W4_SuleimanAljabri_ Create Gantt Chart Using Microsoft Excel

1. Problem Definition

Part of monthly progress updates is to reflect the status of each discipline performance and how much work is done, in progress, and remaining. One of the most techniques used in reporting is the Gantt Chart. But the problem that most of the managers faced difficulties “specially the construction team” to create Gantt Chart using the Excel Data, as most of the times they rely on excel for the day to day work.

2. Identify the Feasible Alternative

Gantt chart is a popular project management bar chart that tracks tasks across time. Since their first introduction, Gantt charts have become an industry standard.

Gantt chart sample

Figure.1: Gantt Chart

3. Development of the Outcome for Alternative

To implement Gantt chart, I listed all the activities assigned to Takatuf PMP Team. The activities are (Face to Face1, Plog Posting, Problems Solving, Book of Templates, Face to Face2, Exam).

Gantt Chart.activities

Figure.2: The Team Activities List.

After this, I followed the procedures to generate the Gantt chart using Excel Sheet.

4. Selection of Criteria

On the top menu, select Insert, and then click on the Bar chart icon. When the drop-down menu appears, choose the flat Stacked Bar Chart. This will insert a blank chart onto your spreadsheet. Add Start Date data.

1. Position your mouse over the empty Excel chart and right click. Then, left click on Select Data. The Select Data Source window will appear.

2. Under Legend Entries (Series), click Add. This will take you to the Edit Series window.

3. Click in the empty Series name: form field first, then click on the table cell that reads Start Date.

4. Click on the icon at the end of the Series values field. The icon is a small spreadsheet with a red arrow (the lower icon). This will open the Edit Series window. Click on the first Start Date, 3/1 in my example, and drag your mouse down to the last Start Date. After the right dates are highlighted, click on the icon at the end of the Edit Series form. The window will close and the previous window will reopen. Select OK. Your start dates are now in the Gantt chart.

5. Next, add the Durations column using the same procedure you used to add the start dates.

6. Notice your tasks are in reverse order. To fix this, click on the list of tasks to select them, then right click over the list and choose Format Axis. Select the checkbox Categories in reverse order and Close.To give your Gantt chart more space delete the Start Date, Duration legend on the right. Select it with your mouse, then hit delete.

7. Hide the blue portions of each bar. Clicking on the blue part of any bar will select all of them. Then, right click and choose Format Data Series.

8. Click on Fill then select No fill.

9. Click on Border Color then select No line.

10. You just need to remove the empty white space at the start of your Gantt chart.

11. Click on the first Start Date in your data table. Right click over it, select Format Cells, then General. Write down the number you see. In my case it is 41334 Hit Cancel because you do not want to actually make or any change here.

12. In the Gantt chart, select the dates above the bars, right click and choose Format Axis. 13. Change Minimum to Fixed and enter the number you recorded.

14. Change Major unit to Fixed and enter 2, for every other day. You can play with this to see what works best for you.

15. Select Close.

Gantt chart

Figure.3: The Gantt Chart in Excel Sheet

5. Analysis of the Alternative.

Advantages of Gantt Charts:

• It creates a picture of complexity.

• It organizes your thoughts.

• It demonstrates that you know what you’re doing.

• It (should) help you to set realistic time frames.

• It can be highly visible.

6. Selection of the Preferred Alternative.

In summary, Gantt Chart is an important project management tool used for showing the phases, tasks, milestones and resources needed as part of a project.

7. Performance Monitoring and the Post Evaluation of Result.

As we have a weekly team meeting to discuss the work progress and highlight the issues during last week. We can monitor the Gantt Chart and update it in the team performance review session.

8. References

1. Jodi Sorensen (2013, July). How to Create a Gantt Chart in Excel Retrieved June 29, 2014, from http://www.smartsheet.com/blog/gantt-chart-excel?page=27

2. Chart Director (2008, December). Simple Gantt Chart. Retrieved June 29, 2014, from http://www.qrb-bw.de/pdf_pool/pythondemo/cdpydoc/gantt.htm

3. projectsmart. (2013, August). How to Create a Gantt Chart Using Microsoft Excel. Retrieved June 14, 2014, from http://www.projectsmart.co.uk/creating-a-gantt-chart-using-excel.php


2 thoughts on “W4_SuleimanAljabri_ Create Gantt Chart Using Microsoft Excel

  1. AWESOME poasting this week, Suleiman!!! Very nice work!!!

    To help you move to the next level, why not download this free template as well?


    Experiment around to see if this template will help you….

    Actually, I am a VERY big fan of using Excel and unless the project is extremely large or complex (like an offshore platform) I would rather use Excel than Primavera.

    Lastly, I will send out another very simple Excel template which contains all the earned value formula as well….

    Great topic, you analyzed the problem very well and your citations were solid!!!!

    Ramadhan Khareem!!!!

    Dr. PDG, Jakarta

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