Uploading Work Plan with Subphases

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Prerequisite for Importing Work Plan with Subphases

Ensure you have Subphases enabled in your Mosaic account. For more information on Subphases, see this Help Doc.

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Legacy Work Plan (without Subphases) Import

Documentation for the Legacy Work Plan (without Subphases) Importer can be found here.

While Mosaic can be used to create Work Plan, Work Plan can also be uploaded from tools to Mosaic for complete overviews on your team's current, past, or upcoming work

Part 1: Complete the File

To upload Work Plan via spreadsheets:

  1. Confirm either Mosaic Support or your Customer Success Manager have enabled the Work Plan upload tool on your account. To request this tool be added to your account, reach out to our team via [email protected]

  2. Next, download the Work Plan template here and fill out all the fields. You can find details regarding the fields and requirements below.

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It is recommended to use pre-existing projects and phases in Mosaic

It is possible to create and import new projects for your imported Work Plan during the import process. However, to help prevent any mistakes when importing, it is recommended to import/update Work Plan details into a project that already exists on Mosaic.

If importing into a pre-existing project then the names and numbers must match exactly as is on Mosaic. If they do not match exactly you may get error fields during the import process, indicating where the names do not match, or unintentionally create new projects.

Here is an overview of the details needed for each column:

FieldGuideExampleRequired
Employee NameFull Employee Name.

Notes: Only required if the Member does not exist in Mosaic.

If there are no matches, Mosaic will create a new Employee.
Bob SmithNo
Employee EmailEmail of employee.

Notes: This must match the existing employee email in Mosaic.

If there are no matches, Mosaic will create a new employee with the First Name, Last Name and Email.
[email protected]No
Unassigned Role NameRole of the employee.

Notes: Only required if Employee Email is not provided.

Entering only an Employee Role and no Employee Email will create an Unassigned work plan.

Enter an Unassigned Role only when assigning a work plan to an unassigned role.
ArchitectNo
PortfolioName of portfolio containing the project.

Note: This must match an existing portfolio in Mosaic.
Sample PortfolioYes
ProjectTitle of Project.

Note: This should match the name as is in Mosaic. This must match an existing Project Name + project number in Mosaic.
Central ParkYes
Project Ref#Project Reference Number.

Note This should match the number as is in Mosaic. This must match an existing Project Name + project number in Mosaic.
1234.00Yes
PhaseTitle of Phase.

Note: Phase Name is not required if the project does not have a phase yet.

However, if the Project does have Phases, you must provide a Phase Name + Ref. Num.
SurveyingYes
Phase Ref#Phase Reference Number.

Note: Phase Ref. Num. is not required if the project does not have a phase yet.

If provided, the Phase Name + Phase Ref. Num. combination must match an existing phase on Mosaic, or Mosaic will create a new Phase.
123Yes
Subphase 1Title of 1st Subphase Level.Concept DevelopmentNo
Subphase Ref# 1Reference Number of 1st Subphase Level.120No
Subphase 2Title of 2nd Subphase Level.Construction DocumentsNo
Subphase Ref# 2Reference Number of 2nd Subphase Level.300No
............
Subphase 9Title of 9th Subphase Level.Blueprint DraftingNo
Subphase Ref# 9Reference Number of 9th Subphase Level.14No
Work CategoryTitle of Work Category. Type of work being performed.

Note: If the phase has work category restrictions then this name must match one of the categories.
PlanningNo
Work Category Ref#Work Category Reference Number.B50No
Start DateDate the work will start/started.

Note: All dates must be in YYYY-MM-DD format.
2021-05-04Yes
End DateDate the work will end/ended.

Notes: All dates must be in YYYY-MM-DD format. End Date cannot be before the Start Date.
2021-12-04Yes
Total HoursTotal hours given to complete the project. Cannot be used together with "Hours Per Day".

Note: Only required if β€œHours Per Day” is not provided.
30Yes
DescriptionDescription of the work plan.Fall 2024 Work PlanNo

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Every Line Denotes a New Entry

For each individual in the Work Plan, create a separate line. If a person is assigned to multiple phases or work categories, each assignment should also have its own line. For example, if you're adding two people to a project with two phases, but only one person is working on both phases, the spreadsheet should display three data lines.

Part 2: Upload the File

  1. Navigate to the Planner page from the sidebar menu on the left, and select the 3 dot menu beside the "sort" button under Work Plan, as shown below:

  1. Make sure the Data to Import field is Work Plan. Click on the Upload button once it finishes loading.

  1. Select the file you would like to import using the file selector or drag and drop the file here. After filling in the first row, the other rows should auto-populate.
  1. For each of the columns, the software will try to auto-map the information that we need. You can also change the mapped columns by clicking the dropdown from your columns. It may take some time for the information to auto-populate in our field columns.

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Column Mapping Filters:

To streamline the mapping process, you can filter fields by a variety of factors. These include mapped vs. unmapped, required vs. optional, field errors, warnings, skipped rows, fields with formulas, SmartFill or QuickFixes. In addition, you can filter by field type, specific fields themselves or simply search for fields.

Select which columns to show

Select the column types

Select required/optional fields or specific columns by name

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Red Highlighted Rows

Any boxes that appear in red indicate there is no matching value on Mosaic or there is a typo for this cell. Please confirm if there is a typo, or if the value does not exist on Mosaic.

If this is a typo, you can update the value in the uploader in the "Our Column" section.

