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Gantt Charts – Project Management Using Excel [Part 1 of 6] Posted on June 16th, 2009 in Charts and Graphs <http://chandoo.org/wp/category/visualization/> , Featured <http://chandoo.org/wp/category/best-of-phd/> , Learn Excel <http://chandoo.org/wp/category/excel/> - 93 comments *Starting this week we are starting a new series of posts on project management using Microsoft excel <http://chandoo.org/wp/project-management/>.* I have been working in various projects in the last 6 years and almost in all cases we have been using excel to manage, measure and track various aspects of project. These posts represent few of the things related to project management using excel that I have learned over the years. <#>*Part 1: Preparing & tracking a project plan using Gantt Charts* Team To Do Lists – Project Tracking Tools <http://chandoo.org/wp/2009/06/25/todo-lists-project-tracking-tools/> Project Status Reporting – Create a Timeline to display milestones <http://chandoo.org/wp/2009/07/09/project-milestones-in-timeline/> Time sheets and Resource management <http://chandoo.org/wp/2009/08/05/excel-time-sheets-project-management/> Issue Trackers & Risk Management <http://chandoo.org/wp/2009/09/08/issue-trackers/> Project Status Reporting – Dashboard <http://chandoo.org/wp/2009/10/06/project-status-dashboard/> Bonus Post: Using Burn Down Charts to Understand Project Progress <http://chandoo.org/wp/2009/07/21/burn-down-charts/> Excel, because of its grid nature provides a great way to prepare and manage project plans. In this part of the project management using Microsoft excel series we will learn how to prepare and track a project plan using gantt chart in excel. Preparing a project plan Not all project plans are same. But most of the project plans have a list of,

* All activities / phases of project * Planned start date of the activity * Planned duration of the activity From tracking perspective, we can add the following, * Actual start date of the activity * Actual duration of the activity * % of the activity completed as of date As you can see, excel provides a great way to manage such plan. Look at an example project plan made in excel. Gantt Chart - Excel - Project Plan But the above plan is more or less static. Using Excel’s features we can make a dynamic gantt chart that can, * Update the Gantt chart when dates change * Display a separate bar that will grow based on the % completion of each activity * Highlight current week / day in a subtle way In essence, we will create something like this: Steps for preparing an Gantt Chart 1. First make the above layout in a new excel sheet 2. Then we will add several columns in the end, one for each day (or week or month) of the project 3. We will also designate 3 cells say $N$5, $Y$5, $AL$5 where we will maintain the following values, 1. In cell $N$5, a selection option that will change the plan between “planned” and “actual” dates 2. In cell $Y$5, a symbol that we can use to display finished portion of work 3. In cell $AL$5, where we can enter the current week (or day or month) 4. Now we will do some conditional formatting <http://chandoo.org/wp/2008/03/13/want-to-be-an-excel-conditional-formatting -rock-star-read-this/> (ahem!) that will highlight a particular cell in the grid, 1. If $N$5 has “Planned” and cell is between planned date and planned date + planned duration 2. Else, cell is between actual date and actual date + actual duration 5. We will also write formulas <http://chandoo.org/excel-formulas/> in all the cells (same formula pasted over the entire range) which displays a symbol like solid rectangle. For finding out if we should fill in the symbol or not, we use the % completed column of the gantt chart. Figuring out this formula is part of your home work. ;) 6. Finally we will adjust formatting like column widths, fonts, colors etc. and freeze top row so that it is easy to scroll and still know what you are looking at. Once you prepare such plan it is easy to track, find out the status of individual activities and take necessary corrective actions as needed. Download Excel Gantt Chart Template and Make your own project plan Feel free to download gantt chart project plan template

