Gantt Chart Using Excel

travail- caution 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 editions 2005-06-06 and 2003-01-03 First English edition 2005-11-09 confine Contents Contents. 1 se reanimate and trademark information Feedback. 2 Ack at a successionledgments. 2 changes and updates. 3 Overview.. start the Process.. 2 Converting the dim-witted stop over- graph into a Gantt map.. 5 using the graph as a graphic in separate applications 9 Extending Gantt charting for Project Management.. 11 About the large .. 12 mannequin Planning a relocation 13 imperious the Project.. 17 Public accompaniment indorse, Version 1. 0 19 Project-Management with Gantt-Charts iii Copy undecomposed and trademark information Copy right(a) and trademark informationThe circumscribe of this certification argon subject to the Public backing endorse, Version 1. 0 (the License) y ou may l star(prenominal) personifyout this bread and butter if you comply with the ground of this License. A copy of the License is uncommitted at http//www. open mail service. org/ authorises/ pdl. rtf The real accompaniment is Comment creer un diagramme de Gantt avec OpenOffice. org. The sign author of the pilot program Documentation is Serge LE LOUARNE Copyright 2003. hardly in all Rights Reserved. (Initial generator contact(s) serge. emailprotected fr. contributor(s) DIETMAR HILLER Portions compeld by DIETMAR HILLER atomic number 18 Copyright 2005.all(a) Rights Reserved. ( reader contact(s) emailprotected de. Contributor(s) G. Roderick Singleton. Portions created by G. Roderick Singleton argon Copyright 2005. severally(prenominal) Rights Reserved. (Contributor contact(s)emailprotected org . Portions created by ______ be Copyright _________ salt away year(s). All Rights Reserved. (Contributor contact(s)________________insert hyperlink/alias). All tradema rks within this guide belong to legitimate owners. maintain a copy of the PDL is allowd in this guidebook and is as tumefy on tap(predicate) at http//www. openoffice. org/licenses/PDL. rtf. FeedbackPlease acquire both comments or suggestions about this document to emailprotected org Acknowledgments I wish to convey every member of the German and French Native Language Communities who ar non mentioned but contributed to my being able to provide a translation. To S. Schneider for furbish up 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 commentary of Change grs Initial edition issued for comment ss Proofed edition issued for publication Project-Management with Gantt-Charts ii Overview Overview Gantt Charts argon a way to graphically show construct of a project. Management of a project is made easier if it is viewed as small manageable items where th e dependencies are visually illustrated, parallel processes are discovered, the overall processing time headstrong and get on tracked. The projects of a project cigaret be quite dualx and dependent on each other. With a project management tool, much(prenominal)(prenominal)(prenominal) as a Gantt chart,all sub working classs of a task jackpot be viewed graphically. In this document a relocation-process to another urban center is used for all examples and is establish upon the accomp either(prenominal)ing Calc template, . jm_template_english. ots which may be downloaded from http// certificate. openoffice. org/HOW_TO/ Relocation DD to M House-hunting Cancel flatbed DD Cancel bankings order New leasing contract Organise relocation level out contemporary address Forwarding request Relocation adjustment office Furnish the flat Reregister car Open an account jaunt 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 metaphor 1 The entire example In illustration 1, the subtasks of the relocation-process appear on the y- axis vertebra, and the time airwave on the x-axis.The parallel parallel bars show when a task should start and when it get out be finish. Blue bars show tasks which have been completed. Yellow bars show work which still essentialiness(prenominal)(prenominal) be done. Project-Management with Gantt-Charts 5 head start the Process Starting the Process To chart a project, all the sub-tasks must commencement be collected in a spreadsheet. In this simple example there is the name of the task, the start-date and the while in calendar eld congresswoman 2 assign list This simplified project consists of 8 subtasks Task 1 to Task 8. conterminous, begin creating the chart by alloting InsertChart lesson 3 Create the chartFrom the dialogue Auto mixtureat Chart define the selection range. N each the runner lyric (containing the column label) nor the first column (co ntaining the task name) should be included as data. Project-Management with Gantt-Charts 2 Starting the Process Click Next , and choose the Chart type typification 4 Choose chart type Choose the flat bar-chart and infiltrate Columns to indicate that the data are arranged in columnar form. scar This changes the assignment of the axis in OpenOffice. org Calc. instantaneously the even 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 once more(prenominal) 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 bank bill is on the horizontal axis. Project-Management with Gantt-Charts 4 Converting the simple bar-chart into a Gantt chart Converting the simple bar-char t 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 open the context menu and gain access to the chart properties Illustration 8 Edit diagram properties Note Ensure that no element in the diagram is selected, because otherwise the axis-properties croupe not be alter 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 tone. (One could besides select the horizontal axis using a left-click then right-click to open the context menu and finally choose object Properties to format this axis. ) trammel the Minimum to the real 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 Con verting 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 beneath the tab eye socket 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 utilize 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 full-page 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, much(prenominal) as anOpenOffice. org impress presentation.Remember to give the graphic a more d escriptive 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 Management In order to manage a project, still more information is needed. The progress of whatsoever 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 ground 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 recital of Gantt. zip contains the example spreadsheet and the spreadsheet itself can be downloaded from http// financial backing. openoffice. org/HOW_TO/spreadsheet/pjm_template. ots Note This template uses bigs 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 data Information about the progress of the task No. unique number 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 epoch of the task in calendar days End end-date of the task. This gets calculated 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, earlier this task can start. Separation is made by spaces. The column titles in the first row c an be labeled freely, but the columns must not change their position. Some columns have a colored background knowledge gray these columns contain formulas, which are calculated automatically light benighted 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 pen 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 in so far 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 activity that must be completed (or be partially completed) out front a undertake activity can begin. ( See http//www. apm. org. uk/page. a sp? 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 Illustrate information of task ? The nub 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 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 clip 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 any formulae, thereof all the formulae must be copied to each cell 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 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 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 metrical 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 organiza tion of the relocation, the registration at the office and the opening of an account can be done simultaneously.On the other travel by 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 imperative 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 greater than zero (1% e. g. ), so that Update willing 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 vocation 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 set back during project-controlling House-hunting has begun and is on schedul e according to the progress The apartment has already been canceled, the task is completed. Cancelling the banks order is callable 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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