Making Multi-Project Charts for Smartsheet for Version 7.1

Overview

One of the strength of OnePager is its ability to create compact visual representations of multiple projects that are part of a single Smartsheet import source plan as well as create OnePager charts from multiple single Smartsheet files. These can be several projects that belong to one program or they can be several projects and programs in an organization’s portfolio. Representing multiple projects originating in a single Smartsheet source plan can, therefore, be easily done with the creative selection of Row and Swimlane fields from the Smartsheet source plan.

The OnePager Bundle Standalone application can import these multi-project Smartsheet import source plans and produce multi-project charts.

Additionally, OnePager has the capability to build multi-project charts from individual Smartsheet exported files.

Creating a Multi-Project Chart from a Multi-Project Smartsheet Import Source Plan

One method for using a single Smartsheet import source plan is to add a field to your source plan with a field name of Project. This name is recognized by OnePager and is utilized in multi-project Template Properties form shipped with the product. An example Smartsheet source plan with the Project field is shown below:

After configuring your Smartsheet source plan with the Project field and the necessary multi-project schedule data, you can create a useful multi-project chart by following the steps described in the next section.

Launch OnePager and connect to your Smartsheet account. Select the NEW option on the OnePager Bundle Start form and select the Smartsheet multi-project file shown here:

Creating a NEW Chart from a Multi-Project Source Plan

Next, click the NEW button on the OnePager Bundle Start form. This accesses the OnePager choices (OPC) form where clicking the Select command in the Please select a source file' sub-control group enables you to BROWSE Smartsheet ... import source plans or to select a RECENT import source plan as shown here:

For this illustration, we'll select the source plan named BlueGrass Excel Project Plan-Bundle (on Smartsheet). When we do this, the OPC form is expanded to look like this:

Before creating the NEW multi-project chart we must change the Template Properties form to support the creation of a chart from a multi-project source plan as described below.

Setting up the OnePager Template Properties Form for a Multi-Project Chart

As shown above, the OnePager choices (OPC) form does not show that a multi-project Template Properties form is being used. Before proceeding further we must change the Template Properties form's setting so that a multi-project Template Properties form is used to create the chart. This is done by clicking the Change button in the Starting Template group of the form as shown below:

Clicking the Change button accesses the folder where OnePager stores Smartsheet Template Properties forms distributed with the product as shown above. Select the Multi-Project Gantt Chart - Detailed entry in the window shown above and click the Open button at the bottom of the form. When you click the Open button on the Open form shown above, OnePager changes the current Template Properties form to the Multi-Project Gantt Chart – Detailed Template.

After changing the Template Properties selection, type in the title of the chart and assure that the Task Selection sub-control group's controls are set to import the tasks you need for your chart.

Use the Smartsheet Source Plan to Create the Chart

You are now ready to create the multi-project chart. First, click the Next> button (shown above) which takes you to the second page of the OPC form shown below:

Next, check your field mapping settings or make any Template Properties form adjustments. When you are finished, click the Create new chart button on the second page. OnePager generates a multi-project chart that looks like this:

The chart above represents two separate projects using the swimlanes to organize the tasks/milestones for each project grouping. As the projects progress and additional projects are added, the additional swimlanes with their corresponding rows are added to the chart in future snapshots.

Updating Charts Created from Multiple Projects in a Single Smartsheet Import Source Plan

Eventually you want to update your multi-project chart by either adding a snapshot or replacing a snapshot. To perform either the add or the replace snapshot, the processes described in these two referenced article references that follow can be used.

REPLACING a Snapshot via Pull Operation

ADDING a Snapshot via Pull Operation

The key to making updates to multi-project charts from multiple-projects contained in a single Smartsheet source plan is the proper management of the Smartsheet source plan data in the source packet. Recall that the source packet contains the import source plan or import source plans that are to be used to either create or update a chart. They are stored as file names and path names in the chart’s .TAM file, and can be accessed from the OnePager Data ribbon tool bar tab’s Selected file(s) button on the ribbon as shown below:

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

Creating a Multi-Project Chart from Individual Single-Project Smartsheet Import Source Plans

Introduction

Suppose you have multiple Smartsheet source plans that are related and you want to create a single chart that shows the important schedule items and will be updated as the project proceeds. Whenever chart updates are contemplated in the future OnePager requires that tasks being imported have unique task identifiers that OnePager can use to keep the updates aligned. Smartsheet source plans have unique task identifiers built in and the data are imported when OnePager imports the Smartsheet source plan. OnePager makes these unique task identifiers available in the OnePager Chart Editor as the SmartsheetTaskID field which is discussed later.