Resources for Project Managers Check out my Project Management using Excel page <http://chandoo.com/bookmark.org%20-%20Learn%20Microsoft%20Excel%20Onli ne&ate=AT-pointy-haired-dilbert/-/-/4e494c1d4732ece3/1&frommenu=1&uid=4e494c1ddb f1bb50&ct=1&pre=http%3A%2F%2Fwww.<http://chandoo.com/bookmark.in%2Furl%3Fsa%3Dt%26source%3Dweb%26 cd%3D2%26ved%3D0CDcQFjAB%26url%3Dhttp%253A%252F%252Fchandoo.google.zip> and make your own project plans using Microsoft Excel.co.google.php?v=250&winname=addthis&pub=pointy-haired-dil bert&source=tbx-250&lng=en-US&s=stumbleupon&url=http%3A%2F%2Fchandoo.org/wp/project-management/> for more resources and helpful information on project management.org%252Fwp%252F2009%25 2F06%252F16%252Fgantt-charts-project-management%252F%26rct%3Dj%26q%3Dhow%2520to% 2520prepare%2520gantt%2520chart%2520in%2520excel%26ei%3DvktJTpD1IIq0rAeNvYzXAw%2 6usg%3DAFQjCNEWmGIoW-vtGJdnz_gQt84UvandSQ%26cad%3Drja&tt=0> <http://www.co.google.php?v=250&winname=addthis&pub=pointy-haired-dil bert&source=tbx-250&lng=en-US&s=delicious&url=http%3A%2F%2Fchandoo.org/wp/project-management-templates/>/ What next? In the next part of this series we will understand how to manage day to day activities of projects using to do lists <http://chandoo.addthis. It makes /you/ awesome!* <#> <#> <#> <http://www.org%2Fwp%2F 2009%2F06%2F16%2Fgantt-charts-project-management%2F&title=Free%20Excel%20Gantt%2 0Chart%20Template%20and%20Tutorial%20-%20Project%20Management%20Using%20Excel%20 %5BPart%201%20of%206%5D%20%7C%20Chandoo.org/wp/2009/06/25/todo-lists-project-tracking-tools/> in excel.org/wp/project-management-templates/> <http://feedburner. /Download 7 Gantt Chart Templates and 17 other Project Management Templates for Excel – *Click here* <http://chandoo.in%2Furl%3Fsa%3Dt%26source%3Dweb%26cd %3D2%26ved%3D0CDcQFjAB%26url%3Dhttp%253A%252F%252Fchandoo. Your Thoughts and Suggestions Do you work alot on project management activities? Do you find this content useful? share your feedback and experiences through comments.org%252Fwp%252F2009% 252F06%252F16%252Fgantt-charts-project-management%252F%26rct%3Dj%26q%3Dhow%2520t o%2520prepare%2520gantt%2520chart%2520in%2520excel%26ei%3DvktJTpD1IIq0rAeNvYzXAw %26usg%3DAFQjCNEWmGIoW-vtGJdnz_gQt84UvandSQ%26cad%3Drja&tt=0> .org%20-%20Learn%20Microsoft%20Excel%20On line&ate=AT-pointy-haired-dilbert/-/-/4e494c1d4732ece3/2&frommenu=1&uid=4e494c1d 0f178c84&ct=1&pre=http%3A%2F%2Fwww.org%2Fwp%2F20 09%2F06%2F16%2Fgantt-charts-project-management%2F&title=Free%20Excel%20Gantt%20C hart%20Template%20and%20Tutorial%20-%20Project%20Management%20Using%20Excel%20%5 BPart%201%20of%206%5D%20%7C%20Chandoo. Project Management Templates for Excel <http://chandoo.addthis.org/img/pm/gantt-chart-project-management-template.com/fb/a/mailverify?uri=PointyHairedDilbert&loc=en_US> *Spread some love.

org/wp/tag/charts/>.org/wp/tag/screencasts/>.mog-blog.org/wp/tag/conditional-formatting/>. downloads <http://chandoo. 2009 @ 10:29 am <#comment-70895> * Pingback by *Excel Timesheet Templates.org/forums/>* Tags: charts <http://chandoo.org <http://chandoo. tutorials <http://chandoo. project management <http://chandoo.<#> Posts & Navigation * « Interview With Presentation Zen’s Garr Reynolds on Charting & Telling Stories <http://chandoo. Microsoft Excel Formulas <http://chandoo. Learn Excel <http://chandoo. 2009 @ 9:46 am <#comment-68522> * Pingback by *Project Management: Show Milestones in a Timeline [Excel Template and Tutorial] Pointy Haired Dilbert: Charting & Excel Tips .com/excel-gantt-chart-template/> * on June 17. 2009 @ 10:04 am <#comment-67566> * Pingback by *Best month ever [blogging updates] Pointy Haired Dilbert: Charting & Excel Tips .org/wp/tag/gantt-charts/>. gantt charts <http://chandoo. learn how to make one using this tutorial Pointy Haired Dilbert: Charting & Excel Tips .org/wp/2009/07/21/burn-down-charts/> * on July 21.org/wp/tag/visualizations/> Trackbacks & Pingbacks * Pingback by *MogBlog » Blog Archive » Excel Gantt chart template <http://www. screencasts <http://chandoo.org/wp/tag/spreadsheets/>.org/wp/2009/06/25/todo-lists-project-tracking-tools/> * on June 25. Resource Management Templates .org/wp/tag/tutorials/>. visualizations <http://chandoo.org/wp/tag/plan/>.Project Tracking Tools using Excel [Part 2 of 6] Pointy Haired Dilbert: Charting & Excel Tips Chandoo.org/wp/> * * *Have an Excel Question? <http://chandoo. spreadsheets <http://chandoo. 2009 @ 10:48 pm <#comment-66478> * Pingback by *Team To Do Lists .org/wp/2009/06/15/interview-garr-reynolds-presentation-zen/> * Are you focusing on F word or S word? [Charting Principles] <http://chandoo.Chandoo.org <http://chandoo.org/wp/tag/excel/>.org <http://chandoo.Chandoo.Project Management using Excel Spreadsheets Pointy . 2009 @ 10:03 am <#comment-69476> * Pingback by *Burn Down Charts .org/wp/tag/pm/>.org/wp/2009/07/09/project-milestones-in-timeline/> * on July 9.org/wp/tag/downloads/>.Download burn down chart excel templates. pm <http://chandoo.org/wp/tag/formulas/>.org/wp/tag/project-management/>.org/wp/2009/06/17/focus-on-story-not-formatting/> » * Go Back to Home Page <http://chandoo.org <http://chandoo. Microsoft Excel Conditional Formatting <http://chandoo. plan <http://chandoo.Chandoo.org/wp/2009/07/01/best-month-ever/> * on July 1.

