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 22111111112222211111111222 0.5 1 4.5 1 2 1 0.5 4 0.5 Consultants Dur’n in Weeks Project: Operational Reporting System Implementation

4. Layout project tasks in a table Weeks 123456789 101112131415161718192021222324252627 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 2 1 1 1 1 1 1 1 1 2 2 2 Task People

5. Time Phase the tasks according to logical relationships (dependencies & precedence) Weeks 123456789 101112131415161718192021222324252627 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 2 1 1 1 1 1 1 1 1 2 2 2 Task People

6. Determine resources required for each planned unit Weeks 123456789 101112131415161718192021222324252627 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 2 1 1 1 1 1 1 1 1 2 2 2 222222233 2 2 2 Task People

7. Draw resource histogram Weeks 123456789 101112131415161718192021222324252627 Project Start-up Team training & briefing Define input requirements Trial with manual input Develop interfaces Trial run thru’ interfaces Produce draft reports Business review meeting Handover of system Debrief 2 2 1 1 1 1 1 1 1 1 2 2 2 Tasks People Set up computer system Source input requirements Develop documentation Weeks 123456789 101112131415161718192021222324252627 222222233 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.