Making Multi-Project Graphs from Separate Microsoft Excel Plans for Version 7.0

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Overview

Suppose you have multiple Microsoft Excel source plans that are related and you want to create a single project view that shows the important schedule items. You can do this as long as the related Microsoft Excel source plans are constructed with unique Task ID field contents. This is necessary because unlike Microsoft Project, Microsoft Excel does not automatically provide a unique identifier for rows. Additionally, unique Task ID numbers are needed so that OnePager Express (OPX) does not get rows confused when performing snapshot updates.

Preparation for Making a Multi-Project Graph from Separate Microsoft Excel Source Plans

To illustrate what is needed, let’s construct a multi-project project view from the BlueGrass 2J-303-FC-Updated Microsoft Excel source plan by splitting this source plan into two distinct files as shown below:

Merlin Project Phases 1 and 2
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X61-8_4_1-61-(1)-10272017.png
Adonis Project Phases 1 and 2
X61-8 4 1-61-(2)-10272017.png
X61-8_4_1-61-(2)-10272017.png

Important Note

Each of the Microsoft Excel source plans above have unique Task ID fields with unique numbers. It is important throughout the use of these Microsoft Excel source plans that these assigned unique Task ID numbers remain with their respective tasks. Dates can change in the rows along with other updated information as the projects progress, but the Task ID number must remain associated with the task activity. Tasks can be deleted, but the deleted Task ID should not be reused for a later snapshot. OPX can process out of sequence Task ID numbers.

Setting up the One Pager Express Template for a Multi-Project Graph

The next step is to select and update an appropriate OPX Template. For this illustration we’ve selected the Multi-Project Gantt Chart – Detailed Template.

Adjustments to Rows and Swimlanes

Once the OPX current Template is established as a multiple-project Template, go to the Rows/Swimlanes tab and make sure that the Group rows into swimlanes and Label swimlanes by windows are set to Project. Also, for this illustration, make sure that text columns are displayed and that the Custom Text Columns are set to Phase. The Rows/Swimlanes tab looks like this:

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X60-8_4_1-60-(6)-02082017.png

When the steps above are completed and the Template updated, click the Save and use button to make the modified Template the current Template.

Create a Multi-Project Graph from Separate Multiple Microsoft Excel Separate Plans

For this example the OPX Add-in application is used. Launch Microsoft Excel and open the first of the multi-project Microsoft Excel source plans. In this case it’s the Merlin-Project Phase 1 and 2 file. Next, launch OPX from the Microsoft Excel Add-in tab. The OnePager Express Start form appears. Click the NEW button which accesses the OnePager choices (OPC) form as shown below:

X61-8 4 1-61-(6)-10272017.png
X61-8_4_1-61-(6)-10272017.png

Note that the Merlin-Project Phase 1 and 2.xlsx Microsoft Excel source plan appears in the Selected File(s) group and that the Add/Remove button is active. Click the Add/Remove button which accesses the Data source selection form as shown below:

X61-8 4 1-61-(6A)-10272017.png
X61-8_4_1-61-(6A)-10272017.png

We want to now add the other two Microsoft Excel source plans to the source packet. To do this, click the ADD button in the Data source selection form and a Windows Open form appears. Navigate to the desired source plans, select them individually, and then click the Open button as shown below:

X61-8 4 1-61-(6B)-10272017.png
X61-8_4_1-61-(6B)-10272017.png

After you’ve completed placing the third Microsoft Excel source plan into the source packet, the window in the Data source selection form looks like this:

X61-8 4 1-61-(6C)-10272017.png
X61-8_4_1-61-(6C)-10272017.png

When you click the OK button above, the OPC form is updated to reflect that two (2) source plans are in the source packet and the title for the new project view that we typed in as shown here:

X61-8 4 1-61-(6D)-10272017.png
X61-8_4_1-61-(6D)-10272017.png

When you click the Next> button, OPX goes to the second page of the OPC form where you can confirm other settings or make any Template setting changes. When these confirmations are complete, click the Create new project view button. The project view looks like this:

X61-8 4 1-61-(6E)-10272017.png
X61-8_4_1-61-(6E)-10272017.png

Once you merge all your projects into a single snapshot, you can now add a new snapshot to the project view to show how tasks changed.

Updating a Project View Created from Multiple Microsoft Excel Source Plans

Eventually you want to update your multi-project project view by either adding a snapshot or replacing a snapshot with updated data. To perform either the add or the replace snapshot, use the processes described in the related links below. The key to making updated to multi-project project views from multiple Microsoft source plan is the proper management of the Microsoft Excel data in the source packet. Recall that the source packet contains the source plan(s) that are to be used to either create or update a project view. They are stored as file names and path names in the project view’s .TAM file and can be accessed from the Data tab’s Selected file(s) button on the ribbon as shown below:

X61-8 4 1-61-(6F)-10272017.png
X61-8_4_1-61-(6F)-10272017.png

Validating the contents of the source packet and assuring that these are the Microsoft Excel source plans that were updated is an essential step before proceeding to perform a project update.

Related Links

Creating a NEW Project View via Pull Operation - OnePager Express 7.13.2-70

REPLACING a Snapshot via Pull Operation - OnePager Express 7.14.2-70

ADDING a Snapshot via Pull Operation - OnePager Express 7.15.2-70

(8.4.1-70)