Master Snapshot Linking/Unlinking

[avimia]

Hello experts,

These questions relate to doing a master project linking/unlinked (snapshot).

My scenario and questions are this:

1.) I am going to have to create a master project with about 25 sub-projects
within it at any single time (sub projects will fall off after completion).
Most all the projects will have shared (human) resources. I am using Project
Pro 2007 (no server). I am the only person managing it all. At this point, I
am thinking that inserting and LINKING the subs into the master will be the
best solution (in helping me with the constant updates to each sub). However,
having the foresight to know the Executives will really only need a
"snapshot" during their meetings (which is normally weekly), this means I do
NOT need to do a linked master/sub set up. This is especially the case since
each week, I am required to email the updated "report" for them to see each
week (before their meetings). So, I'm trying to understand how I can
accomplish both scenarios. So:

?? - Is it a situation where I will create my inserted/LINKED set up, but
then once-a-week re-do (something?) to create only a snapshot for the
meetings?


2.) This deals with "archiving" my sub projects. As I mentioned above, my
master list (linked) will have about 25 sub projects going on at any one
time. And, as the projects are completed, I want them to "fall off" my Master
(so that 5 years from now, I don't have a bloated system). However... I can
also see the importance of having "historical" data as it will never fail
that a "finished" project will need to be reviewed for whatever reasons. So,
I'm trying to understand how/what is the best way to save/archive those
projects which are completed and will "fall off". Any ideas are greatly
appreciated.

Thank you!
avimia
archives

 

[JulieS]

Hello avimia,

My comments are inline.

Hello experts,

These questions relate to doing a master project linking/unlinked
(snapshot).

My scenario and questions are this:

1.) I am going to have to create a master project with about 25
sub-projects
within it at any single time (sub projects will fall off after
completion).
Most all the projects will have shared (human) resources. I am
using Project
Pro 2007 (no server).

[Julie] Have you created a resource pool file to hold the shared
resources and then used that resource pool to provide the resources
to the 25 project files?

I am the only person managing it all. At this point, I
am thinking that inserting and LINKING the subs into the master
will be the
best solution (in helping me with the constant updates to each
sub).

[Julie] If you have created the resource pool file I mention above,
you can create a consolidated master file very easily. The
consolidated master will contain a link to each subproject file
where if the subproject file is altered, the consolidated master
will "refresh" with the latest data from the subproject file. If
you add additional files sharing from the pool, you'll need to
recreate the consolidated master -- but again, it's very easy
through the shared resource pool.

However,
having the foresight to know the Executives will really only need
a
"snapshot" during their meetings (which is normally weekly), this
means I do
NOT need to do a linked master/sub set up.

[Julie] Is your report a project file? If the executives don't need
to manipulate the data "live", have you considered setting up a few
views that show what they need and then printing the view to a pdf
creator? You can then email the views and not have to worry about
emailing a project file that you most likely don't want them to
manipulate anyway. If you wish to send a project file, you can
double click on any inserted project and uncheck the "Link to
project" checkbox to create a static master. You'd need to
re-create this every time however.

This is especially the case since
each week, I am required to email the updated "report" for them to
see each
week (before their meetings). So, I'm trying to understand how I
can
accomplish both scenarios. So:

?? - Is it a situation where I will create my inserted/LINKED set
up, but
then once-a-week re-do (something?) to create only a snapshot for
the
meetings?


2.) This deals with "archiving" my sub projects. As I mentioned
above, my
master list (linked) will have about 25 sub projects going on at
any one
time. And, as the projects are completed, I want them to "fall
off" my Master
(so that 5 years from now, I don't have a bloated system).
However... I can
also see the importance of having "historical" data as it will
never fail
that a "finished" project will need to be reviewed for whatever
reasons. So,
I'm trying to understand how/what is the best way to save/archive
those
projects which are completed and will "fall off". Any ideas are
greatly
appreciated.

[Julie] If you are working with a resource pool, sharer files, and
consolidated masters, as you complete each project you'll disconnect
the file from the resource pool. The project file plus historical
data will still be available for you and your team to review as
needed, but it will be removed from the active files the resource
pool supports.