For more information on SmartsheetTaskID, please see the section in the article at: The SmartsheetTaskID Field

Making a Multi-Project Chart from Separate Smartsheet Source Plans

To illustrate what is needed, let’s construct a multi-project chart from the BlueGrass Project Plan Smartsheet source plan by splitting original source plan into two distinct import source plans as shown below:

Merlin Project Phases 1 and 2 Adonis Project Phases 1 and 2

Important Note

Each of the Smartsheet source plans above have unique SmartsheetTaskID fields with unique numbers generated by OnePager at source plan import. It is important throughout the use of these Smartsheet source plans that these assigned unique SmartsheetTaskID numbers remain with their respective tasks. Dates can change in the Smartsheet source plan's rows along with other updated information as the projects progress, but the SmartsheetTaskID number must remain associated with the task activity. Tasks can be deleted, but the deleted SmartsheetTaskID should not be reused for a later snapshot. OnePager can process out of sequence SmartsheetTaskID numbers.

Setting up the One Pager Template Properties Form for a Multi-Project Chart

The next step is to select and update an appropriate Template Properties form.

For this illustration we’ve selected the Multi-Project Gantt Chart – Detailed Template Properties form. Once the current Template Properties form is established as a multiple-project Template Properties form, 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 in the Template Properties form looks like this:

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

Create a Multi-Project Chart from Separate Multiple Smartsheet Import Source Plans

Launch Smartsheet and Load the First Smartsheet Import Source Plan

Launch Smartsheet, open the first of the multi-project Smartsheet source plans, and make any editing changes necessary. In this case it’s the Merlin-Project Phase 1 and 2 file.

Next, launch OnePager Bundle. The OnePager Bundle Start form appears.

Click the NEW button which accesses the OnePager choices (OPC) form as shown below:

Note that the Merlin-Project Phase 1 and 2 Smartsheet source plan appears in the Selected File(s) group and that the Add/Remove button is active.

Adding the Second Smartsheet Import Source Plan

Click the Add/Remove button which accesses the Data source selection form as shown below:

We want to now add the other Smartsheet source plan 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 plan, select it, and then click the Open button as shown below:

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

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 chart that we typed in as shown here:

Create the NEW OnePager - Smartsheet Multi-Project Chart

When you click the Next> button, OnePager goes to the second page of the OPC form where you can confirm other settings or make any Template Properties form setting changes.

When these confirmations are complete, click the Create new chart button. The chart looks like this:

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

Updating a Chart Created from Multiple Smartsheet Import Source Plans

Eventually you want to update your multi-project chart by either adding a snapshot or replacing a snapshot with updated data. To perform either the add or the replace snapshot, the processes described in these two referenced article references that follow can be used.

REPLACING a Snapshot via Pull Operation

ADDING a Snapshot via Pull Operation

The key to making updated multi-project charts from multiple Smartsheet source plan is the proper management of the Smartsheet 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 chart.

They are stored as file names and path names in the chart’s .TAM import source plan and can be accessed from the Data tab’s Selected file(s) button on the ribbon as shown below:

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

Creating a Multi-Project Chart from Smartsheet Report Imported as a Single Source Plan

Introduction

Smartsheet supports the creation of Smartsheet Reports of several kinds and in the context of OnePager we are focusing on the Smartsheet Reports created from one or more Smartsheet Gantt charts. The procedure for creating Smartsheet Reports of multiple Gantt charts is covered within the Smartsheet Application. In this section we'll use a Smartsheet Report made up of four (4) separate Smartsheet Gantt charts as described in the example that follows

Suppose you have multiple Smartsheet source plans that are related and you want to create a single chart from these Smartsheet source plans that are organized into a Smartsheet Report. The chart mujst show the important schedule items and will be updated as the project proceeds. Whenever chart updates are contemplated in the future OnePager requires that tasks being imported have unique task identifiers that OnePager can use to keep the updates aligned. Smartsheet source plans have unique task identifiers built in and the data are imported when OnePager imports the Smartsheet source plan. OnePager makes these unique task identifiers available in the OnePager Chart Editor as the SmartsheetTaskID field which is discussed later.

