Importing Non-Project Data

Imported data can jump-start your Project file. For example, you can import a resource list provided by your Human Resources department and a task list from a workgroup leader, rather than manually entering that information in Project. When you import data, you use an import data map to match the fields in the file you’re importing to the corresponding fields in your Project file.

Importing a file is a three-step process:

  1. Select the data to be imported.

  2. Map the data’s relationship to project data files using the Import Wizard.

  3. Import the data.

To import data into Project from an outside source, you must understand the fields in your input file, and the tables and fields that Project will update so you can map the data correctly. If the data was originally exported from Project for analysis or processing, you might be able to use the same data map used in the original export or modify it slightly. If the source data was created outside of Project, or significantly modified, it is necessary to create a new import data map. Your imported data can be used to create a new project, or merged into an existing project.

Tip 

All records in your source file will be imported into Project. If you want to import selected records or fields, you must first modify the source file so that it contains only the data you want to import into Project.

Selecting a File with Importable Data

When you import data, you begin by opening the file you want to import. Choose File Ø Open the display the Open dialog box, shown in Figure 18.1. You’ve seen this dialog box before, so we’ll focus on the use of the dialog box when import data. See Chapter 5 for complete descriptions of the controls in the Open dialog box.

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Figure 18.1: Choose a file with a non-native format in the Open dialog box.

Use the Files of Type, Look In, Places, and ODBC controls to select the file that contains the data you want to import:

  • Files Of Type: Select the file type to import

  • Look In and Places bars: Select a source file location

  • ODBC button: Select an ODBC data source

    Tip 

    For information on importing ODBC data sources, see the “Importing Data from Databases” and “Exporting Data to Databases” sections in this chapter.

Using the Import Wizard

Project 2002 uses a new Import Wizard to make importing and mapping data a relatively easy step-by-step process. This wizard is launched when you select a non-Project file and then click the Open button on the Open dialog box.

When the Import Wizard launches, click the Next button to display the Map screen. Here you have the choice of creating a new data map, or using an existing map. If you choose to use an existing map, you’ll see the Map Selection screen shown in Figure 18.2. Select a map and then click the Next button; this takes you to the Import Mode screen.

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Figure 18.2: Project’s Import Wizard lets you apply any existing data map.

If you choose to create a new map, you go directly to the Import Mode screen. Here you have three choices for how you want to import the data:

  • Import as a new project

  • Append the data to the active project

  • Merge the data into the active project

Your choice should reflect where you are in the project creation process. If you’re starting a new project with this imported data, choose the As a New Project option. If you’re adding the imported data to an existing project and will not attempt to combine tasks and resources with similar names, choose the Append the Data option. If you want to merge similar fields in the imported data with your existing project data, choose the Merge the Data option.

After you’ve made your choice and clicked Next, Project displays the Map Options screen, shown in Figure 18.3. Here you choose which types of data you want to import: tasks, resources, assignments, or any combination of the three. Depending on the type of file you’re importing, this screen may present additional options. For example, if you’re importing an Excel file, you can select whether or not to use Excel’s column headers or assignment rows.

Tip 

When you’re importing an Excel file, you’ll typically want to select the Import Includes Headers option because the titles of the column headers will be used to match the imported data with Project fields.

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Figure 18.3: Use the Import Wizard’s Map Options screen: to determine what data is imported.

Project now displays either the Task Mapping or Resource Mapping screens (depending on what you’re importing), shown in Figure 18.4. If you choose to use an existing data map, the mapping assignments will be displayed for your review. If you’re creating a new map, you’ll need to spend some time configuring the mapping options.

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Figure 18.4: Assign mapping options in the Import Wizard’s Task Mapping screen.

Your goal will be to insert, delete, move, and assign fields so that the From field in the first column matches the To field in the second column to create a mapped field list. Use the following buttons to create your mapped field list:

Add All Adds all of the fields from the source file that have a matching name in the selected table to the import/export map.