2009 @ 4:53 am <#comment-84731> * Pingback by *Best of Pointy Haired Dilbert – 2009 Pointy Haired Dilbert: Charting & Excel Tips . 2010 @ 8:37 am <#comment-117903> * Pingback by *Best of Chandoo.org <http://chandoo.bernhardschloss. 2009 @ 2:53 pm <#comment-89681> * Pingback by *schlossBlog » #314 VisualPM: Dashboards im PM <http://www. 2010 @ 8:55 am <#comment-115554> * Pingback by *7 Links and One Question for You Chandoo.Chandoo.Chandoo.org/wp/2010/07/23/7-links-for-you/> * on July 23.org/wp/2009/10/06/project-status-dashboard/> * on October 6.org/wp/2010/02/11/group-project-activities-in-gantt-charts/> * on February 11. 2010 @ 12:58 am <#comment-110695> * Pingback by *Alternative to Gantt Charts .Chandoo.Chandoo.org <http://chandoo.org – 2010 Chandoo.Project Management Tools [Part 5 of 6] Pointy Haired Dilbert: Charting & Excel Tips .com/analyticalmu/2009/09/11/a-learning-goldmine/> * on June 9. Risk Management using Excel .Learn Microsoft Excel Online <http://chandoo. 2009 @ 12:22 pm <#comment-79390> * Pingback by *Project Status Dashboard.Templates and Downloads Pointy Haired Dilbert: Charting & Excel Tips .org .org/wp/2009/08/05/excel-time-sheets-project-management/> * on August 18. 2010 @ 9:59 am <#comment-93522> * Pingback by *Automatic Rolling Months in Excel. 2010 @ 9:47 am <#comment-100191> * Pingback by *A Learning Goldmine Analytically Speaking <http://azartisan.Excel Gantt Charts Pointy Haired Dilbert: Learn Excel Online Chandoo.A Gantt Box Chart Project Management Chandoo.org .org/wp/2009/12/30/best-of-pointy-haired-dilbert-2009/> * on December 30.de/blog/?p=1118> * on January 8.org <http://chandoo.wordpress.Chandoo.com/2009/11/11/plantillas-en-excel-para-crear-di agramas-de-gantt/> * on November 11.org <http://chandoo.Haired Dilbert: Charting & Excel Tips .org/wp/2010/07/09/gantt-box-chart-proposal/> * on July 9. Dynamic Rolling Months in Excel using Formulas Pointy Haired Dilbert: Learn Excel Online .Learn Microsoft Excel Online <http://chandoo. 2009 @ 10:14 am <#comment-79505> * Pingback by *Plantillas en Excel para crear diagramas de Gantt « El blog de Octavio Mora <http://octaviomg. Project Status Report using Excel .org/wp/2010/04/06/rolling-months/> * on April 6.org <http://chandoo.Learn Microsoft Excel Online <http://chandoo.org/wp/2009/09/08/issue-trackers/> * on October 5. 2009 @ 9:17 pm <#comment-74236> * Pingback by *Issue Trackers.org <http://chandoo.org/wp/2010/12/30/best-of-chandoo-org-2010/> * on .org . 2010 @ 9:30 am <#comment-90422> * Pingback by *Group Project Activities to Make Readable Gantt Charts .

com/free-gantt-chart-templates/> * on June 8. 2011 @ 6:04 am <#comment-203085> * Pingback by *Free Gantt Chart Templates Smartlife <http://smartlifeblog.co. 2009 <#comment-66354> @Alex… I like your point.chapterpiece. One concern with this approach is that it is often very important to display the Planned and Actual schedules superimposed on each other (not available here). 2010 @ 8:51 am <#comment-155932> * Pingback by *220 Excel Tips. But excel has one . 2011 @ 10:39 am <#comment-207949> Comments 1) *marco * June 16. I think excel based gantt charts are less powerful when you compare with MS project or some other project management tool. 2011 @ 5:15 pm <#comment-204745> * Pingback by *??? Project Management Template Chapterpiece.Learn Microsoft Excel Online <http://chandoo. Some of the best uses are for data export/import and graph analysis that far surpass the big boys in flexibility. 2009 <#comment-66345> Chandoo.nuuonline.com/project-management/2010/06/19/free-project-mana gement-template/> * on August 12.org/wp/2011/01/20/220-ms-excel-tips-resources/> * on January 20. it is not uncommon to save multiple benchmarked versions of the plan along with current re-plan. One reason is I wanted to keep the series and this tutorial simple and yet share powerful ideas. 2011 @ 9:24 am <#comment-164537> * Pingback by *Reflective essay: A letter to a (ever so slightly) younger me Yash <http://www. but I didnt mention the exact method to achieve it here. I have thought about it when writing this post. Templates & Resources for You Chandoo. but not for others (ie. where Primavera or MS Project are more appropriate for their power).org . 4) *Chandoo <http://chandoo. This leads me to the thought that the Gantt chart you present will be very effective for a certain class of project.December 30. 2009 <#comment-66296> Superb! 3) *AlexJ * June 17. Also.org/wp> * June 17.com <http://www. and to display multiple versions of the plan simultaneously. it is very clear that Excel is a critically important tool for schedule analysis even when the high-power tools are used.uk/Yashblog/wordpress/?p=93> * on May 24. Can we identify those cases? Also. Tutorials. 2009 <#comment-66259> ninja =) 2) *Bruno@Brasil * June 16.

