate for example availability forprojects from availability for service (or maintenance) activities for the sameperiod. One resource can have one calendar but multiple availability types.Because there can be multiple availability types defined as part of the samecalendar, it becomes important to select the (most relevant) type to be used in alinked external scheduling package such as MS Project. For the selectedavailability type a base calendar will be created and the standard calendartemplate details for this availability type transferred.

As, all the calendars you chose to transfer in the Calendar Selection for MicrosoftProject (tcccp0581m000) session are available to you as base calendars inMicrosoft Project, you can use those.

In Baan, you can have a multiple-level-calendar hierarchy. As you go down inthe hierarchy you will see that the exceptions to the derived-from calendar aremaintained. In Microsoft Project, all the calendars selected for transfer aredefined as base calendars and any resource calendar transferred is set as derived-from these base calendars.

Data flows


However, exceptions on the complete derivation path are transferred to theresource calendars. By default the resource calendars are defined with the nameof the resource itself.

To retain the hierarchy information the Base Calendar codes contains thecomplete derivation path with the correct punctuation, a dot between every level.

Projects

ProjectsProjects

Project MS Projects1 : NBAAN Microsoft

WBS

CA

PP/ WP

2 3Project 1

Project 2

Project 3

1

Figure 14 The Work Breakdown Structure (WBS)

For planning purposes, a Microsoft Project project can be considered as part of aBaan project or as a WBS.

To enable the handling of different project parts by different organizationalelements, you can link several Microsoft Project projects to a Baan project. Thisphenomenon is called multi-projects and can make use of resource pools. Aresource pool is a shared employee pool that you can create in Microsoft Project.To create a resource pool, on the Tools menu, click Resources, and then clickUse Resources, and select the resources for the pool. If you use a resource poolmake sure you do not transfer resources from Baan after you made that resourcepool, otherwise your resource pool will not contain a selection but all theresources from Baan.

Data flows


To connect a Microsoft Project project to a Baan project, link a Microsoft Projectproject to a charge element in the charge breakdown structure. This connectioninformation is stored in Microsoft Project. If a Microsoft Project is disconnectedfrom a Baan Project, the information is cleared. The connection can be achievedin one of the following ways:

Scenario 1

The complete charge breakdown structure, including the budget, is maintained onthe Baan side and Microsoft Project is used purely for planning / simulationpurposes.

At the time of Connect Project, the ownership is set to Baan. Connection to aBaan Project plan with one of the charge elements chosen as the connection nodeis made. The connection node becomes the top summary task in MicrosoftProject and the charge breakdown structure (ChBS) in Baan. The chargeelements below this node are displayed as child tasks in Microsoft Project.

During synchronization of the charge breakdown structure, the latest structurefrom Baan is sent to Microsoft Project. Charge Elements that are no longer foundin Baan are either relocated or removed in Microsoft Project based on theConnection Details option.

Figure 15 Connect Project

Data flows


Scenario 2

The complete charge breakdown structure, including the budget, is maintained onthe Microsoft Project client side in order to use the graphic functionalityprovided by Microsoft Project. The Standard Charge Elements are transferred toMicrosoft Project and used to define tasks.

In Connect Project, the ownership is set to Microsoft Project. A connection to aBaan Project plan with no charge elements is made. The top summary task inMicrosoft Project becomes the top charge element in Baan and also becomes theconnection node. The structure under the top summary task in Microsoft Projectis built up as the ChBS in Baan.

At the time of the charge breakdown structure synchronization, the lateststructure from Microsoft Project is sent to Baan. Charge elements, which are nolonger found in Microsoft Project, are deleted on the Baan side.

Figure 16 Connect to project

Scenario 3

On the iBaan ERP side, the project structure is created up to the Project CostAccount level. The lower-level structure, which is comprised of work packagesand planning packages are worked out on the client side. This detailing canfollow either of the previous scenarios.

As cost account manager, you can assign an organization breakdown structure(OBS) element to each of the project cost accounts (CAs) on the Baan side.

Data flows


You can now connect the same Baan project at multiple levels to differentMicrosoft Project projects. Individual cost account managers can now track ormonitor only that part of the project's charge breakdown structure for which theyare accountable, irrespective of the progress of the other.

