Set up pm reporting & tracking tool
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The document outlines the setup of a reporting and progress tracking tool using MS Project and MS Excel for project management purposes. It includes details on tracking project progress, budgeting, and resource utilization through graphical reports and cumulative data. Additionally, it provides instructions for customizing the tool to meet specific reporting needs.
![Reporting, analysing, steering [PDCA] : result driven pm
project progress : mandays project progress : budget [€] & mandays
250 10
10
baseline [€]
200 actual [€]
baseline budget
150 baseline [md]
actuals [md]
5
%
5 reserved budget
100
50
0 0
0 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
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
baseline (abs) reporting cycle
reporting cycle
actual (abs) project progress : mandays (cumulative)
Deliverables Chart
100
sep/11
90
jul/11 80
Deliverables dates
jun/11 70
60
apr/11
Business Requirements
%
50
Functional Design
feb/11 40
Coding & Testing
Launch 30
jan/11
20
nov/10
10
baseline 28/02/2011 31/03/2011 30/04/2011 31/05/2011
reporting cycle 0
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
baseline
reporting cycle
actual
Project management Dynamics December 2012
BVBA](https://image.slidesharecdn.com/setuppm-reportingtrackingtool-130125052856-phpapp02/85/Set-up-pm-reporting-tracking-tool-2-320.jpg){kind=tracking}
![Reporting, analysing, steering [PDCA] : result driven pm
project progress : mandays project progress : budget [€] & mandays
250 10
10
baseline [€]
200 actual [€]
baseline budget
150 baseline [md]
actuals [md]
5
%
5 reserved budget
100
50
0 0
0 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
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
baseline (abs) reporting cycle
reporting cycle
actual (abs) project progress : mandays (cumulative)
Deliverables Chart
100
sep/11
90
jul/11 80
Deliverables dates
jun/11 70
60
apr/11
Business Requirements
%
50
Functional Design
feb/11 40
Coding & Testing
Launch 30
jan/11
20
nov/10
10
baseline 28/02/2011 31/03/2011 30/04/2011 31/05/2011
reporting cycle 0
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
baseline
reporting cycle
actual
Project management Dynamics December 2012
BVBA](https://image.slidesharecdn.com/setuppm-reportingtrackingtool-130125052856-phpapp02/85/Set-up-pm-reporting-tracking-tool-8-320.jpg){kind=tracking}
Set up pm reporting & tracking tool
- 1. 03-23-05 December 2012 BVBA 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)
- 2. Reporting, analysing, steering [PDCA] : result driven pm project progress : mandays project progress : budget [€] & mandays 250 10 10 baseline [€] 200 actual [€] baseline budget 150 baseline [md] actuals [md] 5 % 5 reserved budget 100 50 0 0 0 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 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 baseline (abs) reporting cycle reporting cycle actual (abs) project progress : mandays (cumulative) Deliverables Chart 100 sep/11 90 jul/11 80 Deliverables dates jun/11 70 60 apr/11 Business Requirements % 50 Functional Design feb/11 40 Coding & Testing Launch 30 jan/11 20 nov/10 10 baseline 28/02/2011 31/03/2011 30/04/2011 31/05/2011 reporting cycle 0 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 baseline reporting cycle actual Project management Dynamics December 2012 BVBA
- 3. Project management : set up tracking & reporting tool (MS Excel) Once, the WBS is finalised (baseline), open ‘VIEW’ / ‘Tracking Gantt’ . Project management Dynamics December 2012 BVBA
- 4. Project management : set up tracking & reporting (MS Excel) Set view on ‘Resource usage’ Project management Dynamics December 2012 BVBA
- 5. • 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 BVBA
- 6. Open MS Excel (new file) Paste the copied selections (hours) Select all, and find&replace ‘h’ door ‘ ‘ Project management Dynamics December 2012 BVBA
- 7. Cross check the sum of all cells, with ‘total work’ in MS Project file add tracking period (reporting period / frequency) on upper row (e.g.: wk 1 , wk 2, wk 3,…) Totalise planned hours per resource , or group Add 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 naam 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 naam 2 1160 32 40 40 40 40 40 40 32 40 40 40 32 40 40 40 40 40 40 40 40 naam 3 977 40 32 79 48 53 26 34,97 49,03 36 40 naam 4 624 24 6 4,8 22,15 17,85 43 51,2 64 64 31 26 61 60 2 naam 5 600 16 16 20 20 20 16 20 20 20 45,25 59,5 33,25 16 40 naam 6 1120,21 40 27,2 32 46 122 62 0 40 26 17 40 40 40 45,22 naam 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 naam 8 719,2 0 0,2 16 63 32 44 17 35,1 12,9 44 21 2 39,02 109,73 naam 9 485,2 0,2 24 40 64 54 40 3 24 40 40 26 naam 10 851 65,5 16 41 28 10 40 40 40 40 30 24 174 naam 11 40 0 naam 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 naam 13 107,99 12,48 20,8 16,63 20,8 20,8 16,48 0 naam 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 naam 15 33,34 8 0 0 0 0 0 0 0 0 0 5 0 0,97 1,67 1,67 naam 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 naam 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 naam 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 naam 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 naam 20 270 50 20 naam 21 0 naam 22 800 40 40 40 40 40 40 40 40 40 40 40 40 40 40 40 naam 23 374 32 40 40 40 40 40 40 40 40 22 naam 24 0 naam 25 0 naam 26 0 naam 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 6,25 naam 28 0 naam 29 0 0 naam 30 0 naam 31 0 naam 32 483 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 naam 33 30 30 naam 34 72 72 naam 35 432 naam 36 40 naam 37 162 31 8 40 15 40 28 Project management Dynamics December 2012 BVBA
- 8. Reporting, analysing, steering [PDCA] : result driven pm project progress : mandays project progress : budget [€] & mandays 250 10 10 baseline [€] 200 actual [€] baseline budget 150 baseline [md] actuals [md] 5 % 5 reserved budget 100 50 0 0 0 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 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 baseline (abs) reporting cycle reporting cycle actual (abs) project progress : mandays (cumulative) Deliverables Chart 100 sep/11 90 jul/11 80 Deliverables dates jun/11 70 60 apr/11 Business Requirements % 50 Functional Design feb/11 40 Coding & Testing Launch 30 jan/11 20 nov/10 10 baseline 28/02/2011 31/03/2011 30/04/2011 31/05/2011 reporting cycle 0 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 baseline reporting cycle actual Project management Dynamics December 2012 BVBA
- 9. 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 Project management Dynamics December 2012 BVBA