Professional Documents
Culture Documents
Purpose:
This tool assists in organizing and monitoring project work. By using the task planning section, project milestones and tasks can accurately be planned out. Once the project begins, realtime progress is tracked and the project is monitored against the set baselines.
Instructions:
This tool can be used for managing a project, starting with the planning stages right through to monitoring project progress. Refer to the boxes below to view each sections' instructions,
and understand how each step is useful for managing projects.
Alternatively, information entered in Microsoft Project can be copied and pasted into this tool to take advantage of its reporting capabilities. A simple copy and paste will work, however
there is some preparation needed:
1. Ensure that the fields in MS Project are altered to match this tool. The order should be: Task Name, Start, Finish, and Resource Names.
2. Once pasted into this tool's Tab 2, reformat the start and finish columns to use a date format (within the Format menu, choose "Cells..." and select the desired date format).
3. Resource Names within MS Project must match the naming conventions used in this tool's Tab 1, table 1.
Important Notice:
Although this tool is capable of advanced functions, keep in mind that this is a light project management tool working within the limitations of Microsoft Excel.
Pay close attention to any notices or warnings included within the individual tabs.
Getting Started:
In chronological order, use the boxes below to navigate through the tool as the project progresses. Click the blue buttons to go directly to the section of choice, or use the worksheet tabs
along the bottom of the spreadsheet screen. Some of the column headings in the sections include comments that offer additional instructions. Hover the mouse over the column
headings to view these instructions.
DATA ENTRY
This section requires some basic data entry to get the project started.
Information regarding project start and end dates, project team members
and stakeholders, and non-work days is required.
Use this important section to plan out the project. Tasks should be
entered, along with deadlines and task owners. Once hashed out and
completed, copy and paste this plan into Tab 3 to begin monitoring project
progress.
Go to Data Entry
ISSUE LOG
Copy and paste the project plan from Tab 2 into the first four columns of
this Gantt chart. By entering the actual start and end dates for tasks, this
chart allows you to view which tasks are on schedule, behind schedule or
ahead of schedule.
If issues arise, use this area to log and ensure that problems are resolved.
Go to Project Monitoring
Fill in all of the white cells with the necessary information. To view additional instructions, hover your mouse over the table column headings.
Project Name
CRM Implementation
June 1, 2009
Jane Doe
Holiday
Good Friday
Easter Monday
All Day Dept Meeting April
Canadian Victoria Day
US Independence Day
Non-Project Work Day
Canadian Thanksgiving
US Thanksgiving
Christmas Day
New Year's Day
Planning
Use this section to work out the project plan. Feel free to add and delete rows as necessary, or move tasks around until the optimal project plan has
been drafted. Once satisfied with the project plan, copy this information and paste it into the corresponding table in Tab 3. No changes can be
made to the project plan within Tab 3, so ensure that if any changes are needed, the adjustments are made in this tab before re-copying and repasting the data into Tab 3.
An example has been included below.
Estimated
Completion
Date
Task Owner
(MUST USE DROP
DOWN MENU)
1-Jun-09
2-Jun-09
3-Jun-09
4-Jun-09
Alex Singh
Jane and John
Project Definition
Assign Resources
Create Project Plan
Create Communications Plan
6-Jun-09
8-Jun-09
9-Jun-09
15-Jun-09
8-Jun-09
9-Jun-09
16-Jun-09
17-Jun-09
Jane Doe
John Smith
Kim Lee
Jane Doe
19-Jun-09
19-Jun-09
Jane Doe
22-Jun-09
24-Jun-09
25-Jun-09
1-Jul-09
2-Jul-09
24-Jun-09
24-Jun-09
1-Jul-09
2-Jul-09
3-Jul-09
Jane Doe
Jane Doe
John Doe
Jane and John
Jane Doe
1-Jul-09
6-Jul-09
7-Jul-09
9-Jul-09
13-Jul-09
3-Jul-09
6-Jul-09
9-Jul-09
10-Jul-09
14-Jul-09
Chris Johnson
Chris Johnson
Chris Johnson
Chris Johnson
Jane Doe
Project Delivery
Project Closure Meeting
Performance Appraisal
Project Feedback Form
Project Debrief Report
15-Jul-09
16-Jul-09
16-Jul-09
16-Jul-09
17-Jul-09
15-Jul-09
16-Jul-09
18-Jul-09
18-Jul-09
20-Jul-09
Production Team
Jane Doe
Jane Doe
Kim Lee
Jane Doe
Project Task
IMPORTANT NOTICE:
It is very important that tasks are entered with unique names. If task names are repeated, the data will not carry over correctly.
