Project-Management with Gantt-Charts

OpenOffice.org 2.0 Calc

[Projekt-Management und Gantt-Diagramm mit OpenOffice.org 2.0 Calc and Comment crer un diagramme de Gantt avec OpenOffice.org [!.! "ir#t edition#$ [200%-0&-0& and 200'-0!-0' "ir#t (ngli#) edition$ [200%-!!-0*

Contents

Contents
Content#..............................................................................................................................................! Cop+rig)t and trademark information................................................................................................2 "eed,ack........................................................................................................................................2 -ckno.ledgment#.........................................................................................................................2 Modification# and update#.............................................................................................................' Overvie.............................................................................................................................................! /tarting t)e Proce##.............................................................................................................................2 Converting t)e #imple ,ar-c)art into a Gantt c)art.............................................................................% 0#ing t)e c)art a# a grap)ic in ot)er application#..............................................................................* (1tending Gantt c)arting for Project Management..........................................................................!! -,out t)e macro...........................................................................................................................!2 (1ample$ Planning a relocation...................................................................................................!' Controlling t)e Project.................................................................................................................!2 Pu,lic Documentation 3icen#e4 5er#ion !.0....................................................................................!*

Project-Management with Gantt-Charts

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Copyright and trademark information

Copyright and trademark information

6)e content# of t)i# Documentation are #u,ject to t)e Pu,lic Documentation 3icen#e4 5er#ion !.0 7t)e 83icen#e89: +ou ma+ onl+ u#e t)i# Documentation if +ou compl+ .it) t)e term# of t)i# 3icen#e. - cop+ of t)e 3icen#e i# availa,le at$ )ttp$;;....openoffice.org;licen#e#;PD3.rtf 6)e Original Documentation i# 8Comment crer un diagramme de Gantt avec OpenOffice.org8. 6)e <nitial =riter of t)e Original Documentation i# /erge 3( 3O0->?( Cop+rig)t 200'. -ll >ig)t# >e#erved. 7<nitial =riter contact7#9$ #erge.le@louarneAti#cali.fr. Contri,utor7#9$ D<(6M-> B<33(> Portion# created ,+ D<(6M-> B<33(> are Cop+rig)t C 200%. -ll >ig)t# >e#erved. 7Contri,utor contact7#9$ )illerdAti#cali.de. Contri,utor7#9$ G. >oderick /ingleton. Portion# created ,+ G. >oderick /ingleton are Cop+rig)t 200%. -ll >ig)t# >e#erved. 7Contri,utor contact7#9$gr#ingletonAopenoffice.org . Portion# created ,+ @@@@@@ are Cop+rig)t @@@@@@@@@[in#ert +ear7#9 . -ll >ig)t# >e#erved. 7Contri,utor contact7#9$@@@@@@@@@@@@@@@@[in#ert )+perlink;alia# 9. -ll trademark# .it)in t)i# guide ,elong to legitimate o.ner#. [Note: a copy of the PDL is included in this template and is also available at: http: !!!.openoffice.org licenses PDL.rtf.

Feedback
Plea#e direct an+ comment# or #ugge#tion# a,out t)i# document to$ gr#ingletonAopenoffice.org

Acknowledgments
< .i#) to t)ank ever+ mem,er of t)e German and "renc) ?ative 3anguage Communitie# .)o are not mentioned ,ut contri,uted to m+ ,eing a,le to provide a tran#lation. 6o /. /c)neider for fi1ing m+ error# and grammar.

Project-Management with Gantt-Charts

ii

Copyright and trademark information

Modifications and updates

Version
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Date
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Description of Change
[gr#$ <nitial edition i##ued for comment [##$ Proofed edition i##ued for pu,lication

Project-Management with Gantt-Charts

iii

Overview

Overview
Gantt C)art# are a .a+ to grap)icall+ #)o. progre## of a project. Management of a project i# made ea#ier if it i# vie.ed a# #mall managea,le item# .)ere t)e dependencie# are vi#uall+ illu#trated4 parallel proce##e# are di#covered4 t)e overall proce##ing time determined and progre## tracked. 6)e ta#k# of a project can ,e Duite comple1 and dependent on eac) ot)er. =it) a project management tool4 #uc) a# a Gantt c)art4all #u,ta#k# of a ta#k can ,e vie.ed grap)icall+. <n t)i# document a relocation-proce## to anot)er cit+ i# u#ed for all e1ample# and i# ,a#ed upon t)e accompan+ing Calc template4 .pjm@template@engli#).ot# .)ic) ma+ ,e do.nloaded from )ttp$;;documentation.openoffice.org;BO=@6O;

