Introduction to Gantt charts

What is a Gantt chart?

A Gantt chart is a particular type of chart that is used for representing a project schedule in an accessible,
visual way. It has become a common tool in project management and there are now many project
management software packages that include facilities for producing Gantt charts.
In a Gantt chart, a project is broken down into smaller units of work, referred to as tasks, which are listed
down one side of the chart (the y-axis). These task are then plotted as horizontal bars against a suitable
timeline (the x-axis), such that the length of the bar shows the duration of the task and its position
indicates the start and finish dates. An example Gantt chart is included at the end of this document.
Why is it useful?
In the planning stages of a project the Gantt chart is used for scheduling and coordinating the component
tasks of the project. As well as the timing and duration of individual tasks, the Gantt chart shows if tasks are
dependent on one another (for example, task C might only be able to start once tasks A and B have been
finished).
A second important function is to show the allocation of resources to individual tasks (in this context,
resources means people). In other words, the Gantt chart shows who is responsible for each task. It is
then relatively easy (especially when using dedicated Gantt chart software) to find the total number of hours
that different people will spend on a project, and to work out costings etc.
After the planning stages, the Gantt chart remains a useful tool for monitoring the progress of a project. To
help with this, significant milestones or deadlines are shown on the chart along with external events (such as
holidays) that may be relevant. Milestones can be linked to the tasks that they depend on. With reference to
the timeline on the chart, it is easy to check whether tasks are ahead, behind or on schedule. If a task is
behind schedule, the Gantt chart shows how this will impact on dependent tasks or milestones and on the
project as a whole.
In reality, most project plans have to be modified due to events as the project progresses. So, a Gantt chart
remains a live document and may have to be adjusted as required. Gantt software makes this easier
because dependent tasks can be linked so that if a task overruns, or has to be moved, all dependent tasks
will move accordingly.
Software for drawing Gantt charts.
There are many software packages available that can be used for producing Gantt charts. Programs such as
Microsofts Excel and Visio, or SmartDraw, can all be used although they are not specifically designed for
the purpose. Dedicated Gantt chart software, or project management tools such as Microsoft Project, are
specifically designed for the purpose and so tend to be simpler and quicker to use and offer more
functionality.
Microsoft Project is available on all PCs in the student clusters. It is reasonably intuitive (if you are used to
Microsoft applications) and can produce very good results. There is a lot of supporting literature and other
material (e.g. video tutorials) available on the web.
GanttProject is a free, open-source program that works in a very similar way to Project (files can be exported
or imported to or from Project) and can produce similar results. GanttProject can be downloaded from the
website at http://www.ganttproject.biz/ . This site also has some user support in the form of FAQs and a link
to a video tutorial.
You need to choose which software you are going to use. Obviously your choice may depend on where you
want to work and whether you already have anything available on your home PC or laptop.
Whichever program you do choose, its important that you take some time to familiarise yourself with the
software. You can make use of help files and online tutorials etc but the best thing is to sit and have a play!
Try drawing some practice Gantt charts. If youre having problems, or want some advice, make use of the
drop-in sessions to ask the instructor and/or other students.
Some tips to get you started.
Microsoft Project
getting started is easy just open a new document and start typing task names in the appropriate
column!
right-clicking on the bar is an easy way of accessing the Task Information menu.
The Task Information menu can be used to enter or edit most task data, such as:
duration and start/finish dates
resources (i.e. people involved in the task)
linking of dependent tasks (under the Predecessors tab)
definition of milestones and deadlines (under the Advanced tab).
for projects that do not start immediately, set the project start date from the Project Information
menu which is found by clicking Project on the main toolbar.
grouping similar tasks under a subheading, referred to as a summary, can be a good way of
improving the organisation and layout of a chart. It is done using the indent and outdent commands.
GanttProject
getting started is also easy in GanttProject just open a new document and right-click in the (blank)
left-hand pane. Then click the blue arrow to enter a new task
entering data can be done in a very similar way as with Project by right-clicking on a task bar and
using the Task Information menu
before assigning resources, the possible options (i.e. list of available people) should be added via the
New Resource tool (click on Resources on the main toolbar)
right-clicking on a task bar allows you to open the Chart Options menu, from which you can
determine what task information (e.g. assigned resources, start/end dates) is shown on the chart
grouping of tasks (as in Project) is done using indent and outdent commands
if you have difficulty printing directly from GanttProject, you can export your chart as an image file
or a PDF report and print from an alternative application.
Further reading.
The Complete Idiots Guide To Project Management With Microsoft Project 2003 by Ron Black, Alpha (2005)
[ISBN 1592573088]. Although specifically aimed at MS Project users, this book also discusses general project
management issues.
ID Task Name
1
2 Report deadline
3
4 Research
5 Research task 1
6 Research task 2
7
8 End of research phase
9
10 Writing
11 1st draft
12 2nd draft
13 Proof reading
14
15 Ready for printing
16
17 Printing
18 Submit report
Report deadline 05/11
Research
Mike
Mary
End of research phase 13/10
Writing
Mike
Mike
Mary,Mike
Ready for printing 26/10
Reprographics
Mike
S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S
04 Oct '10 11 Oct '10 18 Oct '10 25 Oct '10 01 Nov '10
Task Milestone Summary Deadline
Example Gantt chart
Page 1
Project: Example Gantt chart
Date: Thu 25/10/12
Names of resources (people)
assigned to the task
'Summary' of grouped tasks
(using the 'indent' command)
Arrows denote linking of
dependent tasks
Final deadline is marked
Significant milestones should
be marked
Note - this task is 5 days in
duration (although it may look
longer because weekends are
not usually counted as
working days)!
This is an example of a Gantt chart for a project that requires the submission of a research-based, written report