CELLS HIGHLIGHTED IN GREY SHOULD NOT BE CHANGED. CHANGING THEM COULD RESULT IN BREAKDOWN
OF SPREADSHEET FUNCTIONALITY OR I...
How To Use The Gantt Chart (Part of the Projects Tab)
The Gantt Chart provides a timeline view at the project level. It is...
Requirement ID Name Description Requested By Requirement Decision
R001 Requirement1 A description of the requirement Perso...
14Enter Day Spacing for Gantt Chart:
Project ID Project Name Project Description Owner
Associated
Requirement(s
)
Start Da...
14Enter Day Spacing for Gantt Chart:
Project ID Project Name Project Description Owner
Associated
Requirement(s
)
Start Da...
Project ID Project Name Project Description Owner Start Date End Date Status Comments
P001 Project1 Project Description
P0...
Project ID Project Name Project Description Owner Start Date End Date Status Comments
#### ####
1-Apr-1315-Apr-1329-Apr-13...
Project ID Project Name Project Description Owner Start Date End Date Status Comments
P001 Project1 Project Description
P0...
Project ID Project Name Project Description Owner Start Date End Date Status Comments
11-Nov-13
25-Nov-139-Dec-1323-Dec-13
Project ID Project Name Project Description Owner Start Date End Date Status Comments
P001 Project1 Project Description
P0...
Project ID Project Name Project Description Owner Start Date End Date Status Comments
Associated
Project ID Project Name Task ID Task Name Task Description Start Date End Date
Aggregate
Project Weight Task We...
Project IDs → P001 P002 P003 P004
Project Names → Project1 Project2 Project3 Project4
Requirement
IDs
Requirement Names
14...
Project IDs → P001 P002 P003 P004
Project Names → Project1 Project2 Project3 Project4
Requirement
IDs
Requirement Names
Av...
Project IDs →
Project Names →
Requirement
IDs
Requirement Names
14% R001 Requirement1
14% R001.01 Requirement1.1
No Projec...
Project IDs →
Project Names →
Requirement
IDs
Requirement Names
Average Requirement
Satisfaction
Project IDs →
Project Names →
Requirement
IDs
Requirement Names
14% R001 Requirement1
14% R001.01 Requirement1.1
No Projec...
Project IDs →
Project Names →
Requirement
IDs
Requirement Names
Average Requirement
Satisfaction
Project IDs →
Project Names →
Requirement
IDs
Requirement Names
14% R001 Requirement1
14% R001.01 Requirement1.1
No Projec...
Project IDs →
Project Names →
Requirement
IDs
Requirement Names
Average Requirement
Satisfaction
Project IDs →
Project Names →
Requirement
IDs
Requirement Names
14% R001 Requirement1
14% R001.01 Requirement1.1
No Projec...
Project IDs →
Project Names →
Requirement
IDs
Requirement Names
Average Requirement
Satisfaction
Project IDs →
Project Names →
Requirement
IDs
Requirement Names
14% R001 Requirement1
14% R001.01 Requirement1.1
No Projec...
Project IDs →
Project Names →
Requirement
IDs
Requirement Names
Average Requirement
Satisfaction
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Project Management Tool in Excel

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This Slideshare presentation is a partial preview of the full business document. To view and download the full document, please go here:
http://flevy.com/browse/business-document/project-management-tool-in-excel-212

This is a functional workbook that allows users to plan and track projects against requirements gathered as part of a program. It is versatile enough and customizable to be useful for any type of project. For example, it can be used to document strategic initiatives, define governance and operational plans, or for small scale IT Implementations.
The workbook features:
1. The ability to document and connect requirements, projects, and tasks. (See framework explanation below)
2. Expand and customize the sheet to best suit the user's needs
3. Fully functional and automatic Gantt Chart
4. Program level completion and heat map
5. Detailed set of instructions for use

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Project Management Tool in Excel