In Baan, you can see the updated progress of all the cost account managers�domains; here you can manage the complete project.

In Connect Project, the ownership is set to Microsoft Project. A connection to aBaan Project plan with charge elements is made. One of the charge elements,normally a CA is chosen as the connection node. The Charge Element code andtype must be the same as that of the top summary task in Microsoft Project. Thestructure under the top summary task in Microsoft Project is built up as theCharge Breakdown Structure in Baan.

During the charge breakdown structure synchronization, the latest structure fromMicrosoft Project is sent to Baan. Charge elements, which are no longer found inMicrosoft Project, are deleted on the Baan side.

If you run the Synchronize ChBS/Budget/Schedule option, the scheduleinformation is rolled up to the top of the project structure in Baan.

Cost objects/resourcesThe following illustration provides an overview of the transfer of cost types fromBaan to Microsoft Project.

Cost Objects / ResourcesCost Objects / Resources

BAAN MS ProjectCost Types:

- Labor

- Material- Equipment- Subcontracting- Sundry costs(�Standard� + �Project� Cost Objects)

- Trade groups- Employees

Reference Availablefor attaching to the EMP,TrdGrp assignmentsrepresentingbudget lines

Resources:- Material- Equipment- Subcontracting- Sundry costs

- Trade groups- Employees

Figure 17 Cost Objects / Resources

Data flows


Baan distinguishes all the five cost types of cost objects, employees and tradegroups, but Microsoft Project can only treat those objects, which are utilized intime units, as resources/tasks.

To use this feature all the cost types, except Labor, can be transferred as internalresources to Microsoft Project. Only the cost objects are transferred for which theUsed in Schedule option has been set to Yes. All these cost objects are availablefor reference when you create a budget line task or a resource assignment inMicrosoft Project. A corresponding budget line can be created in Baan Projectfrom each of these budget line tasks or resource assignments.

The labor budget lines are represented with the resource assignment of either anemployee or a trade group, who actually performs the work.

Charge breakdown structuresThe following illustration shows an overview of the charge breakdowndecomposition for Microsoft Project.

Charge Breakdown StructuresCharge Breakdown Structures

MS ProjectBAAN

WBS

CA

PP/WP

Charge breakdownstructure

A

copy 1:1

OutlineActivity structure

start-finish dates

B

Percentage Complete

Figure 18 ChBS (charge breakdown structures)

The charge breakdown structure (ChBS) of a Baan project can be made up ofWBS Elements, CAs, Planning Packages (PP) and Work Packages (WP). Theownership setting defines how this structure for a Baan project is handled in theintegration.

Data flows


The start/finish dates are preloaded in Microsoft Project when the structure istransferred from Baan to Microsoft Project.

After you change the schedule information of the charge elements/budgetlines/tasks/resource assignments, the start and finish dates, along with theduration and percentage complete, are rolled up to the summary activity inMicrosoft Project. The summary activity is linked to a Baan charge element.

The schedule information of these Charge Elements can now be updated at theBaan side. When the scheduling information of CE�s is completed, thisinformation is rolled up to the top of the ChBS. If Microsoft Project is the ownerof the structure, the actual start and finish dates and the percentage completed isalso transferred to iBaan ERP Project. Empty fields in Microsoft Project areignored and values set in iBaan ERP Project itself remains.

Budget linesThe following figure shows an overview of activity budget-line transfer toMicrosoft Project.

Budget Lines - Sub TasksBudget Lines - Sub Tasks

BAAN MS Project

WP 1 Act. A (WP1)

Resource List

Equipment,Employee orTrade groupassignmentsfor ResourceScheduling

Sub Tasks

Budget Lines ResourceAssignments

Figure 19 To transfer budget lines

Data flows


The Baan budget is built bottom-up starting with the budget lines. Each budgetline represents a cost object hat belongs to one of the five cost types budgeted interms of both, quantity and time for a particular project/charge element. This datais also transferred to Microsoft Project.

The activity budget lines in Baan are transferred as Budget Line tasks or resourceassignments in Microsoft Project. The corresponding Charge Element task isthen set as a summary task of all the related Budget Line tasks.