Relocation %% to M
&ouse-hunting Cancel apartment %% Cancel banking$s order #ew leasing contract Organise relocation "end out new address Forwarding re!uest Relocation Registration o ice Furnish the lat Reregister car Open an account Move bank account Relocation completed '()'*)'5 '()'5)'5 +()'5)'5 '()',)'5 +()',)'5 +()'-)'5 +')'.)'5 /ndone %one "tart

"llustration #: $he finished e%ample

<n illu#tration !4 t)e #u,ta#k# of t)e relocation-proce## appear on t)e +-a1i#4 and t)e time line on t)e 1-a1i#. 6)e ,ar# #)o. .)en a ta#k #)ould #tart and .)en it .ill ,e fini#)ed. Elue ,ar# #)o. ta#k# .)ic) )ave ,een completed. Fello. ,ar# #)o. .ork .)ic) #till mu#t ,e done.

Project-Management with Gantt-Charts

Starting the Process

Starting the Process

6o c)art a project4 all t)e #u,-ta#k# mu#t fir#t ,e collected in a #pread#)eet. <n t)i# #imple e1ample t)ere i# t)e name of t)e ta#k4 t)e #tart-date and t)e duration in calendar da+#$

"llustration 2: $as& list

6)i# #implified project con#i#t# of eig)t #u,ta#k# G6a#k !H to G6a#k IH. ?e1t4 ,egin creating t)e c)art ,+ #electing InsertChart:

"llustration ': Create the chart

"rom t)e dialogue GAutoFormat ChartH define t)e #election range. ?eit)er t)e fir#t ro. 7containing t)e column la,el9 nor t)e fir#t column 7containing t)e ta#k name9 #)ould ,e included a# data.

Project-Management with Gantt-Charts

Starting the Process

Click GNext >>H 4 and c)oo#e t)e C)art t+pe$

"llustration (: Choose chart type

C)oo#e t)e )oriJontal ,ar-c)art and click GColumnsH to indicate t)at t)e data are arranged in columnar form.
Note: $his changes the assignment of the a%is in OpenOffice.org Calc. No! the hori)ontal a%is is called *+, and the vertical a%is is called *X,.

Click GNext >>H and c)oo#e t)e variant GStackedH$

"llustration -: Create chart !ith stac&ed bars

Project-Management with Gantt-Charts

Starting the Process

Click GNext >>H once again and enter c)art and a1i# title#$

"llustration .: /dapt chart labeling

6)e fir#t Gantt C)art appear# a# follo.#$

"llustration 0: 1ar chart

6)e ta#k name# are on t)e vertical a1i# 7GTask 1H to GTask 8H9 and t)e time line i# on t)e )oriJontal a1i#.

Project-Management with Gantt-Charts

Converting the simple bar-chart into a Gantt chart

Converting the simple bar-chart into a

antt chart

<n order to edit t)e propertie# of an element in t)e diagram4. dou,le-click t)e c)art to #elect it. ?e1t4 rig)t-click to open t)e conte1t menu and gain acce## to t)e c)art propertie#$

"llustration 2: 3dit diagram properties Note: 3nsure that no element in the diagram is selected4 because other!ise the a%is5properties can not be edited

Project-Management with Gantt-Charts

Converting the simple bar-chart into a Gantt chart

/elect t)e y-axis4 .)ic) no. i# t)e )oriJontal time line. 7One could al#o #elect t)e )oriJontal a1i# u#ing a left-click t)en rig)t-click to open t)e conte1t menu and finall+ c)oo#e Object Properties ... to format t)i# a1i#.9 /et t)e Minimum to t)e real #tart-date4 <n t)i# e1ample t)i# i# 0!;0!;0%. "urt)ermore t)e a1i# #)ould get t)e #tart date4 #o c)eck t)e c)eck,o1 G-utomaticH in t)e line G-1i# atH$

"llustration 6: /d7ust the time line

6)i# produce# a c)art a# follo.#$

"llustration #0: 8antt chart Project-Management with Gantt-Charts 1

Converting the simple bar-chart into a Gantt chart

6)e orange ,ar #+m,oliJe# t)e time up to t)e #tart of t)e ta#k. 6)i# ,ar #)ould ,e made invi#i,le. "or t)i# #elect t)e orange ,ar .it) a left-click4 and t)en open it# Object Properties after a rig)t click. 0nder t)e ta, GBordersH c)oo#e Style Invisible4 and under t)e ta, GAreaH c)oo#e Fill None. ?o. t)e c)art pre#ent# it#elf a# follo.#$

