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Importing time phased data

Importing Time Phased Data into Cost that was calculated in another system.

You can import Time Phased Data into Cost if you have calculated the information in another system. The data must be structured to match the Cost control accounts and reporting periods. Cost, Hours, and Quantities can be time phased.

You can export Time Phased Data from Cost to understand how the data should be structured. When doing this, you might need to Spread Time Phased Data first from the bottom left menu. Importing updates Time Phased Data in the system, and marks the imported data as manually edited. See also Calculating time phased data in Cost.

Tip!

You can manually edit Time Phased Data if you are making small adjustments to a few fields. This may be quicker than building an import file.

Importing Time Phased Data

  1. Go to the Cost Worksheet.
  2. Click the Import Time Phased Data button on the left menu.
  3. Click Download Template.
  4. Complete the template and save it.
  5. Click Browse to find your saved CSV file.
  6. Select Delete all existing records and replace, if you want to use this data to replace any existing.
  7. Click Import.

The example below shows how Time Phased Data is displayed in Cost.

  1. The Import and Export Time Phased Data Utility
  2. Control Account
  3. Control Element
  4. Reporting Period on each row are used to identify which Reporting Period the data will be imported into.
  5. The budget, actual and forecast information shown in (4) are separate columns in the import file and can be imported as required.

Example Import file

The partial import sample below will update the first eight cost periods for:

  1. Control Account “5S.01.01” and  Control Element “Disposal”, and;
  2. Control Account “5S.01.02” and Control Element “Clearance”.
Control Account/Work Package CodeControl Element Category NameControl Element Category TypeControl Element Category TypeBaseline BudgetApproved Budget ChangesApproved Budget
[control
Account
Code]		[control
Element
Name]		[control
Element
Type]		[period][baseline
Budget]		[approved
Budget
Changes]		[approved
Budget]
5S.01.01DisposalCOST14136.36010000
5S.01.01DisposalCOST221715.91010000
5S.01.01DisposalCOST320761.36010000
5S.01.01DisposalCOST412806.82010000
5S.01.01DisposalCOST510579.54010000
5S.01.01DisposalCOST60010000
5S.01.01DisposalCOST70010000
5S.01.01DisposalCOST8000
5S.01.02ClearanceCOST11336.3601336.36
5S.01.02ClearanceCOST230201.82030201.82
5S.01.02ClearanceCOST3130830.010130830.01
5S.01.02ClearanceCOST4116129.990116129.99
5S.01.02ClearanceCOST515501.82015501.82
5S.01.02ClearanceCOST6000
5S.01.02ClearanceCOST7000
5S.01.02ClearanceCOST8000

Key considerations

  1. The import allows you to edit data in previous reporting periods for budget data types.  This is not allowed on the user interface.
  2. If you Export Time Phased Data to re-import later, you need to remove the N/A rows (unassigned) from the data first. 
  3. The system will ignore any columns on the import file it doesn’t recognize. However, if any columns it expects to be there are not there (see list below), it treats the values as ‘all zero’.
  4. The system treats empty fields as 0.
  5. If the imported time phased values do not sum to the related value in the system, the difference turns up in Unassigned. 
  6. If you skip one or more control account/ control element/ reporting period row, the system will not update the skipped rows.  While this is a useful feature, it may result in differences between the imported file and sum of items in the system.
  7. Actuals, accrued and incurred data is derived from direct Actuals or Contract Actuals from Payment Applications.
  8. Earned value comes from % complete calculations each reporting period.
  9. For each control account with any data imported, the system will mark these as ‘manually updated’. Control accounts with manually updated data will not be automatically re-calculated when running the Spread TPD utility, unless you select the Overwrite manually edited data.

Notes for key fields in import file

US English NameSystem field nameNotes
Control Account/Work Package Code[controlAccountCode]Valid Control Account code for the project
Control Element Category Name[controlElementName]Valid Control Element Name for the project
Control Element Category Type[controlElementType]One of three valid values: COST, QUANTITY, HOURS
Period[period]Maps to the Period Number under Cost Administration/ Project Data/ Reporting Periods.
Baseline Budget[baselineBudget]Note: The import allows you to edit data in previous reporting periods for budget data types. This is not allowed on the user interface.
Approved Budget Changes[approvedBudgetChanges]Note: The import allows you to edit data in previous reporting periods for budget data types. This is not allowed on the user interface.
Approved Budget[approvedBudget]Note: The import allows you to edit data in previous reporting periods for budget data types. This is not allowed on the user interface.
Late Approved Budget Changes[lateApprovedBudgetChanges]Note: The import allows you to edit data in previous reporting periods for budget data types. This is not allowed on the user interface.
Late Approved Budget[lateApprovedBudget]Note: The import allows you to edit data in previous reporting periods for budget data types. This is not allowed on the user interface.
Control Budget Changes[controlBudgetChanges]Note: The import allows you to edit data in previous reporting periods for budget data types. This is not allowed on the user interface.
Control Budget[controlBudget]Note: The import allows you to edit data in previous reporting periods for budget data types. This is not allowed on the user interface.
Remaining to Spend[remainingToSpend]Import ignores all values in previous reporting periods.
Earned Value[earnedValue]This column is ignored during import. NOTE: the reason it is listed here is the column is part of the import template.

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