When working in a multi-project environment, it can be helpful to create
shell files for the
Subprojects and the
Master Project. Shell files are essentially blank MS Project files that contain only the common fields, calendars, and resources that will be in the subproject files. The shell files serve as the starting point for the creation of any new Subproject and any new Master Project integration.
Setting up the Subproject Shell file
In an ideal scenario, the Subproject shell file is the file that will be the starting point for all Subprojects before content is entered into them. Prior to setting this up, the schedule team should decide what custom fields are important to have common across all schedule files and which calendars are needed. In addition, the Subproject shell file should always contain a Project Unique ID (PUID) field to ensure the unique identifier of any given task can still be maintained when the Subproject is inserted into the Master Project.
1. Identify the common fields that will be necessary to have in each Subproject file. At a minimum, this will include two flag fields to identify givers and receivers, one text field for Giver/Receiver ID, and one Text field for PUID.
2. Open a blank Microsoft Project file.
3. Customize the task and resource fields to contain the common fields and formulas.
Setting up the Master Project Shell file
The Master Project Shell file serves as the starting point anytime a schedule integration is performed. Depending on the program, the Master Project Shell file may or may not contain any of its own tasks. Either way, the Master Project Shell file must contain all the common elements between the Subproject files such as calendars, fields, and resources. To create a Master Project Shell file, follow these steps:
1. Open a blank Microsoft Project file and any of the Subproject files. (Important that the Subproject files must be setup first).
2. Use the organizer to move the common fields, calendars, views, groups, tables, etc. into the shell file.
3. Remove any formulas from fields that are specific to Subproject files. The values of these fields in the Subproject files will still be copied into the Master file even without the formula existing in the Master file.
4. Copy all resources being used in the Subproject files into the resource sheet of the shell file.
5. Set the start date of the shell file to be the earliest start date of the Subproject files.
6. Set all critical settings to be the desired values.
7. Set the view of the Gantt chart however desired.
8. Save the shell file with a name indicating it is the shell file (example: “Program XYZ Shell”)