"llustration ##: $he completed 8antt chart

Project-Management with Gantt-Charts

Converting the simple bar-chart into a Gantt chart

Project-Management with Gantt-Charts

Using the chart as a graphic in other applications

!sing the chart as a graphic in other applications

6o u#e t)e Gantt-c)art a# a picture in anot)er application4 #ave t)e .)ole Calc document a# B6M3. 6)i# generate# not onl+ t)e HTM -file4 ,ut al#o a jpeg-file containing t)e c)art .)ic) can t)en ,e included in ot)er document#4 #uc) a# anOpenOffice.org impre## pre#entation.
9emember to give the graphic a more descriptive name than4 the the name suggested !hen the document is e%ported to :$;L so that it can be found easily later

Project-Management with Gantt-Charts

Using the chart as a graphic in other applications

Project-Management with Gantt-Charts

('

Extending Gantt charting for Pro ect !anagement

"#tending

antt charting for Pro$ect Management

<n order to manage a project4 #till more information i# needed. 6)e progre## of an+ ta#k #)ould ,e tracked a# a percentage of t)e ta#k and di#pla+ed in t)e c)art4 and t)e dependencie# of t)e #u,ta#k# #)ould al#o ,e documented. "urt)ermore t)e #tart-date #)ould ,e determined automaticall+ ,a#ed on t)e#e dependencie#. 6o ,e a,le to create #uc) a plan ea#il+4 a template .a# made ,+ t)e German ?ative 3anguage Communit+ 7 )ttp$;;de.openoffice.org; 9 called !"m#tem!late$ots.

"llustration #2: Calc template p7m<template.ots

6)e current ver#ion of Gantt.Jip contain# t)e e1ample #pread#)eet and t)e #pread#)eet it#elf can ,e do.nloaded from )ttp$;;documentation.openoffice.org;BO=@6O;#pread#)eet;pjm@template.ot#
Note: $his template uses macros and upon opening displays a security !arning. $herefore4 macros must be enabled to use the file.

6)e file4 created from t)e template4 contain# t)e follo.ing column#$

G<nfoH - <nformation a,out t)e progre## of t)e ta#k G?o.H - uniDue num,er of t)e ta#k. <t i# recommended to count in interval# of !004 to ,e a,le to add ta#k# later on G-ctivit+H - de#cription of t)e ta#k G/tartH - #tart-date of t)e ta#k GDurationH - planned or actual duration of t)e ta#k in calendar da+# G(ndH - end-date of t)e ta#k. 6)i# get# calculated ,a#ed on t)e #tart-date and duration. GProgre##H in percentage GDoneH - Duration K progre## G0ndoneH - e1pected time remaining$ Duration - Done
((

Project-Management with Gantt-Charts

Extending Gantt charting for Pro ect !anagement

GPredece##orH - 3i#t of ta#k#4 .)ic) )ave to ,e completed4 ,efore t)i# ta#k can #tart. /eparation i# made ,+ #pace#.

6)e column title# in t)e fir#t ro. can ,e la,eled freel+4 ,ut t)e column# mu#t not c)ange t)eir po#ition. /ome column# )ave a colored ,ackground$

gra+$ t)e#e column# contain formula#4 .)ic) are calculated automaticall+ lig)t ,lue$ t)e#e column# can ,e edited manuall+4 t)e+ can po##i,l+ ,e c)anged ,+ t)e macro.

<t i# recommended to u#e t)e la#t ro. for t)e end of t)e project. 6)u# ne. ta#k#4 .)ic) are in#erted a,ove4 are di#pla+ed in t)e c)art automaticall+.

