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how to start ? setting up tracking & reporting tool (MS Excel). All data are extracked from MS Project. aligned with Graphical project management reporting (earlier posted on Slideshare)
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BV
BA
03-23-05December 2012
Project management : Set up reporting tool (MS Project & MS Excel)
Presented by Jan Biets
[email protected] +32(0)477 32 90 11 Mechelen - Belgium
page 1 • reporting (graphical)
Project management Dynamics December 2012
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Reporting, analysing, steering [PDCA] : result driven pm
project progress : mandays
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project progress : budget [€] & mandays
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baseline [€]
actual [€]
baseline budget
baseline [md]
actuals [md]
reserved budget
project progress : mandays (cumulative)
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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
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baseline
actual
Deliverables Chart
nov/10
jan/11
feb/11
apr/11
jun/11
jul/11
sep/11
baseline 28/02/2011 31/03/2011 30/04/2011 31/05/2011
reporting cycle
De
liv
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Business Requirements
Functional Design
Coding & Testing
Launch
Project management Dynamics December 2012
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Project management : set up tracking & reporting tool (MS Excel)Once, the WBS is finalised (baseline), open ‘VIEW’ / ‘Tracking Gantt’ .
Project management Dynamics December 2012
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Project management : set up tracking & reporting (MS Excel)Set view on ‘Resource usage’
Project management Dynamics December 2012
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• Select timescale granularity (cursor on timescale/right mouse click / select Middle Tier ‘month’, and Bottom Tier ‘week’
• Select all dat and copy (use control-c)
Project management Dynamics December 2012
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Open MS Excel (new file)Paste the copied selections (hours)Select all, and find&replace ‘h’ door ‘ ‘
Project management Dynamics December 2012
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Cross check the sum of all cells, with ‘total work’ in MS Project fileadd tracking period (reporting period / frequency) on upper row (e.g.: wk 1 , wk 2, wk 3,…)Totalise planned hours per resource , or groupAdd the resource names (e.g. : name 1 , name 2 , name 3,…)You can now start to develop your own reporting & tracking tool
resource totaal wk 1 wk 2 wk 3 wk 4 wk 5 wk 6 wk 7 wk 8 wk 9 wk 10 wk 11 wk 12 wk 13 wk 14 wk 15 wk 16 wk 17 wk 18 wk 19 wk 20 wk 21 wk 22 wk 23 wk 24 wk 25 wk 26 wk 27 wk 28 wk 29 wk 30 wk 31 wk 32 wk 33 wk 34naam 1 978,2 26,7 44,5 26,7 44,5 25,6 32 32 41 36 32 32 19,2 32 32 32 32 32 32 32 32 32 32 32 32 32 32 32 32 34 40naam 2 1160 32 40 40 40 40 40 40 32 40 40 40 32 40 40 40 40 40 40 40 40 40 40 24 40 40 40 40 40 40 40naam 3 977 40 32 79 48 53 26 34,97 49,03 36 40 40 40 40 113 82,5 70,25 86,25 45 22naam 4 624 24 6 4,8 22,15 17,85 43 51,2 64 64 31 26 61 60 2 28 12 72,5 22,18 12,32naam 5 600 16 16 20 20 20 16 20 20 20 45,25 59,5 33,25 16 40 41 40 15 22 40 40 40naam 6 1120,21 40 27,2 32 46 122 62 0 40 26 17 40 40 40 45,22 66,12 62,67 1 39 86 40 48 40 80 80naam 7 991,15 54 0,93 0,45 0,37 0,45 0,45 2,88 28,5 34,5 61,5 79,4 0 80,4 52,5 38,9 10,5 10,5 50,5 50,5 90,5 47,72 0 115,5 74,2 50 32 24naam 8 719,2 0 0,2 16 63 32 44 17 35,1 12,9 44 21 2 39,02 109,73 137,38 28,87 50 59 8naam 9 485,2 0,2 24 40 64 54 40 3 24 40 40 26 72 50 8naam 10 851 65,5 16 41 28 10 40 40 40 40 30 24 174 144 5 53,5 52 40 8naam 11 40 0 8 32naam 12 621,02 24 40 32 8 7,75 10 10 39 53 68 38,23 22,72 48,13 75,47 23,7 22,4 16,47 17,67 23,68 16 24,8naam 13 107,99 12,48 20,8 16,63 20,8 20,8 16,48 0naam 14 444,5 1,3 1,67 1,67 1,67 1,33 1,67 1,67 1,67 1,67 21,07 25,67 35,67 45,67 25,67 25,67 25,67 15,4 25,67 25,67 25,67 31,67 25,67 49,67 25,67naam 15 33,34 8 0 0 0 0 0 0 0 0 0 5 0 0,97 1,67 1,67 1,67 1,67 1 1,67 1,67 1,67 1,67 1,67 1,67 1,67naam 16 699,72 7,82 7,82 6,25 7,82 7,82 7,82 6,25 7,82 7,82 7,82 7,82 7,82 7,82 7,82 7,82 7,82 31,82 52,68 57,82 63,82 73,32 71,82 47,82 56,82 121,82naam 17 446,11 7,82 7,82 6,25 7,82 7,82 7,82 6,25 7,82 7,82 7,82 7,82 7,82 7,82 7,82 7,82 7,82 27,13 66 40 40 40 40 40 31naam 18 355,12 7,82 7,82 7,82 7,82 7,82 7,82 7,82 7,82 7,82 7,82 7,82 7,82 7,82 7,82 7,82 7,82 24 26 40 40 40 60naam 19 235,12 24 30 6 7,82 7,82 7,82 7,82 7,82 7,82 7,82 7,82 7,82 7,82 7,82 7,82 7,82 7,82 7,82 7,82 18 30 2naam 20 270 50 20 20 20 20 20 20 20 40 40naam 21 0naam 22 800 40 40 40 40 40 40 40 40 40 40 40 40 40 40 40 40 40 40 40 40naam 23 374 32 40 40 40 40 40 40 40 40 22naam 24 0naam 25 0naam 26 0naam 27 691,09 32 40 40 40 40 47,82 47,82 47,82 47,82 47,82 47,82 46,82 23,82 71,82 15,82 39,82 7,82 6,25naam 28 0naam 29 0 0naam 30 0naam 31 0 0naam 32 483 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 40 72 26 40 86 42 34 15naam 33 30 30naam 34 72 72 0 0 0 0 0 0naam 35 432 64 200 72 96naam 36 40 24 16naam 37 162 31 8 40 15 40 28
Project management Dynamics December 2012
BV
BA
Reporting, analysing, steering [PDCA] : result driven pm
project progress : mandays
0
5
10
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
reporting cycle
%
baseline (abs)
actual (abs)
project progress : budget [€] & mandays
0
50
100
150
200
250
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
reporting cycle
0
5
10
baseline [€]
actual [€]
baseline budget
baseline [md]
actuals [md]
reserved budget
project progress : mandays (cumulative)
0
10
20
30
40
50
60
70
80
90
100
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
reporting cycle
%
baseline
actual
Deliverables Chart
nov/10
jan/11
feb/11
apr/11
jun/11
jul/11
sep/11
baseline 28/02/2011 31/03/2011 30/04/2011 31/05/2011
reporting cycle
De
liv
era
ble
s d
ate
s
Business Requirements
Functional Design
Coding & Testing
Launch
Project management Dynamics December 2012
BV
BA
Set up of reporting & progress tracking tool (MS Project – MS Excel)
• As of this point, you are able to develop further to a complete tracking and reporting tool, upon your own needs.
• More explanation about this tool, you will find at: www.slideshare/jan biets / graphical view on reporting
