Gantt Chart Using Excel

take care- prudence with Gantt-graphs OpenOffice. org 2. 0 Calc Projekt-Management und Gantt-Diagramm mit OpenOffice. org 2. 0 Calc and Comment creer un diagramme de Gantt avec OpenOffice. org 1. 1 First variations 2005-06-06 and 2003-01-03 First English edition 2005-11-09 Contents Contents Contents. 1 Copyright and trademark information Feedback. 2 Ack at one timeledgments. 2 Modifications and updates. 3 Overview.. Starting the Process.. 2 Converting the simple bar-chart into a Gantt chart.. 5 Using the chart as a graphic in former(a) applications 9 Extending Gantt charting for Project Management.. 11 About the large .. 12 Example Planning a relocation 13 Controlling the Project.. 17 Public sustenance License, Version 1. 0 19 Project-Management with Gantt-Charts ternion Copyright and trademark information Copyright and trademark informationThe contents of this keep be subject to the Public corroboration License, Version 1. 0 (the License) you may only practice this living if you stick with with the terms of this License. A copy of the License is functional at http//www. outdoorsoffice. org/licenses/PDL. rtf The Original credential is Comment creer un diagramme de Gantt avec OpenOffice. org. The Initial writer of the Original reenforcement is Serge LE LOUARNE Copyright 2003. All Rights Reserved. (Initial writer contact(s) serge. emailprotected fr. endorser(s) DIETMAR HILLER Portions created by DIETMAR HILLER are Copyright 2005.All Rights Reserved. (Contributor contact(s) emailprotected de. Contributor(s) G. Roderick Singleton. Portions created by G. Roderick Singleton are Copyright 2005. All Rights Reserved. (Contributor contact(s)emailprotected org . Portions created by ______ are Copyright _________insert year(s). All Rights Reserved. (Contributor contact(s)________________insert hyperlink/alias). All trademarks within this guide belong to legitimate owners. Note a copy of the PDL is included in this template and is also available at http//w ww. openoffice. org/licenses/PDL. rtf. FeedbackPlease direct either comments or suggestions astir(predicate) this document to emailprotected org Acknowledgments I wish to thank every member of the German and French Native verbiage Communities who are non mentioned but chaird to my being able to provide a translation. To S. Schneider for fixing my errors and grammar. Project-Management with Gantt-Charts ii Copyright and trademark information Modifications and updates Version 1. 0 1. 1 Date 2005-11-09 2005-11-12 verbal description of Change grs Initial edition issued for comment ss Proofed edition issued for publication Project-Management with Gantt-Charts ii Overview Overview Gantt Charts are a way to graphically yield progress of a project. Management of a project is made easier if it is viewed as small manageable items where the dependencies are visually illustrated, parallel puzzle outes are discovered, the overall processing time determined and progress tracked. The taxs of a project back end be quite complex and dependent on each new(prenominal). With a project charge tool, such as a Gantt chart,all subtasks of a task can be viewed graphically. In this document a relocation-process to an an other(a)(prenominal) city is used for all examples and is based upon the accomp eaching Calc template, . jm_template_english. ots which may be downloaded from http//documentation. openoffice. org/HOW_TO/ move DD to M House-hunting Cancel apartment DD Cancel bankings order New leasing contract Organise relocation Send out new address Forwarding postulation Relocation Registration office Furnish the flat Reregister car Open an deem Move bank account Relocation completed 01/04/05 01/05/05 31/05/05 01/07/05 31/07/05 31/08/05 30/09/05 Undone Done Start Illustration 1 The faultless example In illustration 1, the subtasks of the relocation-process appear on the y-axis, and the time parameter on the x-axis.The bars show when a task should baffle and when it pu ll up stakes be finished. Blue bars show tasks which have been completed. Yellow bars show work which still must be done. Project-Management with Gantt-Charts 5 Starting the Process Starting the Process To chart a project, all the sub-tasks must first be collected in a spreadsheet. In this simple example there is the name of the task, the start-date and the epoch in calendar days Illustration 2 business list This simplified project consists of eight subtasks Task 1 to Task 8. Next, begin creating the chart by selecting InsertChart Illustration 3 Create the chartFrom the dialogue AutoFormat Chart define the selection range. Neither the first row (containing the column label) nor the first column (containing the task name) should be included as data. Project-Management with Gantt-Charts 2 Starting the Process Click Next , and choose the Chart type Illustration 4 Choose chart type Choose the swimming bar-chart and click Columns to indicate that the data are arranged