Migrate from Planview PPM Pro to Trello

Planview Portfolios are top-level containers holding Programs and Projects with portfolio-level financials and strategic alignment scores. Trello has no Portfolio object; we map each Planview Portfolio to a Trello Workspace and nest the corresponding Project Boards inside it. If the customer has a flat portfolio structure without Programs, we create one Workspace per Portfolio and use Board names prefixed with the portfolio name. Portfolio-level financials (total planned budget, total actual cost) are documented in a Board description field or migrated as a Card on an administrative board, as Trello has no native financial aggregation.

Planview Programs group related Projects under a Portfolio with program-level budgets, status, and owner assignments. Trello has no Program object. We map each Program to a separate Board and nest all related Projects as Boards within that Program Board workspace, or we use Board Labels to indicate program membership. The customer's PMO admin chooses the strategy during scoping. Program-level budgets and status are preserved as Board descriptions or as administrative Cards.

Planview Projects are the core work unit with status, start/end dates, priority, owner, budget, and strategic alignment. Each Planview Project maps to one Trello Board. The Project name becomes the Board name, start/end dates become the Board description or a Card titled Project Timeline, and priority is mapped to a Board Label (e.g., High, Medium, Low). The Project owner maps to Board Admins. If the destination is a Free Trello plan, Power-Ups including custom views are limited, and we scope this constraint during discovery.

Planview Tasks belong to Projects carrying start/end dates, percent complete, assignees, dependencies, and effort hours. We migrate each Task as a Card on the corresponding Project Board, placing it in a List that maps to the task status (e.g., To Do, In Progress, Done). Dependencies are documented as a checklist item titled Dependencies rather than enforced links, since Trello Free and Standard do not support native dependency management. Percent complete is noted in the Card description. If the destination is Trello Standard or Premium, Card dependencies can be enabled via the Card Peek power-up.

Planview Resources represent people or roles with capacity, skills, and utilization data. We map Resources to Trello Members at the Workspace level and add them as Members on the Boards and Cards they are assigned to. Resource availability calendars and capacity data do not map to any native Trello object and are documented in the Card description as a text field or converted to a checklist. Role-based resources (e.g., Developer, Designer) are noted in the Card Labels. Department and cost-center mappings from PPM Pro are stored as Card Labels or Custom Fields if the destination is a paid Trello tier.

Planview Time Entries record hours logged against Projects and Tasks by Resources with dates, hours, and cost codes. Trello has no native time-tracking object. We convert time entries to a structured entry in the Card description (e.g., 'Time Entry: John Doe — 8.0h — 2025-03-15 — Cost Code: DEV') or as a checklist item. If the customer uses a Trello Standard or Premium plan with a time-tracking power-up, we configure that during setup. Time entry data cannot be aggregated in Trello without a third-party integration. We flag this gap explicitly in the migration scope.

Planview Demand Requests capture project intake before formal approval with requester, estimated effort, priority, and status. Trello has no demand-management object. We create a dedicated Intake Board with Cards representing each Demand Request, using Card Labels to map request status and priority. Approved requests map to Project Boards created during the migration. Rejected or on-hold requests are marked with a Card Label and remain on the Intake Board.

Planview PPM Pro supports User-Defined Fields of type Text, Number, Date, and Dropdown on Projects. On Trello Standard and Premium, we re-create these as Custom Fields on the Project Board. On Trello Free, we map Dropdown UDFs to Labels with matching names and Text/Number/Date UDFs to Card descriptions with a formatted prefix (e.g., 'UDF_CostCenter: Finance'). We handle attribute-level data type mapping and flag any UDFs that reference inactive users or deprecated values during scoping.

Planview User-Defined Fields on Tasks follow the same mapping strategy as Project-level UDFs: Standard and Premium Trello plans receive Custom Fields; Free plans use Card Labels and description fields. Dropdown UDFs on tasks map to Labels with defined colors. We preserve the original UDF definitions in the migration inventory document so the customer can validate that all field values transferred correctly.

Planview Project-level budget records include planned cost, actual cost, labor cost, and expense line items. Trello has no native financial tracking. We map budget data to Trello Custom Fields (Number type) on the Project Board if the destination is a paid tier, or to formatted Card descriptions. We flag currency mismatches during scoping and document the original budget figures in the Board description. Multi-level budget hierarchies (labor vs. expense vs. capital) are flattened into a single formatted description field.

Planview User records include name, email, role, and active/inactive status. We export the full user roster and map active users to Trello Workspace Members. Owner assignments on Projects map to Board Admins; Task assignees map to Card Members. Inactive Planview users are mapped to Trello Members but added as Guests if they need read-only access to specific Boards. Role-to-permission translation depends on the Trello plan tier; Standard and Premium support more granular Workspace-level permission controls.

Planview PPM Pro does not expose a public attachment download API, so we cannot programmatically retrieve file attachments stored against Projects and Tasks. We document every Project and Task record with an attachment, producing a manifest that lists Board name, Card name, file name, and file size. The customer's team manually downloads from Planview and re-uploads to the corresponding Trello Card. We provide the manifest as a structured CSV and a step-by-step re-upload guide as part of the migration handoff package.