Integration with CSV File

Preparation

This part of the wiki doesn’t cover part of CSV files import from the third parties system. However, it describe what information and structure those files should contain.

To start, use the project and resource pool templates found by the next link  CSV Template. It is not mandatory to use this template, but the structure is optimized for Epciflow usage and helps in understanding what information is missed in files imported from third parties system.

Resource Pool

Epicflow uses the shared resource pool as the source of the CSV-project resources. In this paragraph, we will teach you how to create a resourcepool and how to connect your project to it.

Note that Initially Resource Pool file should be prepared on import result from Third Party system and adjusted accordingly, if required, for further upload\synchronization into Epicflow.

Creating Resource Pool

To start, use the Resource Pool template found by next link CSV TemplateSave the file in the Epicflow file folder, according to the project naming convention. i.e. “resourcepool.csv”. 

For the purpose of Epicflow, the Resource Pool requires:

  • adding the Groups name to the Resource Pool;
  • adding the Resource names to the Resource Pool and specify belonging of the particular Resource to a specific Group;
  • Set a special key for identification difference between Resource and Group for the Epicflow; The R of G column.
  • Optionally: Define resource availability

If Resource Pool file is going to be imported from the third party system and later uploaded into Epicflow system, then you would need additionally to:

  • verify that imported file does contain all required fields and information. If not, add those which are miss
  • verify that appropriate format of values is used for each particular field and correct such in case of necessity
  • remove all duplicate fields if there such
  • verify that separator used in CSV file is “;” unless a different one separator is configured for usage on mutual agreement.

Add Resource

This chapter describes how you can manually add new Resource to the Resource Pool as well as a structure of such. This topic is essential and it’s required for understanding how to avoid errors on upload into Epicflow system. A specially on those which occurred in result of incorrect import from the Third Parties system.

Some blank resources records have been added into the template, so you will not need to insert a new one.

  • To add a new Resource or Group Resource select new empty line of CSV file right below the already filled in part of the document and specify next fields:
    • “ResID” – contains ID of the Resource or Group Resource from another system. It should be a unique number withing the table.
    • “ResName” – contains Resource Name.
    • (Optional) “Email” – required for further invite procedure of the users into the system.
    • “ResGrID” – should contain “ResID” of the Resource Group to which Resource is assigned to. For the Resource Group it should be an empty field.
    • “Type” – special keys column. For each Resource should contain “R” key and for the Resource Group it should be “G”.
    • “CapFactor” – specifies capacity of the resource where 1 is equal to 1 FTE. For Resource Group field should be empty.
    • “StartDate” – usually contains a date when resource was added into the system. By default it should be in format “DD-MM-YYYY” unless opposite is defined and agreed.
    • (Optional) “EndDate” – date after which capacity of the resource will be equal to “0”.By default it should be in format “DD-MM-YYYY” unless opposite is defined and agreed.

We strongly recommend to specify Email Address on resource creation, even if it’s not obligatory. Reason that if later you change name of the Resource, system will be able to link it with user in Epicflow by Email Address and use such as identifier for the resource.

Screen #21 – Resource Pool Template

  • You can also add a resource in any filled in part of the document by clicking right mouse button and selecting item “Add new line” from the appeared context menu.
  • Repeat all steps to add all required Resources
  • Save Resource Pool
NOTE

Avoid an empty cells for mandatory fields cause it may prevent further reading of the table.

Avoid input of inappropriate types cause it may prevent further reading of the table.

Note

As soon as resource is uploaded in to the Epicflow system any change of Resource parameters and values must be done in Epicflow directly.

This restriction came from the fact that one Epicflow resource can be linked to many external systems where resource parameters may differ, so update synchronization from Epicflow to Resource Pool and via verse will be not correct for already uploaded resources.

Add New Group

Similar to adding a new resource. The differences are:

  • The “G” key must be used in the “Type” column
  • “ResGrID” will be empty
  • “CapFactor” will be empty

Add special UCLT Group

You can specify a special group called “UCLT” (“Un-Compressible Lead Time”) which can be used as a resource in case of ordering time.

