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Importing and Distributing Work

George Britten Updated by George Britten

On many construction projects there is little connection between the master schedule and lookahead plans that the site actually follow. In addition to general confusion, this disconnect generates a load of unnecessary admin work: engineers building plans in silo without the benefit of the master plan, and planners wasting time structuring plans and project data looking for information to update their master schedule.

You can import data into Aphex from your master schedule to really tighten the connection between the two levels of planning on your project. Engineers and the delivery team still control and own plans but have the benefit of a skeleton of work that can be broken down. Planners can understand changes to the master schedule from short term plans as a consistent structure and unique identifiers exist across both plans.

Before importing data you'll want to check that your project has been adequately set up.

Import Workflow

Starting an Import

  1. You can access Imports using your sidebar.
  2. From the Imports page, click the Import Data button to begin the simple 5-step Import workflow.

Step 1: Upload

Drag and drop or browse and upload your .XML file containing project data to be imported.

Step 2: Custom Filter (Optional)

If you decided to create a custom filter in your master schedule, select the user defined field and value from the two drop-down lists.

Step 3: Time-frame

With plans and site evolving every day, Aphex minimises potential divergence of plans by allowing a time range restricted dataset to be passed from master schedule to short-term plan.

Select a time-frame of data to import from 4 weeks, 12 weeks, All future and All past and future. You'll see how many activities exist within these time-frames on your .XML file.

Most projects import 12 week periods

Step 4: Map Fields (Optional)

Here you can select your master schedule Work Breakdown Structure to be imported and assigned to activities in your lookahead.

If you decided to enrich your master schedule with data to customise your import process, here you can select your custom Owner, Subcontractor and Location user defined fields from the drop-down lists to be mapped to imported activities.

Step 5: Review and Import

The final step of the import workflow displays a summary of new data generated by the import. The date range of new data, and the number of tasks, WBS Codes, Owners, Subcontractors, Locations and Calendars created.

Finalise the import by clicking Import Data.

Distributing Work to the Team

If work was not assigned to an owner in Step 4 of the import workflow, you will find all imported activities in your Unassigned section of Project Data.

Here work can be edited and assigned to its rightful Owner. You can assign in bulk using the check-boxes on the left of the table, you can multi-select by holding the SHIFT key.

Once assigned to the team, work will be found in each user's Backlog, ready to be brought into the plan.

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