Make sure to name each task differently.
IMPORTANT NOTICE:
Rows cannot be inserted or deleted from the table below. If changes are made to the project plan, make these changes in Tab 2.
Planning, and copy and paste the changes into this sheet. Be aware that the actual start and end dates will not update when
changes are copy and pasted into this sheet, so make adjustments to these last two columns as necessary.
Project Task
Estimated
Start Date
Estimated
Completion
Date
1-Jun-09
2-Jun-09
3-Jun-09
4-Jun-09
Project Definition
6-Jun-09
8-Jun-09
8-Jun-09
9-Jun-09
9-Jun-09
15-Jun-09
Assign Resources
Create Project Plan
Create Communications Plan
Project Kick-Off Meeting
19-Jun-09
Task Owner
Actual
Completion
Date
John Doe
Jane and John
1-Jun-09
2-Jun-09
2-Jun-09
3-Jun-09
Jane Doe
6-Jun-09
9-Jun-09
8-Jun-09
16-Jun-09
John Smith
Kim Lee
17-Jun-09
Jane Doe
19-Jun-09
Jane Doe
22-Jun-09
24-Jun-09
24-Jun-09
24-Jun-09
Jane Doe
Jane Doe
25-Jun-09
1-Jul-09
1-Jul-09
2-Jul-09
John Doe
Jane and John
2-Jul-09
3-Jul-09
Jane Doe
Close Phase 1
Actual Start
Date
Comments
Week 1
Week 2
Week 3
Week 4
Week 5
Week 6
Week 7
Week 8
Week 9
Week 10
Week 11
Week 12
Week 13
Week 14
Week 15
Week 16
Week 17
Week 18
Week 19
Week 20
Week 21
Week 22
Week 23
Week 24
Week 25
1-Jun
8-Jun
15-Jun
22-Jun
29-Jun
6-Jul
13-Jul
20-Jul
27-Jul
3-Aug
10-Aug
17-Aug
24-Aug
31-Aug
7-Sep
14-Sep
21-Sep
28-Sep
5-Oct
12-Oct
19-Oct
26-Oct
2-Nov
9-Nov
16-Nov
Week 26
23-Nov
10
11
12
15
16
17
18
19
22
23
24
25
26
29
30
10
13
14
15
16
17
20
21
22
23
24
27
28
29
30
31
10
11
12
13
14
17
18
19
20
21
24
25
26
27
28
31
10
11
14
15
16
17
18
21
22
23
24
25
28
29
30
12
13
14
15
16
19
20
21
22
23
26
27
28
29
30
10
11
12
13
16
17
18
19
20
23
24
25
x
x
27
26
x
x
1-Jul-09
3-Jul-09
Chris Johnson
6-Jul-09
7-Jul-09
6-Jul-09
9-Jul-09
Chris Johnson
Chris Johnson
9-Jul-09
13-Jul-09
10-Jul-09
14-Jul-09
Chris Johnson
Jane Doe
x
x
x
x
x
x
Project Delivery
15-Jul-09
15-Jul-09
Production Team
16-Jul-09
16-Jul-09
16-Jul-09
18-Jul-09
Jane Doe
Jane Doe
16-Jul-09
17-Jul-09
18-Jul-09
20-Jul-09
Kim Lee
Jane Doe
Issue Log
Date
3-Jan-09
Issue
Sample Issue
Comments
Resolution
To create a customized progress report, insert the desired timeframe for analysis in the start and end date boxes below. For a progress report of the entire project, insert the project's start and end dates. Consider
running reports based on tasks for today, this week, or next week.
IMPORTANT NOTICE:
Task owner names must be selected from the drop down menus in Tabs 2 and 3 in order for this reporting page to work correctly. If errors occur on this page, return to the project planning stage and ensure that
task owner names were selected from the menus, rather than typed in manually.