If task is assigned on UCLT group, on daily basis, Epicflow automatically subtracts Capacity of the group from the tasks’ Remaining Work.

To add UCLT group you need to add a group with the name “UCLT” as it described in previous chapter.

Be aware that UCLT group shouldn’t contain any resource assigned to it and it doesn’t work with the task’s duration. That’s why you need always specify Remaining Work equal to required duration.

Add resource to Multiple Groups

Not all Project Management systems allows to have one resource in two groups simultaneously and if you would like to have, for example, resource “Res1” to be assigned to group “Gr1” and “Gr2” you need to perform next actions:

  • Specify in Resource Pool resource “Res1” within group “Gr1”
  • Specify in Resource Pool resource “Res1<something>” within group “Gr2”
  • Set the same Email Address for both resources.
  • Upload Resource Pool into Epicflow system

Screen #21 – Add resource to a multiple Group

In result Epicflow system will accept such identification as one resource with the shortest name “Res1” which do belong to “Gr1” and “Gr2”.

Delete Resource

To delete a Resource from the Resource Pool you would need to

  • Open Resource Pool and Identify “ResID“, “ResName” for such and “ResID“s and “ResName”s of another Resources on whom you are going to reassign all tasks of the user marked for deletion
  • Reassign all tasks from the Resource marked for deletion on another Resource or Resource group. This step must be performed in Third Party system, which is initially used as a source of data for csv preparation. Use where applicable “ResID” and “ResName” keys collected at previous steps for better and faster navigation among required tasks scope.
  • Delete user in Third Party system if applicable. In other case mark it with special key to exclude it from the import to Resource Pool process.
  • Prepare new Import of Projects and Resource Pool files from the Third Party system, verify their structure, values format and absence of required Resource which is marked for deletion in Resource Pool.
  • Place newly prepared Projects and Resource Pool in correct location for further Epicflow system update.
  • On automatically performed files upload (each 15 minutes) verify in Epicflow user interface that Resource marked for deletion has no tasks assigned on its name.
NOTE

Deletion of the resource in Resource Pool won’t delete resource in Epicflow but will unmapp link of such with the external system. More detailed information about it and how to delete resource in Epicflow is granted in separate chapter.

Delete Group

To delete group from the Resource Pool

  • As a first step you would need to identify all resources which do belong to the marked for deletion Group. It can be done either in Third party system or CSV Resource Pool itself.
  • As next step you would need to either remove specified at previous steps resources from the selected Group or deleted them, as it described in “Delete Resource” chapter.
  • As next step you would need to reassign all assigned task from the current Group itself. To proceed with it follow all steps covered in “Delete Resource” chapter with only difference that instead Resource all actions must be performed on the Group.
  • Only when Group has no assignment and resources in it, you can perform deletion of such in Third Party system or marking it by special key to exclude it from the import to Resource Pool process.
  • Prepare new Import of Projects and Resource Pool files from the Third Party system, verify their structure, values format and absence of required Resource Group which is marked for deletion in Resource Pool.
  • Place newly prepared Projects and Resource Pool in correct location for further Epicflow system update.
  • On automatically performed files upload (each 15 minutes) verify in Epicflow user interface that Resource Group marked for deletion has no tasks assigned on its name.
NOTE

Deletion of the Group in Resource Pool won’t delete Group in Epicflow but will unmapp link of such with the external system. More detailed information about it and how to delete Group in Epicflow is granted in separate chapter.

Project File

Creating Project file

In this paragraph, we will teach you how to create a Project and how connection to your Resource Pool is organized.

Note that Initially Project file should be prepared on import result from Third Party system and adjusted accordingly, if required, for further upload\synchronization into Epicflow.

To start, use the Project template found by next link CSV TemplateSave the file in the Epicflow file folder, according to the project naming convention. i.e. “Project_Name.csv”. 

