Migrating and Copying Projects

At times, a project may need to change process models. For example, when a concept or idea project has been approved and needs to move to a process model that contains the development process. In this case, Process Managers can transfer all the data gathered through deliverables and activities in idea portions of the project to a new project that also contains the additional stages and gates that take the project through the development and release process.

Important! Publishing older versions of a document that was included in a project migration or copy, or uploading a document that was downloaded from a source project into a new project, can update metrics in projects related to the source project, not the newly created migrated project. After a project is migrated, document owners should download the template or the latest version from the new project, refresh the data and update the project system ID references as necessary, and upload the document to the new project.

Process Designers create the migration maps required for project migration, and Process Managers with Migrate Project rights can migrate and copy projects. Prior to migrating projects, Sopheon recommends reviewing Criteria for Successful Project Migration.

To receive an email notification about a project created through migration, subscribe to the When a project is created through copy or migration email notification in your user profile.

To migrate or copy a project:

1. Display the project.
2. Click in the upper right corner of the page and select Migrate or Copy.
3. In the Migration Map field, select the map to use for migration purposes.

Copying a project is the same as migrating a project. Select a migration map that uses the same process model as the original project when creating a copy.

4. Complete the following information to identify and describe the new project:

Field	Description
New Project	Enter a name, up to 64 characters long, which identifies the new project.
Project ID	If prompted, enter an ID that displays on the project header and in reports. Note:  The process model configuration, or a system parameter, determines if you can enter a project ID when creating a project. The configuration may be defined to generate the ID based on a metric value or sequentially as projects are created.
Description	Enter a description of the purpose or nature of new project. This description helps other users identify the project throughout Accolade.

5. In the Project Manager field, click Select and select the leader for the new project.

• If Project Manager required on create is set at the model level, a project manager must be selected when creating the project.
• If a default manager is set at the model level, you cannot select a manager when creating the project. However, you can change who is assigned to the project after the project is created.
• If a selection is not required at initiation and you create a project without designating a Project Manager, one can be selected later in the project's header.

6. Select the Project Manager can manage team option if the selected user has the ability to assign, remove, and replace members of the project team.

• If the selected user has the Project Manager user role but does not have Process Manager or Idea Manager with Manage Team rights, the selection made here overrides the Manage Team rights for that user for this project.
• If the selected user is a Process Manager or Idea Manager with Manage Team rights for the project's access group, this option is selected and disabled.
• If the project manager should have all other project management abilities except for managing teams, leave the option cleared.

7. Complete the following details about the new project:

Field	Description
Next Stage or Next Gate	If prompted, enter the next stage or gate for the new project.
Access Group	Select the group that determines which users have access to the new project. Your management rights allow you to create projects in access groups that are enabled for selection in the list.
Security Lists	If security lists are in use, select the check boxes in every list to specify which users have access to this project based on security list settings.

8. Select what aspects of the original project to copy to the new project.

Field	Description
Retain project team	Select this check box if you want to move the current project team with the current document assignments, to the migrated project. If you do not retain the team, current and future document assignments are deleted. If you are migrating a project that has extended edit rights enabled for team members, the new project's process model must have Extend project edit rights selected in order for the team members to have these rights in the new project.
Retain project history	Select this check box to include the original project's history in the new project.
Copy project links	Select this check box to add the original project's related project links, including links created with link rules and manually-created links, to the new project. Links that are not valid for the new project are not copied.

9. To close the original project, select the Close source project check box and enter any optional notes in the Source Project Close Note field to attach to the original project.
10. (Optional) In the Remarks field, enter any additional information about the project migration or copy.

This information is accessible through the Reason field in the RVP_ProjectMigrationHistory reporting view.

11. If defined for the project, enter the appropriate metric values for the new project in the Metrics section.

    If metrics are defined with Track History then metric trends are created for project migration. See Tracking Metric Change History.

12. Click Continue to display a preview of the migration or copy.
13. Review the preview and click Finish to complete the migration or copy.

Notes:    If a workflow for a project deliverable is in progress when a project is migrated, the workflow is stopped. When you migrate or copy a project, all gates before the selected next gate in the migrated project are set to Go, and no reason is recorded for the decisions. To record a reason for each gate, select the first gate in the migrated project as the next gate and manually change each gate to Go and enter a reason. If the project does not migrate successfully, the Process Designer can create a target model that contains objects with names that match the objects in the source model. Some changes require that the migration map be deleted and re-created. See Project Migration Map Best Practices. If Accolade Innovation Planning is enabled, you can change the element type of a planning element by migrating its associated project to a model that has a class that is equivalent to the desired Type. Microsoft Project plans saved as document versions in the project are not included in the migration. Resource plans are not included in the migration.