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Cross-Project Links Report

Madison MPUG Chapter MeetingApril 13, 2011

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Background

Project Sponsors want a clear high-level view of dependencies between projects

Communicate early on how schedule changes within one project impact dependent projects

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Current Process

Report is updated and published monthly

As new cross-project dependencies are identified, these projects are being added to the report

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Milestones Professional

Software recommended by a co-member of the Madison MPUG (Microsoft Project Users Group) Chapter

Produced by KIDASA Software, Austin, TX

Contains numerous templates that can be used to create custom reports with MS Project data

Provides more flexibility than Visio for this type of reporting

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Sample Report

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MS Project Server

Some setup needed in project server –

External predecessor logic:

Example: AMI-MDMS schedule:

• External predecessor is Task ID # 28 in the AMI-RCDM schedule

• In the MDMS schedule, enter “AMI-RCDM\28” in Predecessor ID field to set up the link

AMI-RCDM\28

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MS Project Server

AE uses the Text 30 field in MS Project Populate Portfolio ID with PM initials +

number scheme Must be unique across all projects on server

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MS Project Server

Another option is to create a formula to populate the Portfolio ID field –

ensures ID is unique:

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MS Project Server

When viewing the schedule in project server, the predecessor task from the external project appears in gray (disabled) above the dependent task

Note: We are currently viewing the AMI-MDM schedule

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Vice-versa when viewing the schedule with the predecessor milestone (successor task in external project appears in gray)

Note: We are currently viewing the DMS Upgrade schedule

MS Project Server

We’ve found this functionality to be useful – makes it clear to the PM that there is an external project

dependency, and which task is impacted.

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Milestones Professional

Can set up smart symbol tags to track

project milestones

and timelines

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Refresh report with updated project schedule with the push of a button – automatically updates timeline/milestones

Milestones Professional

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Milestones Professional

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Timing: Consider how you will sync timing of report creation to when PMs update schedules (might require expectation setting with report recipients)

User Interface: This is not a Microsoft product – different user interface – there is a bit of a learning curve

Refresh Process: When refreshing, first open the project schedule in MS Project before selecting “refresh” in Milestone Professional – speeds up refresh process

Milestones Professional - Tips

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Questions: