Optimal master and subproject organization

[Mark Dietrich]

Background: I am setting up the structure for a master project with 8-10
subprojects that will be inserted into the master (dynamically). I am using
MS Project Standard 2003 SP2 but am more than willing to upgrade to 2007 or
Project Server if it will solve some of my issues. It is for a large IT
Program that will need to incorporate the typical 5-6 phases;
Plan/Analyze/Design/Build/Implement/Operate
and typical streams of work based on a WBS;
PMO/QA/Functional/Arch/Config&Dev/etc

Challenge:
1. What is the preferred method for organizing the Program such that each
work stream has a single subproject plan to update each week that also allows
for a clear view by "phase" at the Master level?
Note: From what I have researched thus far my options are to have 5 plans
for each work stream covering each phase which is crazy to maintain OR create
some sort of customized field/view/grouping/filter that would allow a view to
be filtered by phase but I suspect implementing this would pose challenging
to say the least. Please provide alternatives I may not have thought of...
2. Is it possible to insert i) a subproject at a specified outline level
(ie. only level 3 and above)? or ii) a portion of a subproject but not the
whole thing (ie. a single phase)?

I am hopeful this is a common challenge but didn't see anything on the
discussion board other than how to use some customized fields as a work
around. Help please

 

[Jim Aksel]

We are working some DoD programs here, they are equally complex to what you
are explaining. We have project files devoted to functional Integrated
Product Teams such as Engineering, Systems Engineering, Test, QA. Each IPT
then has it's own indenture following phase and process.

The best advice I can give you is to make your schedule in accordance with
the processes followed by each IPT. This way, you have a Control Account
Manager married to a specific project file (although it doesn't always work
that way).

You can create as many custom views as may be needed using the custom
grouping features under "Project/Group By/Custom Grouping".

Check below for inline comments.
--
If this post was helpful, please consider rating it.

Jim
It''s software; it''s not allowed to win.

Visit http://project.mvps.org/ for FAQs and more information
about Microsoft Project

Background: I am setting up the structure for a master project with 8-10
subprojects that will be inserted into the master (dynamically). I am using
MS Project Standard 2003 SP2 but am more than willing to upgrade to 2007 or
Project Server if it will solve some of my issues. It is for a large IT
Program that will need to incorporate the typical 5-6 phases;
Plan/Analyze/Design/Build/Implement/Operate
and typical streams of work based on a WBS;
PMO/QA/Functional/Arch/Config&Dev/etc

Challenge:
1. What is the preferred method for organizing the Program such that each
work stream has a single subproject plan to update each week that also allows
for a clear view by "phase" at the Master level?
Note: From what I have researched thus far my options are to have 5 plans
for each work stream covering each phase which is crazy to maintain OR create
some sort of customized field/view/grouping/filter that would allow a view to
be filtered by phase but I suspect implementing this would pose challenging
to say the least. Please provide alternatives I may not have thought of...

****************
It is hard work at first, but worth it. Since you will be creating
customized Groupings, you can read about that in the help --- it's pretty
good. You will quickly discover you need to cross data from one table to
another in Project. AFTER you get a handle on the customized grouping you
can read how to enhance this accross tables of data by reading FAQ37 in the
site in my signature block.
***********

2. Is it possible to insert i) a subproject at a specified outline level
(ie. only level 3 and above)? or ii) a portion of a subproject but not the
whole thing (ie. a single phase)?

**********
Don't do that.

In closing, what we do is have one master and 8 inserted files that are
LINKED not inserted. Make sure this package of 9 files is always in the same
folder. Never rename the files.

We run into "Configuration Control" problems with the files because more
than one of us works on them at a time. Sometimes we accidentally overwrite
things. That causes a late night sometimes. Project Server would fix that,
but requires more overhead and IT costs than our program wants to pay for.
So, we live without it (quite nicely too).

Use a resource pool...

Write some macros to help you....

Do your earned value weekly.....

Don't let the CAMs manipulate the original files until they are good at
project and updating the task status.

A lot more I could say, here's a start.

***************

 

[Roger]

We are working some DoD programs here, they are equally complex to what you
are explaining. We have project files devoted to functional Integrated
Product Teams such as Engineering, Systems Engineering, Test, QA. Each IPT
then has it's own indenture following phase and process.

The best advice I can give you is to make your schedule in accordance with
the processes followed by each IPT. This way, you have a Control Account
Manager married to a specific project file (although it doesn't always work
that way).

You can create as many custom views as may be needed using the custom
grouping features under "Project/Group By/Custom Grouping".

Check below for inline comments.
--
If this post was helpful, please consider rating it.

Jim
It''s software; it''s not allowed to win.

Visithttp://project.mvps.org/for FAQs and more information
about Microsoft Project

Background: I am setting up the structure for a master project with 8-10
subprojects that will be inserted into the master (dynamically). I am using
MS Project Standard 2003 SP2 but am more than willing to upgrade to 2007 or
Project Server if it will solve some of my issues. It is for a large IT
Program that will need to incorporate the typical 5-6 phases;
Plan/Analyze/Design/Build/Implement/Operate
and typical streams of work based on a WBS;
PMO/QA/Functional/Arch/Config&Dev/etc

Challenge:
1. What is the preferred method for organizing the Program such that each
work stream has a single subproject plan to update each week that also allows
for a clear view by "phase" at the Master level?
Note: From what I have researched thus far my options are to have 5 plans
for each work stream covering each phase which is crazy to maintain OR create
some sort of customized field/view/grouping/filter that would allow a view to
be filtered by phase but I suspect implementing this would pose challenging
to say the least. Please provide alternatives I may not have thought of...

****************
It is hard work at first, but worth it. Since you will be creating
customized Groupings, you can read about that in the help --- it's pretty
good. You will quickly discover you need to cross data from one table to
another in Project. AFTER you get a handle on the customized grouping you
can read how to enhance this accross tables of data by reading FAQ37 in the
site in my signature block.
***********

2. Is it possible to insert i) a subproject at a specified outline level
(ie. only level 3 and above)? or ii) a portion of a subproject but not the
whole thing (ie. a single phase)?

**********
Don't do that.

In closing, what we do is have one master and 8 inserted files that are
LINKED not inserted. Make sure this package of 9 files is always in the same
folder. Never rename the files.

We run into "Configuration Control" problems with the files because more
than one of us works on them at a time. Sometimes we accidentally overwrite
things. That causes a late night sometimes. Project Server would fix that,
but requires more overhead and IT costs than our program wants to pay for.
So, we live without it (quite nicely too).

Use a resource pool...

Write some macros to help you....

Do your earned value weekly.....

Don't let the CAMs manipulate the original files until they are good at
project and updating the task status.

A lot more I could say, here's a start.

***************

I am hopeful this is a common challenge but didn't see anything on the
discussion board other than how to use some customized fields as a work
around. Help please

Guys hi,

I have a similar requirement so am monitoring this discussion.
As per quoted text -
"> In closing, what we do is have one master and 8 inserted files that
are

LINKED not inserted."

What type of linking is used - static or dynamic?
What are the practical implications of either type of link?
Regards
Roger

 

[Jim Aksel]

We use Dynamic Linking. Static linking requires a manual update when the
files open and leaves just one more thing to go wrong, IMHO.

As long as you diligently keep the files all in the same folder and never
rename them, all will be well. We've been running like this for about 2
years now and problems are few and far between. As I said earlier, usually
human error on overwriting current data.
--
If this post was helpful, please consider rating it.

Jim
It''s software; it''s not allowed to win.

Visit http://project.mvps.org/ for FAQs and more information
about Microsoft Project

We are working some DoD programs here, they are equally complex to what you
are explaining. We have project files devoted to functional Integrated
Product Teams such as Engineering, Systems Engineering, Test, QA. Each IPT
then has it's own indenture following phase and process.

The best advice I can give you is to make your schedule in accordance with
the processes followed by each IPT. This way, you have a Control Account
Manager married to a specific project file (although it doesn't always work
that way).

You can create as many custom views as may be needed using the custom
grouping features under "Project/Group By/Custom Grouping".

Check below for inline comments.
--
If this post was helpful, please consider rating it.

Jim
It''s software; it''s not allowed to win.

Visithttp://project.mvps.org/for FAQs and more information
about Microsoft Project

Background: I am setting up the structure for a master project with 8-10
subprojects that will be inserted into the master (dynamically). I am using
MS Project Standard 2003 SP2 but am more than willing to upgrade to 2007 or
Project Server if it will solve some of my issues. It is for a large IT
Program that will need to incorporate the typical 5-6 phases;
Plan/Analyze/Design/Build/Implement/Operate
and typical streams of work based on a WBS;
PMO/QA/Functional/Arch/Config&Dev/etc

Challenge:
1. What is the preferred method for organizing the Program such that each
work stream has a single subproject plan to update each week that also allows
for a clear view by "phase" at the Master level?
Note: From what I have researched thus far my options are to have 5 plans
for each work stream covering each phase which is crazy to maintain OR create
some sort of customized field/view/grouping/filter that would allow a view to
be filtered by phase but I suspect implementing this would pose challenging
to say the least. Please provide alternatives I may not have thought of...

