SharePoint Integration with SAP & MS Project Server

TPG PSLink®: Convenient, Multi-Directional Data Sharing

Companies have a major need to integrate SharePoint with project management solutions like Microsoft Project Server (PPM), as well as with ERP systems like SAP, in order to share data between them.

  • In the first case, they usually need to synchronize project information with SharePoint lists or documents
  • In the second – ERP integration – they want to share master data, structures and cost or budget information

The following four use cases explain the customer needs – and further use cases are likely.

Integration of SharePoint with other systems such as SAP, Project Server, Project Online via TPG PSLink
Integration SharePoint with SAP

Use Case 1:
Managing Master Data in SharePoint and Sharing Them with Other Systems

One of the most frequent use cases is simple master data management in SharePoint. Examples from various customer projects include:

  • Relevant countries
  • Locations
  • Business units
  • People responsible
  • Customer-related data that is important for use in projects
  • Programs for selection within projects
  • Any reasonable category definition

Many companies also manage mapping tables with values from different systems (e.g. cost categories from SAP with cost resources from Microsoft PPM).

In some cases, SharePoint can act as a “stopover”. Here users can edit and add master data (e.g. project opportunities from Microsoft CRM or resources from Microsoft Dynamics AX) and update the data in other systems (e.g. Microsoft Project Server).

Using TPG PSLink Microsoft SharePoint Connector, this type of list can be read from the source systems and transferred to the target systems (e.g. lookup tables for Microsoft Project Server fields).

This also has a considerable advantage from the permissions perspective. The existing permissions for the relevant SharePoint sites and lists are sufficient, so there is no need to grant admin rights in the PPM or ERP system.

Use Case 2:
Tracking the Status of Work Packages in SharePoint

The completion of work packages is one thing, and timesheet reporting by project team members on them is quite another. The latter shows the hours people worked and helps calculate internal costs.

However, the posted hours do not necessarily show the completion status of a work package. Instead, the person responsible for the work package has to report separately on its completion status and provide other progress information.

This can be resolved by the TPG PSLink Microsoft SharePoint Connector, which can make work package information available in SharePoint. The data people enter in SharePoint can then be imported into the PPM tool or the ERP system.

Use Case 3:
Maintain Checklists in SharePoint and Link Them with Other Systems

Many projects are carried out based on stage-gate models, resulting in gates that need to be verified using checklists. Users must be able to check off all the relevant gate’s checklist points before they can move on to the next phase or the next step within a phase.

However, these checklists are not part of the project schedule plan. Although they are linked to the project plan milestones, they are still seen as separate lists. This can be resolved using TPG PSLink Microsoft SharePoint Connector, which delivers the following capabilities:

  • Using SharePoint templates, checklists for a project in the PPM or ERP system can be created and assigned automatically
  • They are updated with information from the project plan (e.g. milestone deadlines)
  • Checklist updates are synchronized with project milestones and phase-related fields in the PPM or ERP system (e.g. phase milestone marked as completed, change of status etc.)

This procedure can also facilitate the permissions process for people providing checklist feedback.

Use Case 4:
Consolidating Data from Various SharePoint Lists in SQL for SSRS Reports

Project-related data that goes beyond the actual schedules is often stored on a variety of thematic SharePoint sites. It is important to be able to collate this data to facilitate the production of an overview report.

The TPG PSLink Microsoft SharePoint Connector can collect and save this type of information in SQL tables, on demand and/or at specific times.

SharePoint Integration Using TPG PSLink – Key Benefits

Seamless integration of SharePoint with the overall PPM solution

Interlinking of all types of lists (in the sense of project or task details) via SharePoint (checklists, to-do lists etc.)

Add/assign documents from other sources

Easier master data administration

Better allocation of permissions for “simple” admin jobs

Eliminate multiple date entries

Collate information for reports

Adaptable to companies’ own processes

Extensive Configuration Options and Testing Mechanisms

TPG PSLink® ensures the consistency of data being shared across the systems involved.

Synchronization of Information from SharePoint:

SharePoint ObjectsData Sharing
Lists- Create, Read, Update, Delete
- Update lookup tables for SharePoint fields
Documents - Upload and download documents
- Document metadata

Compatibility: 

  • Microsoft SharePoint Online
  • Microsoft SharePoint 2016
  • Microsoft SharePoint 2013
  • Microsoft SharePoint 2010

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What is Microsoft SharePoint?

Microsoft SharePoint is a solution platform for website creation, team collaboration, document management and much more. It enables you to use almost any device to save, organize, approve and access information – all in a secure location. Microsoft SharePoint is the basis of a wide range of applications and apps, from Microsoft itself as well as from third party providers.