Gantt Chart

Cost: Free
System Requirements: Microsoft Excel® 2003 or later*
User Agreement: Read it Here
Creator: SpreadsheetShoppe.com

Gantt Chart
File Size:	113 kb
File Type:	xls

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This is a simple to use Gantt Chart, perfect for projects large enough to require a Gantt Chart but small enough that a full blown project management software purchase is not necessary. This Gantt Chart is includes the following features:

Easy to use, little start up time required. It's based in Excel, a program most people have familiarity with, there's not alot of time required for knowledge building.
Ability to look forward at upcoming tasks, or look back at the project history.

Quickly add or remove tasks.
It's dynamic, there are a number of features that allow this Gantt Chart to be dynamic - date ranges, time frame, progress, task duration, current day, dynamic formulas, conditional formatting, WBS numbering etc - we will cover these more below.

How to Use this Gantt Chart

Entering Data - Part 1

Starting at the top left corner there is a drop down box that allows you to select the Time Period - giving you control over the time frame that is shown within the chart area (choose daily, weekly, or monthly). Under the Gantt Chart dates you need to input the Beginning Date - I like to use a formula that is based on todays date (i.e., =Today()-30...or however many days back you it to be, that way you don't have to change this often). Next is Today, this too should be a formula (i.e., =Today()) this is what dictates the red bar on the Gantt Chart. The Task Duration Calculation allows you to choose how you want duration calculated - all of these items can be changed at any time during the project.

The download will have formulas included in the Beginning Date cell and the Today cell. You can change these or just keep them as is...if you change them and then at some point what the formulas back, there are notes included that will remind you the formula you need.

Entering Data - Part 2

Once the top level information has been input you can begin to enter your work breakdown structure (WBS). Any information that is a formula, except for the WBS, will say formula when there is no data (also, formulas are denoted in either yellow text or are in the lightly shaded area in the Task Duration column).

If additional rows (i.e., sub-tasks) are needed within a given task, simply add the number of rows needed. All formulas can be copied down from another row - the WBS numbering will automatically update. The WBS is dependent on the level chosen, you can choose one of the following:

P - Primary Task
A - Sub-Level
B - Sub-Sub-Level

Again there are notes included within the workbook to guide/remind you along the way.

If you like your different sub-levels indented you can use the indent feature within Excel to do this quickly and accurately throughout the spreadsheet (this cannot be automatically done without adding macros to the workbook)...so your on your own for this one. You can also copy and past from a similar cell with the formatting you want.

The indent button is under the Home ribbon, as shown in the lower left hand corner of the above picture.

If for some reason there is a problem with the level you've selected (or there is no level selected) you'll get a reminder as shown in the picture to the left. Simply go back to the first place it says "LEVEL?" and ensure you have the right level selected.

Add a New Primary Task

Because this is a template, we've only included 5 primary tasks; however, you will likely need more. To add another primary task simply copy and past a previous primary task along with a few sub tasks (you can always add more primary tasks later). This will capture the grouping as shown below.

The grouping allows you to expand and collapse primary tasks. You can use the button on the top left side of the spreadsheet to expand collapse all groupings. The picture on the upper right.

Step 1

Starting at a primary task select the whole row and a few sub-tasks, and copy rows.

Step 2

Click anywhere you want to put the new primary task and sub-tasks, and select insert copied cells. You can see that all of the formulas, WBS numbering, grouping etc is updated. The only thing you need to do is update the task specific information. A feature we think meets the definition of very cool!

Percent Complete

You enter the percent complete; as the percentage increases cells will change from blue to green. The primary task captures the progress of all sub-tasks within just that task.

The formulas here are dynamic as well, so you won't have to worry about it picking up data from other tasks.

Scroll Bar - View History / Look into the Future

This feature is best understood if you download the spreadsheet and try it. Just remember that the beginning date sets how far you can go back...you can go forward for years.