Project Planning and Monitoring Tool

DATA ENTRY PROJECT TASK PLANNING

PROJECT MONITORING CHART ISSE LOG
If issues arise, use this area to log and ensure that problems are resolved.
CSTOMI!ED PROGRESS REPORT
P"r#o$e%
This tool assists in organizing and monitoring project work. By using the task planning section, project milestones and tasks can accurately be planned out. Once the project begins, real
time progress is tracked and the project is monitored against the set baselines.
In$tr"ction$%
This tool can be used for managing a project, starting with the planning stages right through to monitoring project progress. !efer to the bo"es below to view each sections# instructions,
and understand how each step is useful for managing projects.
$lternatively, information entered in %icrosoft &roject can be copied and pasted into this tool to take advantage of its reporting capabilities. $ simple copy and paste will work, however
there is some preparation needed'
(. )nsure that the fields in %* &roject are altered to match this tool. The order should be' Task +ame, *tart, ,inish, and !esource +ames.
-. Once pasted into this tool#s Tab -, reformat the start and finish columns to use a date format .within the ,ormat menu, choose /0ells.../ and select the desired date format1.
2. !esource +ames within %* &roject must match the naming conventions used in this tool#s Tab (, table (.
I&#ortant Notice%
$lthough this tool is capable of advanced functions, keep in mind that this is a light project management tool working within the limitations of %icrosoft )"cel.
&ay close attention to any notices or warnings included within the individual tabs.
Getting Started%
In chronological order, use the bo"es below to navigate through the tool as the project progresses. 0lick the blue buttons to go directly to the section of choice, or use the worksheet tabs
along the bottom of the spreadsheet screen. *ome of the column headings in the sections include comments that offer additional instructions. 3over the mouse over the column
headings to view these instructions.
This section re4uires some basic data entry to get the project started.
Information regarding project start and end dates, project team members
and stakeholders, and nonwork days is re4uired.
5se this important section to plan out the project. Tasks should be
entered, along with deadlines and task owners. Once hashed out and
completed, copy and paste this plan into Tab 2 to begin monitoring project
progress.
Go to Data Entr' Go to Project Ta$( Planning
0opy and paste the project plan from Tab - into the first four columns of
this 6antt 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.
Go to Project Monitoring Go to t)e I$$"e Log
5se this section to generate a custom progress report. *pecify the time
period that you would like to view and tasks during this time, ordered by
task owner, will appear. This report is ideal for weekly meeting updates, or
stakeholder progress reporting.
Go to Ta$( Re#ort
*a$ic Data Entr'
,ill in all of the white cells with the necessary information. To view additional instructions, hover your mouse over the table column headings.
Project Na&e 0!% Implementation
E$ti&ated Project Start Date 7une (, -889
E$ti&ated Project End Date 7uly -8, -889
Project Manager Na&e 7ane :oe
+, Holida'$ - Ti&e O.. Project
Na&e Date Holida'
7ane :oe (8$pr89 6ood ,riday
7ohn :oe (2$pr89 )aster %onday
7ane and 7ohn (;$pr89 $ll :ay :ept %eeting $pril
7ohn *mith (<%ay89 0anadian =ictoria :ay
>im ?ee @7ul89 5* Independence :ay
0hris 7ohnson 27ul89 +on&roject Aork :ay
$le" *ingh (-Oct89 0anadian Thanksgiving
%arketing :epartment -B+ov89 5* Thanksgiving
&roduction Team -;:ec89 0hristmas :ay
(7an(8 +ew Cear#s :ay
!eturn to the Introduction
/, Project Tea& Me&0er$1 Ta$( Gro"#$ 2
Sta(e)older$
Planning
Project Ta$( In.or&ation
Project Ta$(
&roject ,easibility *tudy (7un89 27un89 $le" *ingh
0ost Benefit $nalysis -7un89 @7un89 7ane and 7ohn
&roject :efinition B7un89 <7un89 7ane :oe
$ssign !esources <7un89 97un89 7ohn *mith
0reate &roject &lan 97un89 (B7un89 >im ?ee
0reate 0ommunications &lan (;7un89 (D7un89 7ane :oe
&roject >ickOff %eeting (97un89 (97un89 7ane :oe
0reate &hase ( &lan and :efinition --7un89 -@7un89 7ane :oe
&hase ( )"ecution >ickOff -@7un89 -@7un89 7ane :oe
0ommunicate &hase ( &rogress -;7un89 (7ul89 7ohn :oe
0hange 0ontrol &rocesses (7ul89 -7ul89 7ane and 7ohn
0lose &hase ( -7ul89 27ul89 7ane :oe
0reate &hase - &lan and :efinition (7ul89 27ul89 0hris 7ohnson
&hase - )"ecution >ickOff B7ul89 B7ul89 0hris 7ohnson
0ommunicate &hase - &rogress D7ul89 97ul89 0hris 7ohnson
0hange 0ontrol &rocesses 97ul89 (87ul89 0hris 7ohnson
0lose &hase - (27ul89 (@7ul89 7ane :oe
&roject :elivery (;7ul89 (;7ul89 &roduction Team
&roject 0losure %eeting (B7ul89 (B7ul89 7ane :oe
&erformance $ppraisal (B7ul89 (<7ul89 7ane :oe
&roject ,eedback ,orm (B7ul89 (<7ul89 >im ?ee
&roject :ebrief !eport (D7ul89 -87ul89 7ane :oe
!eturn to the Introduction
5se this section to work out the project plan. ,eel 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 2. No c)ange$ can 0e
&ade to t)e #roject #lan 3it)in Ta0 4, so ensure that if any changes are needed, the adjustments are made in this tab before recopying and re
pasting the data into Tab 2.
$n e"ample has been included below.
E$ti&ated Start
Date
E$ti&ated
Co&#letion
Date
Ta$( O3ner
5MST SE DROP
DO6N MEN7
6or( Sc)ed"le Monitoring
GANTT CHART LEGEND
3oliday E =acation E +o Aork
&lanned &roject Aork :ay
Task 0ompleted
COMPLETION STATS LEGEND
Task 0ompleted $head of *chedule
Task 0ompleted Behind *chedule
Project Ta$( In.or&ation 6ee( / 6ee( + 6ee( 4 6ee( 8 6ee( 9 6ee( : 6ee( ; 6ee( < 6ee( = 6ee( /> 6ee( // 6ee( /+ 6ee( /4 6ee( /8 6ee( /9 6ee( /: 6ee( /; 6ee( /< 6ee( /= 6ee( +> 6ee( +/ 6ee( ++ 6ee( +4 6ee( +8 6ee( +9 6ee( +:
Project Ta$( Ta$( O3ner Co&&ent$
/?J"n <?J"n /9?J"n ++?J"n +=?J"n :?J"l /4?J"l +>?J"l +;?J"l 4?A"g />?A"g /;?A"g +8?A"g 4/?A"g ;?Se# /8?Se# +/?Se# +<?Se# 9?Oct /+?Oct /=?Oct +:?Oct +?No@ =?No@ /:?No@ +4?No@
( - 2 @ ; < 9 (8 (( (- (; (B (D (< (9 -- -2 -@ -; -B -9 28 ( - 2 B D < 9 (8 (2 (@ (; (B (D -8 -( -- -2 -@ -D -< -9 28 2( 2 @ ; B D (8 (( (- (2 (@ (D (< (9 -8 -( -@ -; -B -D -< 2( ( - 2 @ D < 9 (8 (( (@ (; (B (D (< -( -- -2 -@ -; -< -9 28 ( - ; B D < 9 (- (2 (@ (; (B (9 -8 -( -- -2 -B -D -< -9 28 - 2 @ ; B 9 (8 (( (- (2 (B (D (< (9 -8 -2 -@ -; -B -D
% T A T , % T A T , % T A T , % T A T , % T A T , % T A T , % T A T , % T A T , % T A T , % T A T , % T A T , % T A T , % T A T , % T A T , % T A T , % T A T , % T A T , % T A T , % T A T , % T A T , % T A T , % T A T , % T A T , % T A T , % T A T , % T A T ,
H H H
H H H
&roject ,easibility *tudy (7un89 27un89 7ohn :oe (7un89 -7un89 ' ' ' H H H
0ost Benefit $nalysis -7un89 @7un89 7ane and 7ohn -7un89 27un89 ' ' ' H H H
H H H
&roject :efinition B7un89 <7un89 7ane :oe B7un89 97un89 ' H H H
$ssign !esources <7un89 97un89 7ohn *mith <7un89 A A H H H
0reate &roject &lan 97un89 (B7un89 >im ?ee A A A A A A H H H
0reate 0ommunications &lan (;7un89 (D7un89 7ane :oe A A A H H H
H H H
&roject >ickOff %eeting (97un89 (97un89 7ane :oe A H H H
H H H
0reate &hase ( &lan and :efinition --7un89 -@7un89 7ane :oe A A A H H H
&hase ( )"ecution >ickOff -@7un89 -@7un89 7ane :oe A H H H
0ommunicate &hase ( &rogress -;7un89 (7ul89 7ohn :oe A A A A A H H H
0hange 0ontrol &rocesses (7ul89 -7ul89 7ane and 7ohn A A H H H
0lose &hase ( -7ul89 27ul89 7ane :oe A H H H
H H H
0reate &hase - &lan and :efinition (7ul89 27ul89 0hris 7ohnson A A H H H
&hase - )"ecution >ickOff B7ul89 B7ul89 0hris 7ohnson H A H H
0ommunicate &hase - &rogress D7ul89 97ul89 0hris 7ohnson H A A A H H
0hange 0ontrol &rocesses 97ul89 (87ul89 0hris 7ohnson H A A H H
0lose &hase - (27ul89 (@7ul89 7ane :oe H A A H H
H H H
&roject :elivery (;7ul89 (;7ul89 &roduction Team H A H H
&roject 0losure %eeting (B7ul89 (B7ul89 7ane :oe H A H H
&erformance $ppraisal (B7ul89 (<7ul89 7ane :oe H A A H H
&roject ,eedback ,orm (B7ul89 (<7ul89 >im ?ee H A A H H
&roject :ebrief !eport (D7ul89 -87ul89 7ane :oe H A A H H
H H H
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H H H
!eturn to the Introduction
IMPORTANT NOTICE%
It is very important that tasks are entered with uni4ue names. If task names are repeated, the data will not carry over correctly.
%ake sure to name each task differently.
IMPORTANT NOTICE%
!ows cannot be inserted or deleted from the table below. If changes are made to the project plan, make these changes in Tab -.
&lanning, 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.
E$ti&ated
Start Date
E$ti&ated
Co&#letion
Date
Act"al Start
Date
Act"al
Co&#letion
Date
I$$"e Log
Date I$$"e Co&&ent$ Re$ol"tion
27an89 *ample Issue
!eturn to the Introduction
&age D
C"$to&iBed Progre$$ Re#ort
Enter Date to Start Progre$$ Re#ort Thursday, 7une 8@, -889 Enter Date to End Progre$$ Re#ort %onday, 7uly -8, -889
Anal'$i$ o. On?Sc)ed"le Ta$($ to Date Anal'$i$ o. Ta$( Co&#letion to Date Anal'$i$ o. Project Ti&e Manage&ent
Ta$( O3ner Ta$( to 0e Co&#leted D"ring S#eci.ied Period Ta$( Stat"$ On Trac( Stat"$
Jane Doe 0reate 0ommunications &lan Task +ot Cet *tarted 7une (D, -889 Task is scheduled for work during this timeframe.
&roject >ickOff %eeting Task +ot Cet *tarted 7une (9, -889 Task is scheduled for work during this timeframe.
0reate &hase ( &lan and :efinition Task +ot Cet *tarted 7une -@, -889 Task is scheduled for work during this timeframe.
&hase ( )"ecution >ickOff Task +ot Cet *tarted 7une -@, -889 Task is scheduled for work during this timeframe.
0lose &hase ( Task +ot Cet *tarted 7uly 2, -889 Task is scheduled for work during this timeframe.
0lose &hase - Task +ot Cet *tarted 7uly (@, -889 Task is scheduled for work during this timeframe.