For the purpose of Epicflow, the Project requires:

  • Beforehand prepared of the Resource Pool file
  • Project Name
  • Defined Start and end Project dates
  • Defined intermediate Milestones
  • Defined summary tasks if such are applicable in your project structure
  • Defined tasks list with estimations and resource allocations
  • Specified network dependency connections

If Project file is going to be imported from the Third Party system and later uploaded into Epicflow system, then you would need additionally to:

  • verify that imported file does contain all required fields and information. If not, add those which are miss
  • verify that appropriate format of values is used for each particular field and correct such in case of necessity
  • verify that separator used in CSV file is “;” unless a different one separator is configured for usage on mutual agreement.

Columns legend

First of all lets start with different columns description to understand the meaning of each.

  • “Project_ID” – Column contains ID of the appropriate project from the external system. Number should be unique.
  • “Project_Name” – This cell will contain Name of the Project and should be specified for all tasks or summary tasks records in csv file.
  • “Task_UID”- Column contains ID of the appropriate task from the external system. Number should be unique .
  • (Optional) “Priority” – for priority identification from external system.
  • “Task_Name” – Column basically contains the name of the Tasks or the Tasks group or Project itself.

NOTE:
– If the Tasks in the cell Bn, Bn + 1, … Bn + x, going successively one after another, contains the same description and each of them corresponds to the type “Task”, from column F, the system will record the record data as one task with multiple assignment of resources to this task..

  • “Task_Type” – Column defines context of the record in a row and may contain next elements:
    – ProjSum
    – Summary
    – Task
    – Milestone It defines a type of record which we have in the line. Either it’s a project identification or summary task or task correspondingly.
  • “UID_Summary” – Contains the task group ID (Summary ID) to which the task belongs.The Task Group ID is taken from the corresponding cell in the Task_UID column
  • “Res_UID” – A unique resource identifier of the resource assigned to the specified task.
  • “Res_Name” – Column contains Resource Name assigned to the task specified in the current line.
  • “Group_UID” – This column contains ID of the group to which resource does belong or which is assigned for task fulfillment.
  • “Unique_ID_Predecessors” – Cell indicates predecessor (task which must be accomplished before) to the current task. It contain a number from the “Task_UID” column.
  • “Remaining_Work” -The actual task execution time specified in minutes.
  • “Actual_Work” – The actual task execution time specified in minutes.
  • “Scheduled_Work” – An initial estimate of the time required to perform the current task. As always in minutes.
  • “Deadline” – Contains planned Deadline for the project or task or summary task to be accomplished
  • “Start” – Contains planned Start Date
  • “Finish” – Contains planned finish date
  • (Optional) “Baseline_Work” – Contains initial snapshot of your schedule when you first save your project information to track progress and compare your updates
  • “Assignment_ID” – It’s ID of resource assignment on appropriate task from the
    external system.
  • (Optional) “Hyperlink” – may be used to specify hyperlink on any external source.
  • (Optional) “ReadyToStartByPM” – if you would like to mark task as one which can be started before predecessor fulfillment then this field can be sued to identify such case
  • “Assignment_Units” – Contains a description of the number of specified resources for task accomplishment. By default always 1.

Some fields are skipped in description since they are not obligatory and meaning of such is clear from column naming.

( “ID”, “Proj_Keyword”, “Proj_Manager”, “Proj_Folder”, “Pro_Category”, “Task_Cost”, “Task_Remark1”, “Task_Remark2”, “Task_Remark3”, “Name_Closest_MS”, “Deadline_First_MS”, “Can_Start”, “Skill”, “Notes”, “Duration UCLT”)

Add Project

This chapter describes how you can manually add new Project to the CSV Project file as well as a structure of such. This topic is essential and it’s required for understanding how to avoid errors on upload into Epicflow system. A specially on those which occurred in result of incorrect import from the Third Parties system.

However, on automated process all projects should be prepared in result of import from external system into csv file and no manual interaction should be used.

