How to have project versions or chg mgt versions

[PWA Administrator]

We have published projects that may have follow-on significant changes that
once created (and at least published on the server), require change
management approval before replacing an older plan version. How can a project
manager create changes to an existing project so that they can present
realistic dates/effects of those changes to management...such that upon
approval, they can then replace the existing plan with that updated one.
Current problem is, the already published/collaborated plan can't simply be
"UPDATED" to reflect the new changes and still carry the ACTUALS, etc.

 

[SpiroT]

...
Current problem is, the already published/collaborated plan can't simply be
"UPDATED" to reflect the new changes and still carry the ACTUALS, etc.

Why not? Foe example, If an activity changes drastically, you may want to
set it to complete and commence other one(s) that reflects the updated/
changed scope and thus retain the actuals. You may need to save the updated
file with a new name until you request approval to proceed (and delete a
file accordingly).

 

[PWA Administrator]

Here's the rub though. If you've 20 team members using PWA to record actuals
on their project timesheets, and the PM has to make dramatic changes which
takes a couple weeks for approval, you can't afford to 'show' those tasks
with proposed resource assignments on the new project until approved. Your
thought of closing out a task with actuals to 'preserve' the effort hours in
the current plan, and then create a new/revised tasks might be one way of
handling small and easily tracked changes. However, if you have to make 50
chnages throughout a large project...and save those into the currently
published project...it would be a challenge to 'pull back' if the change
isn't approved.

In the perfect world, just like Microsoft word, etc...it would be cool if
you could make a copy...edit it, and upon approval reconcile between the two
projects.

There are some training docs I've read suggesting that a column be added
called "chg1" etc....and the PM checks that column against any change/new
tasks that is placed in the old project...so that it is easier to show what
might need to be rescinded if the chg isn't approved. However, I've yet found
something simple enough and less prone to errors for the Project Managers who
don't have time to do band-aiding of the software.

 

[Gary L. Chefetz [MVP]]

You're facing a management/understanding issue which is difficult to
reconcile using this particular tool. The rub is that Project expects the
schedule to be fluid, yet certain management styles assume that reality has
to be approved before we can accept it. Meanwhile reality keeps ticking away
while management is busy trying to approve what happened two weeks ago.

The intent of the system design is to let the schedule tell you what it
wants to tell you, and you respond accordingly by making adjustments as you
go along. You can save a copy of the plan as an mpp file to experiment with
your changes, or you can save a copy as a version for experimentation. In
order to replace one plan with another, you must delete the original and
replace it. It's not a very good approach to daily/weekly project
management.

The best answer is to develop a way for your company to work with the
changing schedule that meets management's requirements and allows the
schedule to keep evolving.

 

[PWA Administrator]

Perhaps the best way is to create a separate project which would be a
snapshot at that moment of the current actuals, etc. Using a new column
called CR, the PM could use the Change Request column to help mark those rows
(e.g Tasks) that were added/modified/etc. Upon approval, ....though painfully
cumbersome, the PM would go to the published ongoing project...and hand
scribe each CR item into the project plan and then republish. That's the only
way I can see one might live in the old version and the new. Of course, using
Project Server means that if the 'cr project' were published....viewer would
need to filter out the cr project else you'd have duplicate costs/effort,
etc. and of course....you couldn't collaborate..,.else folks would get the
same assignments twice.

Our concern challenge remains to be how we account for actuals being
trasferred to the revised CR, once approved...since the CR was offline (not
being inputted to)...and therefore once published will not have the up to
date timesheet data.

Thanks for the disccussions...a great board!
--
Assist. Data Ctr Director
DEP/ Florida

You're facing a management/understanding issue which is difficult to
reconcile using this particular tool. The rub is that Project expects the
schedule to be fluid, yet certain management styles assume that reality has
to be approved before we can accept it. Meanwhile reality keeps ticking away
while management is busy trying to approve what happened two weeks ago.

The intent of the system design is to let the schedule tell you what it
wants to tell you, and you respond accordingly by making adjustments as you
go along. You can save a copy of the plan as an mpp file to experiment with
your changes, or you can save a copy as a version for experimentation. In
order to replace one plan with another, you must delete the original and
replace it. It's not a very good approach to daily/weekly project
management.

The best answer is to develop a way for your company to work with the
changing schedule that meets management's requirements and allows the
schedule to keep evolving.

 

[Gary L. Chefetz [MVP]]

Again, the system wasn't designed to stop time.<g> I think what you really
need is someone to cook up some automation around your change management
requirements. You have to decide if it's worth the investment.

Perhaps the best way is to create a separate project which would be a
snapshot at that moment of the current actuals, etc. Using a new column
called CR, the PM could use the Change Request column to help mark those
rows
(e.g Tasks) that were added/modified/etc. Upon approval, ....though
painfully
cumbersome, the PM would go to the published ongoing project...and hand
scribe each CR item into the project plan and then republish. That's the
only
way I can see one might live in the old version and the new. Of course,
using
Project Server means that if the 'cr project' were published....viewer
would
need to filter out the cr project else you'd have duplicate costs/effort,
etc. and of course....you couldn't collaborate..,.else folks would get the
same assignments twice.

Our concern challenge remains to be how we account for actuals being
trasferred to the revised CR, once approved...since the CR was offline
(not
being inputted to)...and therefore once published will not have the up to
date timesheet data.

Thanks for the disccussions...a great board!