Migrate from ITM Platform to Asana

ITM Portfolio records map to Asana Portfolio. We preserve the Portfolio name, description, and status. Child Programs and Projects within the Portfolio are resolved by querying Asana's portfolio_items endpoint after the migration and linked to the Portfolio as project membership records. ITM's strategic alignment tags and KPI scores on Portfolio become custom text fields on the Asana Portfolio object.

ITM Programs have no direct Asana equivalent. We offer two approaches during scoping: map each Program to an Asana Team (which provides member management and team-level reporting) or map each Program to a top-level Asana Project with a 'Program' prefix in the name. The approach depends on whether the customer's Asana structure uses Teams for org-wide grouping or Projects for initiative grouping. We preserve the Program's description, dates, owner, and custom fields as equivalent fields on the destination Team or Project.

ITM Projects map directly to Asana Projects. The Project name, description, start_date, due_date, status (active/on hold/closed), owner, and budget fields migrate to Asana's name, notes, start_on, due_on, and custom fields. ITM's Project-level custom fields are extracted individually and mapped to Asana custom fields defined at the workspace level, then applied to the project via the custom_field_settings endpoint. The parent-child containment of Projects under Programs is preserved via the Asana Team or parent Project mapping chosen in the Program mapping step.

ITM Tasks map to Asana Tasks with parent-child relationships preserved via the parent association. We migrate task name, description (as Notes), start_date, due_date, status, assignee (via User email resolution), estimated_hours (as a number custom field or as a subtask with time estimate), and priority. ITM's custom fields on Task are mapped to workspace-level Asana custom fields applied to the parent Project.

ITM Subtasks are nested one level under Tasks. Asana has a flat Task model with a Checklist feature rather than a true Subtask object. We flatten ITM Subtasks into a Checklist attached to the parent Asana Task, preserving the Subtask name and assignee (noted in the checklist item text). For ITM Subtasks with their own due dates or custom fields, we convert them to child Asana Tasks with a visual section grouping or a naming convention (e.g., 'S: [subtask name]') to signal hierarchy.

ITM Milestones are standalone date-driven markers belonging to Projects or Tasks. We migrate them as Asana Tasks with a custom field 'Milestone' set to true, preserving the milestone name, target date, and owner. Where the milestone has no named owner in ITM, the milestone task is created with no assignee. We do not convert milestones to Asana's Section markers because Sections are not date-bound and do not appear in timeline or calendar views.

ITM Baselines capture schedule, cost, and revenue snapshots as an array per Project. Asana has no native baseline entity. We extract all baseline records per project, structure them as a JSON dataset attached as a custom field (large text) on the Asana Project, and deliver the full structured baseline dataset in a CSV export for the customer's admin to recreate in a separate planning or spreadsheet tool. We flag upfront whether the customer actively uses multiple baselines per project so we can confirm the dataset size before committing this approach.

ITM custom fields are entity-scoped (project, task, risk, purchase) key-value pairs. We extract each custom field definition (name, data type, options list for enum types) and create workspace-level custom fields in Asana via POST /custom_fields. ITM text fields map to Asana text, number fields to Asana number, date fields to Asana date, and enum fields to Asana enum with the options list preserved. Custom field values are set on each migrated record via PUT /tasks/{gid} with the custom_fields array.

ITM Risks are a distinct entity type with name, description, probability, impact, owner, and mitigation plan. Asana has no native Risk object. We extract all Risk records during migration and deliver them as a structured CSV with the original ITM Risk fields and a recommended Asana mapping column (Project name, Task name, or custom field bucket). The customer's admin recreates Risks as Asana Projects, Tasks with a 'Risk' tag, or a dedicated risk-management tool. We flag Risks with high probability or high impact during extraction so they can be prioritized in the rebuild.

ITM Purchases are a distinct entity type for procurement tracking linked to Projects, with fields for name, amount, vendor, status, and custom values. Asana has no native Purchase or procurement entity. We extract all Purchase records as a structured CSV and deliver it alongside the migration. The customer's admin recreates Purchase records as Asana Tasks with custom fields for amount, vendor, and status, or in a dedicated procurement tool integrated via Asana's API.

ITM Users are referenced by UserID across Tasks, Risks, Programs, and Projects. We extract the full user list (name, email, role, team membership) and match by email against the destination Asana workspace members. Any ITM User without a matching Asana User is flagged in the reconciliation report for the customer's admin to provision before record import. Inactive ITM Users are mapped to inactive Asana Users if the customer needs to preserve historical assignment records.

ITM Time Entries track hours logged against Tasks or Projects with date, hours, user, and description. Asana has no native time-tracking object in its free or Standard tiers; the Business tier includes a Workload view but not a time-logging feature. We migrate Time Entries as subtasks on the parent Asana Task with a naming convention (e.g., '[date] - [hours]h: [description]') preserved in the task name, or we deliver them as a structured CSV for import into a time-tracking tool such as Toggl or Harvest that integrates with Asana.

ITM Comments on Tasks and Projects are migrated as Asana Stories attached to the parent Task. We preserve the comment text, author name, and original timestamp. User mentions and rich-text formatting are stripped during transformation to plain text. Comment attachments (if any) are skipped per the ITM Platform API limitation on binary attachment export.