great advantage that almost everyone in the workplace has it.xls file from here http://cid-b663e096d6c08c74. is creating a graph that does the same.org/wp> * June 29.. Could you please share link to an excel file for download instead of zip file. I am sure we can do this in excel too.your comments please… Regards Rohit Chadha 6) *Pankaj Verma * June 18.xls 8) *Sanjoo * June 21. of course. 2009 <#comment-66651> @Rohit: Thanks for sharing your formula.. 5) *rohit1409 * June 17. 2009 <#comment-66543> Chandoo.live..”2″. you can specify dependencies of a particular task and the gantt and schedules will be arranged automatically.. This is particularly true for large and complex projects where there are several tasks and plans always change.. =IF($M$7=”Planned”.. The alternative. but it would be too many functions and scaling it would be an issue. I’m sure it wouldn’t be difficult to finagle the conditional formatting to outline the target. 2009 <#comment-66385> Thankyou Sir for great works done by you. I used the following formula to shade the weekly cell and then used conditional formating. Can you upload the file on skydrive and leave the url here… that way everyone can see your work. I have a point . 7) *Chandoo <http://chandoo. I have assigned with shades of my choice. 2009 <#comment-68164> . :) @Pankaj: You can download the . (to which email I can send you my file).H$8=$E9. and fill in the actual (or vice versa). The Zip file hits the firewall roadblock.com/self.aspx/Public/gantt-chart-proje ct-management-template.”"))) The value 1 & 2. 2009 <#comment-68157> One concern with this approach is that it is often very important to display the Planned and Actual schedules superimposed on each other (not available here).skydrive.org/wp> * June 18. and shows actual versus projected… 10) *Chandoo <http://chandoo. For eg. I found the INDEX formula bit complicated. or some other form of formatting that will superimpose the two.(IF(AND(H$8>=$C9. 2009 <#comment-67009> nice… 9) *Sal Paradise * June 29. in MS Project. though i didnt make provision for % done.H$8<=($E9+$F9-1))..

If possible. 2009 <#comment-68541> hmm timed out and didnt upload properly ill update later when i get time 13) *Chandoo <http://chandoo. After having a play i came up with the following formulas. Excel 2003 has a limitation on the number of 3 conditional formats applied on a range of cells. i tried to update again last night but it didnt work( and i didnt want to look like i was spamming :) ) http://cid-8d9d5762da62b814.xls I looked at the comments from the other users and also noticed that the %complete line shows 100% even if its only 90% in column G.J$8<=($E9+$F9-1).H$8<=($E9+$F9-1). 2009 <#comment-68649> @Jon: Cool. Could Index be used ? ill try upload the file later but im at work now.Public/Copy%20of%20gant t-chart-project-management-template. 2009 <#comment-68540> Ive been playing (learning) with this and took cognisance of the need to show planned and actual on the same graph.live. Excel 2007 none of these limitations. 2009 <#comment-68691> (really doesnt like the way im typing this so ill try without the paragraphs.@Sal: I agree.aspx/. Please note i have only changed Rows 9 and 10. I think it missed the other two parameters and only specifies the parameters for AND(). 2009 <#comment-68689> thanks for getting back. Also the formats stop if true. 11) *Jon * July 1. thanks for sharing your formula. However the formula is not working. I used the following formula in the cell =IF(AND(J$8>=$E9.$E9=$C9. 14) *jon * July 2. please upload your file somewhere or email it to me at chandoo. however id like to use that 3rd conditional format to colour the text “?” based of the %complete column. We can use that to show planned and actual both on the grid along with % completion. in the cell formula i have (note addition of the -1) =IF(AND(H$8>=$E9. It should read -) . I was hoping to reflect the % complete by changing the colour of the “?” based on the %’s and colours in columns AO and AP and was hoping Index could do this.d @ gmail.org/wp> * July 2.com so that I will be able to upgrade the version in the post.J$8<=($C9+$D9)) This got the same effect without the need for a 3rd conditional format.H$8<=($C9+$D9)) -and=H$8=$AL$6 This frees up the 3rd conditional format.com/self.skydrive.$E9=$C9. your advice would be greatly appreciated :) 15) *jon * July 2. Thanks 12) *jon * July 1.

