Define Subprojects

As a project manager, use subprojects to group related projects under one master project for scheduling purposes. Establishing subproject associations lets you create plans and track and analyze an individual project in detail. The associations also help viewing, summarizing, and analyzing the progress of several projects at the master project level. You can use master projects with subprojects to perform top-down planning and to share resource availability across projects.
ccppmod1561
As a project manager, use subprojects to group related projects under one master project for scheduling purposes. Establishing subproject associations lets you create plans and track and analyze an individual project in detail. The associations also help viewing, summarizing, and analyzing the progress of several projects at the master project level. You can use master projects with subprojects to perform top-down planning and to share resource availability across projects.
You can associate any number of projects together. Information is not shared between the subprojects and the master project, or between the subprojects themselves.
For example, you can create a master project which contains three subprojects for phase I, phase II, and phase III. Subprojects are allocated at 100 percent to the master project, and participate in the master project baseline and earned value metrics. You cannot change the allocation percentages.
Add Subprojects to Master Projects
You can add an unlimited number of existing subprojects to a master project. Use the properties page, or Gantt view to add a project as a subproject. You can open a subproject from the master project and can modify it.
Properties Page
Follow these steps:
  1. Open the project to create subprojects under it.
  2. Open the Properties menu, and from Main, click Subprojects.
    The subprojects properties page appears.
  3. Select the check box next to the project to add as a subproject, and click Add.
Gantt View
Follow these steps:
  1. Open the project.
  2. Open the Tasks menu and click Gantt.
    The Gantt view appears.
  3. Click the Add Existing Subproject icon in the Gantt view.
    The select subprojects page appears.
  4. Select the check box next to the project to add as a subproject, and click Add.
Create Subprojects from Project Templates
You can create a subproject using a project template. The default field values, which are defined in the project template, vary depending on the selections that are made in the template.
Follow these steps:
  1. Open the project.
  2. Open the Tasks menu and click Gantt.
    The Gantt view appears.
  3. Click the down arrow for the Add Existing SubProject icon in the Gantt view, and click Create New Project From Template.
    The available project templates appear.
  4. Select a project template and click Next.
  5. Complete the requested information. The following fields require explanation:
    • Assignment Pool
      Specifies the pool of resources that is allowed when assigning resources to tasks.
      Values:
      • Team Only. Allow only staff members.
      • Resource Pool. Allow team staff members and resources for whom you have access rights to book to a project. With this option, when you assign a resource to a task, the resource is also added as a team staff member.
      Default:
      Resource Pool
    • Manager
      Specifies the name of the resource that is responsible for managing the project. The manager of a project automatically receives certain rights for the project.
      The project manager is not the same as the collaboration manager. The person creating the project becomes the collaboration manager for the project by default.
      Default:
      The resource creating the project. If you are creating a project that someone else can manage, change the default to another resource.
      Required:
      No
    • Page Layout
      Specifies the page layout to view project information. Available layouts are company-specific and depend on the values set by your administrator. Layouts also depend on whether an add-in is installed. If other layouts are not available, the field is display only.
      Default:
      Project Default Layout
      Required:
      Yes
    • Start Date
      Defines the initial start date for a project. As you create tasks and assignments, this date is auto-calculated to match the first date that a task is scheduled to start. At that point, to edit this date, adjust the following dates:
      • Start date of the first task of the project.
      • Start date of the resource assignments and allocations on the project.
      Default:
      Current date
      Required:
      Yes
      Verify that the start dates of tasks and assignments are the same or later than the start date of the project. Otherwise, the start date of the project is automatically redefined based on the start dates of the tasks and assignments.
    • Finish Date
      Defines the initial finish date for a project. As you create tasks and assignments, this date is auto-calculated to match the last date that a task is scheduled to finish. At that point, to edit this date, adjust the following dates:
      • End date of the first task of the project.
      • End date of the resource assignments and allocations on the project.
      Default:
      Current date
      Verify that the finish dates of tasks and assignments are the same or before the finish date of the project. Otherwise, the end date of the project is automatically redefined based on the end dates of the tasks and assignments.
    • Set Planned Cost Dates
      Specifies if the planned cost dates are synchronized with the investment dates. Selecting the option for a detailed financial plan does not affect the planned cost dates.
      Default:
      Selected
    • Stage
      Defines the stage in the investment lifecycle. The list of choices is company-specific and depends on the values that your administrator sets.
      The metric is used in portfolio analysis when you use comparable stage criteria across all portfolio investments.
    • Goal
      Specifies the purpose or business case for this project.
      Values:
      Cost Avoidance, Cost Reduction, Grow the Business, Infrastructure Improvement, and Maintain the Business
      Required:
      No
    • Priority
      Defines the relative importance of this investment in relation to all other investments. The priority controls the order in which tasks are scheduled during autoscheduling. The priority is subject to dependency constraints.
      Values:
      0 - 36 (where zero is the highest importance)
      Default:
      10
      Required:
      No
    • Progress
      Indicates the level of work that is completed on the tasks.
