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MS Project: Integrate Microsoft Project and Microsoft Planner
PMConnection Articles


This series of articles will guide the user through configuring a solution that will enable some basic integration between Microsoft Project and Microsoft Planner. Note that this solution requires zero custom coding!

This article will show how it is possible to update Microsoft Project Tasks via a Smart Phone.

Watch short overview video here

The key benefit is that Project Managers can create tasks within Microsoft Project that automatically save to Planner. Team Members can update and complete tasks in Planner which then automatically updates Microsoft Project.

This solution does require SharePoint, Project Professional, Planner and Flow. It does NOT require Project Online!

Module 1 – Create a SharePoint Task List

Module 2 – Create Microsoft Planner Plan

Module 3 – Create Workflows in Microsoft Flow

Module 4 – Build The Team

Module 5 – Open SharePoint Task List In Microsoft Project

Module 6 – Create The Project in Microsoft Project

Module 7 – Inspect the Planner Tasks

Module 8 – Completing a Planner Task via the Web

Module 9 – Accepting updates in Microsoft Project

Module 10 – Completing a Planner Task via the Planner App

Module 11 – Dealing with a Late Task in Microsoft Project



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Posted by webadmin on Saturday, December 29 @ 11:35:57 CST (406 reads)
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MS Project: Dealing with a Late Task in Microsoft Project
PMConnection Articles

This is "Module 11 – Dealing with a Late Task in Microsoft Project", which is part of a series on "How to Integrate Microsoft Project and Microsoft Planner".


66. Accepting updates into Microsoft Project works in the same way regardless if the tasks were updated by the team member via the web or via the Planner App. Simply navigate to the Microsoft Project schedule and click on Save within the upper left of the Quick Access Toolbar

67. The updates will then be applied. Notice that the Decide Color task completed on Thursday 11/22 and is now 100% complete.

68. This makes all the tasks within the Planning phase complete, so we can input 100% on the Planning Complete Milestone to mark it complete.

69. After applying this update we see that the Milestone Finish date for both Execution Complete and Closure Completed have slipped past the Deadline Finish date. Depicted by the red diamond within the Indicator column.

70. By examining the Tracking Gantt view, we can see that the Decide Color task finished one day later than the Baseline Finish.

71. In order to get the project back on track, Lauren promises to complete the Purchase Supplies task in 1 day instead of 2, so that Duration is updated

72. The project is now back on track

73. Ensure you Save your changes.



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Posted by webadmin on Saturday, December 29 @ 11:28:27 CST (89 reads)
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MS Project: Accepting Updates in Microsoft Project
PMConnection Articles

This is "Module 9 – Accepting Updates in Microsoft Project", which is part of a series on "How to Integrate Microsoft Project and Microsoft Planner".


55. To accept the updates from Planner into Microsoft Project, simply navigate to the Microsoft Project and click on Save in the upper left of the Quick Access Toolbar.

56. Notice that the Finish date for Determine Painter is 11/19 and the task is now 100% complete.



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Posted by webadmin on Saturday, December 29 @ 11:24:29 CST (86 reads)
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MS Project: Inspect the Planner Tasks
PMConnection Articles

This is "Module 7 – Inspect the Planner Tasks", which is part of a series on "How to Integrate Microsoft Project and Microsoft Planner".


48. Navigate to Microsoft Planner. The tasks have all been created automatically. By default the plan is grouped by Bucket. All tasks are setting in the To do bucket.

49. Click on the dropdown within the Group by and select Assigned to

50. The tasks are now grouped by the person assigned

51. Click on the dropdown for Group by again and select Progress

52. The three default buckets of To do, In progress and Completed appear.



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Posted by webadmin on Saturday, December 29 @ 11:19:22 CST (71 reads)
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MS Project: Create The Project in Microsoft Project
PMConnection Articles

This is "Module 6 – Create The Project in Microsoft Project", which is part of a series on "How to Integrate Microsoft Project and Microsoft Planner".


42. Develop the detailed schedule within Microsoft Project following scheduling best practices. Notice how the two original tasks still exist.

43. Once you have your scheduled developed, be sure to Set the Baseline (>Project tab, > Set baseline, >Set baseline, >OK)

44. Ensure Resource Names are assigned to tasks before clicking on Save.

45. When you are ready, click on the Save option within the Quick Access Toolbar

46. You may receive a notification that the SharePoint hierarchy will be updated to reflect the current MS Project schedule. Simply accept this message.

47. The information will be transferred



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Posted by webadmin on Saturday, December 29 @ 11:17:34 CST (77 reads)
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MS Project: Open SharePoint Task List In Microsoft Project
PMConnection Articles

This is "Module 5 – Open SharePoint Task List In Microsoft Project", which is part of a series on "How to Integrate Microsoft Project and Microsoft Planner".