The light blue ones are the portion of work that is finished. but I’m too far along to give up now. After having a play i came up with the following formulas. The spreadsheet uses slightly intricate formulas to show planned or actual gantt chart. 19) *Chandoo <http://chandoo. due to the blue background it looks like light blue) by selecting the entire grid and changing the font color. I’ve been able to figure out a lot of what I’m doing on my own.org/wp> * July 9. 2009 <#comment-71695> . I will do it this weekend. 20) *Espri * July 17. but I’ve hit a wall with this last part. 2009 <#comment-70471> @Espri… Welcome to PHD and thanks. :) 22) *Ta * July 28. I am trying to update the template and provide another download. until it came to learning actual/planned.org/wp> * July 17. in the cell formula i have (note addition of the -1) =IF(AND(H$8>=$E9.H$8<=($C9+$D9)) 17) *Chandoo <http://chandoo.org/wp> * July 13. Besides. The dark blue bars are that. it’ll drive me crazy until I figure it out. Let me know if you want more help. conditional formatting. 2009 <#comment-70467> Hi Chandoo Fantastic stuff! How can I change the colors of the cells? I want to change the light blue one. Can you please explain what the two different colors on the chart represent (light blue. 18) *Kelly * July 13. I am not sure if my answer is helping you.H$8<=($C9+$D9)) -and=H$8=$AL$6 16) *jon * July 2. You can change the light blue color (actually it is white. 2009 <#comment-70017> @Kelly: Welcome to PHD and thanks for your comments.H$8<=($E9+$F9-1).$E9=$C9. This is based on the “% complete” values you enter. dark blue) and the difference between the proposed and actual bars? I’ve probably taken on more than I should have with a gantt chart. 2009 <#comment-69474> @Jon… Thanks for such an elegant solution. THANK YOU in advance for any help you can lend.Please note i have only changed Rows 9 and 10. 21) *Chandoo <http://chandoo. I am a project manager that is trying to get an ‘old fashioned’ (defunked) program under control by making everything uniform. and the formulas needed. 2009 <#comment-70015> I’m feeling very inadequate after reading through these posts (and the tips above). I thought I was doing well with my chart. 2009 <#comment-68692> grr in the conditional format formulas i have =AND(H$8>=$C9.

com> * August 25. Thanks.org/wp/2009/07/21/burn-down-charts/ and may be use it to indicate budget burn down too. You can easily add more columns. I will be discussing about effort estimation as part of the 4th installment of this series (will be posting it this week). what is that? Thanl You. One quick question – How do i change the grid to display 52 weeks or say 35 to 52 weeks. @Sundeep: Welcome to PHD. Otherwise spend a few minutes reading articles on conditional formatting (here: http://chandoo. 2009 <#comment-71969> This is really great stuff – easy tool to use.org/wp/tag/conditional-formatting/ ) and formulas (here: http://chandoo.pmpathway. I am no excel guru so any help is welcome. or other no duration events? 27) *Sree <http://www. 2009 <#comment-71870> Hi. 26) *DES * August 12. or meeting.If you are familiar with how excel formulas (and conditional formatting) work then it should be fairly easy. Won’t go into too much detail yet in case this sort of enquiry is inappropriate to the thread. I’m currently planning a home extension & will be the de facto project manager. Also I notice there is a legend sheet. I’m an Excel noob so apologies in advance if the following statements seem foolish.org/wp/2008/08/07/excel-add-drop-down-list/ @Clive: Very good idea. you can learn about adding validation drop down list to a cell by reading this article: http://chandoo. Can I learn how to create the box with world ‘plan’ and ‘actual’ inside. I havent really dedicated a whole post to cost aspect. Thanks for the tips. everyone. Since cost is directly proportional to effort I left it out.org/wp/tag/formulas/ ) and then try it. 2009 <#comment-72300> @Ta: welcome to PHD.blogspot. I just found the very interesting web that open my eye on excel. Is there a way to add milestones to the chart with no duration (similar to MS Project) like start. Thanks for the site. Clive 24) *Sundeep * July 30.Hi. 25) *Chandoo <http://chandoo. Good luck. 2009 <#comment-73332> Hi. etc. Meanwhile. 2009 <#comment-74174> Great post! I am trying the project management on excel. contractor’s quotes against actual payments to them. Is it possible to include budgets as a % of total build cost. 2009 .com> * August 18.kalas3.org/wp> * August 3. I’m wondering if the following could become part of the tutorial. you can edit the downloadable workbook on this post and add budget details as well. 28) *Study Management <http://www. You might want to take a look at the burn-down charts post here: http://chandoo. 23) *Clive * July 30.

