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 This section requires some basic data entry to get the project started. Information regarding project start and end dates, project team members and stakeholders, and non-work days is required. Go to Data Entry

PROJECT TASK PLANNING Use this important section to plan out the project. Tasks should be entered, along with deadlines and task owners. Once hashed out and completed, copy and paste this plan into Tab 3 to begin monitoring project progress. Go to Project Task Planning

PROJECT MONITORING CHART Copy and paste the project plan from Tab 2 into the first four columns of 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

ISSUE LOG If issues arise, use this area to log and ensure that problems are resolved.

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

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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

CRM Implementation

Estimated Project Start Date

June 1, 2009

Estimated Project End Date

July 20, 2009

Project Manager Name

Jane Doe

1. Project Team Members, Task Groups & Stakeholders Name Jane Doe John Doe Jane and John John Smith Kim Lee Chris Johnson Alex Singh Marketing Department Production Team Date

2. Holidays / Time Off Project Holiday Good Friday Easter Monday All Day Dept Meeting April Canadian Victoria Day US Independence Day Non-Project Work Day Canadian Thanksgiving US Thanksgiving Christmas Day New Year's Day

10-Apr-09 13-Apr-09 15-Apr-09 18-May-09 4-Jul-09 3-Jul-09 12-Oct-09 26-Nov-09 25-Dec-09 1-Jan-10

Planning

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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 repasting the data into Tab 3. An example has been included below.

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

Project Task

Project Feasibility Study Cost Benefit Analysis Project Definition Assign Resources Create Project Plan Create Communications Plan Project Kick-Off Meeting Create Phase 1 Plan and Definition Phase 1 Execution Kick-Off Communicate Phase 1 Progress Change Control Processes Close Phase 1 Create Phase 2 Plan and Definition Phase 2 Execution Kick-Off Communicate Phase 2 Progress Change Control Processes Close Phase 2 Project Delivery Project Closure Meeting Performance Appraisal Project Feedback Form Project Debrief Report

1-Jun-09 2-Jun-09 6-Jun-09 8-Jun-09 9-Jun-09 15-Jun-09 19-Jun-09 22-Jun-09 24-Jun-09 25-Jun-09 1-Jul-09 2-Jul-09 1-Jul-09 6-Jul-09 7-Jul-09 9-Jul-09 13-Jul-09 15-Jul-09 16-Jul-09 16-Jul-09 16-Jul-09 17-Jul-09

3-Jun-09 4-Jun-09 8-Jun-09 9-Jun-09 16-Jun-09 17-Jun-09 19-Jun-09 24-Jun-09 24-Jun-09 1-Jul-09 2-Jul-09 3-Jul-09 3-Jul-09 6-Jul-09 9-Jul-09 10-Jul-09 14-Jul-09 15-Jul-09 16-Jul-09 18-Jul-09 18-Jul-09 20-Jul-09

Alex Singh Jane and John Jane Doe John Smith Kim Lee Jane Doe Jane Doe Jane Doe Jane Doe John Doe Jane and John Jane Doe Chris Johnson Chris Johnson Chris Johnson Chris Johnson Jane Doe Production Team Jane Doe Jane Doe Kim Lee Jane Doe

Work Schedule Monitoring

GANTT CHART LEGEND

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IMPORTANT NOTICE:
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.

Holiday / Vacation / No Work Planned Project Work Day Task Completed COMPLETION STATUS LEGEND Task Completed Ahead of Schedule Task Completed Behind Schedule

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. 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.

Project Task Information Estimated Completion Date Actual Completion Date

Week 1 1-Jun Comments

1 M 2 T 3 W 4 T 5 F 8 M

Week 2 8-Jun
9 T 10 W 11 T 12 F 15 M

Week 3 15-Jun
16 T 17 W 18 T 19 F 22 M

Week 4 22-Jun
23 T 24 W 25 T 26 F 29 M

Week 5 29-Jun
30 T 1 W 2 T 3 F H H 6 M

Week 6 6-Jul
7 T 8 W 9 T 10 F 13 M

Week 7 13-Jul
14 T 15 W 16 T 17 F 20 M

Week 8 20-Jul
21 T 22 W 23 T 24 F 27 M

Week 9 27-Jul
28 T 29 W 30 T 31 F 3 M

Week 10 3-Aug
4 T 5 W 6 T 7 F 10 M

Week 11 10-Aug
11 T 12 W 13 T 14 F 17 M

Week 12 17-Aug
18 T 19 W 20 T 21 F 24 M

Week 13 24-Aug
25 T 26 W 27 T 28 F 31 M

Week 14 31-Aug
1 T 2 W 3 T 4 F 7 M

Week 15 7-Sep
8 T 9 W 10 T 11 F 14 M

Week 16 14-Sep
15 T 16 W 17 T 18 F 21 M

Week 17 21-Sep
22 T 23 W 24 T 25 F 28 M

Week 18 28-Sep
29 T 30 W 1 T 2 F 5 M

Week 19 5-Oct
6 T 7 W 8 T 9 F 12 M H H H H H H H H H H H H H H H H H H H

Week 20 12-Oct
13 T 14 W 15 T 16 F 19 M

Week 21 19-Oct
20 T 21 W 22 T 23 F 26 M

Week 22 26-Oct
27 T 28 W 29 T 30 F 2 M

Week 23 2-Nov
3 T 4 W 5 T 6 F 9 M

Week 24 9-Nov
10 T 11 W 12 T 13 F 16 M

Week 25 16-Nov
17 T 18 W 19 T 20 F 23 M

Week 26 23-Nov
24 T 25 W 26 T H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H 27 F

