multi-project recommendations

[Chris Smith]

I recently joined a company that uses MS Project to manage projects, but they
are looking to get more information and use out of the tool.

There are about a dozen project managers, all using MS Project 2003
standard. While helpful on an individual project basis, this does not provide
the 'big picture' information that senior management would like. As the 'new'
kid on the block, I have been tasked with looking into ways to get this
information to senior management.

I have used MS Project the same as everyone else here: Create a gannt chart
to start the project, then moderate tracking and seat-of-the-pants managing
to keep the project on track. So while I have some experience with MS
Project, I have never considered a corporate perspective before.

My understanding is that there are basically two ways to do this: First
would be create a shared drive, an empty project for all resources that all
separate projects would link to, then a master project plan utilizing the
common resource pool. Second would be to get MS Project Server and use the
tools inherant in that product.

Any thoughts, advice, direction, or information that anyone would like to
throw my way in regard to this would be greatly appreciated. I thought I'd
ask the community first and save myself a bit of time.

tia

 

[Rob Schneider]

I'd say the first stop, with the goal of seeing the "big picture" would
be to do the following (should be able to do this in less than an hour
or so).

Get copies of everyone's MPP files (don't put their working files on the
shared drive just yet as this first step and experiment). Open a new
MPP file in the same folder you have placed the project files. Insert
each of them, in the order you wish, into the empty file. Experiment
with how you wish to show these collected files into a hierarchy that
you like. Voila. The "big picture".

From there, experiment with different views, groupings, tables,
filters, Gantt chart pictures, etc. to get the overall view.

If this works for you, then you can consider using a shared resource
file as you mention. This will consolidate the workload on the the
individula resources across the project slate. This will take a little
more time to get right as "Joe" in one file has to be recognised as
"Joe" in another (assuming "Joe" is one person ... if this is 2 Joe's
then you have to rename one or the other ... you should get my drift".

The Enterprise Project Server is another kettle of fish. It's effective
and powerful, but requires a significant investment in time to refine
work processes to a) work, and b) exploit the power. Worth doing, but
the above steps should be done first.

 

[Chris Smith]

This sounds like master projects, but wtih a bit more work.

As a long term solution for senior management, it doesn't seem practical to
me. For a short term solution, it would work fine. But I'm even questioning
using master projects.

 

[Rob Schneider]

This sounds like master projects, but wtih a bit more work.

As a long term solution for senior management, it doesn't seem practical to
me. For a short term solution, it would work fine. But I'm even questioning
using master projects.

It is master and subprojects projects, and I don't think I'm explaining
any "more" work. It's the work req'd. I could probably set it up
(depending on how many mpp files) in 5-10 minutes, so that's hardly any
work. Experimenting with the result will take as long as you want to
take.

Resource sharing will take a bit of effort, but that's not Project's
issue. That's simply getting the PM's to work together.

For collection data for "big picture" and overall reporting, in my view,
the only way to go.

Master and subprojects are really terrific and work well.

You have two other alternatives, as I see it. Do no integration and
rely on whatever to get the "big picture". Implement EPM and your
talking minimum scores to hundreds of thousands of dollars/euros/whatever.

 

[Chris Smith]

OK.

Thank you.

 

[Dale Howard [MVP]]

Chris --

Based on your senior managements reporting objectives, I would recommend the
use of Project Server for this purpose. Along with that recommendation, I
would strongly encourage you to select a skilled and experienced Project
Partner to assist you with your Project Server implementation.

A skilled Project Partner can help you to determine your senior managements
reporting objectives and then can set up Project Server to meet those
reporting requirements. A skilled Project Partner can also help you to
discover the barriers in your organization that will limit your effective
use of Project Server, and perhaps even sabotage your Project Server
implementation. For example, do you know what a major issue it may be to
get your team members to submit time through their PWA timesheets if your
organization has never used any kind of timesheet system in the past? Too
many organizations overlook this potential "show stopper" and press on with
their implementation, only to be sorry in the end.

If you decide to use Project Server, go into this process with your eyes
open. Do know that it won't be cheap. The least of your expenses will be
buying the software and the licenses. Although the fees for using a Project
Partner may seem expensive, the money you spend will be well worth it, and
will save you time and frustration along the way. Remember that Project
Server is enterprise software, and should be understood in the same vein as
any other ERP system. Just my two cents worth. Hope this helps.

