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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

com/fb/a/mailverify?uri=PointyHairedDilbert&loc=en_US> *Spread some love.org/wp/project-management/> for more resources and helpful information on project management.google. /Download 7 Gantt Chart Templates and 17 other Project Management Templates for Excel – *Click here* <http://chandoo.org/wp/2009/06/25/todo-lists-project-tracking-tools/> in excel.php?v=250&winname=addthis&pub=pointy-haired-dil bert&source=tbx-250&lng=en-US&s=stumbleupon&url=http%3A%2F%2Fchandoo. Resources for Project Managers Check out my Project Management using Excel page <http://chandoo.org/wp/project-management-templates/> <http://feedburner.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%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> .in%2Furl%3Fsa%3Dt%26source%3Dweb%26cd %3D2%26ved%3D0CDcQFjAB%26url%3Dhttp%253A%252F%252Fchandoo.org/img/pm/gantt-chart-project-management-template. It makes /you/ awesome!* <#> <#> <#> <http://www.in%2Furl%3Fsa%3Dt%26source%3Dweb%26 cd%3D2%26ved%3D0CDcQFjAB%26url%3Dhttp%253A%252F%252Fchandoo.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. 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/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.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.com/bookmark.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.php?v=250&winname=addthis&pub=pointy-haired-dil bert&source=tbx-250&lng=en-US&s=delicious&url=http%3A%2F%2Fchandoo.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.addthis.addthis.google.zip> and make your own project plans using Microsoft Excel.co.

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

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

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

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

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

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

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

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

The . 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. 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. Thanks Ben 36) *Chandoo <http://chandoo.org/wp> * October 27.com> * October 27.. however the %’s seem to have very little impact aside from 0 and 100. 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. My point is you need to look at the alternatives which includes total life cycle cost . I managed to change the colors related to the ‘actual’ element of the grid by selecting the entire grid and changing the font color. Basically if i put 25% or 75% in the amount of area covered is exactly the same. 33) *Jae * September 9. 2009 <#comment-82510> Hi. 2009 <#comment-82234> . and who will use the information.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. Really liking this. but how do I change the color linked to the ‘planned’ part of the grid – thanks for a great series…! 35) *ben <http://fatandconfused. Jae 34) *CS * October 25. creation time.blogspot. 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.job better. is their a way to make them reflect the %? Hope that makes sense.

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

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

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

got the date thing to work. 2011 <#comment-175958> Hi chandoo! thanks for this. 2011 <#comment-174449> Hi. 2011 <#comment-170263> Hi.org/wp> * February 8. 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. Great job! I always knew that I knew only 1% of the power of excel. For me It is important to have dates showing. 2011 <#comment-188941> Never mind.com/> * February 1. Thanks… 58) *Cliff * February 7. I think if you go by weeks. sorry 64) *Dave * March 31. 2011 <#comment-188938> Not much use for me. 2011 <#comment-173286> @Cliff… Thanks for your comments. I have answered your question via email. then it will be OK. (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. 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. 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. 2011 <#comment-184460> Hi. Excel is an excellent tool for creating and managing projects when used correctly. I don’t see this being much use. but to no avail… Cheers Cliff 59) *Chandoo <http://chandoo.57) *Gantt Chart Excel <http://www. 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.chartgantt. What does your legends indicate? How do I show actual vs. My expectations are that 5 activities should be ongoing. Thanks again! 61) *ERly * February 14. . but I could not get that to work. I could not view the planned and actual at the same time. 60) *chuan * February 11. and I needed something that allowed me to compare how things were doing at a glance. and this does not allow it. planned timeline?THanks! 62) *Joe K * March 15. then sorry.

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

RSS] <http://feeds2. 2011 <#comment-207405> Hi. On one project I managed. so keep it up. without complex dependancies everyone seems to use Gantt charts.Learn Excel Online . RSS feed for comments on this post. Also.org . 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.feedburner. For a large complex project you use Excel at your peril because you should first establish dependancies after you have identified the tasks. fantastic blog 72) *tpmbrian <http://www.com/rss?url=http://feeds2. we took 9 months out of a 3 year project by evaluating the critical path. <http://chandoo.71) *Matt * July 19. and would make the following comments. however you can share your MS-Project with Excel users using Paste Link to distribute the calculating engine of MSP. 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.com/add?feedurl=http://feeds2.com/PointyHairedDilber .com/PointyHairedD ilbert> Add to Yahoo <http://add. 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.google. then assign resources and evaluate durations in real world calendars.co. and Excel is excellent at that.feedburner. so if you can plan using a Gantt. Excellent that the capabilities of Excel are being shared. Whilst reporting what has been done (actual) is easy you can do nothing about it. I have quite some experience of project management. it is what still needs to be done that can be managed (nothing to do with Excel or MSP :-) )HOWEVER for relatively simple projects. Does that make any sense… like: colour Thanks.my.org/wp/2009/06/16/gantt-charts-project-management/feed/> TrackBack URI <http://chandoo.feedburner.uk> * August 9.feedburner. I always plan using what % needs completing. 2011 <#comment-207858> Hi. and doing some re-structuring.org/wp/2009/06/16/gantt-charts-project-management/trackback/> Leave a comment Name (required) E-mail (required.yahoo.tpmplus.com/PointyHairedDilbert> [Chandoo.com/PointyHairedDilbert> Add to Google Reader or Homepage <http://fusion.

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