****************
It is hard work at first, but worth it. Since you will be creating
customized Groupings, you can read about that in the help --- it's pretty
good. You will quickly discover you need to cross data from one table to
another in Project. AFTER you get a handle on the customized grouping you
can read how to enhance this accross tables of data by reading FAQ37 in the
site in my signature block.
***********

2. Is it possible to insert i) a subproject at a specified outline level
(ie. only level 3 and above)? or ii) a portion of a subproject but not the
whole thing (ie. a single phase)?

**********
Don't do that.

In closing, what we do is have one master and 8 inserted files that are
LINKED not inserted. Make sure this package of 9 files is always in the same
folder. Never rename the files.

We run into "Configuration Control" problems with the files because more
than one of us works on them at a time. Sometimes we accidentally overwrite
things. That causes a late night sometimes. Project Server would fix that,
but requires more overhead and IT costs than our program wants to pay for.
So, we live without it (quite nicely too).

Use a resource pool...

Write some macros to help you....

Do your earned value weekly.....

Don't let the CAMs manipulate the original files until they are good at
project and updating the task status.

A lot more I could say, here's a start.

***************

I am hopeful this is a common challenge but didn't see anything on the
discussion board other than how to use some customized fields as a work
around. Help please

Guys hi,

I have a similar requirement so am monitoring this discussion.
As per quoted text -
"> In closing, what we do is have one master and 8 inserted files that
are

LINKED not inserted."

What type of linking is used - static or dynamic?
What are the practical implications of either type of link?
Regards
Roger

 

[John]

Background: I am setting up the structure for a master project with 8-10
subprojects that will be inserted into the master (dynamically). I am using
MS Project Standard 2003 SP2 but am more than willing to upgrade to 2007 or
Project Server if it will solve some of my issues. It is for a large IT
Program that will need to incorporate the typical 5-6 phases;
Plan/Analyze/Design/Build/Implement/Operate
and typical streams of work based on a WBS;
PMO/QA/Functional/Arch/Config&Dev/etc

Challenge:
1. What is the preferred method for organizing the Program such that each
work stream has a single subproject plan to update each week that also allows
for a clear view by "phase" at the Master level?
Note: From what I have researched thus far my options are to have 5 plans
for each work stream covering each phase which is crazy to maintain OR create
some sort of customized field/view/grouping/filter that would allow a view to
be filtered by phase but I suspect implementing this would pose challenging
to say the least. Please provide alternatives I may not have thought of...
2. Is it possible to insert i) a subproject at a specified outline level
(ie. only level 3 and above)? or ii) a portion of a subproject but not the
whole thing (ie. a single phase)?

I am hopeful this is a common challenge but didn't see anything on the
discussion board other than how to use some customized fields as a work
around. Help please

Mark,
Jim makes some excellent points on how to handle large multi-faceted
projects. However, I'm not sure he addressed your second question
completely. Allow me to elaborate and also perhaps address Roger's
question.

There are two type of file consolidations in Project - dynamic and
static. In a dynamically consolidated master, each subproject is visible
at the master level and is linked to it, but the actual subprojects are
not actually part of the master. The master only contains pointers to
the actual subprojects. Dynamic consolidation is the default.
Subprojects can be inserted at any level in the master. For example, one
subproject can be inserted into another which is then inserted into the
master. Project can handle up to 1000 levels of insertion, although more
than a few levels of insertion will quickly become complex and difficult
to manage. Because subprojects are not actually part of a dynamic
master, it is not possible to insert only part of a subproject into the
master - It is all or none.

The other type of consolidation is a static master. In a static master
(created by unchecking the "link to project" box in the lower right of
the Insert Project window), each subproject is physically copied into
the master and therefore becomes a part of it. However, in a static
master the subprojects are no longer linked to their source file, hence
the master contains only a snapshot in time of each subproject. With a
static master, any portion of the subproject can be inserted into the
master. Simply insert the whole subproject and then delete the
subproject tasks that are not needed.

Hopefully this clarifies things a little.

John
Project MVP

 

[Mark Dietrich]

Thanks both Jim and John for your insights! It confirmed some of my
assumptions and gives me a foundation to work from. I definitely need my
solution to be dynamic. Updating static plans manually on a Program this
size would introduce too much overhead and sleepless nights.

Jim, I will dig deeper into tables, etc. I assume I need to create a
customized field to feed into the custom grouping/filter view (ie. a text
value list which lists the phases to which one is selected for each task).
This seems to be the only way to be able to group/filter by phase later at
the master level. I don't like the fact that it forces a new mandatory
column when screen real estate is so limited but it seems necessary. Let me
know if I am off base going down this path...

Jim, one clarification, when you say to "make your schedule in accordance
with the processes followed by each IPT" I'm not sure I fully get it. If
the subprojects are organized by phases at their Level 1 what processes would
be at Level 2? Maybe an example would help me understand your intent...for
let's say for the System Engineering subproject.