  1. 1. CELLS HIGHLIGHTED IN GREY SHOULD NOT BE CHANGED. CHANGING THEM COULD RESULT IN BREAKDOWN OF SPREADSHEET FUNCTIONALITY OR INACCURATE INFORMATION. Introduction This is a functional workbook that allows users to plan and track projects against requirements gathered as part The workbook is versatile enough and customizable to be useful for any type of project. For example, it can be used to document strategic initiatives, define governance and operational plans, or for small scale IT The workbook features: 1. The ability to document and connect requirements, projects, and tasks. (See framework explanation below) 2. Expand and customize the sheet to best suit the user's needs 3. Fully functional and automatic Gantt Chart 4. Program level completion and heat map The author highly recommends reading through FULL set of instructions prior to use of the spreadsheet. The author has also included mock data to provide examples of functionality. Feel free to delete any data currently Framework Overview The spreadsheet is built on the premise that users first gather requirements as part of an assessment or planning The requirements are reviewed and agreed upon by all stakeholders. Projects are then designed to satisfy requirements. Some requirements may need more than one project while Projects are then divided into specific tasks, action items, or deliverables. General Instructions All cells in grey are formula driven and should be changed only at user's risk. The spreadsheet heavily uses Table formatting, a feature only available in Excel 2007 or more recent versions. All dates are formatted according to American method (MM/DD/YYYY) The author recommends turning off automatic calculations for large spreadsheets to improve performance. How to Use The Requirements Tab Document requirements for the program on this tab. The template includes some columns to capture typical To add new requirements, type in a Requirement ID in Column A and press enter. Each requirement must have a Sub-requirements may be added. In the example provided, R001.01 is a sub requirement of R001. Notice the "+/- " signs on the left side that allow requirements to be expanded/collapsed. New requirements can be grouped How to Use The Projects and Task List Tabs These two tabs work in conjunction with each other. One or many Task Lists put together make up a project. 1. Input project details in Projects Tab. Each project should have a unique project ID. To add new projects 2. User may choose to map requirements to projects in column E (Note this step is critical for the heat map to work). To map requirements to Projects, simply type in the requirement ID(s) in Column E (Associated 3. Populate the Task List tab with specific tasks for each project. Each Task should be mapped to a specific 4. Assign each task a weightage (in relation to the project), start date, and end date. Note that the Project Tab's 5. Notice that the Aggregate Project Weight is the sum of weights of each of the tasks associated with a 6. As the project progresses, update the completion percentage for each task.
  2. 2. How To Use The Gantt Chart (Part of the Projects Tab) The Gantt Chart provides a timeline view at the project level. It is fully automated and driven based on the data The chart always begins on the Monday on or before the earliest project start. The user can customize how granular the Gantt Chart should be. In other words, the user can define how spaced out each column of the Gantt Chart is. The default value is set to 14 (i.e. 2 weeks). This can be changed by Adding more Timestamps: The spreadsheet currently allows users to view 50 timestamps (or apporximately 2 year's duration if default value of 2 weeks, 14 days, is populated in Cell J1). To add additional timestamps, copy Adding more Projects: The spreadsheet currently allows users to view 86 projects in the Gantt Chart. To expand this view, copy the last row of the Gantt Chart (note: do not copy the entire row, just the cells within the Gantt How To Use The Heat Map The Heat Map can be an effective tool to quickly visualize overall project health and to identify requirements The Heat Map is a fully automated spreadsheet driven completely by the data input in the other tabs, especially It is set up as a matrix of projects and requirements. If a requirement is mapped to a project, the intersection For example, if R001 is mapped to P001, and P001 is 80% complete, the cell where P001's column and R001's The numbers are color coded - Blue meaning 0% completion and Dark Green meaning 100% completion. These Column A lists the average completion of each requirement. This number is just a simple average of the Additional Rows and Columns may be added to the heat map by copying any row/column and pasting it in the Support The author can be contacted at writingintransit@gmail.com for support and other custom spreadsheets.
  3. 3. Requirement ID Name Description Requested By Requirement Decision R001 Requirement1 A description of the requirement Person/Department making the request Accepted, Rejected, Pending, etc R001.01 Requirement1.1 A description of the requirement Person/Department making the request Accepted, Rejected, Pending, etc R001.02 Requirement1.2 A description of the requirement Person/Department making the request Accepted, Rejected, Pending, etc R001.03 Requirement1.3 A description of the requirement Person/Department making the request Accepted, Rejected, Pending, etc R002 Requirement2 A description of the requirement Person/Department making the request Accepted, Rejected, Pending, etc R003 Requirement3 A description of the requirement Person/Department making the request Accepted, Rejected, Pending, etc R004 Requirement4 A description of the requirement Person/Department making the request Accepted, Rejected, Pending, etc
