Managing Multiple Projects Lesson 9. Skills Matrix SkillsMatrix Skill Manage consolidated projectsCreate a consolidated project plan Create dependencies.

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Presentation transcript:

Managing Multiple Projects Lesson 9

Skills Matrix SkillsMatrix Skill Manage consolidated projectsCreate a consolidated project plan Create dependencies between projects Link tasks from two different project plans

Software Orientation Consolidated project summary task Consolidated Project Gantt Chart View

Software Orientation Inserted projects appear as summary tasks with gray Gantt bars Inserted project icon Consolidated Project Gantt Chart View (cont.)

Software Orientation The Gantt Chart view of a consolidated project allows you to see multiple projects collected in one project plan  Can filter, sort, and group the data  Can see relationships (dependencies) between projects Consolidated Project Gantt Chart View (cont.)

Managing Consolidated Projects Click OK Click Window Click New Window Select the names of both open projects Create a Consolidated Project Plan

Managing Consolidated Projects Click View on the menu bar Click the Show/Hide Project Guide button Click Zoom Click Entire Project Click OK Create a Consolidated Project Plan (cont.)

Managing Consolidated Projects Make sure Start, Duration, and Finish columns are visible. If necessary, double- click the right edge of columns that display pound signs (###). Inserted project icon Create a Consolidated Project Plan (cont.)

Managing Consolidated Projects Note When you point to the Inserted Project icon in the Indicators column, Project displays the full path to the inserted file Create a Consolidated Project Plan (cont.)

Managing Consolidated Projects Click Yes to All if prompted to save changes to inserted projects Save the consolidated plan as Consolidated Project 9 Create a Consolidated Project Plan (cont.)

Managing Consolidated Projects Click Options Click Tools on the menu bar Select Show project summary task Click OK Create a Consolidated Project Plan (cont.)

Managing Consolidated Projects Consolidated project summary task Create a Consolidated Project Plan (cont.)

Managing Consolidated Projects Project managers usually work on several complex projects at the same time  People may be working on different tasks at different times and locations Microsoft Project enables you to combine two projects to form a consolidated project Create a Consolidated Project Plan (cont.)

Managing Consolidated Projects Consolidated project — Microsoft Project File that contains other Microsoft Project files  Also known as a master project Inserted project — Microsoft Project file that is inserted into another Microsoft Project file  Also known as a subproject Create a Consolidated Project Plan (cont.)

Managing Consolidated Projects Inserted projects do not actually reside within the consolidated project  They are linked so that they can be viewed and edited from the consolidated project Create a Consolidated Project Plan (cont.)

Managing Consolidated Projects If an inserted project is edited outside the consolidated project, the new information appears in the consolidated project the next time it is opened When you save a consolidated project, changes you have made to inserted projects are saved in the source file as well Create a Consolidated Project Plan (cont.)

Managing Consolidated Projects Using a consolidated project plan enables you to  See all of your organization’s projects in a single view  “Roll-up” project information to higher management levels  Divide a large project into separate project plans  See all of the information for YOUR project in one location Create a Consolidated Project Plan (cont.)

Managing Consolidated Projects The Gantt bar for an inserted project is gray An inserted project icon appears in the Indicators column Any changes you made to inserted projects are saved in the source files as well You can add an unlimited number of inserted projects (limited by real-life time and space constraints) Create a Consolidated Project Plan (cont.)

Creating Dependencies in Projects Click Adventure Works Promo 9 Click Window Click the name of task 9 Click Scroll to Task button Link Tasks from Two Different Project Plans

Creating Dependencies in Projects Click Don Funk Music Video 9 Click Window Click Edit  Go To Key 69 Click OK Link Tasks from Two Different Project Plans (cont.)

Creating Dependencies in Projects Click the Predecessors tab Click the Task Information button In the ID column, click the next empty cell below task 67 Key Adventure Works Promo 9\9 Link Tasks from Two Different Project Plans (cont.)

Creating Dependencies in Projects Task Information dialog box with predecessor task entered Link Tasks from Two Different Project Plans (cont.)

Creating Dependencies in Projects Click OK Press Enter Project inserts the ghost task into the project plan Link Tasks from Two Different Project Plans (cont.)

Creating Dependencies in Projects Ghost task Change Highlighting indicates cells that have been affected by the previous action Link Tasks from Two Different Project Plans (cont.)

Creating Dependencies in Projects Click Adventure Works Promo 9 Click Window Review the ghost task and project plan Link Tasks from Two Different Project Plans (cont.)

Creating Dependencies in Projects Click Consolidated Project 9 Click Window Review the cross-project link and project plan Link Tasks from Two Different Project Plans (cont.)

Creating Dependencies in Projects Consolidated files Gantt Chart showing link between Adventure Works task 9… Link Tasks from Two Different Project Plans (cont.)

Creating Dependencies in Projects …and Don Funk Music Video task 70 Link Tasks from Two Different Project Plans (cont.)

Creating Dependencies in Projects Most projects have dependencies to other projects Task relationships between project files are similar to links between tasks within a project file  Remember that external predecessor and successor tasks have gray task names and Gantt bars Link Tasks from Two Different Project Plans (cont.)

Creating Dependencies in Projects There are various reasons to create dependencies between projects  The completion of a task in one project might enable the start of a task in another project  A person or piece of equipment may be assigned to a task in one project, and you need to delay the start of a task in another project until the resource completes the first task Link Tasks from Two Different Project Plans (cont.)

Creating Dependencies in Projects External predecessor and successor tasks are sometimes called ghost tasks because they are not linked to tasks within the project file, only to tasks in other project files Link Tasks from Two Different Project Plans (cont.)

Summary Manage consolidated projects Create dependencies between projects You Learned How to