Coordinating Multiple Project Managers on a Single Project using Microsoft Project Server

Jeffrey J. Williams, PMP (President, North Carolina Triangle Chapter)

So, you have had a great rollout of Microsoft Project Server; everyone’s using it, liking it – and wondering why Microsoft didn’t provide this great capability sooner. The company is excited to see how much better that really big project it is negotiating for is going to be by using MS Project Server. You, on the other hand, have started to worry. The devil is in the details, and one of those key details is to be cautious that the Master Project Sub-Project relationship may double count the resources if used on the MS Project Server. Yet, you know you need the detail provided by having the project in a single file, rather than having several sub-project files, which MS Project Server will treat as separate and equal projects. Thus, what you need is a technique that will allow multiple project managers to handle their part of the project like before, without resorting to a separate MS Project file for each sub-project. There is a way to do it, and it’s simple if you think about it!

The information below explains at how to manage large projects in MS Project Server using multiple sub-project managers. In Microsoft Project 2000, and its earlier versions, large projects were broken down into a series of smaller projects. Each small or sub-project was managed in its entirety by a Project Manager. Dependencies were inserted using the File, Path, Name, Task Description method, and periodic rollups of the complete project were accomplished by merging all of the updated project plans into a single master project.

The introduction of the Microsoft Project Server has revolutionized the way large projects are managed by multiple project managers. Simply put, a project manager with access to the project schedule can take over management of any tasks by using the “Republish Assignments” feature and selecting the option “Become the Manager on These Assignments”.

The checklist below outlines the specific steps needed to become the project manager of some assignments:

  1. Once the sub-project managers have built their respective schedules, bring the individual project managers together to merge all their schedules. This is the opportunity for everyone to be sure the cross-functional dependencies are correct.
  2. Publish the project: Normally a large project will be built from a template, and once the template has been updated with the unique aspects of the project it will be published to the Microsoft Project Server. The project manager who publishes the project is the de facto project manager of the whole project schedule until the sub-project managers republish the assignments to take management responsibility for their portion of the project.

Next, each sub-project manager will need to assume responsibility for their assignments by following the steps below.

  1. Be sure Microsoft Project is closed, open the Web Client and log on to the Microsoft Project Server.
  2. Select the “ProjectCenter”.
  3. Select (highlight) the desired project. DO NOT double click to open the file.
  4. Click on “Open in Microsoft Project.” This will run Microsoft Project, allowing you to log into the Microsoft Project Server, and automatically open the desired project.
  5. In MS Project, highlight all tasks you are tasked to manage. Deselect any Summary tasks you may have highlighted by holding down the “Control” key and deselecting each Summary task.
  6. The next step is an intermediate step that assigns the tasks to you. Follow one of these two scenarios in the “Assign Resources” dialog box.
  7. If your name is visible in the Resource list:

Select your name. A check mark will appear beside your name.

Click the “Assign” button.

Click “OK” to close the Assign Resource dialog box.

  • If your name is not visible in the Resource list:

Click the “Add Resources” button.

Select the Resource location as directed by the Microsoft Project Server Administrator; this will bring up the “Build Team” dialog box.

Select your name in the “Enterprise Resource” column and add it to the “Team Resource” column by clicking on the “Add” button.

Click “OK” to close the “Build Team” dialog box and click “OK” to close the “Assign Resource” dialog box.

  1. In Microsoft Project, select Collaborate, Publish, and Republish Assignments. This will bring up the “Republish Assignments” dialog box.
  2. Select “Become the Manager for these Assignments.”
  3. Select “OK”.

Now you are set up as the project manager for the tasks that you need to manage! When your resources update their tasks, the updates will go to you, not the owner of the project schedule.

This capability is a great improvement over the previous Master Sub-Project approach. Previously the only person who could see the really big picture was the Master Project Manager. The sub-project managers operated in the cloistered confines of their individual functional areas, and this approach probably did more to encourage resistance than it did to create openness necessary for cross-functional project management to work. Using the added functionality provided by MS Project Server helps multiple project managers on a single project to see the overall picture of the effort required and problems that may be encountered.