Migrate from Kantata Professional Services Cloud (formerly Mavenlink + Kimble) to Microsoft Project

Kantata Workspaces (OX) and their equivalent Project containers in SX map to Microsoft Project as the top-level project record. We extract Workspace name, status, start/end dates, description, and archived flag. Workspace-level custom field values migrate as Microsoft Project custom fields (if Project Plan 3 or 5) or are documented as a manual field map for the customer's admin to enter post-migration. Microsoft Project does not support multi-workspace portfolio views natively; we deliver a SharePoint or Project Online site map documenting how each migrated project should be organized.

Kantata Tasks (OX) and Stories share the same underlying object and map directly to Microsoft Project tasks. We preserve parent-child nesting, WBS numbering (noting that Kantata's New Task Tracker WBS display can misfire at deep nesting levels per 2022 release notes), start and finish dates, percent complete, and task-level notes. We flag any task without a valid start or finish date as a scheduling gap requiring manual entry in Microsoft Project.

Subtasks attach to parent tasks in Kantata and inherit some parent-level fields. We preserve the hierarchy as outline indent levels in Microsoft Project. Where Kantata's WBS numbering misfires at deep nesting (documented as a known bug in the New Task Tracker), we regenerate the WBS path during transform and flag affected records in the migration report. Subtask-level custom field values migrate alongside their parent task record.

Kantata internal users map to Microsoft Project resources. We extract user name, email, and role assignment. Contractors and external talent from Kantata's Talent Network migrate as resources with their role designation preserved. Resource types (material vs. work) map from Kantata's resource type field. Microsoft Project requires a Project Online or Project Server resource pool for cross-project resource management; we document the resource pool structure in the migration output.

Kantata Resource Assignments link a User to a Task within a Workspace and carry allocated hours, role, and billing rate. We map these to Microsoft Project task assignments with hours preserved where Project allows. Note that Microsoft Project does not store billing rate or cost-per-role at the assignment level unless the resource has a cost rate table configured; we document which assignments had non-default billing rates in Kantata for manual entry into Project's resource sheet cost tables.

Kantata time entries record billable or non-billable hours against a task or project. We extract time entry date, hours, user, and billable flag and write actual work hours to the corresponding Microsoft Project task assignment. Non-billable hours write to a separate custom field (ms_project_nonbillable_hours__c) rather than actual work to prevent distorting project cost calculations. Microsoft Project's timesheet model is simpler than Kantata's; we document any time entry without a matching task or user as a reconciliation gap.

Kantata Groups organize workspaces into portfolios and carry their own custom fields. We map Groups to SharePoint document libraries or Project Online sites for folder-based organization in Microsoft 365. Group-level custom field values require a separate API call scoped to WorkspaceGroup and migrate as metadata on the corresponding SharePoint folder if available in the destination plan tier.

Kantata SX workspaces carry Salesforce external references linking project records to CRM Opportunities and Accounts. These references are not importable into Microsoft Project and do not have an equivalent construct. We document every external reference found during extraction so the customer's admin can re-establish the Salesforce link through a different integration mechanism (Power Automate flow, third-party connector) post-migration.

Kantata Estimates and Scenarios model supply-and-demand compositions with role-based resource forecasting and margin projections. Microsoft Project does not have an equivalent scenario modeling feature. We export all active and historical scenarios as a written reference document with role counts, hours, and margin projections so the customer's admin can use them as manual input for future project planning in Microsoft Project.

Kantata's billing module stores invoices, milestone triggers, expense codes, and billing rates tied to workspaces and resource assignments. Microsoft Project has no billing or accounts-receivable module. We extract invoice headers, line items, and payment status as a written reference document for manual entry into the customer's accounting system (QuickBooks, NetSuite, Sage) or for reconciliation purposes. We preserve the invoice-to-project linkage as a custom field (kantata_invoice_ref__c) on the migrated project record.