Project Task

Estimated Start Date

Task Owner

Actual Start Date

Project Feasibility Study Cost Benefit Analysis Project Definition Assign Resources Create Project Plan Create Communications Plan Project Kick-Off Meeting Create Phase 1 Plan and Definition Phase 1 Execution Kick-Off Communicate Phase 1 Progress Change Control Processes Close Phase 1 Create Phase 2 Plan and Definition Phase 2 Execution Kick-Off Communicate Phase 2 Progress Change Control Processes Close Phase 2 Project Delivery Project Closure Meeting Performance Appraisal Project Feedback Form Project Debrief Report

1-Jun-09 2-Jun-09 6-Jun-09 8-Jun-09 9-Jun-09 15-Jun-09 19-Jun-09 22-Jun-09 24-Jun-09 25-Jun-09 1-Jul-09 2-Jul-09 1-Jul-09 6-Jul-09 7-Jul-09 9-Jul-09 13-Jul-09 15-Jul-09 16-Jul-09 16-Jul-09 16-Jul-09 17-Jul-09

3-Jun-09 4-Jun-09 8-Jun-09 9-Jun-09 16-Jun-09 17-Jun-09 19-Jun-09 24-Jun-09 24-Jun-09 1-Jul-09 2-Jul-09 3-Jul-09 3-Jul-09 6-Jul-09 9-Jul-09 10-Jul-09 14-Jul-09 15-Jul-09 16-Jul-09 18-Jul-09 18-Jul-09 20-Jul-09

John Doe Jane and John Jane Doe John Smith Kim Lee Jane Doe Jane Doe Jane Doe Jane Doe John Doe Jane and John Jane Doe Chris Johnson Chris Johnson Chris Johnson Chris Johnson Jane Doe Production Team Jane Doe Jane Doe Kim Lee Jane Doe

1-Jun-09 2-Jun-09 6-Jun-09 8-Jun-09

2-Jun-09 3-Jun-09 9-Jun-09

y y

y y y

H H H y x x x x x x x x x x x H H H H H x H H x x x x x x x x x x x x H H H H H H x x H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H x x x x x x x x x x x x x x x x

H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H

Issue Log
Date
3-Jan-09 Sample Issue

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Issue

Comments

Resolution

Customized Progress Report

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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

Thursday, June 04, 2009

Enter Date to End Progress Report

Monday, July 20, 2009

Analysis of On-Schedule Tasks to Date

0%
Behind Schedule Tasks - Started

Analysis of Task Completion to Date

Analysis of Project Time Management

Tasks Completed

14%

4%

Project Days Passed

Behind Schedule Tasks - Not Yet Started

Tasks In Progress

-3204%

3304%

100%

Regularly Scheduled Tasks

82%

Tasks Not Yet Started

-60% -40% -20% 0% 20% 40% 60%

Project Days Left

Task Owner Jane Doe

Task to be Completed During Specified Period Create Communications Plan Project Kick-Off Meeting Create Phase 1 Plan and Definition Phase 1 Execution Kick-Off Close Phase 1 Close Phase 2 Project Closure Meeting Performance Appraisal Project Debrief Report

Task Status Task Not Yet Started Task Not Yet Started Task Not Yet Started Task Not Yet Started Task Not Yet Started Task Not Yet Started Task Not Yet Started Task Not Yet Started Task Not Yet Started Task Not Yet Started Task Not Yet Started Page 7

Scheduled Due Date June 17, 2009 June 19, 2009 June 24, 2009 June 24, 2009 July 3, 2009 July 14, 2009 July 16, 2009 July 18, 2009 July 20, 2009 July 3, 2009 July 6, 2009

On Track Status Task is scheduled for work during this timeframe. Task is scheduled for work during this timeframe. Task is scheduled for work during this timeframe. Task is scheduled for work during this timeframe. Task is scheduled for work during this timeframe. Task is scheduled for work during this timeframe. Task is scheduled for work during this timeframe. Task is scheduled for work during this timeframe. Task is scheduled for work during this timeframe. Task is scheduled for work during this timeframe. Task is scheduled for work during this timeframe.

