Creating and Managing a Master Project
Managing cross-link project relationships
Working with a shared resource pool
Master Projects
Master projects can provide a consolidated view of multiple projects in one centralized project file. This can be useful when you are representing “program” information by pulling together multiple projects for that specific program or it can also be used for project resource leveling as well as reporting multiple project information.
NEW TERMS
Master Project A centralized project file that has projects inserted into it. Master projects can often be thought as Programs..
Sub-Project A project that has been inserted another project. Users can often multiple sub-projects entered into a master project. Sub-projects can represent phases of a Program or for managing ownership.
Consolidated Project A file that contains one or more inserted project files.
Link A connection made between original project files and copies of those files so that changes made in one can be updated in the other.
Consolidating Projects
To help you better manage multiple projects, you can create a project file called a consolidated project. A consolidated project provides a larger view of all of the projects that you are managing. This file can provide as much or as little detail as required. The consolidated project file can also contain linked or read-only versions of other project files.
Inserting a linked copy of an original project file enables you to quickly evaluate and control all projects from a single file. Any changes made to the linked copy in the consolidated project file updates automatically in the original project file. Likewise, changes made in the original file update automatically in the linked copy within the consolidated project file.
Linking Tasks Across Projects
When tasks are dependent on one another, either within a single project or across multiple projects, they can be linked. Linked tasks between projects can have any of the four dependency types, as well as have lag and lead time.
When a link is established with a task in a different project, a new task representing the linked task is established in both project files. If any changes are made to either file, the Links Between Projects dialog box can be used to accept the changes or delete the link.
Sharing a Resource Pool
When working with several different projects, there might be a need to use some or all of the same resources. When this occurs, there can be cross-project resource conflicts or over-allocation that are not identified until the overlapping task are underway.
To help eliminate resource conflicts across multiple projects, resources can be coordinated using a resource pool. A resource pool is a set of resources that can be used by one or several projects. When resources are shared from a common pool, scheduling conflicts can be identified immediately.
Resource Pool A project file that contains resources with their information which can be shared across multiple projects.
Creating Links to a Resource Pool
There are two methods to create a resource pool. One method is to create a new project file that contains only resource information and no tasks. Another method is to have an existing file serve as the resource pool or you could use the Master project and place the resources in there.
As a good practice you would isolate the resource pool so that it is only being used for resource centralization and all other projects will point to it for resources.
As changes are made to resource assignments in the projects sharing the pool, the pool needs to be updates. By updating the pool, the latest information is available to those projects sharing resources from the pool. If you do not have the ability to update the pool, any changes made to the sharer resource sheet are lost.
Managing Resource Assignments with Shared Resource Pools
In many instances, resources are assigned to several projects at the same time. By setting up a shared resource pool, you can consolidate multiple projects and identify resource over-allocations or resource conflicts across projects.
When you open a project, file share a resource pool, a dialog box will appear with several open options. The options to open a sharer file linked to a resource pool are described in the table below.
Options for Opening a Sharer File Linked to a Resource Pool |
|
Option |
Outcome |
Open the resource pool to see assignments across all sharer files |
Only the resource pool file and the specific sharer file requested opens |
Open the pool and all project files sharing the pool |
The pool file opens, and all the shared files are opened into a consolidated project file. |
Do not open other files |
If Actual Duration is entered, the field will be calculated. Calculates Actual Duration, Actual Work, and Actual Cost. |
Actual Duration |
Only the specific sharer file requested opens. |
Updating a Resource Pool Across Projects
When changes are made to a project file sharing a resource pool, the pool should also be updated to reflect those changes. When saving or closing a file, you are prompted to update the pool if you have not done so already. When working in a project file sharing the pool, the resource information can be updated in the file from the pool by refreshing the resource.
When you open a resource pool, a dialog box will appear with several open options as listed here.
Options for Opening a Resource Pool File |
|
Option |
Outcome |
Open the pool read-only, so that others can work on projects connected to the pool assignments across all sharer files |
Enables other users to update th pool while you are working |
Open the pool read-write so that you can make changes to resource information |
Prevents other users from making changes to the resource pool hile you have the file open. |
Open the pool and all other sharer files to see all tasks in all projects sharing the same resource. |
The pool file opens, and all the shared files are opened into a consolidated project file. |
Breaking the Link to a Resource Pool
You can break the link to a resource pool at any time. However, it is important to understand what happens when the link is broken. When the link is broken only those resources that are currently assigned to tasks are retained in the resource sheet of the sharer file. If no resources are assigned to tasks, regardless as to where or when the resource was added, the resource sheet is blank.
Once the link to resource pool has been broken, your project might reflect assignments to resources that are no longer available. The easiest way to resolve this issue is to use the search and replace feature.
This feature enables you to globally remove the unavailable resource and assign a different resource in its place. However, before using the search and replace feature, you should review the calendar of the new resource and confirm availability to prevent further conflicts.
Managing Cross Link Relationships
Creating cross project dependencies can be very powerful because they allow you connect tasks across projects. Often ownership of projects is separated but the dependencies still need to be represented. Dependencies can be created and deleted from multiple places including the predecessor and successor columns.
Projects can be part of a master or not and still take advantage of cross project dependencies. It’s also important to be mindful of project location as you create and manage these projects.