Synchronization of Planned Data in PLANTA Hybrid

Information

• The following chapters describe the exchange of data between PLANTA project and PLANTA pulse when using the hybrid planning method. For a description of the principles of working with PLANTA Hybrid, please click here.

Synchronization from PLANTA project to PLANTA pulse

Information

• The initial synchronization of planned data from PLANTA project (tasks) to PLANTA pulse is carried out by clicking on the

  

  button in the Schedule and subsequently selecting the tasks to be synchronized. If the selection is saved, the respective tasks are automatically synchronized.
• The synchronization of the changes is also effected automatically at particular time intervals (at the latest after 1 minute). As a result, all relevant changes which have been saved are synchronized.
  • If you want to transmit the changes immediately to PLANTA pulse, synchronization can also be triggered manually via the Extras → Synchronize with PLANTA pulse menu item.
• Requirements for synchronization The relevant interfaces must have been configured. For further informations, see here.

Details

• The following data is initially synchronized from PLANTA project to PLANTA pulse:
  • the selected task (WBS code and name)
  • the project of the selected task (name)
  • manager of the project
  • resource assignment of the selected task (name and code of the respective persons)
  • Calculated dates of the selected task
  • Calculated dates of the project
• If you have made changes to all of the afore mentioned data of a task which is synchronized with PLANTA pulse and save, the changes are automatically transmitted to PLANTA pulse and changed there as well.

Synchonization of Tasks

Procedure for initial synchronization

• Select the "PLANTA pulse" entry in the External system field in the Project Core Data module of the required project. As a result, the project is synchronized to PLANTA pulse.
• Go to the Schedule module and click on the

  

  button. As a result, a checkbox will be displayed next to each task via which you can mark the tasks to be synchronized..
• Activate the checkbox for the required module tasks and save.
• As soon as the synchronization is completed (this might take a few seconds), 0/0 is displayed next to the respective tasks. This specification respresents the number of pending/all cards in pulse and can be regarded as an initial indicator of succesful synchronization.
  • If the 0/0 specification is not displayed, this means that synchronization could not be carried out due to errors. In such a case, the synchronization symbol will be displayed in the header area of the Dashboard module with an exclamation mark. By clicking on the symbol, the Hybrid Protocol module is opened, in which all requests for an object which are sent to an external system are protocoled. Alternatively, the module can also be opened via Further... → Miscellaneous.
• If synchronization was completed successfully, open PLANTA pulse and log-on with the user which corresponds to the project manager in PLANTA project or to one of the resources assigned to the synchronized task, depending on whether you want to continue your planning in PLANTA pulse or simply view the data.
• The checkboxes can be hidden by clicking on the

  

  button again.

Procedure for Further Synchronization

• If you want to synchronize further tasks or new tasks retroactively, please follow the same procedure as in initial synchronization.

Restrictions

• Only projects can be synchronized with PLANTA pulse. Ideas, proposals, and programs cannot be synchronized.
• As soon as at least one task has been synchronized with PLANTA pulse, the External system parameter can no longer be set to empty or be changed to another external system. The user is informed by a respective message.
• (Master) milestones and summary tasks can no longer be synchronized with PLANTA pulse. If the user tries to convert a task synchronized with PLANTA pulse into a (master) milestone or a summary task, a respective message will be displayed.
• If a task has been synchronized with PLANTA pulse, this cannot be undone.
• Projects/tasks which are synchronized with PLANTA pulse (and exist in PLANTA pulse) cannot be deleted in PLANTA project. The user is informed by a respective message.
  • The resource assignment and the loads of a synchronized task, which have already been synchronized as well, cannot be deleted either. You can only delete resource assignments which have not been synchronized yet.
• Only person resource assignments can be synchronized with PLANTA pulse. Departments, skills, material or cost resources cannot be synchronized.
• A project manager must be assigned to the project and he/she must have already been synchronized with PLANTA pulse as a user. If a synchronized project manager is missing, synchronization will not run through.
• Only active projects and tasks of active projects are synchronized.

