Joining plans treated as separate plans

D

Dmitry

Hello,
I put several project plans on one page. However, some of tasks were
rescheduled for later because all the tasks have As Late As Possible
constraints. Now I have slacks that I cannot get rid of. Looks like Project
combined all plans into a "single" plan and moves all possible tasks further
in time to the last possible date from ANY of the project plans. For example,
of two projects the first one (A) finishes in 3 months, the second one (B) -
in 1 month. Project A made the project B start as late as possible (not when
it is supposed to start). After I set a start date for the first task of the
project B I still have a slack between the 1st and 2nd tasks of the project
B. Both of the projects finish in 3 months.
How can I make Microsoft Project treat plans as separate ones on one page?
Thanks a lot in advance,
Dmitry
 
J

John

Dmitry said:
Hello,
I put several project plans on one page. However, some of tasks were
rescheduled for later because all the tasks have As Late As Possible
constraints. Now I have slacks that I cannot get rid of. Looks like Project
combined all plans into a "single" plan and moves all possible tasks further
in time to the last possible date from ANY of the project plans. For example,
of two projects the first one (A) finishes in 3 months, the second one (B) -
in 1 month. Project A made the project B start as late as possible (not when
it is supposed to start). After I set a start date for the first task of the
project B I still have a slack between the 1st and 2nd tasks of the project
B. Both of the projects finish in 3 months.
How can I make Microsoft Project treat plans as separate ones on one page?
Thanks a lot in advance,
Dmitry

Dmitry,
First of all a schedule plan that has every task constrained is not
really a schedule at all. And constraining them all for reverse
scheduling, (basically what you have with "as-late-as-possible"), can
make understanding the plan even more difficult.

There is nothing inherently wrong with having more than one "plan" is a
single Project file but depending on how it is set up, it may make it
more difficult to track and understand. As long as the tasks in each
project are not linked, (although all tasks within each separate project
SHOULD be linked if truly interdependent), there should be no
interaction between the schedule for each project.

However, it sounds like you are trying to control the dates and yet
expect Project to do a schedule for you. I suggest you re-plan both
projects so all constraints are removed. Use normal forward scheduling
(i.e. all tasks are queued to the project start date). Link tasks in
each plan in a logical sequence. If the start date of a particular task
is truly independent, then apply a "start-no-earlier-than" constraint.
It might be better to put each project in it's own file. You can always
create a master file to allow viewing both projects simultaneously.

Hope this helps.

John
Project MVP
 
J

Jim Aksel

You need a Master project with subprojects. Here's the easiest way to do it:

1. Open all the plans you want in the new master file.
2. Window/New Window...
3. Hold down the control key and select all the files you want to appear in
your new master.
4. Click OK.

A new file is created with all the project files *linked* into the new file.
Save the new file.

CAUTION: It is best to keep all the files in one folder, including the
master file. If you move any of these files, it breaks the "spell"

Method 2:
In a new blank project, Insert/Project...
The open file dialog box appears. Look carefully and you will see a check
box "Link to Project." Checking that box essentially does the same thing as
I described above. Repeat for each file you want in the master.
--
If this post was helpful, please consider rating it.

Jim Aksel, MVP

Check out my blog for more information:
http://www.msprojectblog.com
 
J

Jack Dahlgren MVP

Just an additional note...

Scheduling everything as late as possible makes it VERY likely that you will
not finish your project as planned. Any slip on any task will cause your
finish to slip as well. I have not yet seen a plan where every task occured
exactly as planned.

-Jack
 
J

Jan De Messemaeker

Hi Dimitri,

Regardless of the very good advice you got in the other replies, here's the
answer to your question
Tools, Options, Calculation, Check "Calculate Multiple Critical Paths"
HTH

--
Jan De Messemaeker
Microsoft Project Most Valuable Professional
+32 495 300 620
For availability check:
http://users.online.be/prom-ade/Calendar.pdf
 
D

Dmitry

Dear Jim, John, Jack and Jan,
Thank you very much for your answers.
I have been trying to use the Theory of Constraints concept in Microsoft
Project that uses ALAP constraint in scheduling (apparently you don't want to
pay for materials long before the work starts). They use several types of
buffers to manage uncertainty (feeding buffer, resource buffer and project
buffer are the most common) and are pretty successful in getting the work
done on time and schedule.
I guess the answer to my question is that I have to treat each task or chain
of tasks INDEPENDENTLY and set ALAP constraints to individual tasks. I have
been thinking it would be easier and less time consuming for me to have them
all ALAP constrained in the first place.
In the example below if all the tasks are ALAP constrained, the project B is
shifted and A and B finish at the same time. With all the tasks ASAP
constrained purchasing is done to early.

Project A 40 days Tue 14.10.08 Mon 08.12.08
design 5 days Tue 14.10.08 Mon 20.10.08
purchase 1, 2 10 days Tue 21.10.08 Mon 03.11.08 2
work 1 10 days Tue 04.11.08 Mon 17.11.08 3
work 2 5 days Tue 18.11.08 Mon 24.11.08 4
purchase 4 10 days Tue 14.10.08 Mon 27.10.08
work 4 5 days Tue 25.11.08 Mon 01.12.08 "6;5"
commissioning 5 days Tue 02.12.08 Mon 08.12.08 7

Project B 30 days Tue 14.10.08 Mon 24.11.08
design 5 days Tue 14.10.08 Mon 20.10.08
purchase 1 10 days Tue 21.10.08 Mon 03.11.08 13
work 1 5 days Tue 04.11.08 Mon 10.11.08 14
purchase 2 10 days Tue 28.10.08 Mon 10.11.08
work 2 5 days Tue 11.11.08 Mon 17.11.08 "16;15"
commissioning 5 days Tue 18.11.08 Mon 24.11.08 17

Best regards,
Dmitry

P.S. After some time Microsoft Project actually did what I wanted in the
example above (all tasks with ALAP constraints, no start dates set and the
projects started simultaneously - no shift of the shorter project). I cannot
figure out how this thing happened. This is crazy.
 
