Project Planning and Monitoring Tool

Purpose:
This tool assists in organizing and monitoring project work. By using the task planning section, project milestones and tasks can accurately be planned out. Once the project begins, real-
time progress is tracked and the project is monitored against the set baselines.

Instructions:
This tool can be used for managing a project, starting with the planning stages right through to monitoring project progress. Refer to the boxes below to view each sections' instructions,
and understand how each step is useful for managing projects.

Alternatively, information entered in Microsoft Project can be copied and pasted into this tool to take advantage of its reporting capabilities. A simple copy and paste will work, however
there is some preparation needed:
1. Ensure that the fields in MS Project are altered to match this tool. The order should be: Task Name, Start, Finish, and Resource Names.
2. Once pasted into this tool's Tab 2, reformat the start and finish columns to use a date format (within the Format menu, choose "Cells..." and select the desired date format).
3. Resource Names within MS Project must match the naming conventions used in this tool's Tab 1, table 1.

Important Notice:
Although this tool is capable of advanced functions, keep in mind that this is a light project management tool working within the limitations of Microsoft Excel.
Pay close attention to any notices or warnings included within the individual tabs.

Getting Started:
In chronological order, use the boxes below to navigate through the tool as the project progresses. Click the blue buttons to go directly to the section of choice, or use the worksheet tabs
along the bottom of the spreadsheet screen. Some of the column headings in the sections include comments that offer additional instructions. Hover the mouse over the column
headings to view these instructions.

DATA ENTRY PROJECT TASK PLANNING

This section requires some basic data entry to get the project started. Use this important section to plan out the project. Tasks should be
Information regarding project start and end dates, project team members entered, along with deadlines and task owners. Once hashed out and
and stakeholders, and non-work days is required. completed, copy and paste this plan into Tab 3 to begin monitoring
project progress.

Go to Data Entry Go to Project Task Planning

PROJECT MONITORING CHART ISSUE LOG

Copy and paste the project plan from Tab 2 into the first four columns of If issues arise, use this area to log and ensure that problems are resolved.
this Gantt chart. By entering the actual start and end dates for tasks, this
chart allows you to view which tasks are on schedule, behind schedule or
ahead of schedule.

Go to Project Monitoring Go to the Issue Log

CUSTOMIZED PROGRESS REPORT

Use this section to generate a custom progress report. Specify the time
period that you would like to view and tasks during this time, ordered by
task owner, will appear. This report is ideal for weekly meeting updates,
or stakeholder progress reporting.

Go to Task Report
Basic Data Entry Return to the Introduction

Fill in all of the white cells with the necessary information. To view additional instructions, hover your mouse over the table column headings.

Project Name Project Tracking System

Estimated Project Start Date January 1, 2020

Estimated Project End Date December 31, 2020

Department Head Engg Mohsen

1. Project Team Members, Task Groups &

2. Holidays / Time Off Project
Stakeholders

Name Date Holiday

Bulker 10-Apr-09 Off Days
Plant 13-Apr-09 Off Days
Chiller 15-Apr-09 Off Days
Generator 18-May-09 Off Days
Task1 4-Jul-09 Off Days
Task2 3-Jul-09 Off Days
Task3 12-Oct-09 Off Days
Task4 26-Nov-09 Off Days
Task5 25-Dec-09 Off Days
1-Jan-10 Off Days
Planning Return to the Introduction

Use this section to work out the project plan. Feel free to add and delete rows as necessary, or move tasks around until the optimal project plan has
been drafted. Once satisfied with the project plan, copy this information and paste it into the corresponding table in Tab 3. No changes can be
made to the project plan within Tab 3, so ensure that if any changes are needed, the adjustments are made in this tab before re-copying and re-
pasting the data into Tab 3.

An example has been included below.

Project Task Information

Estimated Task Owner

Estimated Start
Project Task Completion (MUST USE DROP
Date
Date DOWN MENU)

Project Feasibility Study 1-Jun-09 3-Jun-09 Bulker

Cost Benefit Analysis 2-Jun-09 4-Jun-09 Bulker

Project Definition 6-Jun-09 8-Jun-09 Chiller

Assign Resources 8-Jun-09 9-Jun-09 Task1
Create Project Plan 9-Jun-09 16-Jun-09 Task2
Create Communications Plan 15-Jun-09 17-Jun-09 Task1

Project Kick-Off Meeting 19-Jun-09 19-Jun-09 Chiller

Create Phase 1 Plan and Definition 22-Jun-09 24-Jun-09 Task1

Phase 1 Execution Kick-Off 24-Jun-09 24-Jun-09 Task2
Communicate Phase 1 Progress 25-Jun-09 1-Jul-09 Task1
Change Control Processes 1-Jul-09 2-Jul-09 Task3
Close Phase 1 2-Jul-09 3-Jul-09 Plant

Create Phase 2 Plan and Definition 1-Jul-09 3-Jul-09 Task1

Phase 2 Execution Kick-Off 6-Jul-09 6-Jul-09 Task2
Communicate Phase 2 Progress 7-Jul-09 9-Jul-09 Task3
Change Control Processes 9-Jul-09 10-Jul-09 Chiller
Close Phase 2 13-Jul-09 14-Jul-09 Task2

Project Delivery 15-Jul-09 15-Jul-09 Generator

Project Closure Meeting 16-Jul-09 16-Jul-09 Bulker
Performance Appraisal 16-Jul-09 18-Jul-09 Chiller
Project Feedback Form 16-Jul-09 18-Jul-09 Generator
Project Debrief Report 17-Jul-09 20-Jul-09 Task2
Work Schedule Monitoring Return to the Introduction

GANTT CHART LEGEND

IMPORTANT NOTICE: Holiday / Vacation / No Work

It is very important that tasks are entered with unique names. If task names are repeated, the data will not carry over correctly.
Make sure to name each task differently. Planned Project Work Day

Task Completed
IMPORTANT NOTICE:
Rows cannot be inserted or deleted from the table below. If changes are made to the project plan, make these changes in Tab 2. COMPLETION STATUS LEGEND
Planning, and copy and paste the changes into this sheet. Be aware that the actual start and end dates will not update when
changes are copy and pasted into this sheet, so make adjustments to these last two columns as necessary. Task Completed Ahead of Schedule

Task Completed Behind Schedule

Project Task Information Week 1 Week 2 Week 3 Week 4 Week 5 Week 6 Week 7 Week 8 Week 9 Week 10 Week 11 Week 12 Week 13 Week 14 Week 15 Week 16 Week 17 Week 18 Week 19 Week 20 Week 21 Week 22 Week 23 Week 24 Week 25 Week 26

30-Dec 6-Jan 13-Jan 20-Jan 27-Jan 3-Feb 10-Feb 17-Feb 24-Feb 2-Mar 9-Mar 16-Mar 23-Mar 30-Mar 6-Apr 13-Apr 20-Apr 27-Apr 4-May 11-May 18-May 25-May 1-Jun 8-Jun 15-Jun 22-Jun
Estimated Actual
Estimated Actual Start
Project Task Completion Task Owner Completion Comments
Start Date Date 30 31 1 2 3 6 7 8 9 10 13 14 15 16 17 20 21 22 23 24 27 28 29 30 31 3 4 5 6 7 10 11 12 13 14 17 18 19 20 21 24 25 26 27 28 2 3 4 5 6 9 10 11 12 13 16 17 18 19 20 23 24 25 26 27 30 31 1 2 3 6 7 8 9 10 13 14 15 16 17 20 21 22 23 24 27 28 29 30 1 4 5 6 7 8 11 12 13 14 15 18 19 20 21 22 25 26 27 28 29 1 2 3 4 5 8 9 10 11 12 15 16 17 18 19 22 23 24 25 26
Date Date
M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F

Project Feasibility Study 1-Jun-18 1-Jun-18 Generator 1-Jun-09 2-Jun-09

Cost Benefit Analysis 2-Jun-18 2-Jun-18 Task1 2-Jun-09 3-Jun-09

Project Definition 1-Jun-18 2-Jun-18 Task2 6-Jun-09 9-Jun-09

Assign Resources 2-Jun-18 3-Jun-18 Task1 8-Jun-09
Create Project Plan 1-Jun-18 4-Jun-18 Task2
Create Communications Plan 2-Jun-18 5-Jun-18 Task1