If Microsoft Project is the owner of the activity planning and the resourceassignments, the following actions are possible:

1 The activity budget lines in Baan can be transferred/created as budget linetasks or resource assignments in Microsoft Project along with the completecharge breakdown structure starting from the connection node. The resources,which were already transferred to Microsoft Project will be assigned to thesetasks. As a result, there is one to one correspondence between budget lines inBaan Project and the Budget Line task or resource assignment in MicrosoftProject.

2 The budget lines once created, Microsoft Project updates the start and enddates for Baan budget lines if changes take place in scheduling.

3 Quantities on Microsoft Project�s Budget Line tasks or resource assignmentsare updated from Baan to Microsoft Project or from Microsoft Project toBaan based on the ownership.

4 Budget information is synchronized between Baan and Microsoft Project.

If you already created an Element/Activity or Element/Element budget for aBaan project, you can still use Microsoft Project for scheduling purposes. InMicrosoft Project a plan is created from the activity structure and budget lines inBaan. Only schedule information can be updated in Baan from Microsoft Project.You cannot perform actions 3 and 4 anymore.

Schedule InformationOnce all the Baan Project information is transferred to Microsoft Project, you canstart the planning with the use of the scheduling features provided by MicrosoftProject. You can also insert new tasks in Microsoft Project that represent newbudget lines in Baan. Schedule information can be transferred to Baan Project.

NOTE

Data flows


BaselinesYou can use the scheduling information in Microsoft Project to create baselinesin Baan Project and in Microsoft Project.

Baan owns the baselines. From Microsoft Project you can create a new baselineor update an existing baseline for the connected Baan project.

A list of all baseline numbers from Baan Project is available, so that you canselect a baseline to update an existing baseline, or you can derive a new baseline.

The baselines can be updated with the most recent schedule information of theChBS from the Microsoft Project project. After you update the baselines, theschedule information is aggregated to the top in Baan.


This chapter describes the Baan menu options you can use in Microsoft Project.

Start Microsoft Project and on the File menu, click BaanProject.

Figure 20 Start the integration

5 Workflow steps

Workflow steps


IntroductionAll the integration actions can be initiated from the Menu options and toolbarsthat are added to the Microsoft Project application during the application andintegration setup.

In Baan, the following parameters must be set in the PSS Parameters(tppss0100s000) session:

� The External Scheduling Package field must be set to YES.

� The ESP currency that is defined in the parameters is used in MicrosoftProject, because Microsoft Project does not support multicurrency. If the costrate of a cost object, defined in Baan is in a different currency than the ESPcurrency, the rate in the ESP currency is calculated with the Exchange RateType of the project definition.

� The ESP time unit that is defined in the parameters, is the unit that budgetlines, labor equipment and subcontracting, which use time units forscheduling is assigned to. As a result, even if the user allocates a 100 days,where -in iBaan ERP- days is a unit of work to a particular budget line,Microsoft Project understands it as 100 hours if the ESP time unit is definedas hours.

� The ESP Preferences tab in the PSS Parameters specifies the cost objecttypes that need to be transferred to ESP. However, the ones selected onlyappear as default in the Connect Project dialog box and you can choose tochange them at the time of connection, or afterwards with the use ofConnection Details.

The CCP Parameters (tcccp0100s000) session must be set.

Baan Projects operates with a project plan, charge element and budget linesframework. The Charge Element framework or the Work Breakdown Structure(WBS) in Baan is a list of activities that are classified as WBS elements, projectcost accounts, planning packages and work packages. However, MicrosoftProject identifies with the terminology tasks and sub-tasks. The budget linestogether with the entire WBS would fit into the task_sub-task structure ofMicrosoft Project.

Baan offers more extensive calendar functionality, which Microsoft Project doesnot support. Thus calendars must be transferred from Baan to Microsoft Projectso that no scheduling related data is lost or unavailable to the user.

Workflow steps


Baan differentiates cost objects into five cost types:

� Material.� Labor.� Subcontracting.� Equipment.� Sundry costs.

Microsoft Project only identifies resources. Except for Labor, all the cost typesare transferred as resources to Microsoft Project. The cost type that is critical toscheduling is equipment, as it is mostly rented and you would want to schedule itclosely. You can associate a labor budget line with either a trade group or anemployee or both. A resource assignment of Employee or Trade Group is used inMicrosoft Project to represent a labor budget line.

Trade groups and employees are critical in any schedule, as the cost incurred onthem is always proportional to the amount of time they are utilized for.

Connect ProjectOnce a proper project structure is defined in Baan, you can schedule it in aMicrosoft Project project. The Default backend Component set in the PropertyEditor must be started and kept running in the Backend Baan server to enableworking with the Integration. The Component can be started from theOpenWorld Server Manager (tmboaserver) session. Once the component isstarted the company number is automatically picked up from the BusComponent. The current project on the Microsoft Project side must be savedbefore connection is attempted.

Use the Save as Option to save the file with a name that identifies it with theproject on the Baan side. This Microsoft Project project name is written in arecord that is inserted in the Baan External Schedule Links (tppss230) table. Thesame name is written in all the connected budget lines near the ESP Link field.

You connect a Baan Project Microsoft Project Test for the plan A1 to MicrosoftProject. You will have to save this connected project to a file in MicrosoftProject, for example, Connection 1. This file name is displayed in the �ExternalSchedule Links � (tppss2530m000) session and added to the records of all thebudget lines that are linked to this project in Microsoft Project.

EXAMPLE

Workflow steps


If you select Connect Project, the following dialog box appears:

Figure 21 Save your project

Log filesMicrosoft Project makes log files during connection to Baan, in which you cansee if the connection went right or check what went wrong during the connection.The log files are saved in the directory where you save your Microsoft Projectproject file. The following naming convention used is: <project name>.log.

Workflow steps


Connect Microsoft Project to Baan ProjectThe Baan data is transferred to the saved project. If you already entered data inthis file, the data is replaced by the Baan data.

The following data is transferred while the project is connected to Baan:

� Calendar data.� Resources, which includes standard types/project types.� Charge breakdown structure.

The connection you make is logical, then the connection, must be carried outonly once for every project. The following session appears:

Figure 22 Connection tab

The Connection tabThe Company field - The Default Back Component maintained in theOpenWorld Adapter Configuration provides the company.

The Projects field - From the Project list, select a Baan project code. Theproject information is retrieved from Baan and entered automatically in thisform.

The Start and Finish date field - The start and finish date of the Baan project isdisplayed for information purposes only.

The Plan field - The charge breakdown structure from this plan is used. Bydefault, the leading plan is displayed, but you can choose another plan. Youcannot connect a plan that:

� Already has a live link to a Microsoft Project project on the highest level.� Has a project with the status Active.

NOTE

NOTE

Workflow steps


The Connection node field � This is the charge element node taken from thecharge breakdown structure to which the connection is made. The chargeelements connected to the node are used in Microsoft Project. You cannot link acharge element to Microsoft Project if the node either above/below this elementis already used for another project.

The Select Node button - If you click this button the charge breakdown structureis available as a tree. You can select a charge element for connection, which isthen filled in the Connection Node field. The button is only available when thereare charge elements defined under the selected Baan Project plan.

The Ownership field � either Baan or Microsoft Project must be the owner ofthe charge breakdown structure and the budget line quantities, otherwise this datawill be unreliable.

Figure 23 Resources tab

The Resources tabThe Transfer Resources/Cost Objects to Project field � If this check box isselected, you can choose cost object types from the Baan source data; these willbe transferred as resources to Microsoft Project. Labor cost objects aretransferred to an external file (<MS Project file name>.lco), which get areference to Microsoft Project when you define budget lines.

You must transfer the cost objects that you need for budget lines. If you did nottransfer the resource for it, you will not be able to create budget lines inMicrosoft Project.

The Resource Calendars/Availability Type field - The selection can be madefor the resource calendars� availability type. When the exceptions to the resourcecalendar are defined in Baan, the availability type is used. Additionally, a basecalendar is created in Microsoft Project with this availability type.

Workflow steps


If for any resource there is no calendar specified in Baan, or the specifiedcalendar is not selected for transfer to Microsoft Project, the default calendar isused as the base calendar for that resource.

Figure 24 Budget tab

The Budget tabThe Create Activities based on Charge Breakdown Structure and BudgetLines field � If you select this check box, the charge breakdown structure,starting from the connection node, and the budget line, are transferred toMicrosoft Project as tasks.