Clear All Removes all the fields from the mapped field list.

Insert Row Inserts a blank row above the selected row in the mapped field list.

Delete Row Deletes the selected row from the mapped field list.

Set Merge Key If you are merging the data into an existing Project file, select one column in the list common to both files; then click Set Merge Key to import the data only into those rows where the merge key fields have common data.

Note 

The Set Merge Key button is only displayed when you’re merging data into an existing Project file.

Click the Add All button to automatically map fields that have the same name in the import source and Project. Use the drop-down lists in the From and To columns to map the fields that did not have the same name. You can also type in the field name in the cell entry field above the mapped field list; however, the name you enter must appear on the list of fields.

To manually map a field, begin by clicking in the first empty field in the From column. This displays a drop-down list of available fields in the imported file. Pull down this list, and select the first field you want to map; then click in the empty field to the right of this field, in the To column. This displays a drop-down list of available fields in your Project file (unless you’re starting with a blank file, of course). Pull down this list and then select the field you want to map to the imported field—or, if you’re creating a new Project file, enter the name of the new field you want to map.

The third column in the mapping table, Data Type, specifies the format of the data contained in each row. During an import, Project applies the project table data type to fields being inserted into a project. You can use the Move Up and Move Down buttons to move the selected row up or down in the mapped field list.

Note 

For some file formats such as XLS and TXT, all of the data types appear as text, even though they might be numerical in the project table definitions.

As you map fields, refer to the preview pane at the bottom of the dialog box. The preview includes the field name in Project, the source file field name, and the first three rows of data from the data source. If the import file contains fields that are out of context and cannot be mapped to Project fields, they won’t appear in the preview.

When you’re done mapping fields, click the Next button to display the End of Map Definition screen. Click Finish to actually import the data per your mapping specifications.

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Mastering Troubleshooting: Mastering Import Errors

Even though the Import Wizard prevents most importing mistakes, errors can still happen. The most common mistake is when you try to import data of one type into a Project field of another type—importing text data into a numeric field, for example. When this type of mismatch occurs, Project notifies you by displaying a dialog box:

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Mismatch errors occur when the data type of the source field conflicts with the data type of the Project field that it’s being imported into. For example, if you map a text field such as Employee Name in the import source to a numeric field such as Actual Work, Project can’t import the data. When you get import errors, you have the following three options:

  • Click Yes to keep importing. Project displays an error message for each import error.

  • Click No to keep importing and suppress further error messages.

  • Click Cancel to quit importing.

The best choice depends on two factors: the type of Project file you’re importing the data into, and your decision about the source of the problem.

If you click Yes or No, Project continues importing data that leaves holes in the project tables. If you’re importing data for a new Project file, you can think of this as a trial run. Continue importing data. You can discard the file if there are too many holes. If you click Yes, you’ll find out just how many holes there are: Project shows you a message for each data record that can’t be imported. If you write these messages down, or turn on screen-capture software and capture the messages in a graphics file, you’ll be able to determine what has to be fixed in the import data file. See if Project consistently reports problems in the same column (field) of the import data source. If every record has an error in column 8, which is being imported to the Finish 1 field in your Project file, you may have mapped column 8 to the wrong field. If you receive an unusual number of messages reporting an error in the same column, it’s a good idea to cancel the import and look at the data map again.

If you click No, you have to examine the Project file to find the errors. We never click No because it’s more tedious to look for the errors than it is to click Yes and have Project inform us of the errors.

When you’re importing data into an existing project, the stakes when correcting import errors might be higher. Hopefully, you created a copy of your Project file just before opening the import file. If you didn’t, you should cancel the import and make a backup Project file, unless you know that your map is absolutely correct and there are few errors in the import data source. If you decide to continue, click Yes so that Project informs you of each import conflict.

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Mastering Microsoft Project 2002
Mastering Microsoft Project 2002
ISBN: 0782141471
EAN: 2147483647
Year: 2006
Pages: 241

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