Exporting Data from Visio to Project 2010
by Teresa S. Stover, Bonnie Biafore, and Andreea Marinescu
Microsoft® Project 2010 Inside Out
- Microsoft® Project 2010 Inside Out
- SPECIAL OFFER: Upgrade this ebook with O’Reilly
- A Note Regarding Supplemental Files
- Introduction
- I. Project Fundamentals
- 1. Introducing Microsoft Project 2010
- 2. Understanding Projects and Project Management
- II. Developing the Project Plan
- 3. Starting a New Project
- Getting from Idea to Proposal to Project
- Focusing the Project Vision
- Creating a New Project Plan
- Entering Tasks
- Sequencing and Organizing Tasks
- Organizing Tasks into an Outline
- Setting Up Your Work Breakdown Structure
- Adding Supplementary Information to Tasks
- 4. Viewing Project Information
- Understanding Project Information Categories
- Accessing Your Project Information
- Switching Between Views
- Using Views
- Scheduling with Gantt Charts
- Highlighting Tasks with the Timeline
- Flowcharting with Network Diagrams
- Visualizing the Project with the Calendar
- Reviewing Assignments with the Team Planner
- Charting Team Availability with the Resource Graph
- Tabling with Sheet Views
- Timesheeting with Usage Views
- Seeing Details with Forms
- Cross-Referencing with Combination Views
- Using Tables
- Using Fields
- Arranging Your Project 2010 Window
- Navigating to a Specific Location in a View
- Rearranging Your Project Information
- 5. Scheduling Tasks Manually or Automatically
- 6. Building Your Schedule
- 7. Setting Up Resources in the Project
- Understanding the Impact of Resources in the Plan
- Adding Resources to the Project
- Removing a Resource from the Project
- Identifying Tentative, Generic, or Budget Resources
- Setting When Resources Are Available for Work
- Adding Detailed Resource Information
- 8. Assigning Resources to Tasks
- Assigning Work Resources to Tasks
- Assigning Material Resources to Tasks
- Assigning Cost Resources to Tasks
- Reviewing Assignment Information
- Changing Resource Assignments
- Contouring Resource Assignments
- 9. Planning Resource and Task Costs
- 10. Checking and Adjusting the Project Plan
- Working with the Critical Path and Critical Tasks
- Controlling Schedule Changes with Task Types
- Bringing in the Project Finish Date
- Reducing Project Costs
- Balancing Resource Workloads
- Changing Project Scope
- Reviewing the Impact of Changes
- Obtaining Buyoff on the Project Plan
- 3. Starting a New Project
- III. Tracking Progress
- 11. Setting a Baseline and Updating Progress
- Saving Original Plan Information Using a Baseline
- Updating Task Progress
- Updating Actual Costs
- 12. Responding to Changes in Your Project
- 11. Setting a Baseline and Updating Progress
- IV. Reporting and Analyzing Project Information
- 13. Reporting Project Information
- Establishing Your Communications Plan
- Using Views to Report Project Information
- Generating Text and Visual Reports
- Generating the Right Reports
- Summarizing with Overview Reports
- Focusing on Tasks with Schedule Progress Reports
- Using the Unstarted Tasks Report
- Using the Tasks Starting Soon Report
- Using the Tasks In Progress Report
- Using the Completed Tasks Report
- Using the Should Have Started Tasks Report
- Using the Slipping Tasks Report
- Using the Baseline Report in Visio
- Using the Baseline Work Report in Excel
- Using the Task Status Report in Visio
- Using the Budget Work Report in Excel
- Analyzing Budget Status with Cost Reports
- Using the Cash Flow Report
- Using the Cash Flow Report in Excel
- Using the Cash Flow Report in Visio
- Using the Baseline Cost Report in Excel
- Using the Budget Report
- Using the Budget Cost Report in Excel
- Using the Resource Cost Summary Report in Excel
- Using the Overbudget Tasks Report
- Using the Overbudget Resources Report
- Using the Earned Value Report
- Using the Earned Value Over Time Report in Excel
- Evaluating Resource Allocation with Assignment Reports
- Using the Who Does What Report
- Using the Who Does What When Report
- Using the To-Do List
- Using the Overallocated Resources Report
- Using the Resource Availability Report in Visio
- Using the Resource Work Availability Report in Excel
- Using the Task Usage Report
- Using the Resource Usage Report
- Using the Resource Work Summary Report in Excel
- Using the Resource Remaining Work Report in Excel
- Using the Resource Status Report in Visio
- Revising a Built-In Report
- Building a Custom Report
