PTM Phase 5 – Developing a Schedule

A Gantt chart is a bar chart showing the tasks scheduled over time. Project management software usually includes Gantt chart functionality and is helpful for large or complex projects because it can be easier to update as the project progresses.

The terms ‘Gantt chart’ and ‘project schedule’ are interchangeable. When the finished project schedule, or Gantt chart, has been approved, it is called the ‘schedule baseline’. This is the formal document used to carry out, monitor and control the project work.

Watch

The following video explains Gantt charts in more detail:

Inputs for a Gantt Chart 

You need input data from the following items to develop a Gantt chart. The contents of the inputs have been discussed in previous topics:

Steps for developing a Gantt chart include:

• First, list the detailed tasks from your WBS.
• Then, organise the tasks into groups or phases.
• Add important details and documents for tasks in the notes section, and input key files directly to tasks so everything is ready for the work to begin (these functions may be available only with performance management software).
• Label tasks with the responsible party.
• Enter holidays and time off.
• Add start and end dates for each task.
• Include dependencies (if your software has this functionality).
• Ask for feedback from team members before presenting the chart for review and approval as the schedule baseline. Entries may be interpreted differently by other people.
• Update the chart with project changes. Ask your team to collaborate on work and track progress in real-time.
• