How do I Import Costs?

This article shows you how to use the Cost Import Tool (formerly also referred to as the Gateway Tool).  The EPM Live Cost Import Tool allows the administrator(s) to import data from an Excel or CSV file to the EPM Live Cost Planner.  Both costs and quantity values can be imported into the Cost Planner, with the following details: cost types, cost categories, calendar periods, quantity of hours, and per cost category or role for any Portfolio Item in EPM Live.  

1. Open the CSV File

Open the CSV file where you have the data to import.  Be sure the columns and format match the requirements below.  The import will not allow Excel files.  You must save as a CSV file.

2. Update the Required Table Header Column Titles

The following columns are required for the Cost Import Tool.  

Note: Even if you don't have data for every column, each column with the column header must show in the CSV file.

Each column in the CSV file needs to be named exactly as noted below (and in the screen shot above) in order for the data to import correctly into your EPM Live Cost Plans.

  • Calendar
  • PIName (PI stands for Portfolio Item)
  • CostType
  • CostCategory
  • Period
  • CostAmount
  • QTY(see note below)
  • DetailRow

Note: If your organization plans for labor costs in FTE (Full Time Equivalent) rather than QTY (Hours), use an FTE column in place of the QTY column in your Excel import sheet.  In that column enter the number of FTE for your cost category roles.

3. Update the Cost Type Custom Fields Table Header Column Titles

The following columns are optional for the Cost Import Tool.  Use these columns as applicable to your site's cost management configuration for cost type custom fields.

Each column in the CSV file needs to be named exactly as the custom field in the Cost Types Custom Fields in order for the data to import correctly into your EPM Live Cost Plans.

Examples: Hardware Vendor, Department, PO Number, etc.

3.1. Entering Data with Detail Row

In the scenario that you are entering data using the Cost Details feature, you may enter multiple lines of cost data for a single cost category.  In the example above, the budget is for equipment, but from two different PO Numbers.  So, by entering Detail Row 1 and Detail Row 2, the import tool knows to separate these as two separate rows in the cost planner.

4. Add Cost Plan Data

Add the Cost Plan Data as follows:

  1. Calendar Name: Enter whichever calendar you use for cost planning.  Ex: Calendar Months or Fiscal Calendar
  2. PIName (PI stands for Portfolio Item).  Type the PI name (ex: Project name, Program name, etc.).  Most commonly, this is the Project Name.  If you are doing cost planning on the Programs List App, for example, this would be the Program Name.
  3. CostType Enter the Cost Type names for which you are entering data. Ex: Budget or Actual Costs.
  4. CostCategory: Enter the Cost Category exactly as it appears in the system. If you have cost category hierarchy, enter it in this format: Parent.Child.  Ex: Capital.Equipment, Labor.Project Manager.
  5. Period: Enter a date that falls within the desired calendar period.  Ex: 10/1/14 would put the data into the October 2014 calendar period.  
  6. CostAmount: Enter a monetary cost value.  This is if you are importing the cost monetary values in the column.
  7. QTY: Enter the quantity value, if applicable.  This is for cost categories such as labor cost categories where you would enter the number of hours/FTE rather than a cost value directly.  The Labor Cost Categories Roles indicate whether the default quantity is Hours or FTE.
  8. DetailRow: Enter the detail row number (ex: 1, 2, 3, etc.), if applicable.  Even if no data is going to go in the DetailRow column, the column must be there.

5. Open EPM Live & Navigate to the Applicable List App

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Navigate to the List Where You Will Import the Cost Data

6. Click Import Costs

On the List ribbon tab, select Import Costs.

7. Upload CSV File

  1. Click Upload to navigate to the Cost Import Excel file on your computer.
  2. Click Import.

8. Wait for the Import to Complete

Wait for the Import Status to complete.  To view the details, click Import Log.

8.1. Import Log Details

View the Import Log details.  When finished, click Close.

9. View Imported Costs

Launch the Cost Reports, Cost Planner, and/or Cost Analyzer to view the imported cost details.  

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