- Saving Project Data Fields
- Sharing Project Reports Electronically
- 14. Analyzing Progress Using Earned Value
- 13. Reporting Project Information
- V. Managing Multiple Projects
- 15. Managing Master Projects and Resource Pools
- Structuring Master Projects with Subprojects
- Consolidating Project Information
- Opening Multiple Project Files as a Set
- Sharing Resources by Using a Resource Pool
- 16. Exchanging Information Between Project Plans
- 15. Managing Master Projects and Resource Pools
- VI. Integrating Project 2010 with Other Programs
- 17. Exchanging Information with Other Applications
- 18. Integrating Project 2010 with Excel
- 19. Integrating Project 2010 with Visio
- 20. Integrating Project 2010 with Outlook
- 21. Collaborating as a Team by Using SharePoint
- Creating a Project Tasks List on a SharePoint Site
- Exchanging Project Information with SharePoint
- Synchronizing Changes Between Project and SharePoint
- Opening and Viewing Connected Project Information
- Collaborating with Team Members on Task Updates
- Assigning Tasks to Team Members
- Updating Task Progress
- Updating Task Progress in SharePoint
- Updating Task Progress in Project
- VII. Managing Projects Across Your Enterprise
- 22. Understanding Enterprise Project Management
- 23. Administering Your Enterprise Project Management Solution
- Signing In and Out
- Configuring Project Server Security
- Administering the Enterprise Resource Pool
- Establishing the Enterprise Portfolio
- Setting Up Project Workflows
- Standardizing Enterprise Project Elements
- Setting Up Team Member Work Pages
- Managing Pages, Views, and Reports
- 24. Managing Enterprise Projects and Resources
- Connecting to Your Project Server
- Working with Enterprise Projects
- Following a Project Workflow
- Building Your Enterprise Project Team
- Finding Resources to Meet Your Needs
- Building Your Project Team in Project Professional
- Building Your Project Team in Project Web App
- Identifying Resource Attributes by Using Custom Enterprise Fields
- Using Generic Resources as Placeholders
- Adding a Team Assignment Pool to Your Project Resource List
- Finding Enterprise Resources That Meet Specific Criteria
- Review Resource Assignments and Availability
- Replacing an Existing Project Resource with an Enterprise Resource
- Matching an Existing Project Resource
- Matching and Replacing Generic Resources
- Proposing Tentative Resources
- Assigning Tasks to Enterprise Resources
- Finding Resources to Meet Your Needs
- Collaborating with Your Project Team
- 25. Participating on a Team Using Project Web App
- Getting Started with Project Web App
- Working with Your Assignments
- Submitting Text-Based Status Reports
- Logging Time by Using Timesheets
- Working with Issues and Risks
- Setting Up E-Mail Reminders and Outlook Tasks
- Managing Resources in Project Web App
- 26. Making Executive Decisions Using Project Web App
- 27. Managing and Analyzing Project Portfolios
- VIII. Customizing and Managing Project Files
- 28. Customizing Your View of Project Information
- Customizing Views
- Changing the Content of a View
- Creating a New View
- Saving a View
- Changing Text Formatting in Views
- Formatting a Gantt Chart View
- Modifying the Timescale
- Modifying a Network Diagram
- Modifying the Timeline
- Modifying the Team Planner
- Modifying the Resource Graph
- Modifying the Calendar
- Modifying a Sheet View
- Modifying a Usage View
- Customizing Tables
- Customizing Fields
- Working with Outline Codes
- Customizing Groups
- Customizing Filters
- Sharing Customized Elements Among Projects
- Customizing Views
- 29. Customizing the Project 2010 Interface
- 30. Automating Your Work with Macros
- 31. Standardizing Projects by Using Templates
- 32. Managing Project Files
- Saving Project Files
- Opening Project Files
- Saving and Opening with Different File Formats
- Comparing Project Plans Side by Side
- Safeguarding Your Project Files
- 28. Customizing Your View of Project Information
- IX. Appendixes
- D. Index to Troubleshooting Topics
- E. About the Authors
- Index
- About the Authors
- SPECIAL OFFER: Upgrade this ebook with O’Reilly
Although you’re not likely to transfer data from Visio to Project 2010 as often, the process is even easier than going from Project 2010 to Visio. If you build draft schedules in Visio as timelines or Gantt charts, it’s easy to bring that information into Project 2010 for further work.