reporting. From what I have seen. 2009 <#comment-76242> @Brian: I disagree with you on “using excel as a project management tool … is really a poor idea.<#comment-74937> Great stuff. 30) *Steve * September 4. However.” The problem with excel is scalability and multiple users of the same info. listing and tracking activities. but I find excel quite simple and intuitive compared to these complicated tools. It is simple to learn and easy to work with.” part. But. However. While excel cannot fulfill a large scale project’s management needs. I have used MS project and a handful of agile software project management tools. Don’t get me wrong I use it all the time for project management. excel has a ton of limitations too. Even then I do not think it is a great idea. it works very well for day to day project management stuff be it maintaining issue logs. created models and charts before starting to use it for a real project. Study and Steve. To start with. Excel is only there to help one do your . I should of added as I did in another post “except for small and simple projects. My experience is very small and limited. This info post helps me lot…. Excel is great for making personal logs and list that very few people will use (and have limited amounts of records and fields). excel seems like a decent fit when the other choice is learning a complex tool or paying money through nose. thanks so much for sharing 29) *Brian * September 2. That is where this series comes in to picture. 2009 <#comment-75842> Not to put a damper into this series of post but using excel as a project management tool (other than unique one/few time use needs) is really a poor idea. I am sure you have different experiences and thus different opinion. It is because my company is to cheap and ignorant (of the processes) to buy the software to do project management functions more effectively in less time. This I agree with. which my post probably did not convey. :) @Sree. Excel is a poor mans database and should only be used with cost reporting for regularly used reports. 2009 <#comment-76412> @Chandoo: I partly agree with your statement that is why I said “(other than unique one/few time use needs)” in my message.. Excel is used in way to many cases instead of a properly designed database by us Finance/Accounting professionals. analyzing.org/wp> * September 6. 31) *Chandoo <http://chandoo. then you run into a whole host of problems. when a lot of people start using the same sheet. change logs. You have to make templates. 2009 <#comment-75981> I needed a quick & inexpensive way to build a decent-looking Gantt chart and this fit the bill perfectly. Not because I want to use excel to create the reports let alone collect the data. there is no straight forward way to do even the simplest project management activities using excel. Thanks for posting it. I will also say excel is fine for creating very simple schedules. thank you :) 32) *Brian * September 8.

2009 <#comment-82234> .com> * October 27.org/wp> * October 27. The . is their a way to make them reflect the %? Hope that makes sense.. 33) *Jae * September 9. I managed to change the colors related to the ‘actual’ element of the grid by selecting the entire grid and changing the font color. 2009 <#comment-82513> @CS: legend sheet is used to define the symbols used in filling the gantt chart completion bars and labels for Planned and actual words. 2009 <#comment-76512> This is an excellent series – and perfect for this situations where (even though you have access to some fancy and more complicated software) – once this is set up – it can be used as a template for those smaller projects (like the ones I always seem to get)… Thank you for the time you put into this presentation! Certainly we can all agree that there can be changes made to suite each of our needs – but that’s the neat thing about it…add/remove away – alter as you like…make it your own… Having said that – Chandoo – I sent you and email to inquire about Pivot Table usage with regards to some portion of this… Thanks again for the awesome presentation! Sincerely.blogspot. Basically if i put 25% or 75% in the amount of area covered is exactly the same.Follow-up to question regarding the colours and the legend sheet Could you explain exactly how the legen sheet is used and what (and where) the link is between the two sheets And about the colours. Thanks Ben 36) *Chandoo <http://chandoo. creation time. and who will use the information. My point is you need to look at the alternatives which includes total life cycle cost . There is no point in recreating the wheel if there is software that cost a firm what they pay for 2 or 3 hours of your time. but how do I change the color linked to the ‘planned’ part of the grid – thanks for a great series…! 35) *ben <http://fatandconfused. however the %’s seem to have very little impact aside from 0 and 100. Jae 34) *CS * October 25. Really liking this. Spending a little time looking at better ways to do things (which includes taking into consideration everyone’s fully burdened hourly rate) instead of defaulting to excel can save you a lot of money in the long run.job better. 2009 <#comment-82510> Hi.

2010 <#comment-92769> Nicole as far as i can remember its in Format – Conditional Formatting 41) *Fakhar * February 28. 38) *Chandoo <http://chandoo. as long as you’ve followed a process to justify that change.color is same for both planned and actual. Some assistance please. That is why may be you are seeing bars in jumps. Infact you get a gantt chart template (template #1) in the project management bundle that has a vertical bar chart showing activity completions. So my request is please explain the above steps like.org/wp/2009/03/13/excel-conditional-formatting-basics/ @Ben: I am using a variety of charts called as in-cell charts. actual spend per activity.. I have a Plan and a % complete. as you explained in an excellent way the conditional formatting and formulas so that even a layman like myself can prepare a gantt chart after reading your blog and say ” long live Chandoo”. You can easily configure this to show budget vs. You can edit these colors from conditional formatting dialog.org/wp> * November 2. 2009 <#comment-83632> @Joe. I don’t see the need to keep the original plan and then have a ‘new plan’. 2009 <#comment-83587> How easy would it be to also incorporate a ‘Budget’ section showing a vertical bar chart presenting the target budget and actual costs incurred in implementing the project? It would be a nice addition to this or the dashboard template. Thanks and kind regards Fakhar 42) *Jamie Regan * March 19. You can replace the in-cell charts with traditional bar charts so that you can get more fine grained bars… Also. try with more duration than 2 days (say 30 days) and you should see bars of varying lengths. 2010 <#comment-95668> Dear Chandoo. See more here: http://chandoo. in laymen terms that is. how you created the combo boxes & lists etc. how you created the graphs.org/wp/project-management-templates/ 39) *Nicole * February 2. 2010 <#comment-92743> I realize this may be very basic but I cannot seem to figure out how to highlight the week column. Today I started this Project Management Series but realized that even after reading Chandoo’s blog I can’t independently prepare Gantt chart as I say this because Chandoo is our hero and champion of novices and non-professionals like me and his blogs are not meant only for MVPs. the hallmark of Chanoo’s blogs. 40) *jon * February 3. read up this article: http://chandoo.. how we arrive at % done. In any plans I have. . 2010 <#comment-98061> I don’t understand the difference between actual and % Complete. this is very easy to do. 37) *Joe Samek * November 2. If the Plan changes. If you are not familiar with conditional formatting.