Effects of Synchronization

Effects in PLANTA pulse

• Project: A project corresponding to the PLANTA project project has automatically been created in pulse.
  • The name of the project in pulse contains the functional ID of the respective project from project.
  • The project name from project is displayed in the Name field in pulse.
  • The key of the new project in pulse is independent of the technical ID of the project in project. A dedicated pulse key is generated. Both keys are linked in the background to identify their affiliation for the update procedure.
  • The calculated dates of the project from project were adopted as start and due date for the corresponding project in pulse.
  • The manager of the project in project becomes the project administrator in pulse.
    • If the project manager in project is changed, the new manager in pulse is added as project administrator and the previous manager becomes a regular project team member.
• Board: A new board which corresponds to the task which you have synchronized from PLANTA project before was created in the new project.
  • The name of the task is also the name of the new board.
  • The key of the board in pulse is independent of the technical ID of the task in project. A dedicated pulse key is generated. Both keys are linked in the background to identify their affiliation for the update procedure.
  • In the board already contains lists which are defined by default (copied from a stored template) which can be renamed or deleted as required. New lists can be created as well.
    • In the PLANTA customizer master data, default lists are defined as listbox values in listbox category 00000422.
  • The calculated dates of the task from project have been applied as start and due date for the respective board in pulse.
• Board members If there are resource assignments on the synchronized task, they are also automatically copied to PLANTA pulse as board members.
  • If one of these resources is defined as Person responsible for the task, he/she automatically receives administrator rights for the respective board in PLANTA pulse.
  • The manager of the respective project in project automatically becomes a board member without having to be assigned to the task as a resource At the same time he/she also becomes the board administrator.
    
    • If the project manager in project is changed, the new manager is added as board administrator in pulse and the previous manager becomes a regular board member.
  • Resources which are not assigned to the task or which are no project managers do not automatically become board members and cannot access the board in PLANTA pulse. The same is true for multi-project managers, persons responsible for tasks, and resources which have synchronized the task, provided that they are not assigned to the task. These resources can, however, be invited to the board by the administrators and thus become membres with access to the board.
• A board which was created in this way is always set to "private" by default.

Impact in PLANTA project

• For tasks which are already synchronized with PLANTA pulse, the number of cards which exist on the respective pulse board and the number of currently pending cards will be displayed in the Number pending/all cards field next to the task name in the schedule. Immediately after initial synchronization, the specification 0/0 is displayed at this position.
  • A traffic light is stored on the field which causes the number to be displayed in red if there are are overdue cards (due date lies in the past).
  • A link is stored on the field via which you can open the pulse module variant of the Task module which contains a widget containing the PLANTA pulse view of the corresponding board. This allows you to edit the board data without having to switch to pulse.
• After successful synchronization, an additional pulse Boards module is displayed which contains a widget in which the PLANTA pulse view of the corresponding project including all boards. This allows you to edit the pulse project and board data without having to switch to pulse.

Resynchronization from PLANTA pulse to PLANTA project

Information

• Resynchronization from PLANTA pulse to PLANTA project takes place automatically. The following data is re-synchronized:
  • Board member data
    • If new members have been added to a board in PLANTA pulse which is synchronized with PLANTA project, they will automatically be transmitted to PLANTA project as well and will automatically be assigned to the respective task as resource assignments, provided that
      • a user exists in PLANTA project which has the same e-mail address as the new board member in PLANTA pulse and
      • this user exists in PLANTA project as a resource the ID of which equates to that of the user.
    • The deletion of members of synchronized boards is not transmitted to PLANTA project.
  • Time recording data
    • Detailed information on time recording in PLANTA Hybrid
• The creation and deletion of cards in PLANTA pulse have no impact on PLANTA project. Only the card information is displayed in PLANTA project, e.g. in the form of Number of pending/all cards next to the synchronized tasks in the Schedule or in the PLANTA pulse area in the Task module.

Archiving

Information

• If a synchronized project is archived in PLANTA project, the corresponding project in PLANTA pulse is archived as well.
• If a synchronized and archived project is dearchived again, you have to make sure that the functional project ID and the name in project corresponds to those in pulse.