As long as Project 2010 and Visio are both installed on your computer, you can transfer timeline data from Visio to Project 2010 or vice versa. For example, suppose you built a simple Visio timeline to present a potential project at a project selection committee meeting. The project is approved, and now you want to use the Visio timeline to build the basic schedule in Project 2010. When you export a timeline from Visio to Project 2010, intervals turn into tasks with start dates, finish dates, and durations.
To export information from a Visio timeline to Project 2010, follow these steps:
In Visio, open the timeline drawing and select the timeline shape.
On the Timeline tab, in the Timeline group, click Export Data.
If the timeline you select is associated with expanded timelines, Visio asks if you want to export markers on the expanded timelines. To export only the overview timeline, click No. To export all information, click Yes.
In the Export Timeline Data window that appears, navigate to the folder in which you want to save the new project file, type the project file name in the File Name box, make sure that the Save As Type box is set to Microsoft Project File, and then click Save.
A message box appears telling you that the project has been successfully exported. Click OK.
Open the file in Project 2010.
Note
When you export timeline information to Project 2010, the start and finish dates that are created set task constraints of Start No Earlier Than for all the tasks. The easiest way to change these to As Soon As Possible is to insert the Constraint Type column into the Task Sheet.
Right-click a column heading in the Task Sheet, and then click Insert Column on the shortcut menu. In the Field Name drop-down list, click Constraint Type. In the Constraint Type column for the first task, click As Soon As Possible, and then drag that value down through the rest of the tasks.
To export project information from a Visio Gantt chart to Project 2010, follow these steps:
In Visio, open the Gantt chart drawing and select the Gantt chart frame.
On the Gantt Chart tab, in the Manage group, click Export Data. The Export Project Data Wizard launches.
On the page titled Export My Project Data Into The Following Format, select Microsoft Project File, and then click Next.
On the page titled Specify The File To Enter Project Schedule Data, click Browse, open the folder in which you want to save the project file, type the project file name in the File Name box, and then click Save.
Back in the wizard, click Next.
On the final wizard page, review the export properties, and then click Finish to export the data. A message indicates that the project has been successfully exported. Click OK.
If you want to change any properties, click Back until you get to the appropriate page.
In Project 2010, open the project file you just created.
Copy Elements Between Project 2010 and Visio
As described in Chapter 17, you can copy Visio diagrams and paste them into Project 2010 schedules or copy portions of a Project 2010 schedule and paste them into Visio diagrams. For example, you could build a Visio organization chart to show the reporting structure of a team and then embed it in the Notes box of the Resource Information dialog box for the resource who acts as the team lead. You could also take a picture of a Project 2010 view and embed it in a Visio file to show, for instance, the high-level project schedules for each business unit in a Visio organization chart.
By using the Copy command in Visio in conjunction with the Paste or Paste Special command in Project 2010, you can embed a Visio diagram as an object or as a picture in a vacant area of your Gantt Chart or in the Notes box of the Task Information or Resource Information dialog boxes.
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