For more information on SmartsheetTaskID, please see the section in the article at: The SmartsheetTaskID Field

Making a Multi-Project Chart from a Smartsheet Report

To illustrate what is needed, let’s construct a Smartsheet Report from four (4) charts related to the BlueGrass Project Plan Smartsheet source pla as shown below:

Merlin Project Phases 1 Merlin Project Phases 2 Adonis Project Phases 1 Adonis Project Phases 2

Using these four (4) Smartsheet files, create a Smartsheet Report named Report Project Ocean (Adonis & Merlin) and save it in your Smartsheet account.

Important Note

Each of the Smartsheet source plans above have unique SmartsheetTaskID fields with unique numbers generated by OnePager at source plan import. It is important throughout the use of these Smartsheet source plans that these assigned unique SmartsheetTaskID numbers remain with their respective tasks. Dates can change in the Smartsheet source plan's rows along with other updated information as the projects progress, but the SmartsheetTaskID number must remain associated with the task activity. Tasks can be deleted, but the deleted SmartsheetTaskID should not be reused for a later snapshot. OnePager can process out of sequence SmartsheetTaskID numbers.

Setting the One Pager Template Properties Form for a Multi-Project Chart

The next step is to select and update an appropriate Template Properties form.

For this illustration we’ve selected the Multi-Project Gantt Chart – Detailed Template Properties form. Once the current Template Properties form is established as a multiple-project Template Properties form, go to the Rows/Swimlanes tab and make sure that the Group rows into swimlanes and Label swimlanes by windows are set to Project for the Left#1 swimlane. Additionally, we want to show the four projects as swimlanes so change the label for Left#2 swimlane to Project name. Since we plan to be interested in project risk, make sure that the Group rows into swimlanes and Label swimlanes by windows are set to Category for the Left#3 swimlane.

The Rows/Swimlanes tab in the Template Properties form looks like this:

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

Create a Multi-Project Chart from a Smartsheet Report

Next, launch OnePager Bundle. The OnePager Bundle Start form appears.

Click the NEW button which accesses the OnePager choices (OPC) form.

Then, click the Select button in the Select File(s) section of the OPC form and navigate to select the Report Project Ocean (Adonis & Merlin) as shown below:

Next, use the Change button in the Starting Template section to make sure that your updated Template Properties form is selected as shown here:

With this done, name the chart Report Project Ocean (Adonis & Merlin), save it, and make sure that Show It is selected Task Selection section as shown here:

When these confirmations are complete, click the Create new chart button. The chart looks like this:

Once you created the chart from a Smartsheet Report the chart can be managed as a single snapshot. You can now add a new snapshot to the chart to show how tasks changed by updating the constituent project charts and updating your Smartsheet Report before accessing it to create a new snapshot.

Updating a Chart Created from a Smartsheet Report

Eventually you want to update your Smartsheet Report based chart by either adding a snapshot or replacing a snapshot with updated data. To perform either the add or the replace snapshot, the processes described in these two referenced article references that follow can be used.

REPLACING a Snapshot via Pull Operation

ADDING a Snapshot via Pull Operation

The key to making updated Smartsheet Report created charts involving multiple Smartsheet source plan is the proper management of the Smartsheet data at the Smartsheet file level. Recall that the smartsheet files contains the source plan(s) that are to be used to either create or update a Smartsheet Report based chart.

Related Links

Creating a NEW Chart via Pull Operation Feature

REPLACING a Snapshot via Pull Operation

ADDING a Snapshot via Pull Operation

Merging the Wrong Tasks into a Chart - OnePager Bundle - Smartsheet

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