Project Kick-Off Meeting 2-Jun-18 5-Jun-18 Task1

Create Phase 1 Plan and Definition 2-Jun-18 5-Jun-18 Task1

Phase 1 Execution Kick-Off 3-Jun-18 5-Jun-18 Task1
Communicate Phase 1 Progress 4-Jun-18 5-Jun-18 Task2
Change Control Processes 5-Jun-18 5-Jun-18 Task1
Close Phase 1 6-Jun-18 5-Jun-18 Task1

Create Phase 2 Plan and Definition 6-Jun-18 5-Jun-18 Plant

Phase 2 Execution Kick-Off 7-Jun-18 6-Jun-18 Chiller
Communicate Phase 2 Progress 8-Jun-18 7-Jun-18 Generator
Change Control Processes 9-Jun-18 8-Jun-18 Generator
Close Phase 2 10-Jun-18 9-Jun-18 Chiller

Project Delivery 10-Jun-18 9-Jun-18 Task2

Project Closure Meeting 11-Jun-18 10-Jun-18 Task1
Performance Appraisal 12-Jun-18 11-Jun-18 Generator
Project Feedback Form 13-Jun-18 12-Jun-18 Plant
Project Debrief Report 14-Jun-18 13-Jun-18 Task2
Issue Log Return to the Introduction

Date Issue Comments Resolution

3-Jan-09 Sample Issue

Customized Progress Report Return to the Introduction

To create a customized progress report, insert the desired timeframe for analysis in the start and end date boxes below. For a progress report of the entire project, insert the project's start and end dates. Consider
running reports based on tasks for today, this week, or next week.

IMPORTANT NOTICE:
Task owner names must be selected from the drop down menus in Tabs 2 and 3 in order for this reporting page to work correctly. If errors occur on this page, return to the project planning stage and ensure that
task owner names were selected from the menus, rather than typed in manually.

Enter Date to Start Progress Report Monday, June 4, 2018 Enter Date to End Progress Report Saturday, July 20, 2019

Analysis of On-Schedule Tasks to Date Analysis of Task Completion to Date Analysis of Project Time Management

5%
5% Behind Schedule
Tasks - Started 14% Tasks Completed
5%
Project Days
Passed
Behind Schedule Tasks In
Tasks - Not Yet Progress 515% -415%
Started

Project Days
Left
Tasks Not Yet
Regularly Scheduled
82% Started
89% Tasks

0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%

Scheduled Due
Task Owner Task to be Completed During Specified Period Task Status On Track Status
Date

Task1 Assign Resources Task In Progress June 3, 2018 Task is underway but is behind schedule.

Create Communications Plan Task Not Yet Started June 5, 2018 Task is scheduled for work during this timeframe.

Project Kick-Off Meeting Task Not Yet Started June 5, 2018 Task is scheduled for work during this timeframe.

Create Phase 1 Plan and Definition Task Not Yet Started June 5, 2018 Task is scheduled for work during this timeframe.

Phase 1 Execution Kick-Off Task Not Yet Started June 5, 2018 Task is scheduled for work during this timeframe.

Change Control Processes Task Not Yet Started June 5, 2018 Task is scheduled for work during this timeframe.

Close Phase 1 Task Not Yet Started June 5, 2018 Task is scheduled for work during this timeframe.

Project Closure Meeting Task Not Yet Started June 10, 2018 Task is scheduled for work during this timeframe.

Task2 Create Project Plan Task Not Yet Started June 4, 2018 Task is late and has not yet been started.

Page 7
 Enter Date to Start Progress Report Monday, June 4, 2018 Enter Date to End Progress Report Saturday, July 20, 2019

Analysis of On-Schedule Tasks to Date Analysis of Task Completion to Date Analysis of Project Time Management

5%
5% Behind Schedule
Tasks - Started 14% Tasks Completed
5%
Project Days
Passed
Behind Schedule Tasks In
Tasks - Not Yet Progress 515% -415%
Started

Project Days
Left
Tasks Not Yet
Regularly Scheduled
82% Started
89% Tasks

0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%

Scheduled Due
Task Owner Task to be Completed During Specified Period Task Status On Track Status
Date

Communicate Phase 1 Progress Task Not Yet Started June 5, 2018 Task is scheduled for work during this timeframe.

Project Delivery Task Not Yet Started June 9, 2018 Task is scheduled for work during this timeframe.

