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• Once you set up your preferences, you can move on to the next step by clicking on the Next button in the popup.

Step 4: Configuring names for your new plan and team

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• The list of staff members will be obtained from the Board and Team object in the current phase if available. 

• If the Board and Team object does not exist in the current phase but exists in the previous phases, then the list will be obtained from the Board and Team object available in the last available previous phase.

• If the Board and Team object does not exist in the current phase but exists in previous and subsequent phases, then the list will be obtained from the Board and Team object in the last available previous phase.  

• If the Board and Team object does not exist in the current phase but exists only in subsequent phases, then the list will be obtained from the Board and Team object available in the object in the future phase which is immediately below the current phase in the workflow.

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• The role of “Owner” in Teams should be assigned to the staff member who is the Project Owner(the staff member whose project position is “Project Owner” in the Board and Team object).

• The role of ‘Owner’ should also be assigned to the staff member who has the service account defined in Project Settings > Teams Configuration area.

• In a scenario where the staff member with the Project Owner position does not have a valid email address, then the sync process should be stopped and an error should be logged to the error log.

• The role of “Member” should be assigned to all other staff members in the staff list obtained in point no. 2 above.

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You can do any further updates on the Gantt whilst the synchronization process is in progress, if required. Those updates will be automatically synced to Microsoft Teams when the next auto-save is triggered after the ongoing sync is completed. Those updates can also be synced to Microsoft Teams when the user clicks on the Save button once the ongoing sync is completed. 

All task updates that you make in Microsoft Teams will be synced back to Camms.Project automatically via a background service which runs every hour. Please contact Camms if you wish to customize the frequency which the service runs.

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The errors that can occur when the synchronization is underway and instructions on how to fix those errors are mentioned in the grid below;

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• Creating new tasks via Microsoft Teams.

• Updating properties such as the status, start and end dates etc. of existing tasks.

• Deleting tasks that are not required to the plan via Microsoft Teams.

The logics that apply in each of the above scenarios are mentioned in the sections below.

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1. Task Title—

   • The ‘Task Title’ field in Tasks by Planner will be mapped to ‘Task Name’ field in Camms.Project.

2. Start Date/End Date—

   • ‘Start Date’ and ‘Due Date’ fields in Tasks by Planner will be mapped to ‘Start Date’ and ‘End Date’ fields in Camms.Project respectively.

   • The duration of the tasks in Camms.Project will be calculated by the formulas below;

     • If the duration of a task is NOT calculated including both the start and end dates of that task, then the duration of the task will be calculated;

       Duration = End Date – (Start Date + Weekends and holidays)

       For example, consider a task whose start date is 15/02/2021, and end date is 22/02/2021,

       There were no holidays during that time period. However, there was a weekend on 20^th and 21^st of February. Therefore,

       Duration of the task will be:  7 – 2 = 5

     • If the duration of a task is calculated including both the start and end dates of that task, then the duration of the task will be calculated;
       Duration = End Date – (Start Date + Weekends and holidays) + 1
       For example, consider a task whose start date is 15/02/2021, and end date is 22/02/2021,
       There were no holidays during that time period. However, there was a weekend on 20^th and 21^st of February. Therefore,
       Duration of the task will be: 8 – 2 = 6

   • If the user selects a holiday or a day that falls on a weekend as the start date or end date of a particular task, then the system will automatically change the relevant date to the immediate next working day (Working days are defined via Project Settings > Calendar). Consider the examples below
     Example 1: Consider a task whose start date is 01/02/2021, and end date is 04/02/2021,
     Since 4^th of February is a public holiday, the end date of the task will shift to 05/02/2021.

• Example 2: Consider a task whose start date is 01/02/2021, and end date is 05/02/2021,
  Since 5^th of February is a Saturday and falls within the weekend, the end date of the task will shift to 07/02/2021 which is the immediate next working day.

• If the start date and the due date of the task is the same and if the duration of the task is calculated including both the start and end date of that task, then that task will be a task of 1 day duration when it is synced to Camms.Project.

•  If the start date and the due date of the task is the same and if the duration of the task is NOT calculated including both start date and the end dates of that task, then that task will be converted to a milestone when it is synced to Camms.Project.

• If the user does not select a start date when creating the task, then the following logics will be applied;

  •  If the project is currently in progress(i.e.; project start date <current date and the project end date >current date) , then the current date will be set as the start date of the task. 

  • If the project is a future project (i.e.; project start date >=current date and project end date > current date), then the task’s start date will be the Start Date of the project.

  • If the project is a past project(i.e.; project start date < current date and project end date < current date), then the task’s start date will be the Start Date of the project.

• If the user does not select an end date but selects a start date when creating the task, then the end date of the task will be set as follows;

  • The duration of a task will be obtained from the external setting ‘Initial Duration For a New Task’.

  • Then the end date will be calculated by adding the duration to the start date, and if the calculated date falls on a weekend or is a holiday, then the end date will be the next immediate working day.

