Project-Management with

Gantt-Charts
OpenOffice.org 2.0 Calc
[Projekt-Management und Gantt-Diagramm mit OpenOffice.org 2.0 Calc and Comment
créer un diagramme de Gantt avec OpenOffice.org
[!.!
"ir#t edition#$ [200%-0&-0& and 200'-0!-0'
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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 iii
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$
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6)e Original Documentation i# 8Comment créer un diagramme de Gantt avec
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Feedback
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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 Date Description of Change
[!.0 [200%-!!-0* [gr#$ <nitial edition i##ued for comment
[!.! [200%-!!-!2 [##$ 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;
<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 5
"llustration #: $he finished e%ample
Relocation completed
Move bank account
Open an account
Reregister car
Furnish the lat
Registration oice
Relocation
Forwarding re!uest
"end out new address
Organise relocation
#ew leasing contract
Cancel banking$s order
Cancel apartment %%
&ouse-hunting
'()'*)'5 '()'5)'5 +()'5)'5 '()',)'5 +()',)'5 +()'-)'5 +')'.)'5
Relocation %% to M
/ndone
%one
"tart
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: $as& list
6)i# #implified project con#i#t# of eig)t #u,ta#k# G6a#k !H to G6a#k IH.
?e1t4 ,egin creating t)e c)art ,+ #electing Insert—Chart:
"llustration ': Create the chart
"rom t)e dialogue GAutoFormat ChartH define t)e #election range. ?eit)er t)e fir#t ro.
7containing t)e column la,el9 nor t)e fir#t column 7containing t)e ta#k name9 #)ould ,e
included a# data.
Project-Management with Gantt-Charts 0
Starting the Process
Click GNext >>H 4 and c)oo#e t)e C)art t+pe$
"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: $his changes the assignment of the a%is in OpenOffice.org Calc. No! the hori)ontal a%is is called *+, and
the vertical a%is is called *X,.
Click GNext >>H and c)oo#e t)e variant GStackedH$
Project-Management with Gantt-Charts +
"llustration -: Create chart !ith stac&ed bars
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 5
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$
6)i# produce# a c)art a# follo.#$
Project-Management with Gantt-Charts 1
"llustration 6: /d7ust the time line
"llustration #0: 8antt chart
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.#$
Project-Management with Gantt-Charts ,
"llustration ##: $he completed 8antt chart
Converting the simple bar-chart into a Gantt chart
Project-Management with Gantt-Charts -
Using the chart as a graphic in other applications
!sing the chart as a graphic in other applications
6o u#e t)e Gantt-c)art a# a picture in anot)er application4 #ave t)e .)ole Calc document a#
B6M3. 6)i# generate# not onl+ t)e HTM-file4 ,ut al#o a jpeg-file containing t)e c)art .)ic)
can t)en ,e included in ot)er document#4 #uc) a# anOpenOffice.org impre## pre#entation.
9emember to give the graphic a more descriptive name than4 the the name suggested !hen the document is
e%ported to :$;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 Proect !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$ots.
6)e current ver#ion of Gantt.Jip contain# t)e e1ample #pread#)eet and t)e #pread#)eet it#elf
can ,e do.nloaded from
)ttp$;;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 ((
"llustration #2: Calc template p7m<template.ots
Extending Gantt charting for Proect !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 GupateH 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: $he ma%imum number of predecessors is limited to 9.
Project-Management with Gantt-Charts (0
Extending Gantt charting for Proect !anagement
"#ample% Planning a relocation
6)i# #ection de#cri,e# t)e proce## of relocating from one cit+ to anot)er cit+ and i# ,a#ed upon
t)e template4 pjm!template.ots.
6)e fir#t #tep i# to create a li#t .it) all #u,ta#k#$
<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 (+
"llustration #': List of subtas&s
Extending Gantt charting for Proect !anagement
?e1t in#ert t)e #tart-date for t)e not-dependent ta#k#4 a# .ell a# duration and e1pected end-
date$
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#.
?e1t in#ert t)e #tart-date for t)e not-dependent ta#k#4 a# .ell a# duration and e1pected end-
date$
Project-Management with Gantt-Charts (*
"llustration #(: "nsert start5 and end5date
"llustration #-: Define dependencies
Extending Gantt charting for Proect !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 Proect !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: $he appropriate chart
6)e organiJation of t)e relocation4 t)e regi#tration at t)e office and t)e opening of an account
can ,e done #imultaneou#l+. On t)e ot)er )and t)e ,ank account can not ,e moved
immediatel+4 ,ecau#e t)e current apartment i# not +et relocated.
Project-Management with Gantt-Charts (1
Extending Gantt charting for Proect !anagement
Controlling the Pro$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 Proect !anagement
Project-Management with Gantt-Charts (-
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warranty, support, indemnity or liability terms You offer.
3.6. Larger Works.
You may create a Larger Work by combining Documentation
with other documents not governed by the terms of this
License and distribute the Larger Work as a single product. In
such a case, You must make sure the requirements of this
License are fulfilled for the Documentation.
4.0 APPLICATION OF THIS LICENSE.
This License applies to Documentation to which the Initial
Writer has attached this License and the notice in the
Appendix.
5.0 VERSIONS OF THE LICENSE.
5.1. New Versions.
Initial Writer may publish revised and/or new versions of the
License from time to time. Each version will be given a
distinguishing version number.
5.2. Effect of New Versions.
Once Documentation has been published under a particular
version of the License, You may always continue to use it
under the terms of that version. You may also choose to use
such Documentation under the terms of any subsequent
version of the License published
by______________________ [Insert name of the foundation,
company, Initial Writer, or whoever may modify this License].
No one other than ________________________[Insert name
of the foundation, company, Initial Writer, or whoever may
modify this License] has the right to modify the terms of this
License. Filling in the name of the Initial Writer, Original
Documentation or Contributor in the notice described in the
Appendix shall not be deemed to be Modifications of this
License.
6.0 DISCLAIMER OF WARRANTY.
DOCUMENTATION IS PROVIDED UNDER THIS
LICENSE ON AN "AS IS'' BASIS, WITHOUT
WARRANTY OF ANY KIND, EITHER EXPRESSED OR
IMPLIED, INCLUDING, WITHOUT LIMITATION,
WARRANTIES THAT THE DOCUMENTATION IS FREE
OF DEFECTS, MERCHANTABLE, FIT FOR A
PARTICULAR PURPOSE OR NON-INFRINGING. THE
ENTIRE RISK AS TO THE QUALITY, ACCURACY, AND
PERFORMANCE OF THE DOCUMENTATION IS WITH
YOU. SHOULD ANY DOCUMENTATION PROVE
DEFECTIVE IN ANY RESPECT, YOU (NOT THE
INITIAL WRITER OR ANY OTHER CONTRIBUTOR)
ASSUME THE COST OF ANY NECESSARY SERVICING,
REPAIR OR CORRECTION. THIS DISCLAIMER OF
WARRANTY CONSTITUTES AN ESSENTIAL PART OF
THIS LICENSE. NO USE OF ANY DOCUMENTATION IS
AUTHORIZED HEREUNDER EXCEPT UNDER THIS
DISCLAIMER.
7.0 TERMINATION.
This License and the rights granted hereunder will terminate
automatically if You fail to comply with terms herein and fail
to cure such breach within 30 days of becoming aware of the
breach. 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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P"blic #oc"mentation $icense% &ersion '()
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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