About the macro

6)e macro i# named Gup ateH and i# .ritten in OpenOffice.org E-/<C. 6)e .a+ it .ork# follo.# t)i# #eDuence$

-dd duration and end-date4 if t)e+ are mi##ing "or eac) ro. of t)e ta,le !. =)ere t)e ta#k )a# not +et #tarted 7Progre## LM 09 /earc) for ro.#4 .)o#e num,er corre#pond# .it) t)e value in t)e column GPredece##orH. "or t)o#e not familiar .it) project management term#4 a predece##or i# an activit+ t)at mu#t ,e completed 7or ,e partiall+ completed9 ,efore a #pecified activit+ can ,egin.7 /ee )ttp$;;....apm.org.uk;page.a#pNcategor+<DMOP#u,Categor+<DM2*Ppage<DM0 for definition#. 9 a9 Determine late#t po##i,le end-date of t)e#e ro.# ,9 /et t)e #ucce##or #tart-date to t)i# end-date

=)ere t)e ta#k i# fini#)ed 7Progre## M !00Q9 !. Determine duration from #tart-date and end-date <llu#trate information of ta#k

6)e meaning of t)i# li#t of #tep# i# de#cri,ed later on in t)i# document. 6)e macro e1pect# t)at t)e fir#t ro. contain# t)e )eadline#4 t)e ta#k# #tart in ro. 2 and t)e column# are in t)e #ame place a# in t)e e1ample. -dditional column# 7for comment# or #ome ot)er purpo#e9 mu#t ,e located at t)e end.
Note: $he ma%imum number of predecessors is limited to 9.

Project-Management with Gantt-Charts

(0

Extending Gantt charting for Pro ect !anagement

"#ample% Planning a relocation

6)i# #ection de#cri,e# t)e proce## of relocating from one cit+ to anot)er cit+ and i# ,a#ed upon t)e template4 pjm!template.ots. 6)e fir#t #tep i# to create a li#t .it) all #u,ta#k#$

"llustration #': List of subtas&s

<n preparing t)e #et of ta#k#4 getting mail for.arded .a# mi##ed. /o .e in#erted t)e activit+ G"or.arding reDue#tH in ro. I after t)e fact. 6)erefore t)i# activit+ )a# t)e num,er &%0. <n#erting a ro. doe# not automaticall+ cop+ an+ formulae4 t)u# all t)e formulae mu#t ,e copied to eac) cell in t)e ne. ro. manuall+.

Project-Management with Gantt-Charts

(+

Extending Gantt charting for Pro ect !anagement

?e1t in#ert t)e #tart-date for t)e not-dependent ta#k#4 a# .ell a# duration and e1pected enddate$

"llustration #(: "nsert start5 and end5date

Bou#e-)unting #tart# on 0!;0' and #)ould ,e fini#)ed ,+ '!;0I. "or all t)e ot)er ta#k# t)e duration i# given. ?o.4 define t)e dependencie# of t)e ta#k#. 6)e relocation 72009 for e1ample can not #tart ,efore t)e ne. lea#ing contract i# #igned 7O009 and t)e relocation i# organiJed 7%009. 6)e ta#k# '00-**** )ave no dependencie#4 t)u# t)ere are no #tart-date# for t)e#e ta#k#.

"llustration #-: Define dependencies

?e1t in#ert t)e #tart-date for t)e not-dependent ta#k#4 a# .ell a# duration and e1pected enddate$
Project-Management with Gantt-Charts (*

Extending Gantt charting for Pro ect !anagement

"llustration #.: "nsert start5 and end5date

Bou#e-)unting #tart# on 0!;0' and #)ould ,e fini#)ed ,+ '!;0I. "or all t)e ot)er ta#k# t)e duration i# given. ?o. define t)e dependencie# of t)e ta#k#. "or e1ample4 relocation 72009 can not #tart ,efore t)e ne. lea#ing contract i# #igned 7O009 and relocation i# organiJed 7%009. 6)e ta#k# '00-**** )ave no dependencie#4 t)u# t)ere are no #tart-date# for t)e#e ta#k#.

"llustration #0: Define dependencies

-# 20Q of )ou#e-)unting are alread+ done4 and t)e current apartment i# alread+ canceled4 t)e progre## i# 20Q and !00Q re#pectivel+.

Project-Management with Gantt-Charts

(5

Extending Gantt charting for Pro ect !anagement

"llustration #2: Calculated duration

-t t)i# point call t)e macro ,+ clicking on t)e ,utton G0pdateH. 6)e duration and end-date# are calculated4 and t)e column #tart i# completed.

"llustration #6: $he appropriate chart

6)e organiJation of t)e relocation4 t)e regi#tration at t)e office and t)e opening of an account can ,e done #imultaneou#l+. On t)e ot)er )and t)e ,ank account can not ,e moved immediatel+4 ,ecau#e t)e current apartment i# not +et relocated.

