Rolling up Project Data to Parent Projects or Programs

Modified on Wed, 12 Apr 2023 at 06:21 PM

Rolled up data is a systematic way of retrieving rollup information from one level to another. When it comes to project and subproject data, rolling up in a hierarchical form helps to organize and manage the data efficiently. 


In this article, we'll break down the ways in which you can roll up data, while considering the adding of sub-projects to a project or a program.


NOTE: - Financials and resource allocation AUTOMATICALLY rolls up to the parent project or program.
      - Status reports, schedule tasks and project impacts, each require being manually set to reportable in order to report up through the project hierarchy.



Financials and resource allocation roll up


Financials and resource allocation will always roll up to the parent project or program that the project belongs to.


The Financials and Resource Allocation rolls up to each level of the hierarchy, thus aggregating the forecast, actuals and approved values of the project, with the financials of its sub-projects. 


In the above example:

  • Project 6 Financials = Financials for Projects 6 & 7 
  • Project 4 Financials = Financials for Projects 4, 5, 6 & 7 
  • Project 1 Financials = Financials for Projects 1, 2, 3, 4, 5, 6 & 7 - Project 1 Financials represents the total cost of all projects within the hierarchy.


The same applies to resource allocation. Note that the Community component on the project workspace of a parent project or program always displays the resource allocation grouped by sub project. You can click on the Show Resources button to see the allocation breakdown per resource.





Project impacts and schedule tasks roll up


Unlike project financials and resource allocation, project managers can select which project impacts or schedule tasks should be promoted to the program or parent project the project reports to. 


There are two settings that need consideration for promoting items from a sub-project up a project hierarchy:


1.   Project Settings

2.   Promoted Flag


1. Project settings


First, you need to set whether the project can report information to the parent project or program reporting dashboard. 


  • To do so, navigate to the project settings page of the sub-project and set the Show Promoted Items on Parent Dashboards field accordingly.



Possible values for this field are:


  • YES: Sub-project status reports and 'promoted' schedule tasks and impacts (see below) should be shown on parent project workspace AND parent reporting dashboards. 
  • NO: Sub-project status reports and 'promoted' schedule tasks and impacts (see below) should be shown on parent project workspace - but NOT parent reporting dashboards.


2. Promoted flag


Each Project Impacts and Schedule items need to be set to reportable if it should to be promoted to the parent project or program. This gives project managers the freedom to decide which impacts or schedule items on a sub project should be reported up the hierarchy. 


  • To set the promotion flag, open the impact or schedule task dialog and select the option that applies.



The Promoted field can take one of these four values:


  • To Program: The item should be reported to each level of the project hierarchy up to the Program it belongs to.
  • To Parent Project: The item should be reported to each level of the hierarchy up to the 'top' parent project but not the program.
  • To Dashboard: The item should only be displayed on the project workspace and project report of the project it belongs to.  
  •  Not Promoted: The item should not be reported and in the case of a schedule task, the item should not be displayed on the project workspace.



Promoted items on the Parent Project Workspace


When sub projects with promoted items are linked to a parent project, the parent project workspace will display the following additional sections:



  • Promoted: Projects with Status - The current status report for each sub-project. 
  • Promoted: Red & Amber Projects Plan to Green - The sub-project red and amber component RAGs.
NOTE: Only the component RAGs that have been set as primary will be reported and that if there are red and amber component RAGs, the panel is not shown. You can learn more about primary component RAGs here.
  • Promoted: Schedule - Schedule tasks promoted to Parent Project from the sub-projects. 
  • Promoted: Project Impacts - Impacts promoted to Parent Project from the sub-projects.


A sub-project's status report and any promoted items are shown on the parent project WORKSPACE even if the sub-project has the 'Show Promoted Items on Parent Dashboards' under its project settings set to NO.



Promoted items on the Parent Project or Program Dashboards


Two types of dashboards can be accessed from the Reports drop down of the parent project status report section.



 

  • Project Health Report (with or without financials): Report includes only the data for the project itself with any of its own Project Impacts or Schedule items that have a promoted flag of 'Promoted to Dashboard'.


  • All Projects Report (with or without financials): Report includes data for the project itself with any of its own Project Impacts or Schedule items with a promoted flag of 'Promoted to Dashboard' as well as the same additional sections as on the parent project Workspace with promoted data from any sub projects.


A sub projects status report and any promoted items are ONLY shown on the parent project DASHBOARD if the sub project has the 'Show Promoted Items on Parent Dashboards' under its project settings set to YES.




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