&roject 0losure %eeting Task +ot Cet *tarted 7uly (B, -889 Task is scheduled for work during this timeframe.
&erformance $ppraisal Task +ot Cet *tarted 7uly (<, -889 Task is scheduled for work during this timeframe.
&roject :ebrief !eport Task +ot Cet *tarted 7uly -8, -889 Task is scheduled for work during this timeframe.
!eturn to the Introduction
To create a customized progress report, insert the desired timeframe for analysis in the start and end date bo"es below. ,or a progress report of the entire project, insert the project#s start and end dates. 0onsider
running reports based on tasks for today, this week, or ne"t week.
IMPORTANT NOTICE%
Task owner names must be selected from the drop down menus in Tabs - and 2 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.
Sc)ed"led D"e
Date
(88F
Behind *chedule
Tasks *tarted
Behind *chedule
Tasks +ot Cet
*tarted
!egularly
*cheduled Tasks
(@F
;F
<-F
Tasks 0ompleted
Tasks In
&rogress
Tasks +ot Cet
*tarted
8F -8F @8F B8F <8F (88F
@88<F 298<F
&roject
:ays ?eft
&roject
:ays
&assed
&age <
Enter Date to Start Progre$$ Re#ort Thursday, 7une 8@, -889 Enter Date to End Progre$$ Re#ort %onday, 7uly -8, -889
Anal'$i$ o. On?Sc)ed"le Ta$($ to Date Anal'$i$ o. Ta$( Co&#letion to Date Anal'$i$ o. Project Ti&e Manage&ent
Ta$( O3ner Ta$( to 0e Co&#leted D"ring S#eci.ied Period Ta$( Stat"$ On Trac( Stat"$
Sc)ed"led D"e
Date
(88F
Behind *chedule
Tasks *tarted
Behind *chedule
Tasks +ot Cet
*tarted
!egularly
*cheduled Tasks
(@F
;F
<-F
Tasks 0ompleted
Tasks In
&rogress
Tasks +ot Cet
*tarted
8F -8F @8F B8F <8F (88F
@88<F 298<F
&roject
:ays ?eft
&roject
:ays
&assed
C)ri$ Jo)n$on 0reate &hase - &lan and :efinition Task +ot Cet *tarted 7uly 2, -889 Task is scheduled for work during this timeframe.
&hase - )"ecution >ickOff Task +ot Cet *tarted 7uly B, -889 Task is scheduled for work during this timeframe.
0ommunicate &hase - &rogress Task +ot Cet *tarted 7uly 9, -889 Task is scheduled for work during this timeframe.
0hange 0ontrol &rocesses Task +ot Cet *tarted 7uly -, -889 Task is scheduled for work during this timeframe.
Ki& Lee 0reate &roject &lan Task +ot Cet *tarted 7une (B, -889 Task is scheduled for work during this timeframe.
&roject ,eedback ,orm Task +ot Cet *tarted 7uly (<, -889 Task is scheduled for work during this timeframe.
Jo)n Doe 0ommunicate &hase ( &rogress Task +ot Cet *tarted 7uly (, -889 Task is scheduled for work during this timeframe.
Jane and Jo)n 0hange 0ontrol &rocesses Task +ot Cet *tarted 7uly -, -889 Task is scheduled for work during this timeframe.
Jo)n S&it) $ssign !esources Task In &rogress 7une 9, -889 Task is scheduled for work during this timeframe.
Prod"ction Tea& &roject :elivery Task +ot Cet *tarted 7uly (;, -889 Task is scheduled for work during this timeframe.
