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Project for the web Multi-Project Timeline

Import multiple Project for the web (P4W) projects into a timeline

If you use Microsoft's Project for the web (P4W) to manage several project plans, you sometimes need to high-level timeline that summarizes several projects in the same report:

Project for the web Multi-Project Timeline created in OnePager Pro. 15-Day
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OnePager connects directly to Project for the web and imports the tasks and milestones from multiple projects all at the same time. If your team manages a portfolio of projects in P4W, here's how to create a multi-project timeline to easily summarize everything:

  1. Before importing from P4W into OnePager, let's take a quick look at the projects that we have available. In this example, we want to make a timeline that combines Project A, Project B, and Project C.

    List of projects in Project for the web

  2. Here's what Project A looks like. Notice that it has a mixture of parent and child tasks.

    Microsoft project for the web plan

  3. Now, go to your desktop or Windows Start menu, and launch OnePager:

    Launch OnePager from your desktop.

  4. On the OnePager start screen, choose New to start building a new multi-project Timeline from Project for the web:

    OnePager start screen.

  5. On the import wizard, choose Select > BROWSE Project for the web:

    Browse Project for the web (P4w) projects from OnePager.

  6. OnePager will ask you to connect to Project for the web. Find your P4W URL by following these instructions, and then enter your username and password when prompted.

  7. Once connected to Project for the web, select all of the projects that you want to display in your timeline. You can select multiple projects by holding down the Ctrl key. Once you have selected all of the projects from Project for the web, click OK:

    Import multiple Project for the web projects into OnePager.

  8. Once you've selected all of the projects that you need, you can decide which tasks and milestones you want to include in your timeline. If you want to select tasks one-by-one, choose the Select individual tasks to import option. In this case, we only want to bring in summary tasks, so will choose the Select tasks by custom filter option and then write a rule to find the summary tasks:

    Select tasks individually from Project for the web, or write a rule to filter tasks automatically.

    Above, we are using OnePager's Multi-Project Gantt Chart - Detailed template, which is specifically built for multi-project reporting out of Project for the web.

  9. Here, we've set up a filter that looks at the Outline Level back in Project for the web. In our example projects, tasks at outline level 1 are summary tasks, and those with higher outline levels are child tasks, so we can easily create a chart at the summary level by creating this type of filter:

    Filter for tasks based on their position in the WBS of Project for the web

    If you want to do the opposite, and only display child tasks instead of summary tasks, change your rule from "Outline Level = 1" to "Outline Level > 1".

  10. Click OK to apply the filter. When you get back to the import wizard, click on Create new Chart. OnePager will import your projects and initially create a Gantt chart that looks something like this. In the coming steps, we'll change the layout from a Gantt Chart to a timeline.

    Multi-Project Gantt Chart from Project for the web

    In this example, we've chosen to group our swimlanes by the Project Name, color-code by the name of each phase, and made a few other cosmetic changes. These are easy to do by going to Home > Chart Properties once you've built the initial draft of your timeline.

  11. To change the layout of your chart from a Gantt chart to a timeline, go to Home > Chart Properties > Rows/Swimlanes. Change the Task Layout from a Gantt Chart to a Timeline and be sure to Align tasks on the Project Name. This will ensure that all of the phases for each project are aligned left-to-right in a single row.:

    Switch from a Gantt Chart to a Timeline layout.

  12. Now click OK, and OnePager will realign the chart, turning it into a timeline for each project from Project for the web:

    Multi-project Timeline imported from Project for the web.

    We've also increased the height of each task and each row in the timeline to improve readability. You can make the same changes under Home > Chart Properties > Task Bars and Home > Chart Properties > Page Layout, respectively.

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