1. Introduction to Spreadsheets in 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 Tasks Project Start-up Team training & briefing
Set up computer system
Define input requirements
Source input requirements
Trial with manual input
Develop interfaces
Trial run thru’ interfaces
Produce draft reports
Business review meeting
Develop documentation
Handover of system
Debrief 2 1
0.5
4.5 4
Consultants
Dur’n in Weeks
Project: Operational Reporting System Implementation

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
Set up computer system 1
Define input requirements 1
Source input requirements 1
Trial with manual input 1
Develop interfaces 1
Trial run thru’ interfaces 1
Produce draft reports 1
Business review meeting 1
Develop documentation 2
Handover of system 2
Debrief 2

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
Team training & briefing 2
Set up computer system 1
Define input requirements 1
Source input requirements 1
Trial with manual input 1
Develop interfaces 1
Trial run thru’ interfaces 1
Produce draft reports 1
Business review meeting 1
Develop documentation 2
Handover of system 2
Debrief 2

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
Team training & briefing 2
Set up computer system 1
Define input requirements 1
Source input requirements 1
Trial with manual input 1
Develop interfaces 1
Trial run thru’ interfaces 1
Produce draft reports 1
Business review meeting 1
Develop documentation 2
Handover of system 2
Debrief 2 2 2 2 2 2 2 2 3 3 2 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
Set up computer system 1
Define input requirements 1
Source input requirements 1
Trial with manual input 1
Develop interfaces 1
Trial run thru’ interfaces 1
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. Example:Project 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 Reporting “Tricks 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.