in columnar for m. Note This changes the assignment of the axis in OpenOffice. org Calc. Now the horizontal axis is called Y and the vertical axis is called X. Click Next and choose the variant StackedIllustration 5 Create chart with stacked bars Project-Management with Gantt-Charts 3 Starting the Process Click Next once again and enter chart and axis titles Illustration 6 Adapt chart labeling The first Gantt Chart appears as follows Illustration 7 Bar chart The task names are on the vertical axis (Task 1 to Task 8) and the time line is on the horizontal axis. Project-Management with Gantt-Charts 4 Converting the simple bar-chart into a Gantt chart Converting the simple bar-chart into a Gantt chart In order to edit the properties of an fragment in the diagram,. double-click the chart to select it.Next, right-click to open the context menu and gain access to the chart properties Illustration 8 Edit diagram properties Note contain that no element in the diagram is selected, because otherwise the axis-properties can not be edited Project-Management with Gantt-Charts 5 Converting the simple bar-chart into a Gantt chart Select the y-axis, which now is the horizontal time line. (One could also select the horizontal axis using a left-click accordingly right-click to open the context menu and finally choose purpose Properties to format this axis. ) Set the Minimum to the real start-date, In this example this is 01/01/05.Further much the axis should get the start date, so check the checkbox Automatic in the line axis of rotation at Illustration 9 Adjust the time line This produces a chart as follows Illustration 10 Gantt chart Project-Management with Gantt-Charts 6 Converting the simple bar-chart into a Gantt chart The orange bar symbolizes the time up to the start of the task. This bar should be made invisible. For this select the orange bar with a left-click, and then open its Object Properties after a right click. Under the tab Borders choose Style Invisible, and under the tab Area choose Fill None.Now the chart presents itself as follows Illustration 11 The completed Gantt chart Project-Management with Gantt-Charts 7 Converting the simple bar-chart into a Gantt chart Project-Management with Gantt-Charts 8 Using the chart as a graphic in other applications Using the chart as a graphic in other applications To use the Gantt-chart as a picture in another application, celebrate the whole Calc document as HTML. This generates not only the HTML-file, but also a jpeg-file containing the chart which can then be included in other documents, such as anOpenOffice. org impress presentation.Remember to give the graphic a more descriptive name than, the the name suggested when the document is exported to HTML so that it can be found easily later Project-Management with Gantt-Charts 9 Using the chart as a graphic in other applications Project-Management with Gantt-Charts 10 Extending Gantt charting for Project Management Extending Gantt charting for Project Manag ement In order to manage a project, still more information is needed. The progress of each task should be tracked as a percentage of the task and displayed in the chart, and the dependencies of the subtasks should also be documented.Furthermore the start-date should be determined automatically based on these dependencies. To be able to create such a plan easily, a template was made by the German Native Language Community ( http//de. openoffice. org/ ) called pjm_template. ots. Illustration 12 Calc template pjm_template. ots The current version of Gantt. postal code contains the example spreadsheet and the spreadsheet itself can be downloaded from http//documentation. openoffice. org/HOW_TO/spreadsheet/pjm_template. ots Note This template uses macros and upon opening displays a security warning. Therefore, macros must be enabled to use the file.The file, created from the template, contains the following columns Info Information about the progress of the task No. unique n umber of the task. It is recommended to count in intervals of 100, to be able to add tasks later on Activity description of the task Start start-date of the task Duration planned or actual duration of the task in calendar days End end-date of the task. This gets reckon based on the start-date and duration. Progress in percentage Done Duration * progress Undone expected time remaining Duration Done 11 Project-Management with Gantt-ChartsExtending Gantt charting for Project Management Predecessor List of tasks, which have to be completed, before this task can start. Separation is made by spaces. The column titles in the first row can be labeled freely, but the columns must not change their position. Some columns have a colored background gray these columns contain formulas, which are calculated automatically light blue these columns can be edited manually, they can possibly be changed by the macro. It is recommended to use the last row for the end of the