  4. 4. 14Enter Day Spacing for Gantt Chart: Project ID Project Name Project Description Owner Associated Requirement(s ) Start Date End Date Completion Percent Status Comments P001 Project1 Project Description Project Owner R001; R001.01; R001.03; 5/8/2013 10/10/2013 14% P002 Project2 Project Description Project Owner R002; R003 4/5/2013 12/10/2013 50% ■▬ P003 Project3 Project Description Project Owner R003; R004 5/5/2013 5/5/2013 10% P004 Project4 Project Description Project Owner R003; R004 5/5/2013 10/10/2013 80%
  5. 5. 14Enter Day Spacing for Gantt Chart: Project ID Project Name Project Description Owner Associated Requirement(s ) Start Date End Date Completion Percent Status Comments
  6. 6. Project ID Project Name Project Description Owner Start Date End Date Status Comments P001 Project1 Project Description P002 Project2 Project Description P003 Project3 Project Description P004 Project4 Project Description #### #### 1-Apr-1315-Apr-1329-Apr-13################10-Jun-1324-Jun-138-Jul-1322-Jul-135-Aug-1319-Aug-132-Sep-1316-Sep-13 30-Sep-13 14-Oct-1328-Oct-13 11-Nov-13 25-Nov-139-Dec-13 ■▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬◆ ■▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬◆ ◆ ■▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬▬◆
  7. 7. Project ID Project Name Project Description Owner Start Date End Date Status Comments #### #### 1-Apr-1315-Apr-1329-Apr-13################10-Jun-1324-Jun-138-Jul-1322-Jul-135-Aug-1319-Aug-132-Sep-1316-Sep-13 30-Sep-13 14-Oct-1328-Oct-13 11-Nov-13 25-Nov-139-Dec-13
  8. 8. Project ID Project Name Project Description Owner Start Date End Date Status Comments P001 Project1 Project Description P002 Project2 Project Description P003 Project3 Project Description P004 Project4 Project Description11-Nov-13 25-Nov-139-Dec-1323-Dec-13
  9. 9. Project ID Project Name Project Description Owner Start Date End Date Status Comments 11-Nov-13 25-Nov-139-Dec-1323-Dec-13
  10. 10. Project ID Project Name Project Description Owner Start Date End Date Status Comments P001 Project1 Project Description P002 Project2 Project Description P003 Project3 Project Description P004 Project4 Project Description
  11. 11. Project ID Project Name Project Description Owner Start Date End Date Status Comments
  12. 12. Associated Project ID Project Name Task ID Task Name Task Description Start Date End Date Aggregate Project Weight Task Weight Completion Percent P001 Project1 T001 Task1 Description 5/8/2013 8/8/2013 100% 10% 10% P001 Project1 T002 Task2 Description 6/10/2013 9/10/2013 100% 20% 10% P001 Project1 T003 Task3 Description 7/10/2013 10/10/2013 100% 40% 20% P001 Project1 T004 Task4 Description 7/10/2013 10/10/2013 100% 30% 10% P002 Project2 T005 Task5 Description 5/5/2013 10/10/2013 100% 50% 50% P002 Project2 T008 Task8 Description 4/5/2013 12/10/2013 100% 50% 50% P003 Project3 T006 Task6 Description 5/5/2013 5/5/2013 100% 100% 10% P004 Project4 T007 Task7 Description 5/5/2013 10/10/2013 100% 100% 80%
  13. 13. Project IDs → P001 P002 P003 P004 Project Names → Project1 Project2 Project3 Project4 Requirement IDs Requirement Names 14% R001 Requirement1 14% 14% R001.01 Requirement1.1 14% No Projects associated with this Requirement R001.02 Requirement1.2 14% R001.03 Requirement1.3 14% 50% R002 Requirement2 50% 47% R003 Requirement3 50% 10% 80% 45% R004 Requirement4 10% 80% Average Requirement Satisfaction
  14. 14. Project IDs → P001 P002 P003 P004 Project Names → Project1 Project2 Project3 Project4 Requirement IDs Requirement Names Average Requirement Satisfaction
  15. 15. Project IDs → Project Names → Requirement IDs Requirement Names 14% R001 Requirement1 14% R001.01 Requirement1.1 No Projects associated with this Requirement R001.02 Requirement1.2 14% R001.03 Requirement1.3 50% R002 Requirement2 47% R003 Requirement3 45% R004 Requirement4 Average Requirement Satisfaction
  16. 16. Project IDs → Project Names → Requirement IDs Requirement Names Average Requirement Satisfaction
  17. 17. Project IDs → Project Names → Requirement IDs Requirement Names 14% R001 Requirement1 14% R001.01 Requirement1.1 No Projects associated with this Requirement R001.02 Requirement1.2 14% R001.03 Requirement1.3 50% R002 Requirement2 47% R003 Requirement3 45% R004 Requirement4 Average Requirement Satisfaction
  18. 18. Project IDs → Project Names → Requirement IDs Requirement Names Average Requirement Satisfaction
  19. 19. Project IDs → Project Names → Requirement IDs Requirement Names 14% R001 Requirement1 14% R001.01 Requirement1.1 No Projects associated with this Requirement R001.02 Requirement1.2 14% R001.03 Requirement1.3 50% R002 Requirement2 47% R003 Requirement3 45% R004 Requirement4 Average Requirement Satisfaction
  20. 20. Project IDs → Project Names → Requirement IDs Requirement Names Average Requirement Satisfaction
  21. 21. Project IDs → Project Names → Requirement IDs Requirement Names 14% R001 Requirement1 14% R001.01 Requirement1.1 No Projects associated with this Requirement R001.02 Requirement1.2 14% R001.03 Requirement1.3 50% R002 Requirement2 47% R003 Requirement3 45% R004 Requirement4 Average Requirement Satisfaction
  22. 22. Project IDs → Project Names → Requirement IDs Requirement Names Average Requirement Satisfaction
  23. 23. Project IDs → Project Names → Requirement IDs Requirement Names 14% R001 Requirement1 14% R001.01 Requirement1.1 No Projects associated with this Requirement R001.02 Requirement1.2 14% R001.03 Requirement1.3 50% R002 Requirement2 47% R003 Requirement3 45% R004 Requirement4 Average Requirement Satisfaction
  24. 24. Project IDs → Project Names → Requirement IDs Requirement Names Average Requirement Satisfaction

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