Master and subprojects - predecessor links

[Anton du Plessis]

Hi there

Can anyone please tell me how to keep predecessor links to
subprojects relative and not absolute? Ie, not
\\machine\folder\file.mpp\linked_task but only
file.mpp\linked_task. I want to be able to copy and move
the file, without the links being broken.

Appreciating anyone's help,

Anton du Plessis

 

[Rob Schneider]

Hi there

Can anyone please tell me how to keep predecessor links to
subprojects relative and not absolute? Ie, not
\\machine\folder\file.mpp\linked_task but only
file.mpp\linked_task. I want to be able to copy and move
the file, without the links being broken.

Appreciating anyone's help,

Anton du Plessis

There may be other ways to deal with this default behavior in Project,
but the way I over-come this problem is to store the project data in
Microsoft Access mdb file and then use ODBC to access the projects.
Project uses the ODBC names to link tasks, not file names.

1. Withe File/Properties menu, give each file a good title. This
2. save all the projects files into Microsoft Access mdb files. (For a
given project I tend to put all master and subproject files into the
same mdb file; although, that isn't totally necessary.). Each project
will take on the name defined for it in 1 above
3. create a ODBC link to the mdb file
4. in Project open the files via ODBC.

Then when you cross link between project's, Project will remember the
ODBC name, not the file name.

This enables you to put the MDB file wherever you want ... all you need
to change is the ODBC DSN "pointer" to this file and all links internal
to Project work no matter where in the file system the mdb file is located.

I find this technique works well for moving the file around amongst
various people's computers, and from file server to/from laptop.

 

[Anton du Plessis]

Hi Rob

Thanks a lot.

I suppose there is no way to easily change a master
linking to 10 or so subs to work this way? I was hoping
for an export function or something like that. It is
essential that the subs stay independent.

(The files are interlinked in at least 250 places, which
makes it a bit difficult..)

Regards,

Anton

 

[Rob Schneider]

I guess what I would try is doing some global search/replaces in the
successors field. Or write a macro which runs through the links
changing old for new. Since the task ID's remain unchanged it's only a
matter of changing the text one "left" side of the task id, wouldn't it?

 

[Anton du Plessis]

Hi Rob

The plot thickens..

The scenario is as follows:
- 1 Master project plan
- 14 Sub project plans
- Pretty complex, as I'm sure you've gathered
- I'll do the ODBC thing
- However, the project work is done at two remote
locations, one of which doesn't have access to the LAN
where the mpp's are stored

In your opinion, would it be possible to do what you
advised but via the Internet? Would we be able to view
and update the project plan in this way?

Call me an optimist, but I do think that it will be
possible. Any idea on resources I can consult on how to
do this?

Regards,

Anton.

 

[Rob Schneider]

Hi Rob

The plot thickens..

The scenario is as follows:
- 1 Master project plan
- 14 Sub project plans
- Pretty complex, as I'm sure you've gathered
- I'll do the ODBC thing
- However, the project work is done at two remote
locations, one of which doesn't have access to the LAN
where the mpp's are stored

In your opinion, would it be possible to do what you
advised but via the Internet? Would we be able to view
and update the project plan in this way?

Call me an optimist, but I do think that it will be
possible. Any idea on resources I can consult on how to
do this?

I'm quite sure it can work just fine for you, but there is a caveat: you
have to define what "via internet" means and design your system and work
process accordingly.

For example, what comes to mind immeidiately is the following:

1. For all 14 subprojects, all sites, design a "standard" for ODBC DSN
names and Project Title "property", and which files go into which MDB
(not MPP) files. Probably can consolidate to 2 MDB files ... one for
aeach site (assume you have two sites).
2. Implement this standard on all 14 subproject plans (changing to the
new link names) and redistribute the MDB files out
3. The people at the "remote" site without LAN access can put the MDB
file wherever they want ... their own LAN on on desk of a stand-alone
user. The *key* is to use the standard ODBC DSN names (step 1). People
in office(s) with LAN access access via the ODBC name (not file name)
which then allows to be located wherever they want to be, and
independant of task linkages inside Project.
4. At scheduled intervals, they take a copy of the MDB file, zip it,
and then email to the central location. At central location they unzip
it and put it into position wherever they want, pointed at by the
"standard" ODBC DSN. This received file, along with the MDB file(s)
stored locally, are then viewed/analyzed via the Master.

You have to realize you are having "snapshot" copies and you have to
work through the work process used to ensure people know what version of
what they have. It's not difficult and with a little care can be made
work easily. The alternative is to spend a lot of money on extra
bandwidth on the network to make the remote office part of the "LAN" ...
only you can judge the economics of that but my hunch is that's not
warranted.

Also consider what parts of the work process you can automate, e.g. the
movement of files on an appropriate interval (daily, weekly, etc.)

I know all this may sound daunting, but if you give it a try you'll see
how it all pulls together.

 

[Anton du Plessis]

Hi Rob

Thanks so much for the time you've taken to answer me.

Regards,

Anton.

 

[Ed Kilner]

Anton, I have the solution you need. It has been working for a similar sized
issue for 6 months and no problem. I have a set of folders set up on a
shared drive on a LAN. Keep the path as short as possible. Like:

S
..Proj X
..Master
...Master.mpp
...Eng
....Eng.mpp
...Ops
....Mtl.mpp

and so on. Do the links. You may have to resolve the "File not Found"
messages if transfering files, but as you will see, just once.

Now, this folder structure is the key. I get an updated schedule every week
and it comes without links. Drop it into its folder with the same file name,
overwriting the old. Open up all files. Save workspace to make this easy
next time.

Now, use Winzip to make an archive with the files. Use the option to
"Recurse Files" [corporate version]. I am using ver 8.1 at home and it does
not have the same switch. The trick is to look for the storing of the full
path name in the archive.

Now send the archive to another location, like a laptop. When the files are
unzipped, the folder structure will be copied. Since MSP 2000, the relative
addresses will be sorted out! Works! The remote location will have a working
set of files.

Now, when you have all the files open, use Window/new window to make one
more file and select all the other files. Save it as the Master Rollup file.
When you do critical path analysis make sure all files are open and use this
master file with the Critical filter. Only when all the other files are open
will you get the right critical path. You can try this with a three file
set; you need the span from earliest task start to latest task finish (no
MSO or MFO constraints either) to get the right total slack numbers.

Enjoy.

--
Ed Kilner, P.Eng., PMP

(e-mail address removed) (416) 822-4835

Project Solutions Unlimited www.psu.ca

 

[Rob Schneider]

Ed Kilner wrote:

*snip*

unzipped, the folder structure will be copied. Since MSP 2000, the relative
addresses will be sorted out! Works! The remote location will have a working
set of files.

*snip*

Ed,

I didn't realize (or even look for) the relative addresses to have been
sorted out in latest versions of Project (as I slap my forehead).
Thanks! Avoids requireing use of the ODBC linkage approach, which also
worked, but hard to get ones' head around sometimes.

Thanks!
rms

 

[Ed Kilner]

You are welcome.

--
Ed Kilner, P.Eng., PMP

(e-mail address removed) (416) 822-4835

Project Solutions Unlimited www.psu.ca