Behind Schedule
Tasks - Started
Tasks Completed
Project Days
Left
14%
5%
Behind Schedule
Tasks - Not Yet
Started
Tasks In Progress
82%
100%
4318%
Project Days
Passed
0%
20%
40%
60%
80%
100%
Task Status
Scheduled Due
Date
On Track Status
Close Phase 1
July 3, 2009
Close Phase 2
Performance Appraisal
-4218%
Regularly
Scheduled Tasks
Task Owner
Page 7
Behind Schedule
Tasks - Started
Tasks Completed
Project Days
Left
14%
5%
Behind Schedule
Tasks - Not Yet
Started
Tasks In Progress
82%
100%
4318%
Project Days
Passed
0%
Kim Lee
John Doe
Jane and John
John Smith
Production Team
20%
40%
60%
80%
100%
Task Status
Scheduled Due
Date
On Track Status
July 3, 2009
July 6, 2009
July 9, 2009
July 2, 2009
July 1, 2009
July 2, 2009
Task In Progress
June 9, 2009
Chris Johnson
-4218%
Regularly
Scheduled Tasks
Task Owner
Assign Resources
Project Delivery
Page 8
Behind Schedule
Tasks - Started
Tasks Completed
Project Days
Left
14%
5%
Behind Schedule
Tasks - Not Yet
Started
Tasks In Progress
82%
100%
4318%
Project Days
Passed
0%
-4218%
Regularly
Scheduled Tasks
Task Owner
Task Status
Page 9
20%
Scheduled Due
Date
40%
60%
80%
100%
On Track Status
Behind Schedule
Tasks - Started
Tasks Completed
Project Days
Left
14%
5%
Behind Schedule
Tasks - Not Yet
Started
Tasks In Progress
82%
100%
4318%
Project Days
Passed
0%
-4218%
Regularly
Scheduled Tasks
Task Owner
Task Status
Page 10
20%
Scheduled Due
Date
40%
60%
80%
100%
On Track Status
Behind Schedule
Tasks - Started
Tasks Completed
Project Days
Left
14%
5%
Behind Schedule
Tasks - Not Yet
Started
Tasks In Progress
82%
100%
4318%
Project Days
Passed
0%
-4218%
Regularly
Scheduled Tasks
Task Owner
Task Status
Page 11
20%
Scheduled Due
Date
40%
60%
80%
100%
On Track Status
Behind Schedule
Tasks - Started
Tasks Completed
Project Days
Left
14%
5%
Behind Schedule
Tasks - Not Yet
Started
Tasks In Progress
82%
100%
4318%
Project Days
Passed
0%
-4218%
Regularly
Scheduled Tasks
Task Owner
Task Status
Page 12
20%
Scheduled Due
Date
40%
60%
80%
100%
On Track Status
Behind Schedule
Tasks - Started
Tasks Completed
Project Days
Left
14%
5%
Behind Schedule
Tasks - Not Yet
Started
Tasks In Progress
82%
100%
4318%
Project Days
Passed
0%
-4218%
Regularly
Scheduled Tasks
Task Owner
Task Status
Page 13
20%
Scheduled Due
Date
40%
60%
80%
100%
On Track Status
4-Jun-09
20-Jul-09
TASK
NUMB
"Rank" to Repeat Task for
Estimated
ER
ID for Task list
VLOOKUP
TASK
Start Date
1
2
3
Project Feasibility Study
39965
4
Cost Benefit Analysis
39966
5
6
Project Definition
39970
7
7
1 Assign ResourcesAssign Resources
39972
8
8
2 Create Project Pl Create Project Plan
39973
9
9
3 Create CommunicaCreate Communications Plan
39979
10
11
11
4 Project Kick-Off MProject Kick-Off Meeting
39983
12
13
13
5 Create Phase 1 PlCreate Phase 1 Plan and Definit
39986
14
14
6 Phase 1 ExecutionPhase 1 Execution Kick-Off
39988
15
15
7 Communicate Phas
Communicate Phase 1 Progress
39989
16
16
8 Change Control P Change Control Processes
39995
17
17
9 Close Phase 1
Close Phase 1
39996
18
19
19
10 Create Phase 2 PlCreate Phase 2 Plan and Definit
39995
20
20
11 Phase 2 ExecutionPhase 2 Execution Kick-Off
40000
21
21
12 Communicate Phas
Communicate Phase 2 Progress
40001
22
