By Francis Hung

My Excel Project Tool

The Only Tool You Need to Plan Your Projects

Contents

• Why a new project tool• Key project management steps• Quick start view - planning• Project scheduling• What if….• Project cost estimate• Project tracking• Earned value and performance report

Using Excel to manage your projects effectively

Why another project tool?

• Most project tools are too complex• Difficult to learn, difficult to maintain• Not everyone can share the application• PMs don’t want to spend most of their time on the plan• Most Excel project tools are too basic…

Using Excel to manage your projects effectively

• Spend 2 weeks to learn• 1 year to be good at

x For the period ending: 5-13 5-24Total Budget: 5 Days/wk C

oTasks Est (Days) Start Finish L.O.E Actual Owner## ## ## ## ## ## ## ## ## ## ## ## ## ## ##

Module 1 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24x 1.1 Task 1 5-11 5-11 1 5-12 JYx 1.2 Task 2 5-12 5-13 1 5-12 JY

Sub Module 1.2

1.2.1 Task 2 5-14 5-15 1 FH1.2.2 Task 1 5-18 5-18 1 FH1.2.3 Task 1 5-19 5-19 1 SD

Module 22.1 Task 1 5-20 5-20 1 JY2.2 Task 1 5-21 5-21 1 JY2.3 Task 1 5-22 5-22 1 JY

$10,000

My Excel Project Tool

May-09

Objective: To provide the powerful and easy to use project planning tool

Basic ViewWBS and Gantt chart at a glance

x For the period ending: 5-13 5-24Total Budget: 5 Days/wk C

oTasks Est (Days) Start Finish L.O.E Actual Owner## ## ## ## ## ## ## ## ## ## ## ## ## ## ##

Module 1 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24x 1.1 Task 1 5-11 5-11 1 5-12 JYx 1.2 Task 2 5-12 5-13 1 5-12 JY

Sub Module 1.2

1.2.1 Task 2 5-14 5-15 1 FH1.2.2 Task 1 5-18 5-18 1 FH1.2.3 Task 1 5-19 5-19 1 SD

Module 22.1 Task 1 5-20 5-20 1 JY2.2 Task 1 5-21 5-21 1 JY2.3 Task 1 5-22 5-22 1 JY

$10,000

My Excel Project Tool

May-09

Objective: To provide the powerful and easy to use project planning tool

Basic View

Auto display Sat and Sun

Select your project based on 5, 6, or 7 day/week

New task auto jump pass the

weekend

Plan your start date on a specific date or link up with another

task Monitor your project on real time or for a specific date

Finish date is calculated based on the start date, effort

and L-O-E (level of effort)

Red means the amount of time behind the plan

Green means the amount of time ahead of plan

Mark x here means the task is complete and will

grey out the task line

Fully automatic graphical presentation

WBS (Work Breakdown Structure)

Level of Effort : 1=full time availability; 0.5 =50%

WBS and Gantt chart at a glance

What if?

Schedule•What happen to the schedule if I work 6 or 7 days a week?•Can I afford to take 1 week vacation during the project?•What if one of my team member can only work half a day each day?•If something did not happen as planned, what options do I have?•Can I force some tasks to start on a specific date?

Cost•How would 20% increase in contract rate impact my budget?•Can I get better cost if I out-source some of the tasks?•What is the impact on cost / schedule / risk if I change the logistic supplier?

Using Excel to explore your planning options

My Excel can let you play these ‘What if’ scenarios

Cost & Performance Monitorx For the period ending: 5-13 5-24 CPI = 0.6 SPI = 0.7 AC=$1,200

Total Budget: 5 Days/wk Total $1,754 $1,806 $3,560 $740 $1,000 CoTasks Est (Days) Start Finish L.O.E Actual Owner L rate Labor Material Task cost EV PV

## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ##Module 1 $630 $600 $1,230 $740 $740 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25

x 1.1 Task 1 5-11 5-11 1 5-12 JY $80 $80 $500 $580 $580 $580x 1.2 Task 2 5-12 5-13 1 5-12 JY $80 $160 $0 $160 $160 $160

Sub Module 1.2

1.2.1 Task 2 5-14 5-15 1 FH $100 $200 $100 $300 $0 $01.2.2 Task 1 5-18 5-18 1 FH $100 $100 $0 $100 $0 $01.2.3 Task 1 5-19 5-19 1 SD $90 $90 $90 $0 $0

Module 2 $240 $20 $260 $0 $2602.1 Task 1 5-20 5-20 1 JY $80 $80 $0 $80 $0 $802.2 Task 1 5-21 5-21 1 JY $80 $80 $20 $100 $0 $1002.3 Task 1 5-22 5-22 1 JY $80 $80 $0 $80 $0 $80