The Transfer Budget Lines box − In Baan called budget line or activity, themost important thing you decide in this group of check boxes is whether a budgetline must be transferred as a resource assignment or a task. When the budgetlines, with the External Schedule Link field reading Create Link on theConnected Data tab, are transferred to Microsoft Project as budget-line tasks,they are outlined under the task that represents the corresponding charge elementin Baan. When you look at equipment lines, the corresponding equipmentresource is also assigned for scheduling purposes when the budget line istransferred as a resource assignment. When you look at the employee that islinked to the budget line, it is assigned as a resource for scheduling purposes.

If a resource is used more than once as part of the same charge element (task), asubtask will be created irrespective of the setting to Resource Assignment. Thisis because MS Project cannot have the same resource used more than once in thesame task.

NOTE

Workflow steps


All the milestones linked to a charge element in Baan are transferred as taskslinked (as Predecessors) to the charge-element task (Link relationship � eitherStart to Start or Finish to Finish depending on the Milestone date�s proximity tothe Charge Element�s Start / Finish Date) in Microsoft Project. All the milestonesthat are not linked to a charge element in Baan are transferred to the top of theMicrosoft Project tasks as stand-alone milestones. The milestones are transferredto all Microsoft Project projects linked to the same Baan project.

The Connect Project button - This button starts the process of connecting Baanto a Microsoft Project project. This button is only available if valid data isentered in the Connect MS Project to Baan Project form.

While connecting the project in Microsoft Project to the one in Baan thescheduled start and finish dates in Baan (if any) are transferred to MicrosoftProject. This transfer happens only on the first connection, after which MicrosoftProject is the owner of the scheduled dates. If no start- or finish dates exist inBaan during initial connection it will also be attempted to calculate a durationbased on the quantity and production rate of the charge element (if present).

Baan Connection DetailsThe following dialog box displays all the information about the currentconnection with Baan Project. Any changes made in this dialog box will takeeffect during the Synchronize Master Data or SynchronizeChBS/Budget/Schedule processes in Microsoft Project. Most of the fields are thesame as the fields in the form Connect Project. Only exceptions are explained inthe following sections.

Figure 25 Connection details

Workflow steps


The Connection tabThe Baan Baseline field � If you choose to save a baseline in Microsoft Projectalong with a baseline for Baan Project, the baseline number saved in Baan isdisplayed for information only.

Figure 26 Resources details

The Resources tabThe Transfer Resources/Cost Objects to Project field - The selection initiallymade during Connect Project is visible here. If you change your initial choicehere, it will take effect during Synchronize Master Data. As a result, resourcetypes that were not selected at the Connect option, but now have been selected istransferred. Resources for resource types no longer selected will no longer besynchronized but they are not deleted from the Resource sheet in MicrosoftProject either.

Figure 27 Budget/Schedule details

Workflow steps


The Budget/Schedule tabThe Create Budget Line as dialog box � The purpose of this option is the sameas in the Connect Project dialog box except that this selection is now applicableonly to those budget lines that is newly transferred to the Microsoft Projectproject client from Baan.

The Schedule / Schedule Based on field - Select Early Dates to update theBaan Project plan with the early dates for the tasks from Microsoft Project.Select Schedule Dates to update the Baan Project plan with the scheduled datesfor the tasks from Microsoft Project.

The Process Options/Create tasks from Charge Breakdown Structure andBudget Lines dialog box - If this check box is not selected in the ConnectProject dialog box, no structure was transferred from Baan to Microsoft Project.You are free to define your own structure in Microsoft Project, but each task thatrepresents a charge element in Baan must be marked in the appropriate column.If you set Baan as the owner of ChBS, the outline structure in Microsoft Projectis modified to comply with the charge breakdown structure in Baan Project whenyou synchronize ChBS/Budget/Schedule.

If the Create tasks from Charge Breakdown Structure and Budget Linesfield is selected in the Connect Project dialog box in Microsoft Project, and notselected in the dialog box, the following applies:

During Connect Project the charge breakdown structure, along with themilestones, is transferred to Microsoft Project. During SynchronizeChBS/Budget/Schedule, the outline structure in Microsoft Project is leftuntouched. This transferal enables any changes you made to the outline structurein Microsoft Project for scheduling purposes.