Some blank Project’s records have been added into the CSV Template, so you will not need to insert a new one.

To add a new Project

  • select new empty line of CSV file right below of the already filled in part of the document

or

  • if it’s a new separate csv file, point you cursor in second row,right under the columns name legend, and specify next logical items:

 

  • First one is Project Name. Each Project should start with this line. To specify it you need to
    • set “Task_Type” to “ProjSum”
    • add values in “Task_Name”, “Task_UID”, “Project_Name”, “Project_ID”, “Start” and “Finish”, “Assignment_Units” (value 0) and “Assignment_ID” (unique value for the whole document)

Note that for each next row within this project of any task or milestone “Project_ID” will contain the same ID of the Project from external system as well as “Project_Name” also will be the same.

  • Second which need to be specified are Start and end Project dates.

For that in first line, from the previous step “ProjSum”, adjust accordingly values in fields “Start” and “Finish”.

  • Define intermediate Milestones. This step can be achieved by
    • selecting type of “Task_Type” as “Milestone”
    • add values in “Task_Name”, “Task_UID”, “Project_Name”, “Project_ID”,”Deadline”, “Assignment_Units” (value 0) and “Assignment_ID” (unique value for the whole document)
    • Additionally next fields must be set: “Unique_ID_Predecessors”, “Scheduled_Work” (value 0), “Actual_Work” (value 0) and “Remaining_Work” (value 0)

Note that date for milestone will be taken from “Deadline” field and values in fields “Start” or “Finish” will be ignored.

  • Define summary tasks if such are applicable in your project structure. In this way we group out all work and identify main parts of our work in project itself. To proceed with it
    • select type of “Task_Type” as “Summary”
    • specify predecessor by adding in “Unique_ID_Predecessors” field value of corresponding “Task_UID”
    • add values in “Task_Name”, “Task_UID”, “Project_Name”, “Project_ID”,”Deadline”, “Assignment_Units” (value 0) and “Assignment_ID” (unique value for the whole document)

Any task which has “UID_Summary” specified with “Task_UID” of created by us summary task will be accepted by system as a part of the summary.

Note that you don’t need to specify  “Scheduled_Work”, “Actual_Work” and “Remaining_Work” since they will be calculated by Epicflow system automatically on the basis of all tasks which a part of specified summary

  • Define tasks list with estimations and resource allocations. To specify task in new row
    • select type of “Task_Type” as “Task”
    • specify predecessor by adding in “Unique_ID_Predecessors” field value of corresponding “Task_UID”
    • specify summary to which task belong by adding “Task_UID” of the summary in “UID_Summary” field
    • add values in “Task_Name”, “Task_UID”, “Project_Name”, “Project_ID”,”Deadline”, “Assignment_Units” (by default value 1) and “Assignment_ID” (unique value for the whole document)
    • specify “Scheduled_Work”, “Actual_Work” and “Remaining_Work”
    • specify group on which task is assigned by adding appropriate value from the Resource Pool csv file in “Group_UID” cell
    • specify resource on which task is assigned if required by adding appropriate value from the Resource Pool csv file in “Res_UID”  and “Res_Name” cells
  • Specified network dependency connections. This step should be covered at this point of time but to verify it or adjust you would need to set appropriate predecessors for each milestone, task or summary in field “Unique_ID_Predecessors”

NOTE

Avoid an empty cells for mandatory fields cause it may prevent further reading of the table.

Avoid input of inappropriate types cause it may prevent further reading of the table.

Note

As soon as resource is uploaded in to the Epicflow system any change of Resource parameters and values must be done in Epicflow directly.

This restriction came from the fact that one Epicflow resource can be linked to many external systems where resource parameters may differ, so update synchronization from Epicflow to Resource Pool and via verse will be not correct for already uploaded resources.

Connection configuration

 

 

 

 

 

 

 

 

 

Upload your files

 

Synchronize your files

 

Troubleshooting

Updated on December 12, 2018

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