which I assume is what the Actual is being used for here. If you follow agile methodologies or similar ideas in project management. otherwise you may want to have actual and planned view of gantt to find differences. thanks a ton. 2010 <#comment-100175> hi chandoo. however. :) 45) *pratik * May 17. How can this be done without breaking the formulas?? Thanks. I have used Actual vs. it is quite urgent for me. when i tried to make my own. 47) *Chris * July 9. 2010 <#comment-98071> @Jamie… Very good point. this should not be a problem. i saw the template which is quite flawless. 2010 <#comment-112798> hi chandoo. 2010 <#comment-115712> @Chris… Thanks for the comments :) You can easily change everything from numbers to dates. 43) *Chandoo <http://chandoo.org/wp> * March 19. Chris 48) *Chandoo <http://chandoo. and i request all my friend who read this comment if u know den u also tell me… Thank You… 46) *liewi * June 22. but you should be able to do it easily without writing drastically new formulas.. 2010 <#comment-106667> hi chandoo. i am simply very poor at using excel. So for example “Activity 1″ has a planned start date of “1″ and actual of “1″ I would like to change to: “Activity 1″ has a planned start date of “7/9/10″ and actual of “7/9/10″. just a line to say thanks a lot dude! that’s very helpful. I’d like to change the “planned” and “actual” start days from weeks to days. please help me out.. managers (and sponsors) stick to original view and want to ask for justifications for schedule slippages. i like ur work but i want to know the tracking system how to done in ASP.org/wp> * July 10. Planned view as some times in projects even though plans change. 44) *Ashu * April 6.NET den plz tell me on my e–mail and u have any example of this den also send me…. 2010 <#comment-115640> Love the chart. Make sure you have changed the numbers in top row to dates of successive weeks as well. It might take sometime to figure out how this works. I have seen this happen in several of the projects where I worked. this series of yours is very cool. . i couldn’t. one thing.NET… if u knw about ASP.

2010 <#comment-141058> Fantastic chart! Thank you! But when I try to include this into another Excel book.com/ ? This would be helpful for our readers.org/wp> * January 20. . 2010 <#comment-136657> This is an excellent chart and am very impressed witht eh feaures. Regards James 53) *Josu * November 16. is there any way to integrate this in a different Excel book? thanks again! 54) *x-Project Management Software <http://xprojectmanagement.com/> * January 20. 2010 <#comment-131825> Dear all. Is it possible to introduce your chart in our blog at: http://xprojectmanagement. We have a lot of daily shutdowns that i would like to schedule in a minimun on 30Minute units. the chart doesn’t work propertly. Hong 55) *Chandoo <http://chandoo.. I hope that is ok. I am a maintenance planner and use MSProject i see this as a bit of a step forward to me if it could schedule in hrs. 2010 <#comment-124640> Awesome…………………… 50) *sierra * September 29. Best regards. 2011 <#comment-164507> Thank your for your great chart. I had followed what “Chandoo” is suggesting. Chandoo.49) *Naveen Agrawal * August 29. but not successful… pls I thin the “Dur” is the problem. on question. Pls help… tks Anil 52) *James * October 31. 2011 <#comment-164543> @Hong: you can link to this page with an excerpt and a small image of the chart.. Do you think it would be poss to do ??.) 51) *Anil * October 7. 2011 <#comment-166369> Thank you! It’s a pleasure to visit this Web site. 56) *Ajunka * January 24. 2010 <#comment-130477> beep beep . see i too want to change the start date format to 1/10/’10.

2011 <#comment-173286> @Cliff… Thanks for your comments. 2011 <#comment-175958> Hi chandoo! thanks for this. Thanks again! 61) *ERly * February 14. 2011 <#comment-188941> Never mind. got the date thing to work. and this does not allow it. 60) *chuan * February 11. planned timeline?THanks! 62) *Joe K * March 15. Great job! I always knew that I knew only 1% of the power of excel.com/> * February 1. 2011 <#comment-173119> Great series Chandoo…I’ve bought the set and looking for some help to understand an issue I have run into… In Project Management Dashboard 2 (created 10/13/2009): Can you explain the Ongoing Activities 5 calculation you are using? If you put in the number of weeks in the Plan Gantt chart as being 4 you only list 4 activities when I see 6 are highlighted in the Plan Gantt Chart with 1 being 100% completed. My expectations are that 5 activities should be ongoing. I could not view the planned and actual at the same time. . may I know how do I apply the circular reference to have the highlighting of current week or day? Thanks! and your spreadsheet have been of great use to me. I have answered your question via email. 2011 <#comment-188938> Not much use for me. Do you have a version of the worksheet which displays in days rather than in weeks? Will we be able to display weekends & holidays too? 63) *Dave * March 31. For me It is important to have dates showing. 2011 <#comment-174449> Hi. (Activities 2-6 with Activity 1 not being shown) I’ve tried changing the Index calculation with no luck and tried understanding whether the Named lists are off.57) *Gantt Chart Excel <http://www. then sorry. but for those of us that need to work to set dates and don’t have the time to compare the week number to a calendar. I think if you go by weeks. Thanks… 58) *Cliff * February 7. sorry 64) *Dave * March 31. Excel is an excellent tool for creating and managing projects when used correctly. then it will be OK. and I needed something that allowed me to compare how things were doing at a glance. 2011 <#comment-184460> Hi. but I could not get that to work. 2011 <#comment-170263> Hi. What does your legends indicate? How do I show actual vs. but to no avail… Cheers Cliff 59) *Chandoo <http://chandoo.org/wp> * February 8. I don’t see this being much use.chartgantt.