Delete Task when Charge Element is deleted in Baan - If this check box isselected, then during the Synchronization process, the charge element tasks thatcorrespond to the charge elements deleted in Baan is removed in MicrosoftProject. If this check box is cleared, tasks and subsequent child tasks arerelocated at the end of the actual connected charge element tasks.

The Delete Budget Line when task is Deleted in Microsoft Project field � Ifthis check box is selected, then during Synchronize ChBS/Budget/Schedule, thebudget line(s) in Baan is deleted if the corresponding linked task(s) in MicrosoftProject is deleted. Otherwise on the Baan side the budget line External ScheduleLink field is set to No link and the connection information for the budget line iscleared.

The Delete task when Budget Line is Deleted in Baan field � If this check boxis selected, the budget line task(s) in Microsoft Project is deleted when the linkedbudget line(s) in Baan is deleted, during Synchronize ChBS/ Budget/ Schedule.

Workflow steps


Synchronize Master DataThis option synchronizes:

� Calendar data.� Resources.� Cost objects.� Standard Charge Elements

Save Baseline

Figure 28 Save Baseline

Save Baseline is a feature of the integration application. There are two points youmust keep in mind:

� You must have synchronized ChBS/Budget/Schedule once you are sure that itcan be frozen with a baseline. The process is similar to running the SaveBaseline session on the Baan side when the user either creates a new Baselinemay be derived from an approved Baseline, or updates an existing Baseline.

� The plan, for which the baseline must be saved, must be the leading plan ofthe project.

Workflow steps


This option includes the standard functionality of Microsoft Project, whichenables you to save a baseline or an interim plan, extended with the possibility tosave a baseline in Baan Project, as in the Save Baseline (tppss2220m000) sessionin Baan.

The Save Baseline option for the Baan Baseline is only available when theconnected Baan project�s plan is the leading plan for the project.

Synchronize ChBS/Budget/ScheduleThe core of the integration lies in this synchronization. This is where the budgetand schedule information flows to and from Microsoft Project to Baan. IfMicrosoft Project is the owner, the user has the option of adding a new chargeelement or a new budget line to an activity. You can always modify f the dates.However, the budgeted amount of work for the resource can be changed from theMicrosoft Project side only if Microsoft Project is the owner. For example, if apiece of equipment is scheduled for 25 hours of work (budget line quantity = 25hours), you can, allocate this work of 25 hours over 5 days (5 hours per day) oryou can choose to do the work in 10 days (2.5 hours per day). This allocation canbe done through transfer to Microsoft Project. In relation to this, MicrosoftProject offers you the possibility to either fix your duration, work or units. To setthe duration, work, or units, on the Tools menu, click Options and then click theSchedule tab. The formula for duration is:

duration = work /allocation

Workflow steps


A dialog box is displayed if the Synchronize option is selected, offering anoption to indicate whether or not to synchronize both structure, and scheduleinformation and budget lines. Also a net change option is available if only asmall part of the project�s scheduled dates have been changed. Using the mostrelevant combination can save time.

Figure 29 Synchronize ChBS / Budget / Schedule

For improved control you are recommended to (re) sort tasks (charge elements)after the synchronization of the structure.

OwnershipCarry out the previously mentioned option, a net change option to synchronizeupdates in both Baan and Microsoft Project on charge elements and budget lines.The ownership decides how the update is done.

If Microsoft Project is the ownerMicrosoft Project �� Baan Project project

� Charge elements are scheduled and receive actual dates and a progressindication (if any).

� Milestones are scheduled and receive actual dates, with the exception ofmilestones linked to customized items, for these Baan has always ownership.

Workflow steps


� Budget lines receive related start and finish dates including additions ordeletions or both.

� The budgeted quantity of a budget line can be changed from the MicrosoftProject side and the value is updated to Baan the next time synchronization isstarted.

If Baan is the ownerBaan �� Microsoft Project project

� Charge-element tasks are updated: structure changes, received additions ordeletions or both.

� Milestones receive additions or deletions or both.

� Budget-line tasks receive budget line quantity, additions or deletions or both.

� Calendar information comes from Baan.

� Maximum number of units available, calendar / availability type for resourcecomes from Baan.

� Microsoft Project is only used for simulation.

