Manage Projects With Integration of Microsoft Dynamics AX 2012 R2/R3 with Microsoft Project Sever 2013

Hello Readers, Bloggers

Hope you all are on a tremendous learning curve for all the exiting changes and features upcoming in AX 7, and So do I. Last few months have been busy with several of these initiatives and usual tasks.

Today, I will explain a familiar functionality that you might already know and might have used too in AX 2012 R3. It is the Integration of Microsoft Project Server Professional 2013 with Microsoft Dynamics AX 2012 R3.

If you are a customer of AX using or wish use the Microsoft Project extensively for managing the planning aspect of your projects and use AX for both managing and project accounting, the functionality just got easier in AX 2012 R3.

Until the AX 2012 R2 CU6 release, you always needed to specifically setup the integration between Microsoft Project Server and Dynamics AX under the System Administration module with all required parameters.

Starting AX 2012 R2 CU 7 and beyond and in the R3 release, this functionality is now made much simpler with the introduction of a new “Add-in” for Dynamics AX in Microsoft Project Server. This Add-in works pretty much like the MS Office(Excel and Word) add-in for Dynamics AX .

Note: Even though the specific integration setup functionality exists in versions CU 7 and more and also in R3, it will be ultimately deprecated.

First thing first, Some Prerequisites:

You need to make sure you have done the following.

  • Use Dynamics AX 2012 R2 CU7(Or above) Or Dynamics AX 2012 R3.
  • Install Microsoft Project Add-in when installing AX.
  • You must have Microsoft Project Professional 2013 or Microsoft Project standard 2010.
  • Share point foundation and server if you wish to take advantage of advanced integration functionalities.

Some Simple Setups:

  • In AX, navigate to Project Management and Accounting > Setup > Project Management and Accounting Parameters.
  • Under General tab, select the options and parameters to save Microsoft Project files. Refer to screenshot below.


All Set, Get going:

With this, you can start using the integration between Microsoft Project Server and Dynamics AX and sync data between the two systems. If you have the Project servr add-in properly installed and configured, you will see the Dynamics AX tab when you  open  a new project in Microsoft Project as shown in screenshot below.


Let us see some integration points between the systems and see how the 2 systems exchange project related data.

Integrate an existing and new projects between Project Server and Dynamics AX:

  • In the standard AX Demo data, let us test this with an existing project 00000094 – Recreation Systems under the USSI legal entity.
  • The screenshot below shows how the project and the WBS setup for this looks in AX.


  • You can now open the project of AX directly in Microsoft Project by clicking Open in Microsoft project button.


  • Alternately, you can Launch Microsoft Project application and click Dynamics AX > Open button to open a project from AX.
  • Select the Legal entity from the drop down in Microsoft Project.
  • This will automatically load the projects that are linked between the two systems.
  • You can select one from the drop down to load the project and associated details such as WBS, efforts etc onto Microsoft Project.
  • In this demo, I have selected the Recreation Systems project in Microsoft Project. Notice that system loads the project WBS automatically and the tasks are exactly same as shown in screenshot above.


  • Notice that Microsoft Project Server also loads the resources the workers that are scheduled for the tasks on the project in Dynamics AX and also shows the default project categories that are associated with each task of the WBS in AX.


  • Notice that in Dynamics AX, there is also an indicator on the Projects list page that shows a quick indicator to tell if the project of AX is liked with a project in the Project Server.


  • Let us just create a new project directly in Microsoft Project Server and Publish the changes back to Dynamics AX from within Project Server by creating a new project. Prepare the Project and the task breakdown in Microsoft Project and click Dynamics AX > Publish > Publish New Project.


  • Notice that the next screen will prompt you with the data fields to create a new project and this screen looks exactly similar to what we have in Dynamics AX.


  • Enter the details for the new project and Click OK button. This will publish the new project data from MS project into Dynamics AX.
  • Go back to AX and notice that the project is now created.
  • Similarly, you can also update existing projects.


Assign workers from Dynamics AX to projects in Project Server:

Another task that you can do with the integration of Project Server and Dynamics AX is view and assign workers from Dynamics AX in Microsoft Project. To do this, follow the steps below.

  • Open the Dynamics AX project in Microsoft Project.
  • Navigate to Dynamics AX Tab and click Add resources button.
  • You will notice that system will load the workers that are designated as project resources in Dynamics AX.


  • Select the workers you wish to add to the project as project resources in MS Project and click Add workers button. Note that, at this point this adds the workers as resources that can be assigned to tasks in MS Project, but it does not do any assignments yet.


  • On the MS Project, select the Task that you want to assign a resource and Open the Resource Name drop down. You will see all the resources that were added and are available.


Some of the other integration tasks that you can do with this functionality are,

  • Save and use WBS templates in Project Server and Dynamics AX
  • Integrate WBS on a project in Project Server and Dynamics AX
  • Assign Categories from Dynamics AX to tasks in Project Server

This was a high level overview of the integration functionality of Microsoft Project Server and Dynamics AX 2012 and various possibilities with it. I will leave you all to explore more and ask questions or share thoughts !!!

Till next time….Have a great Holidays all of you….

Sandeep Chaudhury 

Twitter | Linked-In | Facebook

One thought on “Manage Projects With Integration of Microsoft Dynamics AX 2012 R2/R3 with Microsoft Project Sever 2013

  1. Brillant piece of information Mr. Chaudhury, I had come to know about your web-page from my friend Harish, Chennai. I have read atleast 9 posts of yours by now and let me tell you, your webpage gives the best and the most interesting information. This is just the kind of information that i had been looking for and I would regularly watch out for the new posts! Thanx a million once again, Regards, AX consultant

Leave a Reply

Fill in your details below or click an icon to log in: Logo

You are commenting using your account. Log Out / Change )

Twitter picture

You are commenting using your Twitter account. Log Out / Change )

Facebook photo

You are commenting using your Facebook account. Log Out / Change )

Google+ photo

You are commenting using your Google+ account. Log Out / Change )

Connecting to %s