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Cross Project Dependencies

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Structured Solutions External Dependency Management Approach ........................................................................................... 2

Overview ................................................................................................................................................................................. 2

Manage External Dependencies ............................................................................................................................................... 3

Identify External Dependencies ............................................................................................................................................... 4

Definitions ........................................................................................................................................................................... 4

Enabling Microsoft Project Tools ........................................................................................................................................ 4

Tips & Tricks ....................................................................................................................................................................... 4

Code and Tag/Flag External Dependencies ............................................................................................................................. 4

Definitions ........................................................................................................................................................................... 4


Exercise – Code and Flag External Dependencies ............................................................................................................... 7

Tips & Tricks ....................................................................................................................................................................... 8

Exercise – Use SSI Tools to See External Dependency Codes and Flags ........................................................................... 8

Link External Dependencies from Predecessors in the Providing Project and to Successors in the Receiving Project ........... 9

Definitions ........................................................................................................................................................................... 9


Tips & Tricks ....................................................................................................................................................................... 9

Exercise – Adding Predecessors to External Outputs and Successors to External Inputs ................................................. 10

Synchronize Dates in Providing and Receiving Project......................................................................................................... 11

Definitions ......................................................................................................................................................................... 11

Enabling Microsoft Project Tools ...................................................................................................................................... 11

Tips & Tricks ..................................................................................................................................................................... 11

Exercise – Use Microsoft Project Tools to Combine Projects A & B ............................................................................... 13

Using SSI Link and Synchronize Tools ................................................................................................................................. 14

SSI Tools - Link Inputs/Outputs ........................................................................................................................................ 14

Exercise – Use SSI Tools to Link and Synchronize Projects A & B ................................................................................. 15

SSI Tools - Sync Remote Projects ..................................................................................................................................... 17

Exercise – Use SSI Tools Sync Remote Projects ............................................................................................................... 19

SSI Tools - Synchronization Options ................................................................................................................................ 20

Schedule Roles Explained ......................................................................................................................................................... 21

Schedule Integrator ................................................................................................................................................................ 21

Schedule Contributor (Subproject owner) ............................................................................................................................. 22

Supported Environments............................................................................................................................................................ 23

Separate Subprojects are Always Controlled by Their Respective Subproject Owner .......................................................... 23

Summary Master Project with Milestones from Subprojects ................................................................................................. 25

Split one Project into Two or More Subprojects .................................................................................................................... 26

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Structured Solutions External Dependency Management Approach

Overview

A “Program” is often a collection of Projects and Subprojects. Often, these projects and subprojects are

owned and maintained by separate teams or organizations within a company or even by different

companies.

For the most part Projects and Subprojects have Internal Dependencies between their own tasks and

milestones. In many cases, however, an External Dependency exists where the predecessor or

successor is part of another project or subproject. Common names External Dependencies include

“Givers” and “Receivers”, “Inputs” and “Outputs” or just “Cross Project Dependencies”

Managing a Program having External Dependencies requires explicit identification of these

dependencies which may include a Unique Identification Code or number and Tags to show which

project Provides the external dependency (the “Giver” or “Provider”) and who Receives the external

dependency (the “Receiver” or “User”).

In the example below, Internal Dependencies are shown using Black arrows and External Dependencies

are show using Red arrows.




Manage External Dependencies

The process steps for managing External Dependencies is shown graphically using a “process wheel”.

A description of each step in the process, along with tips, tricks and tools used by the professional

scheduler and schedule analyst are described in the following sections of this document.




Identify External Dependencies

Definitions

External Dependencies exist in a Project or Subproject when the Predecessor or Successor of a

scheduled item is found in another project or subproject.

External Dependency Code is a Unique Code or number that is used by both the Provider and the

Receiver of the item. The Unique Code is usually determined and assigned by the Provider.

Enabling Microsoft Project Tools

Simple tables in a spreadsheet can be used to log each instance of a Dependency that will be produced

by one project (the “Giver” or “Provider”) and Received by another project (the “User” or “Receiver”)

Tips & Tricks

Have the Receiving Project or Subproject initiate the creation of External Dependencies. If done any

other way you may end up with items being Provided that no other Project or Subproject needs.

Code and Tag/Flag External Dependencies

Definitions

Giving a Unique Code to External Dependencies (#001 and #002 in the example below) is only a part of

its identity. Knowing the direction of the dependency (i.e., which project provides and which project

receives) is the other part. #001 is an Output from the perspective of Project A and it should be tagged

(or flagged) as such in Project A. From the perspective of Project B, however, the same item is an

Input.