      Values:
      • Completed (100 percent)
      • Started (1 - 99 percent)
      • Not Started (0 percent)
      Default:
      Not Started
      Required:
      Yes
    • Required
      Specifies to pin this investment when added to a portfolio. This field is used during scenario generation.
      Default:
      Cleared
      Required:
      No
    • % Complete Calculation Method
      Specifies the method to calculate the % Complete value for the project and tasks.
      Values:
      • Manual
        . Use this method to enter the % Complete for the project, summary, and detail tasks manually. Also, select this calculation method if you are using
        Clarity PPM
         with Microsoft Project, or if you are using an external job to calculate % Complete. The % Complete field appears on the task properties page. When using the manual method, the status of a task does not change automatically. The task status changes only when you manually update the % Complete value or the status.
      • Duration
        . Use this method to track the % Complete based on the duration. The duration is a measure of the total span of active working time for a task: from the start date to the finish date of a task. The % Complete for summary tasks is automatically calculated based on the following formula:
          Summary Task % Complete = Total Detail Task Duration Complete / Total Detail Task Duration
          Summary Task % Complete = Sum of Detail Task resource assignment Actuals / Sum of Detail Task resource assignment Effort
          Detail Task % Complete = Sum of resource assignment Actuals / Sum of resource assignment Effort
      • Effort
        . Use this method to calculate the % Complete for summary and detail tasks, automatically, based on the work units that are completed by resource assignments. If you assign a nonlabor resource to a task, the effort and actuals for that resource are ignored in the calculation. The calculations are based on the following formulas.
      Default:
      Manual
      Set the % Complete Calculation Method at the beginning of your project and do not change this value.
    • Department
      Defines the department OBS for the project.
    • Location
      Defines the location OBS for the project.
    • Template Name
      Displays the name of the project template from which data is used to populate the new project. Use a template to create a project with the following types of information predefined:
      • Project roles
      • Work breakdown structure
      • Financial plans
      • Project documents
      A template enables you to implement projects with common elements throughout the organization.
    • Scale Work By
      Defines the percentage by which the work estimate on each task is required to be increased or decreased for the new project. The scaling is relative to the template.
      Values:
      0-100 (where zero means no change)
      Default:
      Zero
    • Scale Budget By
      Defines the percentage (positive or negative) as the scaling factor for the dollar amounts defined in the project cost plans and benefit plans.
      Values:
      0-100 (where zero means no change)
      Default:
      Zero
      Example:
      The template project from 1/1/2012 to 12/31/2012 allocates $10,000 for planned cost and $20,000 for planned benefit for the project duration. If a Scale Budget By value of 20 percent is defined, the plans copy over to the new project as follows. Assume that the project duration is same as the template project:
      • The planned cost shows $12,000 (scaled up by an extra 20 percent of the original value).
      • The planned benefit shows $24,000 (scaled up by an extra 20 percent of the original value).
    • Convert resources to roles
      Specifies to replace the resources in the new project with the primary roles, or team roles of the named resources on the project template. If a named resource has no primary role or team role, the named resource is retained on the new project. This setting overrides the default project management setting on the settings page.
      For example, a cost plan uses a resource as a grouping attribute. When you select this check box, the cost plan from the template is copied. However, the resource values are not converted to roles. The resource value can be the only value that differentiates one line item detail row from another. In the absence of the value, duplicate detail rows can result in the cost plan.
      Default:
      Cleared
  6. Save the changes.
Create Subprojects from Project Work Breakdown Structure (WBS)
You can create a subproject from the work breakdown structure of the master projects.
Follow these steps:
  1. Open the project.
  2. Open the Tasks menu and click Gantt.
    The Gantt view appears.
  3. Click the down arrow for the Add Existing Subproject icon in the Gantt view, and click Create New Project.
  4. Complete the requested information. The following fields require explanation:
    • Assignment Pool
      Specifies the pool of resources that is allowed when assigning resources to tasks.
      Values:
      • Team Only. Allow only staff members.
      • Resource Pool. Allow team staff members and resources for whom you have access rights to book to a project. With this option, when you assign a resource to a task, the resource is also added as a team staff member.
      Default:
      Resource Pool
    • Manager
      Specifies the name of the resource that is responsible for managing the project. The manager of a project automatically receives certain rights for the project.
      The project manager is not the same as the collaboration manager. The person creating the project becomes the collaboration manager for the project by default.
      Default:
      The resource creating the project. If you are creating a project that someone else can manage, change the default to another resource.
      Required:
      No
    • Page Layout
      Specifies the page layout to view project information. Available layouts are company-specific and depend on the values set by your administrator. Layouts also depend on whether an add-in is installed. If other layouts are not available, the field is display only.
      Default:
      Project Default Layout
      Required:
      Yes
    • Start Date
      Defines the initial start date for a project. As you create tasks and assignments, this date is auto-calculated to match the first date that a task is scheduled to start. At that point, to edit this date, adjust the following dates:
      • Start date of the first task of the project.