Disconnect projectTypically, you will not disconnect a project. If you work off line you can simplysynchronize when you are online again and update your project. The only reasonto disconnect your project is when you discover that you linked to the wrongproject or if you decided to link to a different node of the Baan project.

If you disconnect a project, the connection information stored in the ExternalSchedule Link (tppss2530m000) session is deleted. On the budget lines, the linkmode is also reset to No Link.

If you want to connect another MS Project project to the Baan project you arerecommended to reset the links on the budget lines to Create Link. This can bedone line by line. Alternatively, you can use the Global Update of Schedule Link(tpptc2202m000) session.

NOTE


You can find these buttons on the Microsoft Project toolbar:

Sometimes the iBaan Project toolbar must be activated to become visible. Thiscan be done by selecting this toolbar (MS Project Menu: View -> Toolbars).

The Transfer SCE button: Transfers the standard charge elements from Baan,which were defined in the Standard Charge Elements (tppss2500m000) session.

The Insert CE button: Inserts a new charge element.

Figure 30 Charge Element Details

6 Toolbar buttons in Microsoft Project

Toolbar buttons in Microsoft Project


Some of the fields from this session are explained as follows:

The Parent Charge Element ID field:

If you select the parent, you must take the following conditions into account:

� The parent of a WBS element is always a WBS element, unless it is from thetop of the charge breakdown-structure.

� The parent of a project cost-account is always a WBS element, unless theproject cost-account is the top of the charge breakdown-structure.

� The parent of a planning package is a project cost-account or a planningpackage. If you do not use an organization breakdown structure, the parent ofthe planning package is either a WBS element, or a planning package thatforms the top of the charge breakdown-structure.

� The parent of the work package can be either a work package, a planningpackage or a project cost-account. If you do not use an organizationalbreakdown-structure, the work package can have a WBS element, a planningpackage or a work package as its parents. Alternatively, the work packagecan itself form the top of the charge breakdown-structure.

The Derive from Standard Charge Element of Company check box is used tospecify whether you want to derive the charge element from a standard chargeelement. If you choose to derive the charge element, the list box to the right ofthe Derived from check box is enabled and filled with the list of the standardcharge elements, otherwise it is kept disabled. The first part of the code of acharge element indicates the Charge Element type.

WBS is Work Breakdown Structure element, PCS is Project Cost Account, WPis Work Package, PP is Planning Package and Mil stands for Milestone.

After you have selected a standard charge element, the corresponding ChargeElement type and Charge Element description are entered.

The Charge Element Type field will have to be entered. If you choose to derivea charge element from a standard charge element then a value will already beentered, which you can modify.

If you select the Treat as Standalone Milestone check box, this indicates thatthe milestone is standalone. If you do not select it, you must link the milestone toa Baan charge element. The Baan Charge element must be entered in the ParentCharge Element ID field.



The Standard Charge Element field can be manually entered or isautomatically generated. If the Standard Charge Element field is filled, theCharge Element ID field is left blank, and it will be filled from an automaticallygenerated number in Baan when the first synchronization occurs.

If the Standard Charge Element field is left blank, the Charge Element IDfield is mandatory and must be unique among charge element codes alreadypresent and this is ensured by appropriate checks.

If the Baan Charge Element Details dialog box is opened in order to insert anew charge element, all the normally enabled fields, in other words all fieldsexcept the Standard Charge Element list are enabled.

If the Baan Charge Element Details dialog box is opened to modify an existingcharge element, Baan first checks whether the charge element information ispresent. A flag associated with each task indicates whether the charge elementinformation is present. If charge-element information is present in Baan, charge-element information disables the check box and list box associated with thestandard charge element and the Charge Element ID field. The ChargeElement Type field and the Description field are always enabled.

Each time you modify or insert data, checks are made to ensure validity of thecharge breakdown structure. If you use the Baan Charge Element Detailsdialog box to fit in the details, then Baan checks the validity immediately afteryou click OK in the Baan Charge Element Details dialog box. The checks arealso performed during the synchronization process.



Figure 31 ChBS Structure

Choose the node from which you want to download the charge breakdownstructure for scheduling purposes in Microsoft Project.

The Modify CE button: Modifies the charge element you selected.