38. From the SharePoint Task list, click on the List tab across the top, then click on "Open with Project"

39. Microsoft Project will open and will sync with the Task List:

40. Navigate to the Gantt Chart View and enable the Project Summary task within the Ribbon under the Format tab.

41. You will see the two tasks that were created in SharePoint as well as the resources assigned.



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Posted by webadmin on Saturday, December 29 @ 11:08:31 CST (67 reads)
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MS Project: Build The Team
PMConnection Articles

This is "Module 4 – Build The Team", which is part of a series on "How to Integrate Microsoft Project and Microsoft Planner".


Using this solution we will build our team by creating one task for each team member within the SharePoint list.

31. Click on New Task

32. Input "Determine Painter" within the Task Name field. Input the name of the team member within the Assigned To field. Note that this person must be an Office 365 User

33. Click on Save

34. The task will now be visible in the list

35. Click on new task and input Decide Color within the Task Name field and the name of the second team member within the Assigned To field.

36. Click on Save

37. Both tasks now appear in the list



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Posted by webadmin on Saturday, December 29 @ 11:05:13 CST (64 reads)
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MS Project: Create Workflows in Microsoft Flow
PMConnection Articles

This is "Module 3 – Create Workflows in Microsoft Flow", which is part of a series on "How to Integrate Microsoft Project and Microsoft Planner".


This article will guide the user through creating two workflows. The "When an item is created" workflow will create a new Planner task when a task is created within Microsoft Project.* The "When a task is complete" workflow will transfer the actual Finish date from Planner into Microsoft Project and mark the task as 100% Complete.*

*Note that it requires clicking on Save within Project for the data to transfer.


When item is created Workflow

7. Within Flow, from My Flows, click on New and create from blank

8. Type in SharePoint and select the trigger option for "When an item is created"

9. Click in the Untitled name and input "When an item is created", then click on Save

10. Input the name of your SharePoint site as well as Task List

11. Click on Next step

12. Type in Planner and select Create a task

13. Within the Plan id field input the name of your project. In this example mine is named My Project.

14. Click within the Title field. The Dynamic Content dialogue box will appear. Select Task Name

15. Within the Bucket id, choose To do

16. Within the Assigned User Id, choose Assigned To Email from the Dynamic content list

17. The Apply to each will automatically appear. Click on Save.


When a task is completed Workflow

18. Within Flow, from My Flows, click on New and create from blank

19. Type in Planner, hit Enter and select the trigger option for "When a task is complete"

20. Input the name of your Plan within Plan Id. Input the name of this workflow under untitled as "When a task is complete". Click on Save. Then click on New step.

21. Type in "get items" and click on the Get Items option for SharePoint.

22. Input the Site Address of the SharePoint site and List Name. Then click on Next Step

23. Click in the Search box and choose Condition

24. Click in the box on the left and chose the Task Name value from the Dynamic content

25. Ensure the variable is set to "is equal to". Click in the box on the right and select value Title from the Dynamic content list.

26. Below the if yes option, click on Add an action, then type in SharePoint and choose Update item.

27. Input the SharePoint Site Address as well as the List Name. For id, input the SharePoint ID field from Dynamic content. For Task Name, input the SharePoint Task Name. For Due Date input the value Due Date Time from Planner Dynamic content.

28. Input Task Status Value as Completed. Input % Complete as 1

29. Click on Save.

30. You should now have two Workflows within My Flows:



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Posted by webadmin on Saturday, December 29 @ 11:03:40 CST (119 reads)
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MS Project: Create a SharePoint Task List
PMConnection Articles
This is "Module 1 – Create a SharePoint Task List", which is part of a series on "How to Integrate Microsoft Project and Microsoft Planner".
  1. Open your SharePoint site, click on the gear and choose Add an App
  2. 2. Click on Tasks and then input the name of your project. I input "My Project". Then click on Create

    3. Your task list will be added to the Site Content. See "My Project" in the list below:

    4. Click on the Hyperlink for "My Project". This task list will open:



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Posted by webadmin on Saturday, December 29 @ 10:57:26 CST (80 reads)
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MS Project: Add Kanban Image to Header Web Part
PMConnection Articles
This is "Module 11 – Add Kanban Image to Header Web Part", which is part of a series on "How to create a Kanban Board in SharePoint Linked Dynamically to Microsoft Project Task Board".


84. From your SharePoint site, navigate to Site Contents

85. Click on Site Assets

86. Click on >Upload, >Files and browse to find your favorite image

87. Your image will be added as a file within Site Assets

88. Right click on the file name and click on Copy link

89. The following dialog box will appear. Click on Copy

90. Navigate to the Kanban page. Click on >Page, >Edit Page

91. Within the Header section, click on Add a Web Part

92. Under Category, select Media and Content. Under Parts, select Image Viewer, then click on Add.

93. Click on Open the Tool Pane hyperlink

94. The Image Viewer configuration pane will appear on the right. Click on the Ellipses to the right of the URL box

95. The Text Editor dialogue box will appear

96. Paste the URL that you copied from your uploaded image here, and then click on OK.

97. Scroll down, expand the Appearance section. Replace Image Viewer with a space. Then click on OK.

98. Click on Stop Editing

99. You will be returned to the SharePoint Kanban page

 

 



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Posted by webadmin on Tuesday, November 20 @ 21:42:28 CST (107 reads)
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