&age 9
Enter Date to Start Progre$$ Re#ort Thursday, 7une 8@, -889 Enter Date to End Progre$$ Re#ort %onday, 7uly -8, -889
Anal'$i$ o. On?Sc)ed"le Ta$($ to Date Anal'$i$ o. Ta$( Co&#letion to Date Anal'$i$ o. Project Ti&e Manage&ent
Ta$( O3ner Ta$( to 0e Co&#leted D"ring S#eci.ied Period Ta$( Stat"$ On Trac( Stat"$
Sc)ed"led D"e
Date
(88F
Behind *chedule
Tasks *tarted
Behind *chedule
Tasks +ot Cet
*tarted
!egularly
*cheduled Tasks
(@F
;F
<-F
Tasks 0ompleted
Tasks In
&rogress
Tasks +ot Cet
*tarted
8F -8F @8F B8F <8F (88F
@88<F 298<F
&roject
:ays ?eft
&roject
:ays
&assed
&age (8
Enter Date to Start Progre$$ Re#ort Thursday, 7une 8@, -889 Enter Date to End Progre$$ Re#ort %onday, 7uly -8, -889
Anal'$i$ o. On?Sc)ed"le Ta$($ to Date Anal'$i$ o. Ta$( Co&#letion to Date Anal'$i$ o. Project Ti&e Manage&ent
Ta$( O3ner Ta$( to 0e Co&#leted D"ring S#eci.ied Period Ta$( Stat"$ On Trac( Stat"$
Sc)ed"led D"e
Date
(88F
Behind *chedule
Tasks *tarted
Behind *chedule
Tasks +ot Cet
*tarted
!egularly
*cheduled Tasks
(@F
;F
<-F
Tasks 0ompleted
Tasks In
&rogress
Tasks +ot Cet
*tarted
8F -8F @8F B8F <8F (88F
@88<F 298<F
&roject
:ays ?eft
&roject
:ays
&assed
&age ((
Enter Date to Start Progre$$ Re#ort Thursday, 7une 8@, -889 Enter Date to End Progre$$ Re#ort %onday, 7uly -8, -889
Anal'$i$ o. On?Sc)ed"le Ta$($ to Date Anal'$i$ o. Ta$( Co&#letion to Date Anal'$i$ o. Project Ti&e Manage&ent
Ta$( O3ner Ta$( to 0e Co&#leted D"ring S#eci.ied Period Ta$( Stat"$ On Trac( Stat"$
Sc)ed"led D"e
Date
(88F
Behind *chedule
Tasks *tarted
Behind *chedule
Tasks +ot Cet
*tarted
!egularly
*cheduled Tasks
(@F
;F
<-F
Tasks 0ompleted
Tasks In
&rogress
Tasks +ot Cet
*tarted
8F -8F @8F B8F <8F (88F
@88<F 298<F
&roject
:ays ?eft
&roject
:ays
&assed
&age (-
Enter Date to Start Progre$$ Re#ort Thursday, 7une 8@, -889 Enter Date to End Progre$$ Re#ort %onday, 7uly -8, -889
Anal'$i$ o. On?Sc)ed"le Ta$($ to Date Anal'$i$ o. Ta$( Co&#letion to Date Anal'$i$ o. Project Ti&e Manage&ent
Ta$( O3ner Ta$( to 0e Co&#leted D"ring S#eci.ied Period Ta$( Stat"$ On Trac( Stat"$
Sc)ed"led D"e
Date
(88F
Behind *chedule
Tasks *tarted
Behind *chedule
Tasks +ot Cet
*tarted
!egularly
*cheduled Tasks
(@F
;F
<-F
Tasks 0ompleted
Tasks In
&rogress
Tasks +ot Cet
*tarted
8F -8F @8F B8F <8F (88F
@88<F 298<F
&roject
:ays ?eft
&roject
:ays
&assed
&age (2
Enter Date to Start Progre$$ Re#ort Thursday, 7une 8@, -889 Enter Date to End Progre$$ Re#ort %onday, 7uly -8, -889
Anal'$i$ o. On?Sc)ed"le Ta$($ to Date Anal'$i$ o. Ta$( Co&#letion to Date Anal'$i$ o. Project Ti&e Manage&ent
Ta$( O3ner Ta$( to 0e Co&#leted D"ring S#eci.ied Period Ta$( Stat"$ On Trac( Stat"$
Sc)ed"led D"e
Date
(88F
Behind *chedule
Tasks *tarted
Behind *chedule
Tasks +ot Cet
*tarted
!egularly
*cheduled Tasks
(@F
;F
<-F
Tasks 0ompleted
Tasks In
&rogress
Tasks +ot Cet
*tarted
8F -8F @8F B8F <8F (88F
@88<F 298<F
&roject
:ays ?eft
&roject
:ays
&assed