Migrate from Deltek Project Portfolio Management to Trello

Deltek Projects map to Trello Boards. Project name becomes Board name, project status (Active, On Hold, Completed) maps to Board visibility (Public for Active, Private by default) and a Status label. Project manager assignment migrates as a Board member with Admin role. We extract the project description and project-level custom fields from the Planning Data Export CSV and populate the Board description field, truncating at 512 characters if needed. Cross-project references (parent programs) do not have a native Trello equivalent and are documented in the gap inventory.

Deltek WBS elements map to Trello Lists within the parent Board. The WBS numeric identifier (e.g., 1.2.3) becomes the List name prefix. WBS hierarchy (parent-child relationships) is flattened into sequential Lists; Trello does not support nested Lists. We preserve the WBS parent-child hierarchy in a custom JSON field stored as a Board description update and in the gap inventory so the customer's PM team can recreate hierarchy in a Power-Up or external tool if needed.

Deltek tasks and work packages map to Trello Cards. Task name becomes Card title, task description migrates as Card description (markdown supported), and task status maps to List position within the parent WBS List. If a Deltek task has subtasks, we create Card checklists within Trello. Large work packages with more than 20 subtasks are split into multiple cards linked by a naming convention (e.g., Task 1.2.3a, Task 1.2.3b).

Deltek milestones map to Trello Cards with a Milestone label. Milestone name becomes Card title prefixed with MS:, milestone date becomes the Card due date, and milestone deliverables migrate as Card description. We create a dedicated Milestones list at the far-left of each Board and place all milestone cards there. Deliverables attached to the milestone in Deltek migrate as Card attachments.

Deltek Resources (employees, consultants, named resources) export from the Planning Data Export CSV with name, email, and utilization rate. We map each Resource to a Trello Board member invitation by email. Resource rate data does not migrate to Trello because Trello has no rate or cost field on member profiles. We document resource names and roles in the Board description for reference. If a Resource has no email in Deltek, we flag for manual member creation.

Deltek task-to-resource assignments (from the planning CSV) map to Trello Card member assignments. We resolve Deltek Resource ID to the Board member email mapped in the Resource step and assign the member to the Card. Assignment hours migrate as a checklist item with the assigned hours in the item name for reference; Trello has no native hours field on cards.

Deltek baseline schedule snapshots (start dates, finish dates, baseline hours) have no native Trello equivalent. We create a Baseline checklist on each Card titled 'Original Baseline' and populate it with the baseline start and finish date and total baseline hours as checklist items. Current schedule dates migrate as Card due dates. The customer's PM team reviews the baseline checklist against the original Deltek baseline report.

Deltek planned labor hours, expense amounts, and consultant costs from the Planning Data Export CSV do not map to native Trello fields. On Trello Business Class plans, we create a Custom Field group per Board with Planned Hours (number), Planned Labor Cost (number), Planned Expense (number), and Actual Cost (number) fields and populate them from the CSV. These fields are informational only; Trello does not roll up budget totals or compute variance.

Deltek PIM exports documents as a folder-structured archive. We reconstruct the project-relative folder tree and attach files to the corresponding Card based on the project and task context in the folder path. We use Trello's API to upload attachments up to the file size limit for the customer's Trello tier (10 MB on Free, 250 MB on Business Class). Files exceeding Trello's limit are documented in the gap inventory with original URLs preserved from the PIM export for manual retrieval.

Deltek User-Defined Data fields export with the Project List Export. We map text, number, date, and picklist UDD types to Trello Custom Fields on Business Class boards. Picklist values from Deltek become Trello drop-down Custom Field options. Any UDD field that references another Deltek record via a lookup (e.g., a custom dropdown referencing a cost code list) is documented as a manual-fill field in the gap inventory because Trello does not support cross-record lookup fields.

Deltek Risk registers export as structured data but Trello has no native Risk object. We create a Risk label (color-coded red) per Board and create Cards for each identified risk with the risk score, probability, and impact as Card description fields. High-severity risks are assigned a due date from the risk response deadline if present. The customer's PM team reviews the risk cards post-migration against the original risk register. This is not a full risk management system migration; it is a risk reference card migration.

Deltek's four-stage project lifecycle (Win, Plan, Execute, Analyze) and custom project statuses have no direct Trello equivalent. We map Deltek project status to Board visibility (Active projects become Public or Private Boards; On Hold projects become Private Boards with an On Hold label; Completed projects become Private archived Boards) and document the mapping in the gap inventory for the customer's admin to refine. Custom status values are preserved as Board description entries.