Project-Management with Gantt-Charts

(1

Extending Gantt charting for Pro ect !anagement

Controlling the Pro$ect

During an+ project4 #tart ,+ implementing #everal #u,ta#k#. 6o ,egin a #u,ta#k4 in#ert t)e #tart date in t)e column GStartH. /et t)e progre## to a value greater t)an Jero 7!Q e.g.94 #o t)at GUpdateH .ill no longer c)ange t)i# date. <f a ta#k i# completed4 in#ert t)e real %nd-date4 delete t)e duration and #et t)e progre## to !00Q. =)en calling GUpdateH t)e ne1t time4 t)e reDuired duration .ill ,e calculated. -fter eac) c)ange in t)e ta,le4invoke t)e macro HUpdateH to update t)e ta,le accordingl+. 6)e G<nfoH column #)o.# t)e current #tatu# of t)e project$

"llustration 20: $able during pro7ect5controlling Bou#e-)unting )a# ,egun and i# on #c)edule according to t)e progre## 6)e apartment )a# alread+ ,een canceled4 t)e ta#k i# completed. Cancelling t)e ,ankR# order i# due and not on #c)edule4 t)i# mean#4 t)at t)e end-date i# prior to t)e current date. -ll t)e ot)er ta#k# are not due +et4 t)e+ are not marked.

Project-Management with Gantt-Charts

(,

Extending Gantt charting for Pro ect !anagement

Project-Management with Gantt-Charts

(-

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All sublicenses to the Documentation which are properly granted shall survive any termination of this License. Provisions which, by their nature, must remain in effect beyond the termination of this License shall survive. 8.0 LIMITATION OF LIABILITY. UNDER NO CIRCUMSTANCES AND UNDER NO LEGAL THEORY, WHETHER IN TORT (INCLUDING NEGLIGENCE), CONTRACT, OR OTHERWISE, SHALL THE INITIAL WRITER, ANY OTHER CONTRIBUTOR, OR ANY DISTRIBUTOR OF DOCUMENTATION, OR ANY SUPPLIER OF ANY OF SUCH PARTIES, BE LIABLE TO ANY PERSON FOR ANY DIRECT, INDIRECT, SPECIAL, INCIDENTAL, OR CONSEQUENTIAL DAMAGES OF ANY CHARACTER INCLUDING, WITHOUT LIMITATION, DAMAGES FOR LOSS OF GOODWILL, WORK STOPPAGE, COMPUTER FAILURE OR MALFUNCTION, OR ANY AND ALL OTHER DAMAGES OR LOSSES ARISING OUT OF OR RELATING TO THE USE OF THE DOCUMENTATION, EVEN IF SUCH PARTY SHALL HAVE BEEN INFORMED OF THE POSSIBILITY OF SUCH DAMAGES.

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9.0 U.S. GOVERNMENT END USERS. If Documentation is being acquired by or on behalf of the U.S. Government or by a U.S. Government prime contractor or subcontractor (at any tier), then the Government's rights in Documentation will be only as set forth in this Agreement; this is in accordance with 48 CFR 227.7201 through 227.7202-4 (for Department of Defense (DOD) acquisitions) and with 48 CFR 2.101 and 12.212 (for non-DOD acquisitions). 10.0 MISCELLANEOUS. This License represents the complete agreement concerning the subject matter hereof. If any provision of this License is held to be unenforceable, such provision shall be reformed only to the extent necessary to make it enforceable. This License shall be governed by California law, excluding its conflict-of-law provisions. With respect to disputes or any litigation relating to this License, the losing party is responsible for costs, including without limitation, court costs and reasonable attorneys' fees and expenses. The application of the United Nations Convention on Contracts for the International Sale of Goods is expressly excluded. Any law or regulation which provides that the language of a contract shall be construed against the drafter shall not apply to this License. Appendix Public Documentation License Notice The contents of this Documentation are subject to the Public Documentation License Version 1.0 (the "License"); you may only use this Documentation if you comply with the terms of this License. A copy of the License is available at http://www.openoffice.org/licenses/PDL.rtf. The Original Documentation is _________________. The Initial Writer of the Original Documentation is ______________________ (C) ____. All Rights Reserved. (Initial Writer contact(s):_______________[Insert hyperlink/alias].) Contributor(s): ______________________________________. Portions created by ______ are Copyright (C)_________[Insert year(s)]. All Rights Reserved. (Contributor contact(s):________________[Insert hyperlink/alias]). Note: The text of this Appendix may differ slightly from the text of the notices in the files of the Original Documentation. You should use the text of this Appendix rather than the text found in the Original Documentation for Your Modifications.

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