J

John

Dmitry said:
Dear Jim, John, Jack and Jan,
Thank you very much for your answers.
I have been trying to use the Theory of Constraints concept in Microsoft
Project that uses ALAP constraint in scheduling (apparently you don't want to
pay for materials long before the work starts). They use several types of
buffers to manage uncertainty (feeding buffer, resource buffer and project
buffer are the most common) and are pretty successful in getting the work
done on time and schedule.
I guess the answer to my question is that I have to treat each task or chain
of tasks INDEPENDENTLY and set ALAP constraints to individual tasks. I have
been thinking it would be easier and less time consuming for me to have them
all ALAP constrained in the first place.
In the example below if all the tasks are ALAP constrained, the project B is
shifted and A and B finish at the same time. With all the tasks ASAP
constrained purchasing is done to early.

Project A 40 days Tue 14.10.08 Mon 08.12.08
design 5 days Tue 14.10.08 Mon 20.10.08
purchase 1, 2 10 days Tue 21.10.08 Mon 03.11.08 2
work 1 10 days Tue 04.11.08 Mon 17.11.08 3
work 2 5 days Tue 18.11.08 Mon 24.11.08 4
purchase 4 10 days Tue 14.10.08 Mon 27.10.08
work 4 5 days Tue 25.11.08 Mon 01.12.08 "6;5"
commissioning 5 days Tue 02.12.08 Mon 08.12.08 7

Project B 30 days Tue 14.10.08 Mon 24.11.08
design 5 days Tue 14.10.08 Mon 20.10.08
purchase 1 10 days Tue 21.10.08 Mon 03.11.08 13
work 1 5 days Tue 04.11.08 Mon 10.11.08 14
purchase 2 10 days Tue 28.10.08 Mon 10.11.08
work 2 5 days Tue 11.11.08 Mon 17.11.08 "16;15"
commissioning 5 days Tue 18.11.08 Mon 24.11.08 17

Best regards,
Dmitry

P.S. After some time Microsoft Project actually did what I wanted in the
example above (all tasks with ALAP constraints, no start dates set and the
projects started simultaneously - no shift of the shorter project). I cannot
figure out how this thing happened. This is crazy.

Dmitry,
You're welcome and thanks for the feedback. I've never heard of the
"theory of constraints" but it sounds similar to "just-in-time"
scheduling and Project isn't really designed to schedule that way.

As far as being fearful that normal forward scheduling with no
constraints will cause parts to be purchased too early, if the vendor
lead time is known or at least based on historical data, the ordering of
parts task can be set up just as easily with forward scheduling.
However, it sounds like you figured out how to get what you want. Good
luck with your "scheduling".

John
Project MVP
 
J

Jan De Messemaeker

Hi John,

It's curious that a method with world-wide success, lots of positive
references, and invented in the US, is not generally known there.

TOC is not the same as JIT - only for the scheduling of purchases but that
is not the essence of the method.
The quintessence of the method is schedule tasks ASAP, do NOT overestimate
to include a buffer but keep your project buffer as a whole. And that was
absolutely right for MS Project - you had to set a deadline on the final
task beyond the scheduled finish and total slack was exactly the project
buffer Goldratt (the inventor of TOC) talked about. You manage your project
timing by controlling this total slack.

Unfortunately, like most SW labs, MS felt the need to change something,
anything, even if it's brilliant and responded to a market question. In
2007, when you add a deadline to the final task later that its finish, Total
Slack remains zero! In fact, deadlines later than finish date no longer
count in the scheduling engine...
So I'm back to recommending the Project 98 way of doing it... Add an extra
milestone with a MFO constraint of your deadline date to show Project
Slack..

Greetings,

--
Jan De Messemaeker
Microsoft Project Most Valuable Professional
+32 495 300 620
For availability check:
http://users.online.be/prom-ade/Calendar.pdf
 
J

Jack Dahlgren MVP

Dmitry,

Glad you got it working the way you wanted. There are a couple of third
party tools which integrate with project to handle theory of constraints
scheduling. Prochain is one I have experience with.

They include macros and forms to help insert and manage buffers.

You might want to take a look.

-Jack Dahlgren
 
J

John

Jan De Messemaeker said:
Hi John,

It's curious that a method with world-wide success, lots of positive
references, and invented in the US, is not generally known there.

TOC is not the same as JIT - only for the scheduling of purchases but that
is not the essence of the method.
The quintessence of the method is schedule tasks ASAP, do NOT overestimate
to include a buffer but keep your project buffer as a whole. And that was
absolutely right for MS Project - you had to set a deadline on the final
task beyond the scheduled finish and total slack was exactly the project
buffer Goldratt (the inventor of TOC) talked about. You manage your project
timing by controlling this total slack.

Unfortunately, like most SW labs, MS felt the need to change something,
anything, even if it's brilliant and responded to a market question. In
2007, when you add a deadline to the final task later that its finish, Total
Slack remains zero! In fact, deadlines later than finish date no longer
count in the scheduling engine...
So I'm back to recommending the Project 98 way of doing it... Add an extra
milestone with a MFO constraint of your deadline date to show Project
Slack..

Greetings,
Jan,
Thanks for the enlightenment. It's not the first time a very sound idea
was "invented" my an American but used primarily in another country.

Of course, it also shows how ill-informed I am :-(

John
 
D

Dmitry

Dear Jan,
This is exactly what happened. I just could not connect the "calculation"
with scheduling in my mind.
Thanks to everyone for the prompt feedback.
All the best,
Dmitry
 

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