Urgent: Resources and Linked Projects Problems

[neewac]

My goal is to have a master project that gets updates from linked
sub-projects. For testing purposes, I’ve created a master schedule,
sub-project 1, and sub project 2 all as separate project files. I linked the
two project files into the master schedule and it links the projects nicely.
Updates made to one project file (master or sub) are reflected in the other.
The problem, however, is how it tracks and manages resources. If sub-project
1 has Glen assigned to 1 or more tasks and sub project 2 does as well, then
when the projects are linked to the master schedule, Glen is listed as a
resource twice as if there were two Glen’s. This creates problems when level
loading and reporting on resource availability etc.

The one way I was able to over come this perceived limitation is to bring in
the sub-projects to the master then de-link the sub projects from the Master,
which allows the master project to retain the activities and tasks of the sub
projects and combine resource names to eliminate the duplication of
resources. The problem with this solution is that updates in one file
(master or sub) are not reflected in the other.

1. In this scenario I would have to go to some sort of a monthly update
where I would get the project files emailed and link them manually to the
master then do the de-link and review/manipulate the master to ensure it
matches what was sent. Then if I try to level load the master, chances are
the master schedule dates would not reflect the sub projects that were
originally sent to me.

2. Another scenario might be to have one master schedule that contains all
relevant project activities structured such that each group or project
champion could update its areas of responsibility in one file. We could then
meet on a bi-weekly or monthly basis to review the schedule and level load
the entire project as a group so we can all view what project activities are
affected based on the changes made.

Neither of these scenarios seems optimal. Do I need project server? Would
it do what I need?

 

[John]

My goal is to have a master project that gets updates from linked
sub-projects. For testing purposes, I’ve created a master schedule,
sub-project 1, and sub project 2 all as separate project files. I linked the
two project files into the master schedule and it links the projects nicely.
Updates made to one project file (master or sub) are reflected in the other.
The problem, however, is how it tracks and manages resources. If sub-project
1 has Glen assigned to 1 or more tasks and sub project 2 does as well, then
when the projects are linked to the master schedule, Glen is listed as a
resource twice as if there were two Glen’s. This creates problems when level
loading and reporting on resource availability etc.

The one way I was able to over come this perceived limitation is to bring in
the sub-projects to the master then de-link the sub projects from the Master,
which allows the master project to retain the activities and tasks of the sub
projects and combine resource names to eliminate the duplication of
resources. The problem with this solution is that updates in one file
(master or sub) are not reflected in the other.

1. In this scenario I would have to go to some sort of a monthly update
where I would get the project files emailed and link them manually to the
master then do the de-link and review/manipulate the master to ensure it
matches what was sent. Then if I try to level load the master, chances are
the master schedule dates would not reflect the sub projects that were
originally sent to me.

2. Another scenario might be to have one master schedule that contains all
relevant project activities structured such that each group or project
champion could update its areas of responsibility in one file. We could then
meet on a bi-weekly or monthly basis to review the schedule and level load
the entire project as a group so we can all view what project activities are
affected based on the changes made.

Neither of these scenarios seems optimal. Do I need project server? Would
it do what I need?

neewac,
There is a simple solution to your problem. What you need is one of two
things. Either put all the resources into the master file or create a
separate resource pool file. Which method you chose is more or less up
to you. If you have no actual tasks in the master the two methods are
essentially the same. Either way you will achieve what you want.

To learn more about resource pools, check the Project help file. You
might also like to take a look at fellow MVP, Mike Glen's, series of
articles on Project. You can find them (and other useful information) at
the MVP website at:
http://www.mvps.org/project/links.htm

If you have additional questions, don't hesitate to post another message.

Hope this helps.
John
Project MVP

 

[davegb]

There is a much simpler solution. Create a Resource Pool, a file with
only resources in it. All your resources. Then, link your separate
projects to it. Open each file while the Resource Pool is open. Go into
the schedules and do a "Tools, Resource Sharing, Share Resources".
Leave the default settings and click OK. Do the same for every file you
want to share the Resource Pool.
When you want to create the Master Project, open the Resource Pool. A
dialog box with 3 options will appear - select option 3, "Create Master
Project" (or something like that. I don't have Project on this
computer). Project will then make a composite which will have all the
projects in it, and without the problems you've described.
Best of luck!