Project Debrief Report Task Not Yet Started June 13, 2018 Task is scheduled for work during this timeframe.

Generator Communicate Phase 2 Progress Task Not Yet Started June 7, 2018 Task is scheduled for work during this timeframe.

Change Control Processes Task Not Yet Started June 5, 2018 Task is scheduled for work during this timeframe.

Performance Appraisal Task Not Yet Started June 11, 2018 Task is scheduled for work during this timeframe.

Plant Create Phase 2 Plan and Definition Task Not Yet Started June 5, 2018 Task is scheduled for work during this timeframe.

Project Feedback Form Task Not Yet Started June 12, 2018 Task is scheduled for work during this timeframe.

Chiller Phase 2 Execution Kick-Off Task Not Yet Started June 6, 2018 Task is scheduled for work during this timeframe.

Close Phase 2 Task Not Yet Started June 9, 2018 Task is scheduled for work during this timeframe.

Page 8
 Enter Date to Start Progress Report Monday, June 4, 2018 Enter Date to End Progress Report Saturday, July 20, 2019

Analysis of On-Schedule Tasks to Date Analysis of Task Completion to Date Analysis of Project Time Management

5%
5% Behind Schedule
Tasks - Started 14% Tasks Completed
5%
Project Days
Passed
Behind Schedule Tasks In
Tasks - Not Yet Progress 515% -415%
Started

Project Days
Left
Tasks Not Yet
Regularly Scheduled
82% Started
89% Tasks

0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%

Scheduled Due
Task Owner Task to be Completed During Specified Period Task Status On Track Status
Date

Page 9
 Enter Date to Start Progress Report Monday, June 4, 2018 Enter Date to End Progress Report Saturday, July 20, 2019

Analysis of On-Schedule Tasks to Date Analysis of Task Completion to Date Analysis of Project Time Management

5%
5% Behind Schedule
Tasks - Started 14% Tasks Completed
5%
Project Days
Passed
Behind Schedule Tasks In
Tasks - Not Yet Progress 515% -415%
Started

Project Days
Left
Tasks Not Yet
Regularly Scheduled
82% Started
89% Tasks

0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%

Scheduled Due
Task Owner Task to be Completed During Specified Period Task Status On Track Status
Date

Page 10
 Enter Date to Start Progress Report Monday, June 4, 2018 Enter Date to End Progress Report Saturday, July 20, 2019

Analysis of On-Schedule Tasks to Date Analysis of Task Completion to Date Analysis of Project Time Management

5%
5% Behind Schedule
Tasks - Started 14% Tasks Completed
5%
Project Days
Passed
Behind Schedule Tasks In
Tasks - Not Yet Progress 515% -415%
Started

Project Days
Left
Tasks Not Yet
Regularly Scheduled
82% Started
89% Tasks

0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%

Scheduled Due
Task Owner Task to be Completed During Specified Period Task Status On Track Status
Date

Page 11
 Enter Date to Start Progress Report Monday, June 4, 2018 Enter Date to End Progress Report Saturday, July 20, 2019

Analysis of On-Schedule Tasks to Date Analysis of Task Completion to Date Analysis of Project Time Management

5%
5% Behind Schedule
Tasks - Started 14% Tasks Completed
5%
Project Days
Passed
Behind Schedule Tasks In
Tasks - Not Yet Progress 515% -415%
Started

Project Days
Left
Tasks Not Yet
Regularly Scheduled
82% Started
89% Tasks

0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%

Scheduled Due
Task Owner Task to be Completed During Specified Period Task Status On Track Status
Date

Page 12
 Enter Date to Start Progress Report Monday, June 4, 2018 Enter Date to End Progress Report Saturday, July 20, 2019

Analysis of On-Schedule Tasks to Date Analysis of Task Completion to Date Analysis of Project Time Management

5%
5% Behind Schedule
Tasks - Started 14% Tasks Completed
5%
Project Days
Passed
Behind Schedule Tasks In
Tasks - Not Yet Progress 515% -415%
Started

Project Days
Left
Tasks Not Yet
Regularly Scheduled
82% Started
89% Tasks

0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%

Scheduled Due
Task Owner Task to be Completed During Specified Period Task Status On Track Status
Date

Page 13