WORKPACKAGE LOADER

IPMS WORKPACKAGE LOADER

The IPMS Workpackage Loader consists of an excel spreadsheet containing macros, and the
Workpackage Loader form (PMTR1215) in IPMS. Your user id must be entered in the security
form (PMTR1216) before you can use the Loader.

USING THE EXCEL SPREADSHEET

The WP Input Excel Spreadsheet contains macros that convert the Workpackage data to a CSV
(comma delimited) file, which contains data only without any formatting. The CSV file can be
read by IPMS.
1. Make the WPLoader Spreadsheet and its instructions available to the Discipline Work Group
Leads (WGLs) who are responsible for defining Workpackages. This may be done via the
Intranet or e-mail. Ask the WGLs to return completed spreadsheets via e-mail. When the file
is opened, chose Enable Macros on the following dialogue box:

2. Check the file to ensure that it is filled out appropriately.

The 1 available row must be used (R8).
Subsequent rows may be skipped or used to title different sections of workpackages.
The loader will not accept a record with a null Workpackage Number value, or records that
exceed character width limits on IPMS fields.
The macro only reads line items that have a W (for Workpackage) in the first column.
WGLs may use the form to give information on items (I in the first column), but it will not
be loaded into IPMS with this form.
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NOTE: The spreadsheet is protected. You may edit/copy/paste individual cells or groups of cells
that contain the workpackage data, but not entire rows or columns.
3. Click on the Save File for IPMS button in the top right hand corner of the spreadsheet. The
Excel macro first prompts you to save the Excel Workbook, and then writes a comma
delimited (CSV) file.

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4. The macro prompts you to save the Excel Workbook file to an appropriate directory/folder
with a unique filename. The Work Group/Discipline Leads have been instructed to give their
files unique names identifying the project/discipline/date. If they do not do this, you should
rename the file. Click save. ***If you click Cancel, a macro error will occur.***

5. If you are overwriting an existing .xls file, you will see the following dialog boxes, and click
Yes. ***If you choose No or Cancel, a macro error will occur.***

6. You will see the following confirmation dialogue and click OK.

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7. The macro then prompts you to save the file as a Comma Delimited (CSV) file. It defaults to
wpdownload.csv in the C:\temp directory. This matches the default value in the IPMS WP
Loader. Click Save to use the default file name/location, or designate a different file
name/location, and then click Save. ***Do not change Save as type from CSV (Comma
Delimited).***

8. If you are overwriting the CSV file, you will see the following dialog box, and click Yes. ***If
you choose No or Cancel, a macro error will occur.***

9. You will see the following confirmation dialogue and click OK.

You are now finished in Excel and can go to IPMS.

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IPMS WORKPACKAGE LOADER

Set up access in PMTR1216 WP BBR Login Reference
1. From the Main Menu, go to Tracking, WP Load/Maint, WP BBR Ref.

2. Type in users BBR number. The users name should appear.

3. Use the LOV to select the correct Project/Sub Project ,and set access rights for the user by
checking the four boxes.
4. Save. You are now properly registered to use the Workpackage Loader.
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Load the File in PMTR1215 Workpackage

Loader/Maintainer
1. From the Main Menu, go to Tracking, WP Load/Maint, WP Load/Promote.

2. You will first load the CSV file that you created in Excel. Click on the Load File button in the
lower left corner of the WP Loader Screen.

3. The Query Parameters dialogue box will appear with the C:/Temp/wpdownload.csv default
value in the File Name field.
(1) If you have changed the file name/location, click on the browse icon, to the right of
the File Name field, to find your file.
(2) Use the LOV to choose the Sub Project you want to load records into. This will
automatically populate the Project Number as well.
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(3) Use the LOV to choose the Org code for your records. Typically the will be the same
for all the records you load, but if they are variable, you will be able to change the
default value you choose here once the Workpackages are loaded.
(4) Once the correct information has been entered in the Query Parameters dialogue
box, Click OK.

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QT
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QT (Quick Tip) If you are working in IPMS, you may double click on the Excel icon to open Excel.
4. After hitting OK, an Information dialogue box will appear telling you how many
Workpackage records were loaded and how many were sent to the Error Log.

5. If you had records that were sent to the Error Log, you can view them by pressing the Error
Log button on the WP Loader screen. This will open the wpdp_error_logs.txt file in Microsoft
Word. In this case, the user attempted to load 2 duplicate Workpackages. After viewing,
you must close the wpdp_error_logs.txt file to load another file in IPMS.

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Pre-Validating Records in the WP Loader

Before you can promote (or move) the Workpackage records from the WP Loader into the IPMS
database, they must first be pre-validated. All fields that must be populated with a valid value are
highlighted in yellow. The pre-validation process will check all fields against the data dictionary in
the database. Fields that are not required by the database (such as WBS) must contain a valid
value or be null. You can edit any field in the WP Loader at any time. *** You can choose to
view only your records in the loader or all users records. ***
1. Click the PreVal/Promote button.

2. In the Pre-Validation/Promote to IPMS Process dialogue box,

(1) Choose the Pre-Validate Process.
(2) Choose whether you want to pre-validate only the records that you are loading or all
records (would include records loaded by other users).
(3) Click OK.

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3. The Pre-Validation Process Complete confirmation dialogue box will appear telling you how
many valid (Y) and invalid (E) records you have. You will see the E or the Y in the first
column of the loader (Prg Flg).

4. Click on the Error Codes tab to view the errors for each invalid record. You can correct the
errors directly in the loader sheet, either by typing a value into a field, or using the LOV if one
is available.

P Ready for Pre-Validation

E Error
C Errors Corrected
Y Ready for Promotion

NOTE

5. After you have correct a Workpackage record, you will see a C in the Prm Flg field. ***Also
check to be sure that the values for Type, SubType, and Work Package No. are correct and
You can run the pre-validation process again, and it will only look at C or P records. The
prevalidation process ignores E and Y records. You will repeat this process until all your
records have a Y.
NOTE: In some cases you will not be able to validate some Workpackage records (an example
is when you have loaded records that already existed in IPMS). You can click on the Delete
Errors button at the bottom of the WP Loader form to delete these records from the WP Loader.

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Promoting Workpackages from WP Loader to Database

Once you have pre-validated your Workpackage records, you are ready to promote them to the
database. You can edit any part of the Workpackage while it is still in the WP Loader. After you
promote them to the database, you cannot change the WP Number or Type/Sub Type.
1. Click on the PreVal/Promote button.

2. In the Pre-Validation/Promote to IPMS Process dialogue box,

(1) Choose the Promote Process.
(2) Choose whether you want to promote only the records that you are loading or all
records (would include records loaded by other users).
(3) Click OK.

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3. A confirmation will appear. Click OK.

You may now view your loaded workpackages in the Workpackage header form
(PMTR1210).
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