1.0 to 2.0 Wrike Project Conversion

  1. Verification
  • Verify that course projects selected for conversion should indeed be converted
  • Verification done through IDDs, IDs, and stage of development confirmations
    • Stage of development confirmation: If a course has begun it's Review bucket of work, it should not be converted
  1. 1.0 Project Excel Backup
  • Export all information for every 1.0 Wrike project that will be converted
  • Export as an excel file
    • Filename format: "COURSECODE_1.0_backup"
  • Store on a shared google drive folder
  1. Create 2.0 Course Template
  • Duplicate from 2.1 course template
    • Or from 2.0 Course Template (w/ Design)
  • Place in PMO Dev Space>Builds>2.0 Builds
  • Remove tasks by checking what type of tasks/work was needed for the 1.0 dev
  • Add any unique tasks that might be present within the 1.0 project plan
    • Should be unique tasks in which work still needs to be accomplished on, anything already complete can ignored
  • A decision should now be made by the ID and IDD whether the project should follow a "Milestone-Driven" template approach or a "Task-Driven" template approach
  1. Create 2.0 Project Shells
  • Duplicate from the course template created in Step 3
    • Format for title of the copy: "COURSECODE"
      • The course title will now be entered into a custom field called "Title"
  • Place the copy in the pre-existing series folder
    • Format for task prefixes: "COURSECODE - "
  • Select "Copy Tasks"
    • Under "Copy Tasks" Select
      • "With description"
      • "With custom field values"
      • "Reschedule"
        • You can reschedule the course to start at the same time the 1.0 project data says that course started
  • Duplicate 1 project per course selected for conversion
  1. Create Unique Project Related Tasks
  • If possible, this should be done under step 3 when creating the template, however if unique tasks not contained in the 1.0 projects are noted during the conversion process, they should now be entered into the project plans
  • Tasks impacting all courses within the series should be stored within the certificate project
  • Tasks impacting course level development should be added under pre-existing milestone buckets if possible
  • If project is using the "Task-Driven" template approach, all new tasks should be tied into predecessor chain
  • All unique task additions should be driven by IDs, or sometimes IDDs
  1. Set Project to Project Dependencies
  • Set existing project development dependencies from course to course using the predecessor column, or the handle bar option, within the Gantt view of the certificate
  • If 2.0 projects are using "Task-Driven" approach more specific predecessors can be set
  • If 2.0 projects are using "Milestone-Driven" approach broad predecessors from milestone buckets within projects can be set
  • Cross project development dependencies should be determined by IDs
  1. Mass Assignments/Un-assignments
  • Once project dates/timelines are set, continue to ID team mass assignments
  • In list view filter for the following task roles one by one:
    • ID
    • IDD
    • IDA
  • Select "Mass Edit" and select all tasks for each one of the above roles
  • Select "Add Assignee"
  • Add appropriate production team member for each one of the above roles
  • Next go the 1.0 version of the projects
  • In list view, mass select all tasks in the project and select "Unassign from all"
  1. Add 2.0 Projects to "In/Development", Add Field Values, and Add Notes
  • Once timeline and assignments are set move 2.0 course projects to the existing cert project within the "In Development" folder
  • In the tableview of the cert project, sort by title, and match the field values from the 1.0 courses to the 2.0 courses
    • Fields to copy over values:
      • Owner (remove 1.0 version)
      • IDD (remove 1.0 version)
      • IDA (remove 1.0 version)
      • FCST Dates
      • First Section Start Dates
      • Faculty
      • Academic Unit
      • Program Type
      • MD
  • Next click in the project details view of each course and copy any notes that have been noted in either the description or comments on the 1.0 course project
  • Next paste them in the form of a comment in the 2.0 project
    • Include the following note:
      • "Project notes and updates contained in the description and comments on the 1.0 version of the [COURSECODE] project:"
  1. 1.0 Project Archived
  • Once all fields and notes have been copied to the 2.0 projects, the 1.0 projects can be archived
  • In the details view of each project, add the location "1.0 Project Backups"
  • Next remove the project from it's current certificate project

How did we do?

Field Population

Blocking Time Off in Work Schedule (Wrike)

Contact