One of the biggest advantages of creating a master project is the-capability to work with the tasks and schedules of the consolidated project as if it were a single project. Youcan review all the details of the master project, sort and filter projects, and link tasks between projects. You can also view resource allocation across projects, create reports, and analyze costs. Pretty much anything you can do with a single project you can do with a master project.
Viewing Inserted Project Information
When you insert a project into another project, you can view information about the project by double-clicking it to open the Inserted Project Information dialog box shown in Figure 14.10
Identifying the Source of the Task or Resource
In working with Master projects, you may find it useful to add the Project column to the Gantt Chart and Resource Sheet. This helps to clearly identify from which project a particular task or resource originated. To insert the Project column:
1. Right-click on the column to the right of where you want the new column to appear
2. Choose Insert Column.
3. Select Project from the Field Name drop-down list. You do not have to enter a Title unless you want the field name to be something other than Project
Sorting and Filtering Cross-Project Tasks
we describe how to sort and filter Project data to organize and extract the data you want to see. In a master project, you can use those same features to sort and filter data across projects. For example, after inserting all the subprojects into a master project, you can sort the subprojects in the Gantt Chart by Name or by Start Date
When you sort tasks and resources, you have the option of sorting within their projects or summary tasks, or disregarding their curre”!t roll-ups and sorting across the entire list. For example, in Figure 1~.11, the resources are sorted by project first and then by name. Figure 14.12 shows the same resources sorted without regard to project affiliation,
In the Gantt Chart, you can collapse outline levels to sort sub projects within the master project, or you can expand outline levels to sort all the tasks thin all the projects
To sort the sub projects in a master project, follow these steps:
1. Click the top cell in the ID column to select all the tasks In the Gantt Chart.
2. Select Outline Level 1 from the Outline menu to collapse all the outline levels
3. Click the Project menu and choose Sort to open a sub menu of sort choices.
Sorting between Projects
If you choose to sort tasks between projects, by Name or by Start Date for example, you would follow similar steps with some slight variations:
1. Click the top cell in the ID column to select all the tasks in the Gantt Chart.
2. Select Show All Subtasks from the Outline menu to expand all the outline levels .
3. Click the Project menu and choose Sort to open a submenu of sort choices.
‘4. Choose Sort By from the submenu to open the Sort dialog box.
5. Select the fields you want to sort by, and choose Ascending or Descending for each sort level.
6. Clear the Keep Outline Structure checkbox
7. Click Sort to apply the sort.
Reversing Sorts and Reapplying Outline Structure
You can reverse a sort by . returning to the Sort dialog box (Project > Sort :> Sort By) and clicking the Reset button. This restores the outline structure and re-sorts by the 10 field within each project.
Applying filters and Grouping to Tasks and Resources
You can use Filter and AutoFilter to filter data across projects. For example, by turning on AutoFilter in the Gantt Chart, you can show only those tasks that have Start Date of this month. Figure 11.13 shows an AutoFilter being applied to the Start Date field.
You can also group across projects using the Group Bycommand. Figure 14.14 shows the Group By Critical option. The first group, Critical: to, is collapsed; the second group, Critical: Yes,is expanded to show all the critical path tasks in all the open projects
Removing a Subproject from a Master Project
You can remove a sub project from a master project by deleting it just as you would a task: Select the project and press the Del key or choose Edit> Delete Task. The Planning- Wizard warns you that the project is a summary task and deleting it will remove its subtasks as well
Linking Tasks That Cross Projects
You can link tasks between projects, whether or not they are part of a master project. You may, for example, be managing a project that is dependent on the completion of a task in a project for which you are not responsible. You can link to this external project to show how any deviations in that project’s schedule affect your project.
Throughout this section, we are using two simple projects to serve as examples for this process. The first project,is a project that was agreed-upon by project managers in the : to prepare for and take the Microsoft Office User Specialist Microsoft Project 2000. As a member of the Human Resources Department, you we offered to hold a celebration for everyone who took the exam. You are responsible for the part, so you created a project called “MOUS Celebration” to plan the party. You can see the tasks in both projects in Figure 14.15
Asyou outline the tasks of the party plan, you realize that you can’t schedule the party until you know the date the project managers are going to take the exam. Although you have no control over the other project, your first task, Set a Date, Is dependent upon Task 12, Register for the Exam, in the MOUS Prep project.
To create a link between the tasks, follow these steps:
1. Open both projects that contain the tasks you want to link.
2. Choose Window »-Arrange All to see both projects.(this step is not required, but makes it easier to see what you are linking).
3. Double-click the task you want to become the successor (dependent) task-this opens the Task Information dialog box. In this example, you’d double-click the Set a Date task in the MOUS Celebration project.
4. Click the Predecessors tab to establish the Register for Exam task in the MOUS Prep project as the predecessor.
5. Select the ID field and type the project name and ID number of the predecessor task using this format: Projectxame \ Task ID ~umber. For example, in this case, you’d enter MOUS Prep\12 to represent Task 12 in the MOUS Prep project .
6. Press Enter-Project automatically adds External Project to the Type and Lag fields.
7. Click OK to establish the link.