Example of External Dependency Codes & Tags/Flags are shown in the table below: External Dependency Tag or Flag is used to show

the direction of the External Dependency. Since

there are two ends of an External Dependency, the

providing end will Tag or Flag the dependency as

an “Output” and the receiving end of the

dependency will Tag or Flag the dependency as an

“Input”. The example below shows two

Milestones that represent an External Dependency

from Project A to Project B.

External Dependency Relationship Types can be any of the following:

One-to-One - the Output from one project is

used by just one other project.

One-to-Many – the Output from one project is

used by more than one project.





Microsoft Project has Text and Flag fields that are useful for Coding and Tagging/Flagging External

Dependencies. Select One Text field and designate its use for External Dependency Codes. Pick one

Flag field and designate its use to tag the Output side of the External Dependency. Pick another Flag

field and designate its use to tag the Input side of the External Dependency. Figure 1 – Unsynchronized Example (not yet linked to source and target project) of Code and Tag/Flag used by a project Providing 2

External Dependencies and Receiving 1 External Dependency using Microsoft Project Text and Flag fields

Figure 2- Unsynchronized Example (not yet linked to source and target project) of Code and Tag/Flag used by a project Receiving 2

External Dependencies and Providing 1 External Dependency using Microsoft Project Text and Flag fields




Exercise – Code and Flag External Dependencies

Practice – Session Exercise

Start a new project in Microsoft Project with a Top level Summary in row 1 named “Project A

Requirements”

1. Add the following tasks: a. Write the Requirements Document (3 Day Duration) b. Requirements Document Published by Project A (Zero Day Milestone) c. Write the Requirements Verification Document (2 Day Duration) d. Requirements Verification Document Published by Project A (Zero Day Milestone) e. Receive Test Report From Project B (Zero Day Milestone) f. Review Test Report (2 Day Duration)

2. Add the columns named Text9, Flag8, Flag9 3. Rename Text9 to “Ext Dep Code”, Flag8 to “Input” and Flag9 to “Output” 4. Enter “ProjA-001” in Text9 of item b. above (“Requirements Document Published by

Project”) and mark it as an Output by setting Flag9 = Yes

5. Enter “ProjA-002” in Text9 of item d. above (“Requirements Verification Document Published by Project A”) and mark it as an Output by setting Flag9 = Yes

6. Enter “ProjB-001” in Text9 of item e. above (“Receive Test Report From Project B”) and mark it as an Input by setting Flag8 = Yes

7. Save this project as ProjectA.mpp

Start a new project in Microsoft Project with a Top level Summary in row 1 named “Project B

(Product)”

1. Add the following tasks: a. Requirements Document Published by Project A (Zero Day Milestone) b. Design Product Via Requirements (2 Day Duration) c. Requirements Verification Document Published by Project A (Zero Day Milestone) d. Test and Verify Product Performance (2 Day Duration) e. Deliver Test Report (Zero Day Milestone)

2. Add the columns named Text9, Flag8, Flag9 3. Rename Text9 to “Ext Dep Code”, Flag8 to “Input” and Flag9 to “Output” 4. Enter “ProjA-001” in Text9 of item a. above (“Requirements Document Published by

Project”) and mark it as an Input by setting Flag8 = Yes

5. Enter “ProjA-002” in Text9 of item c. above (“Requirements Verification Document Published by Project A”) and mark it as an Input by setting Flag8 = Yes

6. Enter “ProjB-001” in Text9 of item e. above (“Receive Test Report From Project B”) and mark it as an Output by setting Flag9 = Yes

7. Save this project as ProjectB.mpp




Tips & Tricks

External Dependency Code Assignment - Have the Providing Project or Subproject assign the Code for

External Dependencies. Using a convention that includes the provider’s project code can be helpful.

“ProjA-001”, for example makes it clear that the item is provided by Project A. The Output codes

shown in the example below will work well, but it’s hard to tell where the item is coming from.

Use SSI Tools to code and Tag/Flag External Dependencies

Use the tool named Identify

Input/Output on the SSI

Analysis Tools menu to enter

Codes and Flags for External

Dependencies

1. Select a row in a project that represents an External

Dependency

2. Click Identify Input/Output on the SSI Analysis Tools

menu

3. Enter the I/O Code. If the active project is the Provider,

make sure the code has not

already been used by listing

all existing Outputs by

checking “Show Outputs”

4. If the active project provides the item, Check Output. If

the active project receives the

item Check Input

5. Click Apply to Selected Row 6. Use the Up/Down button to

go to the next or previous

item if needed

Exercise – Use SSI Tools to See External Dependency Codes and Flags


Open ProjectA from the previous exercise

1. Click Identify Input/Output from the SSI Analysis Tools Multi Project menu 2. Use Go Next and Go Previous to see the External Dependency Codes and Flags used in the project 3. Click Show Outputs and Show Inputs to see all External Dependencies used in the project




Link External Dependencies from Predecessors in the Providing Project and to Successors in the Receiving Project

Definitions

If an External Dependency is an Output of the active project, it should have one or more predecessors.

Notice that “Requirements Document Published by Project A” is preceded by the task named “Write the

Requirements Document”. In this example, “Write the Requirements Document” is a predecessor to

“Requirements Document Published by Project A” using a Start to Start link with a 1 day lag.

If an External Dependency is an Input to the active project, it should have one or more Successors.

Notice that “Requirements Document Published by Project A” is succeeded by the task named “Design

Product Via Requirements”. In this example, “Requirements Document Published by Project A” is a

predecessor to “Design Product Via Requirements” using a Finish to Start link with 0 lag.


Display the Microsoft field named Predecessors and Successors or display the Predecessor/Successor

form. Add Predecessors to Outputs and Successors to Inputs.

Tips & Tricks

Use zero duration milestones for External Dependencies in Microsoft Project. Though this is not a

requirement, it makes for easy identification of External items in a project. Notice in the example below

that External Dependencies (shown in yellow) are Milestones.




Exercise – Adding Predecessors to External Outputs and Successors to External Inputs


Open ProjectA from the previous exercise

Add Predecessors to External Outputs

1. Link the Task named “Write the Requirements Document” to the Milestones named “Requirements Document Published by Project A” using a Start to Start dependency with 1 day of lag

2. Link the Task named “Write the Requirements Verification Document” to the Milestones named “Requirements Verification Document Published by Project A” using a Finish to Start dependency

with 0 lag

Add Successors to External Inputs

3. Link the Milestone named “Receive Test Report From Project B” to the task named “Review Test Report” using a Finish to Start dependency with 0 lag

Add Remaining Dependencies in ProjectA

4. Link the Task named “Write the Requirements Document” to the Task named “Write the Requirements Verification Document” using a Finish to Start dependency with 0 lag

5. Link the Task named “Write the Requirements Verification Document” to the Task named “Review Test Report” using a Finish to Start dependency with 0 lag

Open ProjectB from the previous exercise

Add Successors to External Inputs

1. Link the Milestone named “Requirements Document Published by Project A” to the task named “Design Product Via Requirements” using a Finish to Start dependency with 0 lag

2. Link the Milestone named “Requirements Verification Document Published by Project A” to the task named “Test and Verify Product Performance” using a Finish to Start dependency with 0 lag

Add Predecessors to External Outputs

1. Link the Task named “Test and Verify Product Performance” to the Milestones named “Deliver Test Report” using a Finish to Start dependency with 0 lag

Add Remaining Dependencies in ProjectB

2. Link the Task named “Design Product Via Requirements” to the Task named “Test and Verify Product Performance” using a Finish to Start dependency with 0 lag




Synchronize Dates in Providing and Receiving Project

Definitions

Synchronized External Dependencies have the same date and completion status in the providing and

receiving project. Both the date and the completion status is usually determined by the provider.


Post status in Microsoft Project to tasks that precede External Dependencies that are Output. Inform

stakeholders in receiving or using project of the Date and Completion status of External Dependencies

so they can apply the same date and status to External Dependencies that are Inputs.

Tips & Tricks

After Identifying, Coding, Tagging/Flagging and Linking External Dependencies you can make a

consolidated project, sometimes called an Integrated Master Schedule (IMS) and synchronize External

Dependences as follows:

Combine Projects/Subprojects into a Consolidated IMS

Record an Interim Plan before Synchronizing External Dependencies to enable Change Tracking in the Consolidated IMS

Link and Synchronize External Dependencies in the Consolidated IMS

Perform Analysis of Schedule Variances caused by Synchronized External Dependencies

Distribute the Synchronized dates of External Dependencies to the projects Receiving/Using External Dependency items

Combine Projects/Subprojects into a Consolidated IMS

Consolidated IMS Preparation:

Calendars

Resource Tables

Fields

Project Status date

A consolidated project (or IMS) and all its subprojects should be

using a common set of Calendars, Resource Tables and Fields.

The IMS and each subproject should have the same Project Status

date with all tasks updated through the Project Status date.

