Master schedules

A Milestones Professional master schedule is a compilation of separate Milestones Professional schedules (sub-schedules). Usually, the sub-schedules are each maintained by different people or departments, each responsible for one or more projects. Thus, the master schedule gives a view of all projects.  See: Tutorial Lesson 10 - Master Schedules

Changes to data in the sub-schedules appear in the master schedule. Any changes to the master schedule will not appear in the sub-schedules.

Example: Master schedules

In this example, schedules for Project One, Project Two, and Project Three are each maintained by different managers. The manager overseeing the progress of all three projects sets up a master schedule which merges the three files into a single file.

When he needs to see the latest status on all three projects, he simply updates the master schedule with the latest data from Projects One Two and Three

Three Milestones schedules......merged into a single Milestones master schedule.

Tips and considerations regarding master schedules:

The typical use of a master schedule is to see the progress of selected projects in a single Milestones Professional file.

All sub-schedules should have the same format, especially column types and locations (exceptions are discussed in Common Questions section below). Create a template or blank chart to meet this need.

If changes are made to a master schedule, those changes are not retained when it is updated with the latest sub-schedule data.

All sub-schedules should follow an agreed-upon hierarchy when displaying various levels of detail. Even agreeing on the names of the various project stages is a good idea. For example, in all sub-schedules, level 1 could be the project name; level 2 as the phase level (e.g. "Research," "Development," "Production," "Testing," "Delivery"); level 3 as the task level (e.g. under "Testing" phase..."Beta Product 1," "Beta 2," "Beta 3").

If the master schedule is to contain a single summary row for all merged projects, then all sub-schedules need to begin at outline level 2. This allows for an outline level 1 roll-up summary of all projects in the master schedule.

Sub-schedules should be saved in a static location, such as a network folder, to ensure the master schedule has access to the latest sub-schedules' data. As always, be sure to frequently back-up these files.

Create a master schedule:

Master schedules are easy to set up. Simply select Milestones files (sub-schedules) in the order they should be merged.

1. Start with a blank schedule that is in the same format as the sub schedules.
2. Choose File | Master/Update | Master Schedule.
3. Treat the Current Schedule as a Master Schedule and choose any of these options:
   1.  Insert Page Breaks Between Sub-Schedules: Sub-schedules will be separated by page breaks in the master schedule.
   2.  Insert Hyperlinks in each task row to the source Sub-Schedule: Every task row will have a task row hyperlink shortcut to the source sub-schedule from which that task came.
   3.  Automatically Update when Master Schedule is Opened: Each time this master schedule is opened, the latest sub-schedules automatically populate the master schedule. Otherwise, the master schedule has to be updated through File | Master/Update | Update Master Schedule, Linked Symbols.
4. Press the Add Schedule button.
5. Browse for and select one or more Milestones files to include in the master schedule, then choose Open.
6. Repeat Steps 4 and 5 as needed to add more sub-schedules.
7. Use the Move Up and Move Down buttons to change the order of the schedules.
8. Use the Change button to replace a selected file from the sub-schedule list with another Milestones schedule.
9. Use the Delete Schedule button to remove a selected file from the sub-schedule list.

 Sub-schedules will fill the master schedule in the order shown in the Master Scheduling Properties dialog box.  When deleting a sub-schedule from the list in the Master Scheduling Properties dialog box, the schedule itself is not being deleted.

Create and distribute a template or blank chart to be used for all sub-schedules and the master schedule:

By creating a schedule template or blank chart, and using it for all sub-schedules and the master schedule, the format is consistent and ensures that sub-schedules will merge successfully into the master schedule. Distribute a copy of the template or blank chart to each person entering project data into his sub-schedule.

Why is a common format so important? If one sub-schedule contains columns of duration values, percents complete, and end dates; and another sub-schedule contains columns of baseline dates and task names; then the master schedule will not know which columns to display. Thus, all schedules should have columns of the same format and placement.

After each person populates his sub-schedule, it's recommended that the schedule is saved to a shared network folder and that the name of the sub-schedule is passed along to the keeper of the master schedule.

When designing the format of the schedule, focus especially on these areas:

• Column properties (e.g. End Date SmartColumn, text column, Duration SmartColumn, etc.)

• Where each column will be positionedWhere each column will be positioned

  1. Click .

  2. Click the top border of the column heading of the column to be moved. The cursor will change to

  

  3. Drag the column to the desired location. The marker indicates where the column can be inserted.

  4. Release the mouse to drop the column at the insertion point.

   

• Toolbox settings

• Legend settings

• Schedule's start date and end date

• Timeline headings

• ValueSets and DataGraphs for graphing values

• Color theme for shading by outline level

• Summary bar settings

To distribute a template for use as sub-schedule:

1. Save the schedule that was formatted, as a template (File | Files and Templates: Open and Save Options | Save As...File | Standard Template).
2. Distribute it to everyone who will be creating a sub-schedule.
3. Have each person save it to Program Files/KIDASA/Milestones Professional 2025/Standard Templates.
4. Each user can open it under File | Files and Templates: Open and Save Options | Open a File | Standard Templates.
5. Save it as a chart, under a new name, to the agreed-upon folder.

To distribute a chart for use as sub-schedules:

1. Save the schedule as a chart (File | Files and Templates: Open and Save Options | Save As...File | Chart).

2. Distribute it to everyone who will be creating a sub-schedule.

3. Each recipient can open it under File | Files and Templates: Open and Save Options | Open a File | Chart.

4. Save it as a chart, under a new name, to the agreed-upon folder.

Master schedules can be automatically updated when they are opened, or an update can be forced on an opened master schedule.

Update a master schedule:

Automatically update a master schedule when opened:

1. Choose File | Master/Update | Master Schedule.

2. Automatically Update when Master Schedule is opened.

Update a master schedule that is already open:

1. Choose File | Master/Update | Update Master Schedule, Linked Symbols | Master Schedule.

Move a master schedule:

1. Open the schedule with the links to change.  Save a copy of the schedule before starting this process.

2. Choose the Tools tab.  In the Other Tools section choose Update Filename Links.  

3. The Update Links dialog box displays, showing the links that are contained in the file.

4. Next to Update Strings in link In From: enter the text to be changed.  Note: It's possible to highlight and copy this information from the FileName list displayed in the dialog box.

5. Next to Update Strings in link In To: enter the new text.

6. Now select Update Strings in link. The old information should now be replaced with the new information.  

Common questions:

In my sub-schedule, I want to track additional column data, not included in the master schedule merge. Can I do this?

Yes. Just be sure to add the additional columns to the far left or far right, outside the standard columns which will be merged into the master schedule. The master schedule will ignore those extra columns in the sub-schedules.

My master schedule serves as a "Friday Report" to management. How can I keep a historical record of each week's report?

Each week, save the schedule under a new name, for example "Projects Report 11 March 03.MLP". Then choose File | Master Schedule and un-check Treat the Current Schedule as a Master Schedule. That way, the original master schedule will be updated, yet the newly named "historical" schedule for that week will not be updated.

Now that we have distributed the schedule format, we want to change the format. How can we do that?

Save the new format as a template. Have each person apply that template to his current sub-schedule. But first, have them back-up the schedule in case the template makes unwanted changes to the schedule.

This can only be done if the template changes are minor. For example, extensive column properties and column ordering changes which are saved in the new template and then applied to an existing schedule may have adverse effects on the existing schedule. In another example, if the template changes are made to the toolbox symbology, this new template can be applied to the sub-schedules without adversely affecting the schedule data.

 The sub-schedules can be on the local machine or a remote machine. Schedules on a remote machine can be referred to by the UNC path (\\servername\sharename\folder...)