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Step By Step Integration with CSV Project

This part of the Wiki is created as a short guide on how to start with your first CSV Project and Resource Pool to have them uploaded into Epicflow.

We are going to start with the Simple Project CSV file preparation. Next, after that is Resource Pool, Advanced Project, and import into the system.

Simple Project

According to the screenshot below, we are going to prepare the CSV file for the Simple Project.

Screen #1 – Simple Project Structure

  • As a first step, we need to download the template files from the corresponding Wiki page. This will help to save time with CSV structure preparation and with a mapping of corresponding CSV file columns to system variables at the Import phase.
  • Save the downloaded template in the Epicflow file folder and rename it according to the project naming convention, i.e. “Project_Name.csv”. In our case, let’s call it “Project_SimplePrj.csv
  • Open “Project_SimplePrj.csv” and remove everything except the first line with columns declaration.
  • The first record will contain a declaration of the project. For that we are going to make the next records in corresponding columns:
    • “Project_ID” – we declare unique ID of the project which in our case is 1000;
    • “Project_Name” – let’s name our project as “Simple Project“;
    • “Task_UID”– since it’s the internal unique ID of the record in the scope of the project we have it set 9000;
    • “Task_Name” – also set here name of the project “Simple Project“;
    • “Task_Type” – since it’s project declaration we put here “ProjSum”;
    • “Start” – let’s define start of the project at “01-08-2019”;
    • “Finish” – as for the finish date let’s set it in one week from start “07-08-2019”. Pay attention that format of the date must be kept as “DD-MM-YYYY”;
    • “Assignment_ID” – another internal unique system id, so we put “1” here.

Screen #2 – Simple Project – Declaration

  • As next step we are going to add tasks A, B, C, D, E. For that we are going to make 5 separate lines records per each task.
    • “Project_ID” – here we put “1000” as ID of the project defined at the first step;
    • “Project_Name” – also in a similar way to previous record “Simple Project“;
    • “Task_UID”– we start it from “1” and increment for each next row;
    • “Task_Name” – here for each row we add corresponding value “Task A“, “Task B“, “Task C“, “Task D“, “Task E“;
    • “Task_Type” – in our case it should be “Task” for each row;
    • “Remaining_Work” – set to “8” for each task;
    • “Actual_Work” – set to “0” for each task;
    • “Scheduled_Work” – set to “8” for each task;
    • “Assignment_ID” – Increment it by 1 for each next row;
    • “Assignment_Units” – Since only one resource should be used for work assignment we put here “1“.

Screen #3 – Simple Project – Adding tasks

  • As soon as all tasks are added next item which we are going to add is a milestone.
    • “Project_ID” – here we put “1000” as ID of the project defined at the first step;
    • “Project_Name” – also in a similar way to previous record “Simple Project“;
    • “Task_UID”– increment it by 1 from the previous row record. In our case it will be “6“;
    • “Task_Name” – name milestone as “Mlstn”;
    • “Task_Type” – in our case we set it as “Milestone“;
    • “Deadline” – As deadline we set one day before the End of the Project which is “06-08-2019”. Pay attention that format of the date must be kept as “DD-MM-YYYY”.

Screen #4 – Simple Project – Milestone

  • Last thing is to build a chain of connections between the Project’s elements. For that “Unique_ID_Predecessors” field must be used. It must contain a number from the “Task_UID” column of the item which must be accomplished before. In our case:
    • Task B” and “Task D” have “Task A” as the predecessor, so “1” must be set for both of them;
    • Task C” has “Task B” as the predecessor, so we have “2“;
    • Task E” has two items as the predecessors which are “Task C” and “Task D” which grant us two IDs separated by comma – “3, 4”;
    • last item is Milestone which goes right after “Task E” and for it we set “5“.

Screen #5 – Simple Project – Relations

  • Save the file and verify that “;” is used as a separator in the file. For that you can open csv file within any editor and it should have next view:

Screen #6 – Simple Project – CSV structure

Next step is to prepare Resource Pool, Advanced Project (if needed) CSV files and Import those into Epicflow.

Resource Pool

  • In a similar way to the previous step we are going to built our Resource Pool on the basis of Wiki templates CSV files. Save those in the Epicflow file folder and rename it according to the project naming convention. i.e. “resourcepool.csv”. 

Structure of our Resource Pool will be:

  • Two groups “Group 1” and “Group 2“;
  • Three users “User 1“, “User 2” and “User 3“;
  • at the same moment  we’ll set “User 1” and “User 2” a part of “Group 1” and “User 3” as a part of “Group 2“.