22
13 Change Control P Change Control Processes
40003
23
23
14 Close Phase 2
Close Phase 2
40007
24
25
25
15 Project Delivery Project Delivery
40009
26
26
16 Project Closure M Project Closure Meeting
40010
27
27
17 Performance AppraPerformance Appraisal
40010
28
28
18 Project Feedback Project Feedback Form
40010
29
29
19 Project Debrief ReProject Debrief Report
40011
30
31
32
33
34
35
36
37
38
39
40
41
42
43
44
45
46
47
48
49
50
51
52
53
54
55
56
57
58
59
60
61
62
63
64
65
66
67
68
69
70
71
72
73
74
75
76
77
78
79
80
81
82
83
84
85
86
87
88
89
90
91
92
93
94
95
96
97
98
99
100
Estimated
End Date
Owner
Actual Start
Owner for List Date
1-Jun-09
2-Jun-09
39972
39973
39980
39981
6-Jun-09
8-Jun-09
Jane Doe
John Smith
Kim Lee
Jane Doe
Jane Doe
John Smith
Kim Lee
Jane Doe
Jane Doe
39988
39988
39995
39996
39997
Jane Doe
Jane Doe
John Doe
Jane and John
Jane Doe
Jane Doe
Jane Doe
John Doe
Jane and John
Jane Doe
39997
40000
40003
40004
40008
Chris Johnson
Chris Johnson
Chris Johnson
Chris Johnson
Jane Doe
Chris Johnson
Chris Johnson
Chris Johnson
Chris Johnson
Jane Doe
40009
40010
40012
40012
40014
Production Tea
Jane Doe
Jane Doe
Kim Lee
Jane Doe
Production Tea
Jane Doe
Jane Doe
Kim Lee
Jane Doe
ot Yet Started
On Track
Status
Task
should be
done Started
Task Should
be done Not Yet
Started
No
No
No
No
No
Task is schedNo
Task is schedNo
Task is schedNo
No
No
No
No
Task is schedNo
No
Task is schedNo
Task is schedNo
Task is schedNo
Task is schedNo
Task is schedNo
No
No
No
No
No
Task is schedNo
Task is schedNo
Task is schedNo
Task is schedNo
Task is schedNo
No
No
No
No
No
Task is schedNo
Task is schedNo
Task is schedNo
Task is schedNo
Task is schedNo
No
No
No
No
No
Reg
Scheduled
Task during
this time
No
No
No
No
No
No
Yes
Yes
Yes
No
Yes
No
Yes
Yes
Yes
Yes
Yes
No
Yes
Yes
Yes
Yes
Yes
No
Yes
Yes
Yes
Yes
Yes
No
No
No
No
No
No
No
No
No
Sum
1
3
6
10
15
21
28
36
45
55
66
78
91
105
120
136
153
171
190
210
231
253
276
300
325
351
378
406
435
465
496
528
561
595
630
666
703
741
Unique Rank
for Owners,
Owner
by task
Rank
18
6
14
3
1
1
2
1
3
1
4
1
16
4
17
5
5
1
10
2
11
2
12
2
13
2
6
1
19
7
7
1
8
1
15
3
9
1
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
780
820
861
903
946
990
1035
1081
1128
1176
1225
1275
1326
1378
1431
1485
1540
1596
1653
1711
1770
1830
1891
1953
2016
2080
2145
2211
2278
2346
2415
2485
2556
2628
2701
2775
2850
2926
3003
3081
3160
3240
3321
3403
3486
3570
3655
3741
3828
3916
No
No
No
No
No
No
No
No
No
No
No
No
4005
4095
4186
4278
4371
4465
4560
4656
4753
4851
4950
5050
List of
Task Owner tasks
John Smith
Kim Lee
Jane Doe
Jane Doe
Jane Doe
Jane Doe
John Doe
Jane and John
Jane Doe
Chris Johnson
Chris Johnson
Chris Johnson
Chris Johnson
Jane Doe
Production Te
Jane Doe
Jane Doe
Kim Lee
Jane Doe
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
Completi
on Status On Track Status
Task In Pr Task is scheduled for work during this tim
Task Not YeTask is scheduled for work during this tim
Task Not YeTask is scheduled for work during this tim
Task Not YeTask is scheduled for work during this tim
Task Not YeTask is scheduled for work during this tim
Task Not YeTask is scheduled for work during this tim
Task Not YeTask is scheduled for work during this tim