Insert Subprojects into the

Consolidated IMS using

Microsoft Project tools.

1. Select Subproject from the Insert group on Microsoft

Project’s Project menu




2. Browse to the location of each project/subproject to

insert into the Consolidated

IMS

3. Remove the option to Link to Project

4. Press the Insert button

Inserted Projects in a Consolidated IMS

Consolidated Project with Project A and Project B Combined

Projects have not been Synchronized yet




Exercise – Use Microsoft Project Tools to Combine Projects A & B


Open a new Project in Microsoft Project and set its Project Start date to 2/23/2017 (Use Project

Information from the Project menu in Microsoft Project)

1. Select Subproject from the Insert group on Microsoft Project’s Project menu

2. Browse to the location of ProjectA and ProjectB

3. Remove the option to Link to Project 4. Press the Insert button

5. Save this combined project as “IntegratedProject-A-Plus-B.mpp”




Using SSI Link and Synchronize Tools

SSI Tools - Link Inputs/Outputs

Link and Synchronize External Dependencies in the Consolidated IMS

Use the SSI Tool named Link

Inputs/Outputs on the Multi

Project group of the SSI

Analysis Tools menu to find,

link and synchronize External

Dependencies

1. Press the button named Code & Flag Field Setup and

select the Microsoft Project

fields used for the External

Dependency Code and Flags

Note - The setup page

includes a user defined

project field that is used to

Log each link or link error.

2. Press the button named Link to find, link and synchronize

External Dependencies

3. Check the Log field for the following

a. Linked @ Date & Time b. Link Error No Successor c. Link Error No

Predecessor

Note the Option Named Copy Current Input/Output Dates to

When using this option, the current Dates for Inputs and Outputs are recorded in a date field before

the synchronizaton is performed. This enables change tracking of the schedule impact caused by

linking Outputs to their respective Inputs

Note the Option Named If Output is 100% Complete then

Use this option to pass actual comletion status from Outputs to their respective Input.




After Linking, Input/Output dates are Synchronized in each Project

Exercise – Use SSI Tools to Link and Synchronize Projects A & B


Open the combined project named “IntegratedProject-A-Plus-B.mpp” from the previous Exercise

1. Click Link Inputs/Outputs from the Multi Project group on the SSI Analysis Tools menu and select the options shown below




2. Select Code & Flag Field Setup and Apply the Setup shown below

3. Click Link on the form named Link Inputs/Outputs

4. Save the Project as “IntegratedProject-A-Plus-B.mpp”




SSI Tools - Sync Remote Projects

Importing or Exporting Synchronized Dates Between a Local Project and Remote Projects

Now that Input/Output dates have been synchronized in a combined project, you can export (or

“Post”) those dates to each respective individual project or import (“Get”) those dates from the

Integrated Project using Sync Remote Projects

1. Select Sync Remote Projects from the Multi Project group of the SSI Analysis Tools menu 1. Browse and select Remote Projects 2. Post Dates to Remote Subprojects uses Output dates in the current project to synchronize

Input dates in remote projects

3. Get Dates from Remote Subprojects does just the opposite. It uses the Output dates in Remote subprojects to update matching Input dates in the current project

Export (“Post”) Output dates from the Integrated Project to corresponding Inputs in Remote Projects




Import (“Get”) Output dates from the Integrated Project to corresponding Inputs in Remote Projects




Inputs and Output dates are Synchronized after using Post (to Export dates to Individual Projects) or

Get (to import dates from Consolidated Project)

Exercise – Use SSI Tools Sync Remote Projects

Practice – On your own

Open the combined project named “IntegratedProject-A-Plus-B.mpp” from the previous Exercise

or open ProjectA.mpp or ProjectB.mpp

1. Use Sync Remote Projects to Get or Post External Dependency dates using the instructions shown in the previous section.

2. Try the same using Options on the page named Synchronization Options (See the instructions below)

3. Try generating Synchronization Reports




SSI Tools - Synchronization Options

Select the tab named Synchronization Options to make changes to the Text and Flag fields used to

Code and Tag/Flag Inputs and Outputs. This page also shows options for Synchronization of Inputs

and Outputs in remote Subprojects.