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Quick Fixes using Value Mapping:

Value Mapping allows you to associate the value with the correct option. You can choose from a list of approved options, which are set up in advance, and make these associations quickly and easily through a tool called the Value Mapping QuickFix.

  1. After you've confirmed the sheet is filled in correctly, click Continue. You may see a message like this:
1035

From here press Submit Data

  1. When the data is successfully uploaded, you will see see a message like this:

Part 3: Complete the Import

  1. Click done to close the modal. Under the Draft Import section, click on the Import button for the file that was just uploaded to review the import.

  1. New employees on the file will show on here. You can change their role by clicking on the dropdown.

  1. Change to All Members Imported View to see members linked with the existing members in Mosaic.

If you want to modify the member linked with existing, click on the member name and click select Alternate. Then select the member that you want to link or Import as New.

Once you are finished reviewing your Employees, click Continue.

  1. On this page, Projects, Phases, Subphases and Work Categories can either be linked with existing or imported as new.

  1. To link a project with existing, click the plus icon on the right side and select an existing project to link. Click Save.

  1. To link a phase with existing, click three dot on the mosaic phase, click link with existing phase.

Select the phase on the left side to link, click save.

  1. All linked projects will show in linked section. Once you finish reviewing, click Confirm Import on the top.

  1. Thats it! Once the file processing is completed, it will show in the Completed section. Please allow up to 24 hours for all Work Plan to finish populating on Mosaic.

PTO Work Plan

The process is the same as normal Work Plan, but since PTO project is a default project that is created by Mosaic, so you won't be able to find it in your projects or portfolios.

Here is the information you need:

  • Portfolio Name: default name is your company name
  • Project Name: default name is PTO
  • Project ID: no project ID on PTO project by default, but you can manually set an ID for it
  • Project Phase: PTO project has one default phase, but if your PTO project have multiple phases, make sure to specify which phase the work plan should be in.

Where to find this information?

  1. Go to Home > timesheet
  1. Click "Add Time Entry"

  1. Search for Time Off project in the menu.
  • Project Name: Time Off
  • Portfolio Name: The folder on top of the project name, should be your organization name.
  • Project ID: The number on top of the project (if any)
  • Phase Name: Under the project you can see 4 phases, these will be the phase names to put on the Work Plan.

"Vacation/Sick" is the default description of the project, this is not necessary when importing Work Plan.

What if I didn't see a project ID or I want to change the project name?

If you didn't see a project ID on top of your PTO project, this means it doesn't have one yet. But you can add a project ID to this project.

  1. Click on the project and select a phase (if any). This will create a time entry like below.
  1. Click the three dot and select view project info.
  1. You will see a modal like below. From here, you can add an ID to your project or change the project name if needed and just simply press save when you are done.

  1. You should see your project ID (and new name) appear on the top of the project now.

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Creating duplicates

If the email, project name/number, phase name/number, work category, start/end dates, and description match a previously existing Work Plan, then the existing Work Plan will be updated with the new Work Plan hours.

If the optional fields (eg. description, phase number) are omitted in both the original and new, this will count as matching.

Legacy Work Plan Import (without Subphases)

Overview

If you do not have Subphases enabled in your account, you can still use the Legacy Work Plan Import (without Subphases).

Mosaic currently provides imports for the following:

  • Work Plan

For other data types please see the guides for uploading into Mosaic, or get in touch with your Customer Success Manager for help.

Links to download import template:

Please review this carefully before uploading a data import file

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It is recommended to use pre-existing projects and phases in Mosaic

It is possible to create and import new projects for your imported Work Plan during the import process. However, to help prevent any mistakes when importing, it is recommended to import/update Work Plan details into a project that already exists on Mosaic.

If importing into a pre-existing project then the names and numbers must match exactly as is on Mosaic. If they do not match exactly you may get error fields during the import process, indicating where the names do not match, or unintentionally create new projects.

Here is an overview of the details needed for each column:

FieldGuideExampleRequired
EmailEmail of employee.

Note This must match the existing employee email in Mosaic.
[email protected]Yes
PortfolioName of portfolio containing the project.

Note This must match a existing portfolio in Mosaic.
Sample PortfolioYes
Project NameName of the project.

Note This should match the name as is in Mosaic, and should match project number.
Central ParkYes
Project NumberIdentifying project number.

Note This should match the number as is in Mosaic, and should match project name.
1234.00Yes
PhasePhase within the project being worked on.SurveyingYes
Phase NumberIdentifying phase number.

Note If added, this must match the provided phase.
123No
Work CategoryType of work being performed.

Notes If the phase has work category restrictions then this name must match one of the categories. If not then you can select any name.

This is only required if the matching phase has work categories.

If this is a new phase, or one that has no matching work categories, this field is not required.
PlanningNo
StartDate the work will start/started.2021-05-04Yes
EndDate the work will end/ended.

Note This cannot be before the start date.
2022-05-04Yes
Total HoursTotal hours given to complete the project.

Notes: This will be used to calculate the hours per day using the start and end date of the project, and cannot be used together with "Hours Per Day".

This is the default field for Work Plan hours. Hours Per Day is an alternative field to Total Hours.

You can replace the "Hours Per Day" column with "Total Hours".
30Yes
DescriptionDescription of the work Plan.Fall 2022 Work PlanNo

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Every Line Denotes a New Entry

For each individual in the Work Plan, create a separate line. If a person is assigned to multiple phases or work categories, each assignment should also have its own line. For example, if you're adding two people to a project with two phases, but only one person is working on both phases, the spreadsheet should display three data lines.