 

[Chris Smith]

I had a hunch that, if we decide to go with the whole ball of wax (Project
Server et. al.), an experienced implementation partner would be a really good
idea.

Thank you for your time in this. I appreciate it.

 

[Dale Howard [MVP]]

Chris --

If you elect to use a Project Partner, I hope you will consider our company,
msProjectExperts. You will see our competence demonstrated over and over
again as we answer questions in the Project and Project Server newsgroups
(Gary Chefetz, MVP is our company President). We wrote the only book ever
published on Project Server 2002 and wrote the first two books published on
Project Server 2003. We work with clients nationally and internationally,
and I'm sure we could help you as well. Click on either hyperlink in my
signature block for more information about us.

 

[Rob Schneider]

I had a hunch that, if we decide to go with the whole ball of wax (Project
Server et. al.), an experienced implementation partner would be a really good
idea.

Thank you for your time in this. I appreciate it.

Chris,

It is indeed a terrific idea and worth it, in my view. Keep your eyes
open for the opportunities! Remember the people. Remember who you want
to be the customers of this implementation are. Good luck.

 

[KimberlyC]

Hi,
I am doing something similar with my company. I have created a "Master"
Project file, that has all of the project managers' tasks. This is for our
top management to be able to see all of the projects in one place and to keep
me from having to update several Gantts each day. My job is to track all of
the tasks for the entire company. My question...I would like for the top
managers (and me) to be able to go directly to a particular project manager
and their tasks. I thought I could create a column, put their name in it.
Then I thought I could put the auto filter on in order for them to be able to
find the PM quickly. But when I click on the PMs name from the drop down, I
only get the name, but not the tasks associated with them (which is in the
"Task Name" column). Can anyone recommend an easy way to be able to quickly
go to a PM and their tasks?
I appreciate any help.

Kimberly

 

[John]

Hi,
I am doing something similar with my company. I have created a "Master"
Project file, that has all of the project managers' tasks. This is for our
top management to be able to see all of the projects in one place and to keep
me from having to update several Gantts each day. My job is to track all of
the tasks for the entire company. My question...I would like for the top
managers (and me) to be able to go directly to a particular project manager
and their tasks. I thought I could create a column, put their name in it.
Then I thought I could put the auto filter on in order for them to be able to
find the PM quickly. But when I click on the PMs name from the drop down, I
only get the name, but not the tasks associated with them (which is in the
"Task Name" column). Can anyone recommend an easy way to be able to quickly
go to a PM and their tasks?
I appreciate any help.

Kimberly

Kimberly,
How exactly did you create the master? Is it a dynamic master, (i.e.
Insert/Projects), with inserted subprojects, or something else?

What field are you using for the manager designation? Did you enter the
manager's name for all tasks in the file or just for summary lines?

In concept, what you want to do should be very easy, but since it isn't
working for you, we need more clarification on your file structure
before we can be of much help.

John
Project MVP

 

[KimberlyC]

Thanks John,
Here are the ans. to your questions. Also, I am very new to project...
To create the master, I just started a new Project and will set up the tasks
from there and will continue to build from there.
For the manager designation, I inserted a column using Text1, renamed it,
then entered the manager's name just on the summary line.

 

[John]

Thanks John,
Here are the ans. to your questions. Also, I am very new to project...
To create the master, I just started a new Project and will set up the tasks
from there and will continue to build from there.
For the manager designation, I inserted a column using Text1, renamed it,
then entered the manager's name just on the summary line.

Kimberly,
OK, so you don't really have a "master" file. It may be a master in your
view but in Project's view it is just a single file.

In order to have the autofiltering provide what you want, you will need
to enter the manager's name for each task, not just on the summary lines.

Since you are new to Project, I suggest you go to our MVP website at:
http://www.mvps.org/project/links.htm, and hit the link to fellow MVP,
Mike Glen's tutorials. They will help you get oriented.

John
Project MVP

 

[KimberlyC]

Yeah...just in my mind it is a Master. I will do that for each task. I
will take a look at that website as well.

Thank you,

 

[John]

Yeah...just in my mind it is a Master. I will do that for each task. I
will take a look at that website as well.

Thank you,

Kimberly,
You're welcome.
John