Module 3 $320 $800 $1,120 $0 $03.1 Task 1 5-25 5-25 1 JY $80 $80 $200 $280 $0 $03.2 Task 1 5-26 5-26 1 SD $80 $80 $200 $2803.3 Task 1 5-27 5-27 1 SD $80 $80 $200 $2803.4 Task 1 5-28 5-28 1 JY $80 $80 $200 $280

Module 4 $480 $300 $780 $0 $04.1 Task 1 5-29 5-29 1 SD $80 $80 $50 $1304.2 Task 1 6-1 6-1 1 JY $80 $80 $50 $1304.3 Task 1 6-2 6-2 1 SD $80 $80 $50 $1304.4 Task 1 6-3 6-3 1 FH $80 $80 $50 $1304.5 Task 1 6-4 6-4 1 SD $80 $80 $50 $1304.6 Task 1 6-5 6-5 1 JY $80 $80 $50 $130

Contingency Reserve 10% $167 $172 $339

$10,000

My Excel Project Tool

May-09

Objective: To provide the powerful and easy to use project planning tool

Expanded ViewMonitor and control your project easily.

You can even add up to 5 ‘Task Dependencies’ to each task

Cost & Performance Monitorx For the period ending: 5-13 5-24 CPI = 0.6 SPI = 0.7 AC=$1,200

Total Budget: 5 Days/wk Total $1,754 $1,806 $3,560 $740 $1,000 CoTasks Est (Days) Start Finish L.O.E Actual Owner L rate Labor Material Task cost EV PV

## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ##Module 1 $630 $600 $1,230 $740 $740 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25

x 1.1 Task 1 5-11 5-11 1 5-12 JY $80 $80 $500 $580 $580 $580x 1.2 Task 2 5-12 5-13 1 5-12 JY $80 $160 $0 $160 $160 $160

Sub Module 1.2

1.2.1 Task 2 5-14 5-15 1 FH $100 $200 $100 $300 $0 $01.2.2 Task 1 5-18 5-18 1 FH $100 $100 $0 $100 $0 $01.2.3 Task 1 5-19 5-19 1 SD $90 $90 $90 $0 $0

Module 2 $240 $20 $260 $0 $2602.1 Task 1 5-20 5-20 1 JY $80 $80 $0 $80 $0 $802.2 Task 1 5-21 5-21 1 JY $80 $80 $20 $100 $0 $1002.3 Task 1 5-22 5-22 1 JY $80 $80 $0 $80 $0 $80

Module 3 $320 $800 $1,120 $0 $03.1 Task 1 5-25 5-25 1 JY $80 $80 $200 $280 $0 $03.2 Task 1 5-26 5-26 1 SD $80 $80 $200 $2803.3 Task 1 5-27 5-27 1 SD $80 $80 $200 $2803.4 Task 1 5-28 5-28 1 JY $80 $80 $200 $280

Module 4 $480 $300 $780 $0 $04.1 Task 1 5-29 5-29 1 SD $80 $80 $50 $1304.2 Task 1 6-1 6-1 1 JY $80 $80 $50 $1304.3 Task 1 6-2 6-2 1 SD $80 $80 $50 $1304.4 Task 1 6-3 6-3 1 FH $80 $80 $50 $1304.5 Task 1 6-4 6-4 1 SD $80 $80 $50 $1304.6 Task 1 6-5 6-5 1 JY $80 $80 $50 $130

Contingency Reserve 10% $167 $172 $339

$10,000

My Excel Project Tool

May-09

Objective: To provide the powerful and easy to use project planning tool

Expanded View

Total Labor cost

Total material cost

Total project cost including reserve

Earned value based on

completed tasks

Planned value based on

scheduled tasks

Over budget is shown in red, based on the tolerance set

Cost Performance Index

Schedule Performance Index

Actual cost-to-date

Check x here to get results on any specified date

Uncheck x here will get project up-to-date data

Enter any date to get spending profile

Contingency reserved setting

Monitor and control your project easily.

You can even add up to 5 ‘Task Dependencies’ to each task

One click summaryOne click to get a consolidated view

Cost & Performance Monitorx For the period ending: 5-13 5-24 CPI = 0.8 SPI = 1.0 AC=$1,200

Total Budget: 5 Days/wk Total $1,754 $1,806 $3,560 $1,000 $1,000 CoTasks Est (Days) Start Finish L.O.E Actual Owner L rate Labor Material Task cost EV PV

x Module 1 7 5-11 5-19 5-12 $630 $600 $1,230 $740 $740

x Module 2 3 5-20 5-22 5-22 $240 $20 $260 $260 $260

Module 3 4 5-26 5-28 $320 $800 $1,120 $0 $0

Module 4 6 6-1 6-5 $480 $300 $780 $0 $0

Contingency Reserve 10% $167 $172 $339

$10,000

My Excel Project ToolObjective: To provide the powerful and easy to use project planning tool

Completed modules

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