Migrate from Deltek Project Portfolio Management to Asana

Deltek Projects (top-level containers) map directly to Asana Projects. We extract project headers, status, billing type, and project manager assignment from both the Project List Export and the planning data CSV. Project name, start date, target end date, and description migrate as native Asana fields. Custom User-Defined Data fields export with the Project List Export and map to Asana custom fields by type (text, number, date, picklist). The Asana Workspace is the parent container; we create one Project per Deltek Project.

Deltek WBS elements are hierarchical numeric/text identifiers (e.g., 1.2.3.4) that drive cost rollup and earned value calculations. We map the top two WBS levels to Asana Tasks and lower levels to Subtasks, preserving the WBS identifier in a custom field wbs_code__c so that cost rollup totals compute correctly by summing task hours against the WBS parent. WBS-level rollup formulas require the customer's PMO to configure Asana custom rollup fields post-migration.

Deltek Resources (employees, consultants, equipment) export via the Planning Data Export CSV with utilization rates and billing rates. We map Deltek Resource IDs to Asana Members by email match, creating Asana workspace members for any resource that does not already have an Asana account. Utilization percentages and rate data migrate to custom fields on the member or project level. Equipment resources without email addresses are mapped to a placeholder member and flagged for the PMO to reassign.

Task-to-resource assignments from the planning CSV map to Asana Task Assignees. Assignment hours and dates migrate to Asana start date, due date, and a custom field planned_hours__c. Deltek's effort-driven vs. duration-driven scheduling nuances do not transfer; we treat all assignments as duration-based with fixed hours and let the Asana timeline view display the resulting dates.

Deltek baselines are stored as distinct published plan snapshots with schedule and budget curves. Asana has no native multi-baseline versioning. We preserve the current published baseline by creating custom fields on the Asana Project (baseline_start_date__c, baseline_end_date__c, baseline_budget_hours__c, baseline_budget_cost__c). If the customer requires multi-baseline retention, we document this gap and recommend a third-party Asana add-on or a manual snapshot procedure.

Deltek planned labor hours export from Planning Data Export in separate columns by cost type. We map these to Asana custom fields (planned_labor_hours__c, labor_cost__c) at the task and project level. Budget rollup to the project level requires Asana custom rollup field configuration, which the customer's admin sets up post-migration using the project-level aggregate of child task values.

Expense amounts from the Deltek planning CSV migrate as expense__c custom fields on tasks or projects. Deltek's expense categories (travel, materials, subcontractor) map to picklist custom fields. Expense budget vs. actual variance requires the customer to populate the actuals column post-migration or via a finance integration; we document the expected field names and the reconciliation procedure.

Consultant costs export as separate columns in the Deltek Planning Data Export. We map consultant costs to consultant_cost__c custom fields. Consultant rate agreements and contract ceiling amounts export from Deltek custom User-Defined Data and map to Asana custom fields or project-level notes. Consultant assignments migrate as Asana tasks assigned to the consultant member with the budget value attached.

Deltek User-Defined Data fields export with the Project List Export. We handle text, number, date, and picklist types. Picklist values require explicit mapping to Asana picklist options during scoping; there is no universal mapping from Deltek cost codes to Asana custom field values. We generate a field-mapping table during discovery, validate every picklist value against Asana's 255-character option limit, and pre-create all custom fields in the Asana Workspace before migration.

Deltek PIM exports documents in a folder structure mirroring the PIM pool. We extract the archive, reconstruct the project-relative folder tree, and attach files to their parent Project or Task in Asana. FileStream must be enabled on SQL Server for binary large objects to export; if not enabled, we extract PIM URLs and document the manual retrieval step. Asana's 250 MB per file limit and 100 GB total storage on Business plan accommodates most project document archives.

Deltek Risk registers export as structured data with probability, impact, risk score, and mitigation plan. Asana has no native Risk object, so we import risks as Tasks with a risk_flag__c checkbox, risk_score__c number field, probability__c percentage field, and mitigation_plan__c text field. Tasks are placed in a dedicated Risk portfolio for visibility. The customer rebuilds any automated escalation workflows in Asana Rules post-migration.

Deltek milestones export via the Project List Export with dates, names, and deliverables. We preserve milestone dates, names, and deliverables in Asana Milestone tasks. Flagged milestones and constraint types migrate as custom fields on the milestone task. Milestone dependencies are recreated using Asana's dependency feature or recorded in a dependency custom field if the Business plan dependency add-on is not enabled.

Deltek portfolio views in PM Compass map to Asana Portfolios. We extract portfolio membership from the Project List Export and create matching Asana Portfolios, adding each migrated Project as a portfolio item. Portfolio-level custom fields (total budget, total hours, risk count) require the customer's PMO to configure rollup fields post-migration; we document the expected structure and the Asana Portfolio API calls required.

Deltek's deeply customized cost code taxonomies (Billing Types, Indirect Cost Codes, WBS Cost Categories) have no universal mapping to Asana's standard schema. We generate a custom field-mapping table during scoping, map every non-standard Deltek cost code to an Asana picklist custom field option or create a new one, and validate budget rollup totals match post-migration to within 0.01% of the Deltek source totals. This is the highest-complexity object mapping in the migration and is scoped as a separate discovery workstream.