project. and so n ew tasks, which are inserted above, are displayed in the chart automatically.About the macro The macro is named update and is written in OpenOffice. org BASIC. The way it works follows this sequence ? ? Add duration and end-date, if they are missing For each row of the table 1. Where the task has not until now started (Progress = 0) Search for rows, whose number corresponds with the value in the column Predecessor. For those not familiar with project management terms, a predecessor is an employment that must be completed (or be partially completed) before a specified activity can begin. ( See http//www. apm. org. uk/page. asp? categoryID=4=29=0 for definitions. a) come up latest possible end-date of these rows b) Set the successor start-date to this end-date ? ? Where the task is finished (Progress = 100%) 1. Determine duration from start-date and end-date Illustrate information of task ? The meaning of this list of steps is set forth later on in this document. The macro expects that the first row contains the headlines, the tasks start in row 2 and the columns are in the same place as in the example. Additional columns (for comments or some other purpose) must be located at the end. Note The maximum number of predecessors is limited to 9. Project-Management with Gantt-Charts 2 Extending Gantt charting for Project Management Example Planning a relocation This section describes the process of relocating from one city to another city and is based upon the template, pjm_template. ots. The first step is to create a list with all subtasks Illustration 13 List of subtasks In preparing the set of tasks, getting mail forwarded was missed. So we inserted the activity Forwarding request in row 8 after the fact. Therefore this activity has the number 650. Inserting a row does not automatically copy whatsoever formulae, thus all the formulae must be copied to each cell in the new row manually.Project-Management with Gantt-Charts 13 Extending Gantt charting for Projec t Management Next insert the start-date for the not-dependent tasks, as well as duration and expected enddate Illustration 14 Insert start- and end-date House-hunting starts on 01/03 and should be finished by 31/08. For all the other tasks the duration is presumption. Now, define the dependencies of the tasks. The relocation (700) for example can not start before the new leasing contract is sign(a) (400) and the relocation is organized (500). The tasks 300-9999 have no dependencies, thus there are no start-dates for these tasks.Illustration 15 Define dependencies Next insert the start-date for the not-dependent tasks, as well as duration and expected enddate Project-Management with Gantt-Charts 14 Extending Gantt charting for Project Management Illustration 16 Insert start- and end-date House-hunting starts on 01/03 and should be finished by 31/08. For all the other tasks the duration is given. Now define the dependencies of the tasks. For example, relocation (700) can not start b efore the new leasing contract is signed (400) and relocation is organized (500). The tasks 300-9999 have no dependencies, thus there are no start-dates for these tasks.Illustration 17 Define dependencies As 20% of house-hunting are already done, and the current apartment is already canceled, the progress is 20% and 100% respectively. Project-Management with Gantt-Charts 15 Extending Gantt charting for Project Management Illustration 18 Calculated duration At this point call the macro by clicking on the thrust Update. The duration and end-dates are calculated, and the column start is completed. Illustration 19 The appropriate chart The organization of the relocation, the registration at the office and the opening of an account can be done simultaneously.On the other hand the bank account can not be moved immediately, because the current apartment is not yet relocated. Project-Management with Gantt-Charts 16 Extending Gantt charting for Project Management Controlling the Project Dur ing any project, start by implementing several subtasks. To begin a subtask, insert the start date in the column Start. Set the progress to a value greater than zero (1% e. g. ), so that Update will no longer change this date. If a task is completed, insert the real End-date, delete the duration and set the progress to 100%. When calling Update the next time, the required duration will be calculated.After each change in the table,invoke the macro Update to update the table accordingly. The Info column shows the current status of the project Illustration 20 remit during project-controlling House-hunting has begun and is on schedule according to the progress The apartment has already been canceled, the task is completed. Cancelling the banks order is due and not on schedule, this means, that the end-date is prior to the current date. All the other tasks are not due yet, they are not marked. 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