1 cross-project links report madison mpug chapter meeting april 13, 2011
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Cross-Project Links Report
Madison MPUG Chapter MeetingApril 13, 2011
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Background
Project Sponsors want a clear high-level view of dependencies between projects
Communicate early on how schedule changes within one project impact dependent projects
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Current Process
Report is updated and published monthly
As new cross-project dependencies are identified, these projects are being added to the report
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Milestones Professional
Software recommended by a co-member of the Madison MPUG (Microsoft Project Users Group) Chapter
Produced by KIDASA Software, Austin, TX
Contains numerous templates that can be used to create custom reports with MS Project data
Provides more flexibility than Visio for this type of reporting
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Sample Report
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MS Project Server
Some setup needed in project server –
External predecessor logic:
Example: AMI-MDMS schedule:
• External predecessor is Task ID # 28 in the AMI-RCDM schedule
• In the MDMS schedule, enter “AMI-RCDM\28” in Predecessor ID field to set up the link
AMI-RCDM\28
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MS Project Server
AE uses the Text 30 field in MS Project Populate Portfolio ID with PM initials +
number scheme Must be unique across all projects on server
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MS Project Server
Another option is to create a formula to populate the Portfolio ID field –
ensures ID is unique:
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MS Project Server
When viewing the schedule in project server, the predecessor task from the external project appears in gray (disabled) above the dependent task
Note: We are currently viewing the AMI-MDM schedule
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Vice-versa when viewing the schedule with the predecessor milestone (successor task in external project appears in gray)
Note: We are currently viewing the DMS Upgrade schedule
MS Project Server
We’ve found this functionality to be useful – makes it clear to the PM that there is an external project
dependency, and which task is impacted.
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Milestones Professional
Can set up smart symbol tags to track
project milestones
and timelines
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Refresh report with updated project schedule with the push of a button – automatically updates timeline/milestones
Milestones Professional
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Milestones Professional
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Timing: Consider how you will sync timing of report creation to when PMs update schedules (might require expectation setting with report recipients)
User Interface: This is not a Microsoft product – different user interface – there is a bit of a learning curve
Refresh Process: When refreshing, first open the project schedule in MS Project before selecting “refresh” in Milestone Professional – speeds up refresh process
Milestones Professional - Tips
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Questions: