Gantt Chart Using Excel

click- prudence with Gantt-Charts OpenOffice. org 2. 0 Calc Projekt-Management und Gantt-Diagramm mit OpenOffice. org 2. 0 Calc and note creer un diagramme de Gantt avec OpenOffice. org 1. 1 First editions 2005-06-06 and 2003-01-03 First English edition 2005-11-09 confine Contents Contents. 1 right of beginning(a) publication and trademark breeding Feedback. 2 Acknowledgments. 2 Modifications and up times. 3 Overview.. startinging the Process.. 2 Converting the simple bar- map into a Gantt map.. 5 Using the chart as a computer brilliant in some different applications 9 Ext dismissing Gantt charting for Project Management.. 11 About the big .. 12 Example Planning a motion 13 Controlling the Project.. 17 unexclusive financial backing emancipation, Version 1. 0 19 Project-Management with Gantt-Charts tercet Copyright and trademark information Copyright and trademark informationThe contents of this reenforcement be subject to the universal au pasttication permissio n, Version 1. 0 (the demonstrate) you whitethorn simply use this funding if you comply with the basis of this permit. A facsimile of the License is in stock(predicate) at http//www. openoffice. org/ indorses/PDL. rtf The Original support is remark creer un diagramme de Gantt avec OpenOffice. org. The initial Writer of the Original software scrollation is Serge LE LOUARNE Copyright 2003. tout ensemble Rights Reserved. ( sign Writer contact(s) serge. email& one hundred sixtyprotected fr. Contributor(s) DIETMAR HILLER Portions relieve oneselfd by DIETMAR HILLER are Copyright 2005. both Rights Reserved. (Contributor contact(s) email&160protected de. Contributor(s) G. Roderick Singleton. Portions created by G. Roderick Singleton are Copyright 2005. All Rights Reserved. (Contributor contact(s)email&160protected org . Portions created by ______ are Copyright _________insert year(s). All Rights Reserved. (Contributor contact(s)________________insert hyperlink/alias). All trade marks within this guide belong to legitimate owners. abide by a copy of the PDL is include in this template and is also avail equal at http//www. openoffice. org/licenses/PDL. rtf. FeedbackPlease coach each comments or suggestions about this entry to email&160protected org Acknowledgments I wish to thank every member of the German and French indigenous Language Communities who are not mentioned but contributed 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 Description of Change grs Initial edition issued for comment ss produce edition issued for publication Project-Management with Gantt-Charts ii Overview Overview Gantt Charts are a way to graphic onlyy evidence work up of a chuck. Management of a project is make easier if it is viewed as small manageable items where the dependencies are visually illustrated, parallel processes are discovered, the overall processing period determined and fortify tracked. The working classs of a project passel be quite complex and dependent on each other. With a project management tool, much(prenominal) as a Gantt chart,all subtasks of a task chamberpot be viewed graphi nattery. In this document a relocation-process to another metropolis is used for all examples and is based upon the accomp alling Calc template, . jm_template_english. ots which whitethorn be downloaded from http// support. openoffice. org/HOW_TO/ move DD to M House-hunting Cancel flat DD Cancel bankings order New leasing conjure Organise relocation Send out new address forward request Relocation Registration office Furnish the flat Reregister motorcar Open an account Move bank account Relocation immaculate 01/04/05 01/05/05 31/05/05 01/07/05 31/07/05 31/08/05 30/09/05 Undone Done Start deterrent example 1 The finished example In illustration 1, the subtasks of the relocation-process pop on the y-axis, and the time line on the x-axis.The bars show up when a task should start and when it will be finished. Blue bars show tasks which flip been cleard. Yellow bars show work which still moldiness be done. Project-Management with Gantt-Charts 5 Starting the Process Starting the Process To chart a project, all the sub-tasks essentialiness archetypical be collected in a spreadsheet. In this simple example there is the name of the task, the start-date and the epoch in calendar years fiction 2 Task mention This simplified project consists of eight subtasks Task 1 to Task 8. beside, begin creating the chart by selecting InsertChart simile 3 manufacture 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 tear Next , and call for the Chart typecast good example 4 Choose chart type Choose the plane bar-chart and click Columns to indicate that the data are logical in columnar form. Note This agitates the assignment of the axis in OpenOffice. org Calc. at present the horizontal axis is called Y and the vertical axis is called X. filter Next and study the variant StackedIllustration 5 Create chart with stacked bars Project-Management with Gantt-Charts 3 Starting the Process Click Next once a pip 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 component in the diagram,. double-click the chart to select it.Next, right-click to ope n the context carte and gain access to the chart properties Illustration 8 Edit diagram properties Note En surely that no element in the diagram is selected, because differently the axis-properties peck 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 exploitation a left-click then right-click to open the context menu and finally choose inclination Properties to format this axis. ) piece the Minimum to the square start-date, In this example this is 01/01/05.Furthermore the axis should get the start date, so check the checkbox Automatic in the line Axis 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 orangeness bar symbolizes the time up to the start of the task. This bar should be make 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 genius Invisible, and below 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, save the whole Calc document as HTML. This generates not only the HTML-file, but also a jpeg-file containing the chart which corporation then be included in other documents, such as anOpenOffice. org impress presentation.Remember to control 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 ensuant 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 Management In order to manage a project, still more information is needed. The progress of some(prenominal) task should be tracked as a destiny 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 mechanically 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 variate of Gantt. zip 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 go-ahead displays a se curity warning. because, macros must be enabled to use the file.The file, created from the template, contains the following columns information Information about the progress of the task No. unique add together of the task. It is recommended to count in intervals of 100, to be able to add tasks afterward on Activity description of the task Start start-date of the task Duration aforethought(ip) or actual era of the task in calendar days End end-date of the task. This gets mensurable based on the start-date and duration. Progress in plowshare Done Duration * progress Undone expected time stay Duration Done 11 Project-Management with Gantt-ChartsExtending Gantt charting for Project Management Predecessor incline 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 th ese 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. Thus new 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 range ? ? Add duration and end-date, if they are missing For each row of the instrument panel 1. Where the task has not yet 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 use that must be completed (or be partly completed) before a specified activity can begin. ( See http//www. apm. org. uk/page. asp viper? categoryID=4=29=0 for definitions. a) Determine 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 expand information of task ? The meaning of this list of steps is draw 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 atom sucks 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 focalize 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 num ber 650. Inserting a row does not automatically copy any formulae, thus all the formulae must be copied to each cadre in the new row manually.Project-Management with Gantt-Charts 13 Extending Gantt charting for Project 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 given. Now, define the dependencies of the tasks. The relocation (700) for example can not start before the new leasing contract is signed (400) and the relocation is organised (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 before 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 button 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 During 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 great 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 repose 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 Table 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(p) and not on schedu le, this representation, 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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