Task Not YeTask is scheduled for work during this tim
Task Not YeTask is scheduled for work during this tim
Task Not YeTask is scheduled for work during this tim
Task Not YeTask is scheduled for work during this tim
Task Not YeTask is scheduled for work during this tim
Task Not YeTask is scheduled for work during this tim
Task Not YeTask is scheduled for work during this tim
Task Not YeTask is scheduled for work during this tim
Task Not YeTask is scheduled for work during this tim
Task Not YeTask is scheduled for work during this tim
Task Not YeTask is scheduled for work during this tim
Task Not YeTask is scheduled for work during this tim
Unique
Rank
Yes to tasks
0
9
1
1
1
2
4
0
0
1
9
1
1
1
2
4
1
4
5
6
3
2
0
0
0
RA
NK
Jane Doe
1
John Doe
2
Jane and John
3
John Smith
4
Kim Lee
5
Chris Johnson
6
Alex Singh
7
Marketing Departmen 8
Production Team
9
0
10
0
11
0
12
0
13
0
14
0
15
0
16
0
17
0
18
0
19
0
20
0
21
0
22
0
23
0
24
0
25
0
26
0
27
0
28
0
29
0
30
0
31
0
32
0
33
0
34
0
35
0
36
0
37
0
38
Owner
Owner
for Tab
Jane Doe Jane Doe
Jane Doe
Jane Doe
Jane Doe
Jane Doe
Jane Doe
Jane Doe
Jane Doe
Jane Doe
Chris John Chris Johnson
Chris John
Chris John
Chris John
Kim Lee Kim Lee
Kim Lee
John Doe John Doe
Jane and J Jane and John
John SmithJohn Smith
Production Production Team
Task
Task
Status
Create CommuniTask Not Ye
Project Kick-Off Task Not Ye
Create Phase 1 Task Not Ye
Phase 1 ExecutiTask Not Ye
Close Phase 1 Task Not Ye
Close Phase 2 Task Not Ye
Project Closure Task Not Ye
Performance AppTask Not Ye
Project Debrief Task Not Ye
Create Phase 2 Task Not Ye
Phase 2 ExecutiTask Not Ye
Communicate PhTask Not Ye
Change Control Task Not Ye
Create Project PTask Not Ye
Project Feedba Task Not Ye
Communicate PhTask Not Ye
Change Control Task Not Ye
Assign Resourc Task In Pro
Project Delivery Task Not Ye
0
0
0
39
40
41
42
43
44
45
46
47
48
49
50
51
52
53
54
55
56
57
58
59
60
61
62
63
64
65
66
67
68
69
70
71
72
73
74
75
76
77
78
79
80
81
82
83
84
85
86
87
88
89
90
91
92
93
94
95
96
97
98
99
100
Due Date
17-Jun-09
19-Jun-09
24-Jun-09
24-Jun-09
3-Jul-09
14-Jul-09
16-Jul-09
18-Jul-09
20-Jul-09
3-Jul-09
6-Jul-09
9-Jul-09
2-Jul-09
16-Jun-09
18-Jul-09
1-Jul-09
2-Jul-09
9-Jun-09
15-Jul-09
Completion Status
Task is scheduled for work during this timeframe.
Task is scheduled for work during this timeframe.
Task is scheduled for work during this timeframe.
Task is scheduled for work during this timeframe.
Task is scheduled for work during this timeframe.
Task is scheduled for work during this timeframe.
Task is scheduled for work during this timeframe.
Task is scheduled for work during this timeframe.
Task is scheduled for work during this timeframe.
Task is scheduled for work during this timeframe.
Task is scheduled for work during this timeframe.
Task is scheduled for work during this timeframe.
Task is scheduled for work during this timeframe.
Task is scheduled for work during this timeframe.
Task is scheduled for work during this timeframe.
Task is scheduled for work during this timeframe.
Task is scheduled for work during this timeframe.
Task is scheduled for work during this timeframe.
Task is scheduled for work during this timeframe.