The Mark/Unmark CE for deletion button: Deletes a charge element. To deletecharge elements just select it for deletion with this button. If you latersynchronize the data, the charge element is also deleted in Baan. If you delete thecharge element without the use of this button, you will have problems withsynchronizing the data with Baan, because the CE is not deleted on the Baanside.

This button is enabled only after a connection has been established between aMicrosoft Project project and a Baan Project project.

NOTE



Baan Project Budget Details: This button can be used in two Views, BaanProject Budget and Baan Project Gantt. In the first View it behaves as a modifierof budget details and in the other View you can insert a new budget line.

Figure 32 Baan Budget Details

The Quantity field is only a display field for the cost types, Labor andEquipment, and can be filled for the cost types Material, Subcontracting andSundry.

The Unit field to the right of the Quantity field is only a display field with theunit taken from the cost-object data.

If you add and modify a budget line in Baan, the Schedule Link field in theActivity Budget Line (tpptc2510m000) session must read Create Link.

The Assignments to task button: This button is used to convert the resourceassignments as subtasks for the selected Charge Element task. The user mustmark any Charge Element task in Microsoft Project before this button is pressed.



You cannot convert a specific resource assignment to a task. You can onlyindicate cost types for which the conversion is to be done or not. If more thanone resource assignment exists for a task, then all of these are converted tosubtasks.

This cost types for which the conversion is to be done or not is suitable insituations where the initial schedule is made with budget lines represented asresource assignments, but later the task representation is needed in order tomicro-manage the project.

Figure 33 Convert Resource Assignments


Microsoft Project makes use of the following integration views:

Baan Proj Budget

The Baan Project Budget view: Modifies budget details with the Baan BudgetDetails button.

Baan Project Gantt

The Baan Project Gantt view: Inserts budget lines with the Baan Budget Detailsbutton.

Baan Proj Resources

The Baan Project Resources view: Checks the resource information.

7 Views

Views


Integration Guide for MS Project to iBaan ERP Project 5.0c - Page 1

The following table shows the mapping of Baan and Microsoft Project fields toprovide information that is to be stored and/or used in Microsoft Project. Someinformation on a project level will be stored as custom document properties(File\Properties\Custom).

Appendix A

Integration Guide for MS Project to iBaan ERP Project 5.0cPage 2 -

Baan Microsoft Project Field Type(Normal/Custom)

Cost ObjectDescription

Resource name ResourceName

Normal Resource

Hours for Labor andEquipment

Work Normal Resource

No. of Employeesin a Trade Group orunits available forEquipment

Units Max. Units Normal Resource

E-mail Email Email Normal ResourceCost Rate(of Trade Group)

Standard Rate Std. Rate Normal Resource

Cost Accrual(set to default)

Accrue At Normal Resource

Per Use Cost Per UseCost

Normal Resource

Calendar Base Calendar BaseCalendar

Normal Resource

Relative Start Date Start Date Start Normal TaskRelative FinishDate

Finish Date Finish Normal Task

Duration Duration Normal TaskMilestone Milestone Normal Task

Cost Amount Fixed Cost Normal TaskCharge Element orMilestone Code

Baan CE Text1 Custom Task

Cost Type Cost Type Text2 Custom TaskUnit Physical Unit Text1 Custom ResourceCost Object Code Cost Object Code Text2 Custom ResourceCost ObjectDescription

Description Text3 Custom Resource

Budget LineNumber

Budget Line No. Text4 Custom Task

Outline Level Code Text5 Custom Task(Physical) Quantity Physical Qty Text6 Custom Task

Unit Text7 Custom TaskBudget Link Type Text8 Custom TaskStandard Charge Text9 Custom Task

Integration Guide for MS Project to iBaan ERP Project 5.0c - Page 3

Baan Microsoft Project Field Type(Normal/Custom)

ElementCE Type Text10 Custom TaskConnected ChargeElement Flag

Flag1 Custom Task

CE Present in Baan Flag2 Custom TaskValid ChargeElement

Flag3 Custom Task

Marked ChargeElement for Deletion

Flag4 Custom Task

Start Date Date9 Custom TaskFinish Date Date10 Custom TaskProgress % Number20 Custom Task

Integration Guide for MS Project to iBaan ERP Project 5.0cPage 4 -

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