Select the option named “If Output is 100% Complete Make Input 100%

Complete if Input is a Milestone” to

automatically post status to zero

duration Inputs in the remote

subproject if the corresponding

Output is complete

Select the option named “Log Synchronization Transaction

Notes… to record each Post or Get

transaction in the active project

Options when Posting dates from the

active project to remote projects:*

Select the option named “Post Output Dates in this Project…” to

record Output dates from the active

project to matching Outputs in

remote projects

Select the option named “Post Input Dates in this Project…” to record

Input dates from the active project to

matching Inputs in remote projects

Options when Getting dates from

remote projects:*

Select the option named “Get Outputs in Remote Projects…” to

record Output dates found in Remote

Projects to the corresponding Inputs

in the active project

Input/Output Identification Settings:

Select the button named “Change Settings” to change the fields used to

Code and Tag/Flag Inputs and

Outputs

Different treatment of Input/Output matching when using

Get vs. Post actions:

*When Getting dates from remote projects, SSI tools looks

for Outputs in remote projects having codes that match

Inputs in the active project. (Matching via. Output-to-

Input).

When Posting to remote projects Outputs are matched to

Outputs and Inputs are matched to Inputs (Matching via.

Output-to-Output and Input-to-Input)

Why the difference?

The reason for different treatment of Input/Output

matching when using Get vs. Post is based on the different

role of a Schedule Integrator (who uses Post from an IMS)

vs. that of a Schedule Contributor (who may use Get while

working in a subproject)

See the illustration of “Scheduler Roles” on the next page

for a pictorial explanation of the




Schedule Roles Explained

Schedule Integrator

The role of a Schedule Integrator is to combine two or more subprojects and link them through their

Inputs and Outputs as an Integrated Master Schedule or IMS. Once linked, the IMS has calculated the

cumulative effect of Outputs that drive Inputs. The Schedule Integrator may be responsible for Posting

synchronized dates to subprojects.

In an IMS, there is often a “daisy chain” effect where an output in one subproject is being driven by

external dependencies from another subproject. The IMS calculates more accurate dates for Inputs and

Outputs because it takes “daisy chaining” into account.

Once the IMS is integrated, synchronized Inputs in the IMS should be posted to corresponding Inputs in

subprojects (Input in IMS to Input in subproject). The process of posting Input dates this way

automatically synchronizes Outputs in subprojects as well. But… just to be sure, SSI Tools includes an

option to post IMS Output dates to corresponding Outputs in subprojects (Output in IMS to Output in

subproject)

Figure 3 - Integrated Master Schedule (IMS) is a schedule that combines two or more subprojects




Schedule Contributor (Subproject owner)

The role of a Schedule Contributor is to develop a credible schedule that yields accurate dates -

including the dates for their own Outputs. From time to time, a Schedule Contributor may need to Get

dates from the IMS. When doing this action, the subproject needs to receive Output dates from the IMS

and use those dates to synchronize Inputs dates in their own project. (IMS Output to Input in the

subproject)

Figure 4 - Subproject Gets its Input dates from outputs in the IMS or another Subproject




Supported Environments

Separate Subprojects are Always Controlled by Their Respective Subproject Owner

In this environment, Subprojects (Microsoft project files) are owned and maintained by more than one

project team. Though they may be combined from time to time (as an IMS) to synchronize External

Inputs/Outputs between teams, they are never “locked” or “checked out” to the IMS “integrator” and are

always available for use by their individual owner.

1. Two or more Subprojects are developed and maintained by separate “owning” teams 2. Teams collaborate via a “dependency workshop” to identify External Inputs & Outputs and

agree on their scope/content and deadline dates

3. From time to time, Subprojects are integrated into an IMS and External Inputs & Outputs are validated and synchronized

o Using Microsoft Project - Insert Subproject tools (with or without “Link to Project” option)

o Using SSI Tools – Link Inputs/Outputs




4. Synchronized Dates for Inputs are given to Subproject owners for implementation in each subproject

o Using SSI Tools – Synchronize External Dependencies




Summary Master Project with Milestones from Subprojects

In this environment, Subprojects (Microsoft project files) are owned and maintained by more than one

project team. Subprojects are never combined but a “Summary Master Project” containing Key

Milestones only is maintained at the “Program” level

1. A collection of projects or subprojects (Project portfolio) is developed by separate “owning” teams

2. From time to time, information from the Project portfolio is queried for use in a Summary Master Project

o Using SSI Tools – Synchronize External Dependencies




Split one Project into Two or More Subprojects

In this environment, the team has developed an Integrated Master Schedule (IMS) and wants to split it

into Subprojects (Microsoft project files) that can be owned and maintained by more than one project

team.

1. Identify “split” points of the IMS’s Work Breakdown Structure 2. Log the dependencies that are external to each split

o Using SSI Tools – Automatic Identification of External Dependencies




3. Separate the Subprojects o Using SSI Tools - Distribute

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