Combining Multiple Projects and Resource Pooling in Microsoft Project

Microsoft Project provides powerful tools for managing complex projects. One of the most effective features is the ability to combine multiple projects into a single master project and share resources across different projects using a resource pool. This functionality helps streamline project management, especially when working on large projects or multiple related projects. This article will explore how to combine multiple projects and use resource pooling in Microsoft Project.

What is a Master Project?

A master project is a Microsoft Project file that links multiple subprojects into a single, consolidated project view. The master project allows you to track progress across several projects simultaneously while still keeping each subproject's data and schedule separate. This is especially useful when managing complex, multi-phase projects or when tasks are interdependent between different projects.

How to Combine Multiple Projects into a Master Project

Combining multiple projects into a master project is simple and can be done with the following steps:

Open a new or existing project in Microsoft Project.
Go to the "Task" tab in the ribbon.
Click on "Insert" and select "Subproject."
In the "Insert Subproject" dialog box, navigate to the location of the project file you want to add as a subproject.
Select the project file and click "Insert." The subproject will now be linked to the master project.
Repeat these steps for each additional subproject you want to add.

Example 1: Combining Two Projects into a Master Project

Let’s assume you are managing two projects: "Construction of Building A" and "Construction of Building B." You want to combine them into a single master project to track progress and resources more effectively.

Open a new project file and name it "Master Project."
Go to the "Task" tab and click "Insert" > "Subproject."
Browse to the location of "Building A" project file and select it. Click "Insert."
Repeat the process for "Building B" project.

Result: The master project now includes both "Building A" and "Building B" as subprojects. You can view them in the master project timeline and track them together while maintaining their individual schedules and data.

What is Resource Pooling?

Resource pooling in Microsoft Project allows multiple projects to share a common set of resources. This is especially useful when the same resources (e.g., labor, equipment, or materials) are needed across several projects. Instead of entering resource information in each project file, you can create a central resource pool and link it to your projects. This helps ensure that resource allocation is managed efficiently across all projects and prevents overallocation.

How to Create and Use a Resource Pool

To create a resource pool and link it to multiple projects, follow these steps:

Create a new project file that will serve as the resource pool.
Go to the "Resource" tab in the ribbon and click "Resource Sheet." Enter all the resources (e.g., personnel, equipment) that you plan to use in the pool.
Save this file as a "Resource Pool" file.
Open the project you want to link to the resource pool.
Go to the "Resource" tab and click "Resource Pool" > "Share Resources."
In the "Share Resources" dialog box, select "Use resources from" and choose the resource pool file you created.
Click "OK." The project is now linked to the resource pool and can access the shared resources.

Example 2: Sharing a Resource Pool Between Multiple Projects

Let’s assume you have three projects: "Building A," "Building B," and "Landscaping." All projects require similar resources, such as "John (Engineer)" and "Excavator." To use a resource pool:

Create a new project file named "Resource Pool" and enter "John (Engineer)" and "Excavator" into the resource sheet.
Save and close the "Resource Pool" file.
Open the "Building A" project, go to the "Resource" tab, and click "Share Resources" > "Use resources from" and select the "Resource Pool" file.
Repeat the process for "Building B" and "Landscaping" projects.

Result: All three projects now share the resources "John (Engineer)" and "Excavator" from the central resource pool. If you assign these resources to tasks in any of the projects, Microsoft Project will check the availability of the resources across all projects and prevent overallocation.

Resource Pooling and Resource Leveling

When using resource pooling, it’s important to monitor the allocation of resources across all projects. Microsoft Project can help with resource leveling, which resolves over-allocations by adjusting task dates, splitting tasks, or delaying tasks.

How to Level Resources Across Multiple Projects

To level resources across all projects using the resource pool:

Open the master project that contains all subprojects.
Go to the "Resource" tab and click "Level All" in the "Leveling" group.
Microsoft Project will analyze resource allocations across all subprojects and adjust the schedules to resolve conflicts.

Result: The resource leveling process will ensure that resources are allocated without overallocation, even if the tasks span multiple projects.

Advantages of Combining Projects and Resource Pooling

Centralized Resource Management: By pooling resources, you can manage them in one place, preventing over-allocations and improving resource utilization across projects.
Increased Efficiency: Combining multiple projects into a master project allows for better coordination, monitoring, and reporting, making it easier to track project progress.
Improved Decision-Making: With all resources and projects in one place, project managers can make more informed decisions about scheduling, task allocation, and resource distribution.

Conclusion

Combining multiple projects and using resource pooling in Microsoft Project can significantly improve the management of complex projects and ensure that resources are used efficiently across various initiatives. By creating a master project, linking multiple subprojects, and managing resources through a central pool, project managers can easily track progress, prevent resource overallocation, and optimize project schedules. These features are essential for large-scale projects that involve multiple teams or phases, and they help streamline the overall project management process.