Introduction to Spreadsheets in Project Planning

1
Introduction to Spreadsheetsin Project Planning

• Bent Thomsen

2
Project Planning

• Use SLP methods to identify project tasks
• Project diagrams
• Activity diagrams
• List project tasks
• Estimate durations
• Estimate resources required.
• Use your own judgment.

3
Example
4
Layout project tasks in a table
Weeks
People
Task
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
Project Start-up
2
Team training briefing
2
1
Set up computer system
1
Define input requirements
Source input requirements
1
Trial with manual input
1
1
Develop interfaces
1
Trial run thru interfaces
1
Produce draft reports
1
Business review meeting
Develop documentation
2
Handover of system
2
2
Debrief
5
Time Phase the tasks according to logical
relationships (dependencies precedence)
Weeks
People
Task
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
Project Start-up
2
2
Team training briefing
1
Set up computer system
1
Define input requirements
Source input requirements
1
Trial with manual input
1
1
Develop interfaces
1
Trial run thru interfaces
1
Produce draft reports
1
Business review meeting
Develop documentation
2
Handover of system
2
2
Debrief
6
Determine resources required for each planned unit
Weeks
People
Task
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
Project Start-up
2
2
Team training briefing
1
Set up computer system
1
Define input requirements
Source input requirements
1
Trial with manual input
1
1
Develop interfaces
1
Trial run thru interfaces
1
Produce draft reports
1
Business review meeting
Develop documentation
2
Handover of system
2
2
Debrief
2
2
2
2
2
2
2
2
3
3
2
2
7
Draw resource histogram
Weeks
People
Tasks
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
Project Start-up
2
Team training briefing
2
1
Set up computer system
Define input requirements
1
1
Source input requirements
Trial with manual input
1
Develop interfaces
1
1
Trial run thru interfaces
Produce draft reports
1
Business review meeting
1
Develop documentation
2
Handover of system
2
Debrief
2
Weeks
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
2
2
2
2
2
2
2
3
3
2
2
2
8
Planning and control tools

• Gantt chart can be set up on Excel spreadsheet
• Draw schedule bars using cell shade function
• Add up columns and using graphing function to
  plot resource histogram

9
ExampleProject Gantt Chart Resource Histogram
in Excel
Schedule bars are drawn using the cell pattern
function
Float drawn using the cell borders function.
10
Project Plan Updates and ReportingTricks of the
Trade

• For neat single page print-outs of large plans,
  cut and paste from Excel to PowerPoint and resize
  the pasted object to fit on a page. (Paste as
  Picture Enhanced Metafile or as Device
  Independent Bitmap)
• Use every second row for the plan, then use the
  other row to plot progress (shade in a different
  colour or using a different pattern)
• Changes to plan, growth in scope etc. can be
  accommodated by inserting rows and columns
• Always keep a separate copy of the original plan
  for reference.