Chris Johnson

Create Phase 2 Plan and Definition Phase 2 Execution Kick-Off

Enter Date to Start Progress Report

Thursday, June 04, 2009

Enter Date to End Progress Report

Monday, July 20, 2009

Analysis of On-Schedule Tasks to Date

0%
Behind Schedule Tasks - Started

Analysis of Task Completion to Date

Analysis of Project Time Management

Tasks Completed

14%

4%

Project Days Passed

Behind Schedule Tasks - Not Yet Started

Tasks In Progress

-3204%

3304%

100%

Regularly Scheduled Tasks

82%

Tasks Not Yet Started

-60% -40% -20% 0% 20% 40% 60%

Project Days Left

Task Owner

Task to be Completed During Specified Period Create Communications Plan Communicate Phase 2 Progress Change Control Processes Kim Lee Create Project Plan Project Feedback Form John Doe Communicate Phase 1 Progress Change Control Processes Assign Resources Project Delivery

Task Status Task Not Yet Started Task Not Yet Started Task Not Yet Started Task Not Yet Started Task Not Yet Started Task Not Yet Started Task In Progress Task Not Yet Started

Scheduled Due Date July 9, 2009 July 2, 2009 June 16, 2009 July 18, 2009 July 1, 2009 July 2, 2009 June 9, 2009 July 15, 2009

On Track Status Task is scheduled for work during this timeframe. Task is scheduled for work during this timeframe. Task is scheduled for work during this timeframe. Task is scheduled for work during this timeframe. Task is scheduled for work during this timeframe. Task is scheduled for work during this timeframe. Task is scheduled for work during this timeframe. Task is scheduled for work during this timeframe.

Jane and John John Smith Production Team

Page 8

Enter Date to Start Progress Report

Thursday, June 04, 2009

Enter Date to End Progress Report

Monday, July 20, 2009

Analysis of On-Schedule Tasks to Date

0%
Behind Schedule Tasks - Started

Analysis of Task Completion to Date

Analysis of Project Time Management

Tasks Completed

14%

4%

Project Days Passed

Behind Schedule Tasks - Not Yet Started

Tasks In Progress

-3204%

3304%

100%

Regularly Scheduled Tasks

82%

Tasks Not Yet Started

-60% -40% -20% 0% 20% 40% 60%

Project Days Left

Task Owner

Task to be Completed During Specified Period Create Communications Plan

Task Status

Scheduled Due Date

On Track Status

Page 9

Enter Date to Start Progress Report

Thursday, June 04, 2009

Enter Date to End Progress Report

Monday, July 20, 2009

Analysis of On-Schedule Tasks to Date

0%
Behind Schedule Tasks - Started

Analysis of Task Completion to Date

Analysis of Project Time Management

Tasks Completed

14%

4%

Project Days Passed

Behind Schedule Tasks - Not Yet Started

Tasks In Progress

-3204%

3304%

100%

Regularly Scheduled Tasks

82%

Tasks Not Yet Started

-60% -40% -20% 0% 20% 40% 60%

Project Days Left

Task Owner

Task to be Completed During Specified Period Create Communications Plan

Task Status

Scheduled Due Date

On Track Status

Page 10

Enter Date to Start Progress Report

Thursday, June 04, 2009

Enter Date to End Progress Report

Monday, July 20, 2009

Analysis of On-Schedule Tasks to Date

0%
Behind Schedule Tasks - Started

Analysis of Task Completion to Date

Analysis of Project Time Management

Tasks Completed

14%

4%

Project Days Passed

Behind Schedule Tasks - Not Yet Started

Tasks In Progress

-3204%

3304%

100%

Regularly Scheduled Tasks

82%

Tasks Not Yet Started

-60% -40% -20% 0% 20% 40% 60%

Project Days Left

Task Owner

Task to be Completed During Specified Period Create Communications Plan

Task Status

Scheduled Due Date

On Track Status

Page 11

Enter Date to Start Progress Report

Thursday, June 04, 2009

Enter Date to End Progress Report

Monday, July 20, 2009

Analysis of On-Schedule Tasks to Date

0%
Behind Schedule Tasks - Started

Analysis of Task Completion to Date

Analysis of Project Time Management

Tasks Completed

14%

4%

Project Days Passed

Behind Schedule Tasks - Not Yet Started

Tasks In Progress

-3204%

3304%

100%

Regularly Scheduled Tasks

82%

Tasks Not Yet Started

-60% -40% -20% 0% 20% 40% 60%

Project Days Left

Task Owner

Task to be Completed During Specified Period Create Communications Plan

Task Status

Scheduled Due Date

On Track Status

Page 12

Enter Date to Start Progress Report

Thursday, June 04, 2009

Enter Date to End Progress Report

Monday, July 20, 2009

Analysis of On-Schedule Tasks to Date

0%
Behind Schedule Tasks - Started

Analysis of Task Completion to Date

Analysis of Project Time Management

Tasks Completed

14%

4%

Project Days Passed

Behind Schedule Tasks - Not Yet Started

Tasks In Progress

-3204%

3304%

100%

Regularly Scheduled Tasks

82%

Tasks Not Yet Started

-60% -40% -20% 0% 20% 40% 60%

Project Days Left

Task Owner

Task to be Completed During Specified Period Create Communications Plan

Task Status

Scheduled Due Date

On Track Status

Page 13