To add that into the file let’s start with Groups. For that we add two rows with next values for columns:

  • “ResID” – we define ID of the Resource Groups as “GR1” and “GR2” correspondingly;
  • “ResName” – adding group names as “Group 1” and “Group 2“;
  • “Type” – last thing is to specify key “G” which indicates that this resource is a group.

Screen #7 – Resource Pool – Groups

Next item is users adding:

  • “ResID” – starting from “990” we’ll increment that value by “1” for each new record;
  • “ResName” – specifying name of the users as: “User 1“, “User 2” and “User 3“;
  • “ResGrID” – set “GR1” for “User 1“, “User 2” and “GR2” for “User 3“;
  • “CapFactor” – define it as “1” which is equal to 1 FTE;
  • “StartDate” – in format “DD-MM-YYYY” we set it as “01-01-2018“.

Screen #7 – Resource Pool – Groups + Users

  • Save the file and verify that “;” is used as a separator in the file. For that you can open csv file within any editor and it should have next view:

Screen #8 – Resource Pool – Structure

Next step is to prepare Advanced Project (if needed) CSV file and Import everything into Epicflow.

Advanced Project

This part of the manual contains description of how to prepare CSV file according to the presented Project structure. We are going to take CSV file of Simple Project and change it accordingly. In addition resources and groups defined at Resource Pool will be assigned to the tasks.

Screen #9 – Advanced Project Structure

  • Copy csv file “Project_SimplePrj.csv” and rename it as “Project_AdvancedPrj.csv“.
  • Change for each row “Project_ID” key from “1000” to “2000“.
  • Replace in whole file “Simple Project” text in the columns “Project_Name” and “Task_Name” with new naming “Advanced Project“.
  • Let’s add new Milestone as we did it for Simple Project. We’ll place it before “Task E” with the date “05-08-2019“.

Screen #10 – Advanced Project – Adding another milestone

  • Next step is to correct relations accordingly to the Project structure. We need to set old values at “Unique_ID_Predecessors” from”Task E” for “nM” milestone and set it as predecessor for “Task E

Screen #10 – Advanced Project – Relations

  • Let’s add two summaries “Sum1” and “Sum2“. For that next elements must be specified:
    • “Project_ID” – in our case it’s “2000”;
    • “Project_Name” – equal to “Advanced Project“;
    • “Task_UID”– do not forget that it must be unique values so we set that as “8s” and “9s“;
    • “Task_Name” – contains name of the Summary and we have “Sum1” and “Sum2” correspondingly;
    • “Task_Type” – context of records is summary and we specify special key  “Summary” here;
    • “Assignment_ID” – increment it by 1 from the last added element.

Screen #11 – Advanced Project – Adding Summaries

  • Next step is to assign elements into the corresponding summary. For that field “UID_Summary” must be used. In it, for each item we set “Task_UID” of the corresponding Summary.

Screen #12 – Advanced Project – Adding items into the Summaries

  • Last but not least is to have assigned resource and groups to the tasks. We are going to assign:
    • Task A” on “Group 1“;
    • Task B” and “Task C” on “Group 2“;
    • “Task D” on “User 1“;
    • “Task E” on “User 3“;

For this purpose we must use next fields:

  • Res_UID“, “Res_Name“, “Group_UID” where we put values of corresponding resources from the Resource Pool.

Screen #13 – Advanced Project – Assigning Resources 

  • Save the file and verify that “;” is used as a separator in the file as well as correct date format is used.

Next and final step is to proceed with all files import into the system.

Data Import

Prerequisites for this step is to have Resource Pool and Project CSV files ready. Please note that before files upload they must be placed at server side. For that you should use ftp site provided by Epicflow. Information how to configure it is described at Getting your Reports article. Other related and required information can be provided by Support team on your request.

As soon as files are placed at server side in required location

  • Select “Import” item at the left menu bar to be redirected to the CSV Import configuration page

Screen #14 – CSV Import – Connection configuration

  • Define location of the CSV files where they been placed at server side in “Directory where the files are placed” field. Be default it should be something like “C:\inetpub\ftproot\<CompanyHomeFolder>”
  • Press “Next” button to start “Scope and Projects” configuration.

Screen #15 – CSV Import – Scope and Projects

  • With “Jira Scope” drop-down list select two project “Project_SimplePrj.csv” and “Project_AdvancedPrj.csv
  • Project Field Mapping – select from drop-down “Project” item
  • Select Appeared two projects at the right bottom frame and press “Next” button by scrolling down the “Scope and Projects” area

Screen #16 – CSV Import – Projects to import

  • At third step we are not going to change anything or add any filters so just pressing “Next” button again and to finalize Import press “Import” button.

Having imported your CSV data into the Epicflow system will redirect you to the Pipeline page with all projects imported into the system.

Updated on June 27, 2019

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