Thank you!
avimia
archives

I hope this helps. Let us know how you get along.

Julie
Project MVP

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

 

[avimia]

Hi Julie,

Thanks for the excellent input. I like your solution to providing the
printed reports and on my historical/archived information. Now, on #1, I'm
still a little grey. I have not created my resource pool (yet). So, I will
work on that. However, the part I don't fully understand is where you said:
::::: "If you add additional files sharing from the pool, you'll need to
recreate the consolidated master" :::::

Am I understand that if I add a new sub-project to the master, it will have
to totally recreate a NEW master??

Thanks,
avimia





++++++++++++++++

Hello avimia,

My comments are inline.

Hello experts,

These questions relate to doing a master project linking/unlinked
(snapshot).

My scenario and questions are this:

1.) I am going to have to create a master project with about 25
sub-projects
within it at any single time (sub projects will fall off after
completion).
Most all the projects will have shared (human) resources. I am
using Project
Pro 2007 (no server).

[Julie] Have you created a resource pool file to hold the shared
resources and then used that resource pool to provide the resources
to the 25 project files?

I am the only person managing it all. At this point, I
am thinking that inserting and LINKING the subs into the master
will be the
best solution (in helping me with the constant updates to each
sub).

[Julie] If you have created the resource pool file I mention above,
you can create a consolidated master file very easily. The
consolidated master will contain a link to each subproject file
where if the subproject file is altered, the consolidated master
will "refresh" with the latest data from the subproject file. If
you add additional files sharing from the pool, you'll need to
recreate the consolidated master -- but again, it's very easy
through the shared resource pool.

However,
having the foresight to know the Executives will really only need
a
"snapshot" during their meetings (which is normally weekly), this
means I do
NOT need to do a linked master/sub set up.

[Julie] Is your report a project file? If the executives don't need
to manipulate the data "live", have you considered setting up a few
views that show what they need and then printing the view to a pdf
creator? You can then email the views and not have to worry about
emailing a project file that you most likely don't want them to
manipulate anyway. If you wish to send a project file, you can
double click on any inserted project and uncheck the "Link to
project" checkbox to create a static master. You'd need to
re-create this every time however.

This is especially the case since
each week, I am required to email the updated "report" for them to
see each
week (before their meetings). So, I'm trying to understand how I
can
accomplish both scenarios. So:

?? - Is it a situation where I will create my inserted/LINKED set
up, but
then once-a-week re-do (something?) to create only a snapshot for
the
meetings?


2.) This deals with "archiving" my sub projects. As I mentioned
above, my
master list (linked) will have about 25 sub projects going on at
any one
time. And, as the projects are completed, I want them to "fall
off" my Master
(so that 5 years from now, I don't have a bloated system).
However... I can
also see the importance of having "historical" data as it will
never fail
that a "finished" project will need to be reviewed for whatever
reasons. So,
I'm trying to understand how/what is the best way to save/archive
those
projects which are completed and will "fall off". Any ideas are
greatly
appreciated.

[Julie] If you are working with a resource pool, sharer files, and
consolidated masters, as you complete each project you'll disconnect
the file from the resource pool. The project file plus historical
data will still be available for you and your team to review as
needed, but it will be removed from the active files the resource
pool supports.

Thank you!
avimia
archives

I hope this helps. Let us know how you get along.

Julie
Project MVP

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

 

[JulieS]

Hi Avimia,

When you create a resource pool file, it's actually very fast to
create the consolidated master. Once the pool file is created and
the subprojects are sharing resources, you simply open the pool file
with an option that automatically creates the consolidated master.
You don't have to manually insert each file. Many users actually
never save the consolidated file, they use it for reporting, but
then quickly create a new consolidated file each week.

I hope this helps.
Julie

Hi Julie,

Thanks for the excellent input. I like your solution to providing
the
printed reports and on my historical/archived information. Now,
on #1, I'm
still a little grey. I have not created my resource pool (yet).
So, I will
work on that. However, the part I don't fully understand is where
you said:
::::: "If you add additional files sharing from the pool, you'll
need to
recreate the consolidated master" :::::

Am I understand that if I add a new sub-project to the master, it
will have
to totally recreate a NEW master??

