Macro manage projects

[JVargas]

I need some help or tips on how to macro manage all the projects in my office
into project. I am not looking to micro manage the projects into to project
2003 and input expenses and resources. However I am looking to develop a
schedule template where I can input all the projects that are currently going
on to see if we can combine certain aspects of each project.

 

[Mike Glen]

Hi JV,

Welcome to this Microsoft Project newsgroup

You might like to have a look at my series on Microsoft Project in the
TechTrax ezine, particularly #17 & 18 on Multiple Projects, at this site:
http://tinyurl.com/2xbhc or this:
http://pubs.logicalexpressions.com/Pub0009/LPMFrame.asp?CMD=ArticleSearch&AUTH=23
(Perhaps you'd care to rate the article before leaving the site,
Thanks.)

FAQs, companion products and other useful Project information can be seen at
this web address: <http://www.mvps.org/project/>

Hope this helps - please let us know how you get on

Mike Glen
MS Project MVP

 

[John]

I need some help or tips on how to macro manage all the projects in my office
into project. I am not looking to micro manage the projects into to project
2003 and input expenses and resources. However I am looking to develop a
schedule template where I can input all the projects that are currently going
on to see if we can combine certain aspects of each project.

JVargas,
It sounds like all you want to do is to develop a basic schedule (i.e.
no resources). I assume this is so you can develop a timeline of all
your projects and not worry about what they cost. If you are in a
business however I'm not sure how you get around the cost aspect, but
whatever.

You mention a template. That tells me there are several common elements
to each project, otherwise a template would not be appropriate. First,
lay out a schedule outline for your template. Enter task names,
duration, and links as appropriate between tasks to form a generic
schedule. Do NOT enter dates - Project will calculate those based on
duration and links. When it looks the way you want, save as a template.
The template can now be opened and modified as necessary for each of the
individual projects.

Once the individual projects are created and saved, I would create a
master file by opening a blank new project and then going to
Insert/Project and selecting each of the individual project files you
created. Hit "Insert" and you will have a dynamically consolidated
master. A master file is useful to see an overview of several projects
at once and can be used to review a project by project or combined
critical path.

For reference material you might want to take a look at fellow MVP, Mike
Glen's series of Project lessons and techniques. You can find a link to
Mike's lessons at:
http://www.mvps.org/project/links.htm

Hope this helps.
John
Project MVP

 

[davegb]

JVargas,
It sounds like all you want to do is to develop a basic schedule (i.e.
no resources). I assume this is so you can develop a timeline of all
your projects and not worry about what they cost. If you are in a
business however I'm not sure how you get around the cost aspect, but
whatever.

You mention a template. That tells me there are several common elements
to each project, otherwise a template would not be appropriate. First,
lay out a schedule outline for your template. Enter task names,
duration, and links as appropriate between tasks to form a generic
schedule. Do NOT enter dates - Project will calculate those based on
duration and links. When it looks the way you want, save as a template.
The template can now be opened and modified as necessary for each of the
individual projects.

Once the individual projects are created and saved, I would create a
master file by opening a blank new project and then going to
Insert/Project and selecting each of the individual project files you
created. Hit "Insert" and you will have a dynamically consolidated
master. A master file is useful to see an overview of several projects
at once and can be used to review a project by project or combined
critical path.

For reference material you might want to take a look at fellow MVP, Mike
Glen's series of Project lessons and techniques. You can find a link to
Mike's lessons at:
http://www.mvps.org/project/links.htm

Hope this helps.
John
Project MVP

I looked at this post and wasn't sure how best to help the OP. I
decided to follow it and see what others advised. I think Mike's and
your approach are excellent.
I would say that I agree with your comment about tracking costs in
general, but I teach my students to start simple and just track tasks
and critical path until they get the hang of it. After a couple of
projects, add resources and track them. Then add cost to the mix. Take
it in small steps. So in this circumstance, keeping just to the task
level seems appropriate to me. Just my 2 cents.

 

[John]

I looked at this post and wasn't sure how best to help the OP. I
decided to follow it and see what others advised. I think Mike's and
your approach are excellent.
I would say that I agree with your comment about tracking costs in
general, but I teach my students to start simple and just track tasks
and critical path until they get the hang of it. After a couple of
projects, add resources and track them. Then add cost to the mix. Take
it in small steps. So in this circumstance, keeping just to the task
level seems appropriate to me. Just my 2 cents.

Dave,
I think your approach is a good one - start simple and progress from
there. Unfortunately, companies don't always allow new users the luxury
of a decent learning curve - they expect immediate plans. Too bad,
because those type of plans often fail.

John

 

[davegb]

Dave,
I think your approach is a good one - start simple and progress from
there. Unfortunately, companies don't always allow new users the luxury
of a decent learning curve - they expect immediate plans. Too bad,
because those type of plans often fail.

John

Too many companies are perpetually behind, usually because of poor or
no planning, then rush everything to catch up, and only make things
worse. Taking the time to do things right is often considered a
"luxury" these days, one they can't afford.