MPUG Western NY Chapter - Microsoft Project Training and ... · • Master Shell • Master Project (and subprojects) • Consolidated Project * Master Schedule: A Microsoft Project

MPUG Western NY Chapter --- September 10, 2013

Angelo Arcoleo, PMP / Nick Campanis, PMP 1

Overview:

This presentation will demonstrate how to quickly build a Master

Schedule combining multiple projects into one master file.

We will also address actual project issues attendees are trying to

resolve at work using Microsoft Project as well as MSP tips and tricks.

Learning Objectives:

During this event, you will learn How to create links between projects

as well as Analyze & Report on Multiple Projects as one Portfolio.

*


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*Different names:

• Master Schedule

• Master Shell

• Master Project (and subprojects)

• Consolidated Project

*Master Schedule: A Microsoft Project file that

consists of multiple embedded Microsoft project

files (a.k.a. subprojects)

*


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**2 ways to depict a master/subproject relationship

“On the Fly” * Planned using a Std Template

Simple More planning & thought required

Quick

Can be simple if you use a

Standard template w/custom

views and fields

Limited uses – Using Out-of-the-

box fields & views

Very flexible & able to handle

many queries

* can introduce degree of flexibility by using the Organizer to

copy desired common views & fields across all files


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*

*A Microsoft Project file that is comprised of

Common Custom:

*Views (including Tables, Filters & Groups),

*Fields and

*Calendars

*Templates should be applied to all projects

(Master & Sub) where consolidated information is

desired.

*There are no tasks in this ‘standard’ template.


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*

* This program involves making production equipment

(project A – EM [Equipment Manufacturing]) and getting

it up & running in a renovated facility (project B – FG

[Facility Group])

* There are two accountable Project Managers needing to

control their schedules, and a Program Manager

needing to analyze the overall program.

* Project Managers need to manage their own schedule

while the Program Manager needs to analyze both

project schedules at the same time. E.G. What is the

Program Critical Path?


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*

*Approach 1 – “On the Fly” View > New Window

*Approach 2 – Planned using Standard Template

Project > Insert Subproject


“On the Fly” Planned using a Std. Template

Simple More planning & thought required

Quick

Can be simple if you use a

Standard template w/custom

views and fields

Limited uses – Using Out-of-the-

box fields & views

Very flexible & able to handle

many queries

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Sub-Project Schedule

project A – EM

[Equipment

Manufacturing

*


Master Schedule

Sub-Project Schedule Sub-Project Schedule

project B – FG

[Facilities Group]

In preparation, for either approach, a best practice is to identify the

Giver and Receiver dependencies between the sub-projects ---- capture

via a G/R ID (e.g. Text7 field) 8


1. Open the subproject files

Note that each project displays its own critical path

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2. Create a New Window – from one of the subproject files, View tab

3. Select the subproject files

from the “New Window”

dialog box and click “OK”

to create the Master Schedule

view

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The Master Schedule, shown as first created

Notes: 1) The program critical path is now depicted based on the subproject with the longest path

2) IDs are not unique (but rather carried over from each subproject)

3) No interdependencies (Links) are reflected in the overall program.

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4. Prepare Master Schedule for creating subproject interdependencies

(Links) to further analyze a true program critical path.

• Insert the Text field (e.g. Text7) – defined as suggested during preparation

• Re-name the Text field as “G/R ID” – Giver/Receiver Identifier

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5. Create links between subprojects via Giver and Receiver logic • Sort by the “G/R ID” (e.g. Text7) field; uncheck the “Keep outline structure” box

• Highlight each G/R pair and link

• Re-sort by the “ID” field 13


6. Completed Program Critical Path

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1. Open subproject files built using the Standard Template

Note that each project displays its own critical path and template columns

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2. Create Master Schedule by opening Standard Template, choosing File >

Save As and re-naming file “Master Schedule”

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3. Insert Existing Projects into Master Schedule – Project > Insert Subproject


4. Select the subproject files from the “Insert Project” dialog box and click

“Insert” to create the Master Schedule view

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5. The Master Schedule, shown as first created using the std. template

Notes: 1) The program critical path is now depicted based on the subproject with the longest path

2) PS-UID is depicted and IDs are not unique (but rather carried over from each subproject)

3) No interdependencies (Links) are reflected in the overall program.

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6. Prepare Master Schedule for creating subproject interdependencies

(Links) to further analyze a true program critical path.

7. Create links between subprojects via Giver and Receiver logic • Sort by the “G/R ID” (Text7) field; uncheck the “Keep outline structure” box

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• Highlight each G/R pair and link

• Re-sort by the “ID” field 20



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MPUG Western NY: How to Build a Master Schedule Combining Multiple Projects into One Master File

September 10, 2013 5:30-7pm

Microsoft Rochester Office

Event Description:

This workshop will demonstrate how to quickly build a Master Schedule combining multiple projects into one master file. This

is a brief overview of a more in-depth 4 hour Workshop Planned for January 2014. We will also address actual project issues

attendees are trying to resolve at work using Microsoft Project as well as MSP tips and tricks.

Learning Objectives:

During this event, students will learn How to create links between projects as well as Analyze & Report on Multiple Projects

as one Portfolio.

About the Presenters:

Nick Campanis, is a PMP with 20+ years of project management experience in planning and implementing a variety of new,

multi-million dollar product introductions, ranging from small to larger complex products for the Consumer, Commercial and

Healthcare industries. Nick's passion for project management extends into volunteer efforts as well as various speaking

engagements and published articles. Nick is a Project Manager at Bausch & Lomb.

Angelo Arcoleo is a PMP with 30+ years of experience in engineering, project management, planning and training. He

leads projects and teams to plan and execute critical projects utilizing his experience, quiet-leadership, passion and

versatility to work with anyone. He is a professionally trained Civil Engineer and has a BS degree from the Rochester

Institute of Technology. Angelo is a Master Scheduler for Exelis – Geospatial Systems Division; Orange Belt in Microsoft®

Office Project; and President of MPUG (Microsoft® Project Users Group).


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*

*Angelo Arcoleo, PMP

Project Controls Engineer / Master Scheduler, Program

Planning

ITT Exelis - Geospatial Systems

Phone: 585-269-7806

E-mail: [email protected]

*Nick Campanis, PMP

Project Manager

Valeante Pharmaceutical International – Bausch+Lomb

Phone: 585-338-8032

E-mail: [email protected]


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MPUG Western NY Chapter - Microsoft Project Training and ... · • Master Shell • Master Project (and subprojects) • Consolidated Project * Master Schedule: A Microsoft Project