  • For example, if the start date of the task is 01/02/2021, and the value entered in the setting is 5, then the end date of the task will be 08/02/2021. 

• If the user does not select a start date or an end date when creating the task, then the start date and end date of the task will be set as follows; The start date of the task will be set as the scenario where the user does nor select a start date when creating the task(mentioned in the points above) and the end date will be calculated similar to the scenario where the user does not select an end date when creating the task(mentioned in the points above).

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• If the external setting titled as ‘Is Project Duration Based On Gantt’ is switched ON, then the project timeframe will be updated based on the task durations when required to do so.

• If the project’s target is based on durations of tasks, then those values will be calculated and updated as per the existing logics.

• When the project duration is not based on Gantt, and when the user selects dates (from Teams) which are out of the project timeframe, the dates will be adjusted to fit to project timeframe when the sync happens (the dates in Teams should also be updated accordingly).

  • Example 1: The start and end dates of the project are 01/06/2020 and 30/07/2022. The user creates a new task in Planner by listing the start and end dates as below;
    Start Date: 28/07/ 2020
    End Date: 03/08/2022
    The system will adjust the end date of the task to 30/07/2022 when syncing it to Camms.Project.

  • Example 2: The start and end dates of the project are 01/06/2020 and 30/07/2022. The user creates a new task in Planner by listing the start and end dates as below;
    Start Date: 28/05/ 2020
    End Date: 03/06/2020
    The system will adjust the start date of the task to 01/06/2020, and the end date of the task to 05/06/2020 when syncing it to Camms.Project.

• If the percent complete of tasks is based on their duration, then the updates done to the start and end date fields of child tasks will impact the % complete and the performance traffic light of its parent tasks.

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• If a newly created task is allocated to a single staff member and if he or she is a member of the current Project Board and Team object,

  • He or she will be the primary responsible officer of that task when synced to Camms.Project.

• If a newly created task is allocated to a single staff member, and if he or she is not a member of the current Project Board and Team object, 

  • He or she will be added to the current Project Board and Team object as a Task Owner.

  • He or she will be assigned as the primary responsible officer of that task when synced to Camms.Project.

• If a newly created task is allocated to multiple staff members in the team and if all of them are members of the current Project Board and Team object, 

  • They will be assigned to the task according to the alphabetical order. Please see below example, The task “Documenting requirements” was created and initially assigned to Anne Shirley, then it was assigned to Cordelia Blythe. In this scenario, once the synchronization occurs, the primary responsible officer of the task will be Anne, whereas secondary responsible officer will be Cordelia.

  • The primary responsible officer will be the first staff member once the staff members are ordered in alphabetical order. For example;
    If a task is assigned to two staff members ‘Anne Shirley’ and ‘Jacob Flynn’, then the primary responsible officer of that task will be ‘Anne Shirley’.

• If a newly created task is allocated to multiple staff members in the team and if at least one of them are not members of the current Project Board and Team object but the email address available in the Staff page matches with the email address used in Planner, 

  • The staff members who are not in the current Project Board and Team object will be added to the current Project Board and Team object as Task Owners

  • They will be assigned to the task as per the order they were allocated to the task. 

•  If the newly created task was assigned to one or more staff member(s) who is not available in the current Project Board and Team object and his or her work email address is not available is not in the Staff page, 

  • He or she should not be added to the object.

  • The task will be re-assigned to the project owner(i.e.; to the staff member who has the ‘Project Owner’ project position in the Board and Team object).

  • If one of the responsible officers is already the ‘Project Owner’ then there will be no change to the responsible officer field.

  • The relevant error(s) will be logged in the Error Log, which can be viewed once the sync is completed.

• If the newly created task was assigned to a staff member who was deleted from the Team in Planner at the time of synchronization(i.e.; if the task is assigned to ‘Former user’),

  • That task should be assigned to the default task owner(i.e.; to the staff member who has the ‘Project Owner’ project position in the Board and Team object).

• If the newly created task is not allocated to any staff member in the team, 

  • The responsible officer of that task will be the default task owner. i.e.; the project owner.

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• ‘Start Date’ and ‘Due Date’ fields in Tasks by Planner will be mapped to ‘Start Date’ and ‘End Date’ fields in Camms.Project respectively. 

• The duration of the tasks in Camms.Project related to all task updates will be calculated by the formulas below;

  • If the progress of tasks is calculated based on their durations, then the percent complete field and the performance traffic light should be updated accordingly.

  • If the user selects a holiday or a day that falls on a weekend as the start date or end date of a particular task, then the system should automatically change the relevant date to the immediate next working day(Working days are defined via Project Settings > Calendar).

  • Consider the examples below;
    Example 1: Consider a task whose start date is 01/02/2021, and end date is 04/02/2021,
    Since 4th of February is a public holiday, the end date of the task should shift to 05/02/2021
    Example 2: Consider a task whose start date is 01/02/2021, and end date is 05/02/2021,
    Since 5th of February is a Saturday and falls within the weekend, the end date of the task should shift to 07/02/2021 which is the immediate next working day.
     

• If the start date and the due date of the task is the same and if the task duration includes both its start And end dates, then that task will be a task of 1 day duration when it is synced to Camms.Project. 

• If the start date and the due date of the task is the same and if the task duration does not include both the start and end dates of that task, then that task will be converted to a milestone when it is synced to Camms.Project.

• If the user does not select a start date when updating the task, then the following logics should be applied;

  •  If the project is currently in progress(i.e.; project start date <current date and the project end date >current date) , then the current date will be set as the start date of the task. 

  • If the project is a future project (i.e.; project start date >=current date and project end date > current date), then the task’s start date will be the Start Date of the project.

  • If the project is a past project(i.e.; project start date < current date and project end date < current date), then the task’s start date will be the Start Date of the project.

•  If the user does not select an end date but selects a start date when updating the task, then the end date of the task will be set as follows;

  • The duration of a task will be obtained from the external setting ‘Initial Duration For a New Task’.

  • Then the end date will be calculated by adding the duration to the start date, and if the calculated date falls on a weekend or is a holiday, then the end date will be the next immediate working day.

  • For example, if the start date of the task is 01/02/2021, and the value entered in the setting is 5, then the end date of the task will be 08/02/2021.

• If the user does not select a start date and an end date when updating the task, then the start date and end date of the task will be set as mentioned in the points above.

• When the project duration is not based on Gantt, and when the user updates dates of a task so that the task is out of the project timeframe, the dates should be adjusted to fit to project timeframe when the sync happens (the dates in Teams should also be updated accordingly). 

• If the external setting titled as ‘Is Project Duration Based On Gantt’ is switched ON, then the project timeframe should be updated based on the task durations when required to do so.

• If the project’s target is based on durations of tasks, then those values should be calculated and updated as per the existing logics.

• If the updated task is a child task, then the start and end date of the relevant parent task(s) should also be updated. If the task percent complete is calculated based on the task duration, then the updates done to the start and end dates of child tasks will impact the % complete and the performance traffic light of its parent tasks.

• If there are any constraints or predecessors set to the task which was updated, then those should be updated based on existing logics.

•  If the external setting ‘Roll up project Status, Percent Complete and Duration from child to parent’ is switched ON, and if there are any updates or changes in the duration of a particular child project, it will be rolled up to its parent project, if the sync process for the parent project has been set up.

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• The ‘Status’ field in Planner will be mapped to ‘Status’ field in Camms.Project, and the status values will be synced as per the status mappings created in Project Settings > Teams Configuration > Task Mapping tab.

4. Percent Complete—

• The value of the Percent Complete field in the task in Camms.Project will be updated based on the updates made to the status of the task from Planner. The updates that could occur are mentioned in the grid below;

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• If the user updates the responsible officer of an existing task to a staff member who is a member of the current Project Board and Team object and if the task has only one responsible officer, 

  • He or she will be the primary responsible officer of that task when synced to Camms.Project.

• If the user updates the responsible officer of an existing task to a staff member, who is not a member of the current Project Board and Team object and if the task has only one responsible officer,  

  • He or she will be added to the current Project Board and Team object as a Task Owner.

  • He or she will be assigned as the primary responsible officer of that task when synced to Camms.Project.

•  If the user assigns the responsible officer of an existing task to multiple staff members and if all of them are members of the current Project Board and Team object,

  • They will be assigned to the task as per the order they were allocated to the task. Please see below example— The task “Documenting requirements” was created and initially assigned to Anne Shirley, then it was assigned to Cordelia Blythe. In this scenario, once the synchronization occurs, the primary responsible officer of the task will be Anne, whereas secondary responsible officer will be Cordelia.

• If the task is allocated to multiple staff members in the team and if at least one of them are not members of the current Project Board and Team object but the email address available in the Staff page matches with the email address used in Planner, 

  • The staff members who are not in the current Project Board and Team object will be added to the current Project Board and Team object as Task Owners.

  • They will be assigned to the task as per the order they were allocated to the task.

• If the task was assigned to one or more staff member(s) who is not available in the current Project Board and Team object and his or her work email address is not available is not in the Staff page, 

  • He or she should not be added to the object.

  • The task will be re-assigned to the project owner(i.e.; to the staff member who has the ‘Project Owner’ project position in the Board and Team object).

• If the task was assigned to a staff member who was deleted from the Team in Planner at the time of synchronization(i.e.; if the task is assigned to ‘Former user’), .

  • That task should be assigned to the default task owner(i.e.; to the staff member who has the ‘Project Owner’ project position in the Board and Team object).

  • If the newly created task is not allocated to any staff member in the team, the responsible officer of that task will be the default task owner. i.e.; the project owner.

• If a staff member who has tasks assigned to him or her was deleted from the team in Teams, then the tasks that were assigned to him or her should be re-assigned to the default task owner(i.e.; to the staff member who has the ‘Project Owner’ project position in the Board and Team object).          

•  If a staff member was removed from being a responsible officer of a task, he or she will still be in the project board or team in Camms.Project or Teams respectively.

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