MS Project

Resolved · Urgent Priority · Version 2010

Fri 15 Jul 2016, 10:35 Delegate Rebecca said...

Rebecca has attended:
Project Introduction course
Project Intermediate course
Excel Intermediate course

MS Project

I need to be able to link dynamically key milestones in 4 sub projects to an overarching Master Project Plan - so that when the sub project milestones are updated these changes will automatically be reflected in that same milestone entry in the Master plan.

I don't need to insert all of the sub projects data into the Master plan just the key milestones.

I work for an organisation that uses MSP Standard. I have done his before elsewhere where they had Project Professional with Microsoft Project Server as the platform. I was able to do this then but can't remember exactly how!!

Can anyone help please? I have had a good search through the training materials.

Many thanks

Fri 15 Jul 2016, 13:07 Trainer Andrew said...

RE: MS Project

Hi Rebecca

Here's a method to try. It looks like we are going to create a big combined project but that's not the outcome here. We are just going to create a master project temporarily so that we can do the necessary linking.

First back up your project files so you can recover them in case anything gets damaged.

Next create a new blank project.
From the Project ribbon use the insert sub project button to add both your plans to this temporary project.

Click the plus symbol beside the name of both inserted plans. Click on the name of a predecessor task then hold down the control key before clicking on the successor taks in the other project. Let go of the control key and click the link button on the task ribbon (or use the keyboard shortcut control + F2)

This will link the tasks together. Repeat for any other cross-plan links you want to create.

finally close and save the temporary project. You will be prompted to save the two inserted plans as well.

Once all are saved you can delete the temporary project. The two remaining project files will retain the links that you have created.

I hope this helps. I appreciate it's a few steps but this method seems to be the most reliable.

Let me know how you get on.

Kind regards,
Andrew

Fri 15 Jul 2016, 13:37 Edited on Fri 15 Jul 2016, 13:37 Trainer Doug said...

RE: MS Project

Hi Rebecca

Thanks for your question.

Andrew's reply shows how to link sub projects together.

Try this if you want to link milestones from sub projects to a master project.

1. Insert the Sub Projects into a blank project by selecting Project, Sub Project.

2. Filter to show the milestones with View, Milesones (in the box that says No Filter).

Only the milestones and project titles should now show on screen.

Milestone Report

From the master view select Reports, In Progress, Milestone Report.

This shows the progress of just the milestones from the 4 projects.

Note

If you change anything in the master Gantt view it will make the same changes to the sub project when you close the view. (By saying Yes at the prompt to save the sub project).

If a milestone is updated or completed by a team member working on a sub project this will be seen on your master project.

If you are tempted to delete the rows that are not milestones then take care to say NO when prompted to save the sub project.

Hope both solution help.

Regards
Doug
STL