Thanks,
avimia





++++++++++++++++

Hello avimia,

My comments are inline.

Hello experts,

These questions relate to doing a master project
linking/unlinked
(snapshot).

My scenario and questions are this:

1.) I am going to have to create a master project with about 25
sub-projects
within it at any single time (sub projects will fall off after
completion).
Most all the projects will have shared (human) resources. I am
using Project
Pro 2007 (no server).

[Julie] Have you created a resource pool file to hold the shared
resources and then used that resource pool to provide the
resources
to the 25 project files?

I am the only person managing it all. At this point, I
am thinking that inserting and LINKING the subs into the master
will be the
best solution (in helping me with the constant updates to each
sub).

[Julie] If you have created the resource pool file I mention
above,
you can create a consolidated master file very easily. The
consolidated master will contain a link to each subproject file
where if the subproject file is altered, the consolidated master
will "refresh" with the latest data from the subproject file. If
you add additional files sharing from the pool, you'll need to
recreate the consolidated master -- but again, it's very easy
through the shared resource pool.

However,
having the foresight to know the Executives will really only
need
a
"snapshot" during their meetings (which is normally weekly),
this
means I do
NOT need to do a linked master/sub set up.

[Julie] Is your report a project file? If the executives don't
need
to manipulate the data "live", have you considered setting up a
few
views that show what they need and then printing the view to a
pdf
creator? You can then email the views and not have to worry
about
emailing a project file that you most likely don't want them to
manipulate anyway. If you wish to send a project file, you can
double click on any inserted project and uncheck the "Link to
project" checkbox to create a static master. You'd need to
re-create this every time however.

This is especially the case since
each week, I am required to email the updated "report" for them
to
see each
week (before their meetings). So, I'm trying to understand how
I
can
accomplish both scenarios. So:

?? - Is it a situation where I will create my inserted/LINKED
set
up, but
then once-a-week re-do (something?) to create only a snapshot
for
the
meetings?


2.) This deals with "archiving" my sub projects. As I mentioned
above, my
master list (linked) will have about 25 sub projects going on
at
any one
time. And, as the projects are completed, I want them to "fall
off" my Master
(so that 5 years from now, I don't have a bloated system).
However... I can
also see the importance of having "historical" data as it will
never fail
that a "finished" project will need to be reviewed for whatever
reasons. So,
I'm trying to understand how/what is the best way to
save/archive
those
projects which are completed and will "fall off". Any ideas are
greatly
appreciated.

[Julie] If you are working with a resource pool, sharer files,
and
consolidated masters, as you complete each project you'll
disconnect
the file from the resource pool. The project file plus
historical
data will still be available for you and your team to review as
needed, but it will be removed from the active files the resource
pool supports.

Thank you!
avimia
archives

I hope this helps. Let us know how you get along.

Julie
Project MVP

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

 

[Rod Gill]

My usual caution here:

Links between master and sub-projects, projects and resource pools are
fragile. Anytime you rename, move or over-write any of the files without
first breaking the link and you throw the dice. It's when, not if you get
one or more file corruptions. I've also now found that any network glitch
can also cause a problem.

In your scenario, why not create a new master file each week but when you
inert each project clear the Link option. Now all data is copied to the
master (no link) and all resource data is automatically consolidated.

Make this even faster by recording a macro of you doing this manually. Make
sure the first recorded instruction is file,new!

As projects finish, simply delete the line of code for that project: easy!

These snapshots also provide a great audit trail over time as well.

--

Rod Gill
Microsoft MVP for Project

Author of the only book on Project VBA, see:
http://www.projectvbabook.com

 

[avimia]

Hello all,

Wow! thank you for the wonderful input. This helps me tremendously.

It also leads me to 2 new questions please:

1.) I understand being extremely careful of renaming/moving/deleting files
so not to mess up my master. However, I'm also a huge fan of
backup/backup/backup. Now... fortunately... we have a full blown IT
department with tons of backups and redundancy. So... my question is this:

?? When I create my new master, or each day when I am working in it or my
subprojects, and I go to save it... am I ok to save it directly to my (own)
folder on the network (I can protect the file so no one can get it in it).
just wondered if Project will let me save it any other place than on my own
harddrive.

Ok, so on to my last question: And, please pardon my ignorance. But, what is
the quickest way to create a resource pool? I have looked and looked through
all the help files and it just doesn't quite make sense. I am asking if
there's a quick way to do this because you have to remember that I have not
YET built any of the projects or the master. So, I don't have any resources
put in to anything yet. Is it possible to just create a new project and just
put all my (human) resources in to it and use it as my "pool"? I ask
because... there will be over 50 different people I have to list (ug).

I truly appreciate everyone's help. I am ol' pro at project management, but
I'm still new to the whole MS Project thing.

Thanks again,
avimia

 

[Rod Gill]

Hi,

I strongly recommend keeping master projects and resource pools in the same
drive as the projects. This should significantly reduce corruptions due to
network glitches.

To create a Pool, simply list all resources, rates calendar details etc in
one project and save to same drive as other projects. Do not use the master
or enter any tasks into it.

Open other projects then share resources. Save BOTH as only saving one rolls
the dice again.

Be VERY very careful of linked files: corruptions can happen one week, yet
take several weeks before the problem appears. In the mean time, your
backups are full of corrupted versions, which is why I strongly recommend
not linking and using new master projects each week.

Save Views, tables etc to Global.mpt using the Organizer and printing etc is
easy.

--

Rod Gill
Microsoft MVP for Project

Author of the only book on Project VBA, see:
http://www.projectvbabook.com

 

[avimia]

Hi Rod,
And thank you for the great explanation on the resource pool. I have already
started making my first resource pool, inputting just the people's names, etc
and saving it just "pool".

I do understand keeping all these files on the same drive. So please allow
me to do a "dry here" to see if I have it right:
Let's say I have projects #1, 2, 3 and 4 and my resource pool file.
Normally, I save those to my C drive. And then I can create a master with 1,
2, 3, 4 and pool as sub-resource. I will "link" those so I can do "dynamic"
changes on a constant basis. Then, when the Executives need it, I can create
a separate master UNLINKED (as a snapshot) or do some printable reports.

Does that sound like I'm on the right track?

As long as I know I'm on the right path, I know that I will be able to do
all the right steps... but... save all my files to my folder on the "N drive"
on our network.

Thank you again for your help. It's very appreciated!
avimia

 

[Rod Gill]

Personally, I never ever create resource pools or linked consolidated files.
I only do unlinked consolidated - for executive reports and resource
levelling. I I really need a Resource Pool to level resources I create one
temporarily, then dismantle once I've finished. If you use the C: drive make
sure all files are on the C: drive.

--

Rod Gill
Microsoft MVP for Project

Author of the only book on Project VBA, see:
http://www.projectvbabook.com

 

[avimia]

Ok. I created my resource pool and saved it to my harddrive. Now, I am
creating a separate project. I want to use resources from my pool. But, when
I go to "share resources" the dialog box doesn't give me an option to share
any things. Any ideas what I did wrong here?

 

[JulieS]

Hi Avimia,

To create the share, you need to open both the resource pool and the
sharer file at the same time.

Julie
Project MVP

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

 

[avimia]

Hi Julie,

Yes, I have both open. I tried going to Insert>New Resource From> and it's
all greyed out.

 

[avimia]

I got it to open my resource pool. I thought there was a place where it let
me choose just certain people out of my pool... not load the entire pool in
there?

 

[JulieS]

No, all resources are shared to the file. You need not assign them
all but as long as the pool file is opened (even read-only) you'll
see all resources. If you do not open the resource pool file,
you'll only see those resources who are assigned appear in the
sharer file.

Julie

 

[Rod Gill]

To share a resource pool, you may first need to save the project. Remember,
one end of the link saved and the other not, roll the corruption dice!

--

Rod Gill
Microsoft MVP for Project

Author of the only book on Project VBA, see:
http://www.projectvbabook.com