I want to align them all so that it looks like a continuous bar with the bars in the first cell aligned to the right if there are less than 5. 68) *Amy <http://www. I’m sure there is an easy way but cannot see it! Thanks! 66) *Lucian Ioan * April 26.rationalplan. I then thought of adding spaces for the days that are not worked.. The project is for a few years!. It does not work if I repeat dates after 31st for the next month. either to the left or to the right using if in the formula. and in each cell the numbers of days worked in that week. 2011 <#comment-195559> It is looking great what you are achieving with Excel but this one is limited at a certain point regarding project management. very usefull for developing my software.com> * June 21. and the one at the end of the line aligned to the left if less than 5.. 70) *aliuolabisi * June 24. This cannot be done by conditional formatting as the alignment is not part of the conditional formatting tools ( I am using 2003 for that project. So the bars would go from one bar to 5 bars. The spaces do not have the same width as the font I tried. I am helping a friend implementing a gantt chart I have just downloaded your templates but she needs a cell per week. 2011 <#comment-201753> I use EasyProjectPlan http://www. but checked 2007. 2011 <#comment-205817> thx for sharing this template.com EasyProjectPlan is an Excel Gantt Chart that syncs with Outlook and Microsoft Project 69) *wrigglewords <http://wrigglewords.com/projectmanagementblog/upgrade-from-spreadsheets-to-p roject-management-software/ 67) *Priya * April 28. 2011 <#comment-192958> I loved the approach but have hit a wall. 2011 <#comment-206079> can anybody teach me how i can prepare a progress measurement table . Please help. I made my own chart with planned and actual dates and colored it with conditional formatting. thx… :D i already download it. Here is a comparison between spreadsheets and dedicated project management tools: http://www.. Thanks for all these great stuff.EasyProjectPlan.. .EasyProjectPlan.Is it possible to view the planned and the actual at the same time? 65) *Danièle * April 16.com> * May 18. the alignment is also not a conditional formatting option). Now I am thinking how to highlight a date which crosses over two months example planned start date is from 28 April to 4 May. You can not handle working calendar and all king of scheduling mechanisms if you have these needs. 2011 <#comment-196575> Hi Chandoo.

and doing some re-structuring.RSS] <http://feeds2.feedburner. Excellent that the capabilities of Excel are being shared. then assign resources and evaluate durations in real world calendars.my.com/PointyHairedDilbert> [Chandoo.com/add?feedurl=http://feeds2. I always plan using what % needs completing.tpmplus.com/PointyHairedDilber . RSS feed for comments on this post. 2011 <#comment-207405> Hi. <http://chandoo.com/rss?url=http://feeds2. and Excel is excellent at that. however you can share your MS-Project with Excel users using Paste Link to distribute the calculating engine of MSP. just going back to Jon solution I’m struggling to get a third CF that will show the border/lines associated with the current week No on the ‘Planned’ part of the Gantt.Learn Excel Online . Whilst reporting what has been done (actual) is easy you can do nothing about it.feedburner. fantastic blog 72) *tpmbrian <http://www.org/wp/2009/06/16/gantt-charts-project-management/trackback/> Leave a comment Name (required) E-mail (required.org/wp/2009/06/16/gantt-charts-project-management/feed/> TrackBack URI <http://chandoo.com/PointyHairedD ilbert> Add to Yahoo <http://add.org . On one project I managed. never displayed) URL Confirm you are NOT a spammer Notify me of when new comments are posted via e-mail *FREE E-mail Updates* Add to your RSS reader Subscribe to Feed <http://feeds2.71) *Matt * July 19. Also. so keep it up.com/PointyHairedDilbert> Add to Google Reader or Homepage <http://fusion. we took 9 months out of a 3 year project by evaluating the critical path.yahoo. 2011 <#comment-207858> Hi. and would make the following comments. For a large complex project you use Excel at your peril because you should first establish dependancies after you have identified the tasks.feedburner. it is what still needs to be done that can be managed (nothing to do with Excel or MSP :-) )HOWEVER for relatively simple projects. so if you can plan using a Gantt.co. without complex dependancies everyone seems to use Gantt charts. you can use Excel just keep questioning what is really happening and don’t mistake the precision of Excel for the accuracy of the real world.google.feedburner.uk> * August 9. Does that make any sense… like: colour Thanks. I have quite some experience of project management.

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