      • Start date of the resource assignments and allocations on the project.
      Default:
      Current date
      Required:
      Yes
      Verify that the start dates of tasks and assignments are the same or later than the start date of the project. Otherwise, the start date of the project is automatically redefined based on the start dates of the tasks and assignments.
    • Finish Date
      Defines the initial finish date for a project. As you create tasks and assignments, this date is auto-calculated to match the last date that a task is scheduled to finish. At that point, to edit this date, adjust the following dates:
      • End date of the first task of the project.
      • End date of the resource assignments and allocations on the project.
      Default:
      Current date
      Verify that the finish dates of tasks and assignments are the same or before the finish date of the project. Otherwise, the end date of the project is automatically redefined based on the end dates of the tasks and assignments.
    • Set Planned Cost Dates
      Specifies if the planned cost dates are synchronized with the investment dates. Selecting the option for a detailed financial plan does not affect the planned cost dates.
      Default:
      Selected
    • Stage
      Defines the stage in the investment lifecycle. The list of choices is company-specific and depends on the values that your administrator sets.
      The metric is used in portfolio analysis when you use comparable stage criteria across all portfolio investments.
    • Goal
      Specifies the purpose or business case for this project.
      Values:
      Cost Avoidance, Cost Reduction, Grow the Business, Infrastructure Improvement, and Maintain the Business
      Required:
      No
    • Priority
      Defines the relative importance of this investment in relation to all other investments. The priority controls the order in which tasks are scheduled during autoscheduling. The priority is subject to dependency constraints.
      Values:
      0 - 36 (where zero is the highest importance)
      Default:
      10
      Required:
      No
    • Progress
      Indicates the level of work that is completed on the tasks.
      Values:
      • Completed (100 percent)
      • Started (1 - 99 percent)
      • Not Started (0 percent)
      Default:
      Not Started
      Required:
      Yes
    • Required
      Specifies to pin this investment when added to a portfolio. This field is used during scenario generation.
      Default:
      Cleared
      Required:
      No
    • % Complete Calculation Method
      Specifies the method to calculate the % Complete value for the project and tasks.
      Values:
      • Manual
        . Use this method to enter the % Complete for the project, summary, and detail tasks manually. Also, select this calculation method if you are using 
        Clarity PPM
        with Microsoft Project, or if you are using an external job to calculate % Complete. The % Complete field appears on the task properties page. When using the manual method, the status of a task does not change automatically. The task status changes only when you manually update the % Complete value or the status.
      • Duration
        . Use this method to track the % Complete based on the duration. The duration is a measure of the total span of active working time for a task: from the start date to the finish date of a task. The % Complete for summary tasks is automatically calculated based on the following formula:
          Summary Task % Complete = Total Detail Task Duration Complete / Total Detail Task Duration
          Summary Task % Complete = Sum of Detail Task resource assignment Actuals / Sum of Detail Task resource assignment Effort
          Detail Task % Complete = Sum of resource assignment Actuals / Sum of resource assignment Effort
      • Effort
        . Use this method to calculate the % Complete for summary and detail tasks, automatically, based on the work units that are completed by resource assignments. If you assign a nonlabor resource to a task, the effort and actuals for that resource are ignored in the calculation. The calculations are based on the following formulas.
      Default:
      Manual
      Set the % Complete Calculation Method at the beginning of your project and do not change this value.
  5. In the Organizational Breakdown Structures section, define the OBS to associate with this project for security, organizational, or reporting purposes.
  6. Save the changes.
View Combined Subproject Actuals and Estimates
You can view combined subproject actuals and estimates for all the master project subprojects using the properties page of subprojects. The following list describes the columns and data that display on this page:
  • Project
    Displays the project name and links to the project properties.
  • ID
    Displays the project ID that is typically autonumbered.
  • Count
    Indicates the number of subprojects for a subproject (or for a program, a project).
  • Actuals
    Displays the actuals that are posted for the tasks in each subproject. The value in the Total cell reflects the combined actuals for all the project subprojects.
  • ETC
    Displays the subproject estimate to complete. The Estimate to Complete (ETC) is the estimated time for a resource to complete an assignment. The value in the Total cell reflects the combined ETC for all the subprojects.
  • Total Effort
    Displays the subproject total effort based on the following formula: 
      Total Effort = Actuals + Remaining ETC
    The value in the Total cell reflects the combined effort for all the project subprojects.
  • Percent Expended
    Displays the percentage of resource usage expended on the subproject. The value in the Total cell reflects the combined percentage for all the project subprojects.
  • Baseline
    Displays the subproject usage value for the most current baseline based on the following formula:
      Usage = Total Effort (Actuals + Remaining ETC) to date
  • Total
    Displays a stoplight indicator with the subproject overall approval status.
  • Read Only
    Specifies if the subproject is accessible to project participants as read-only.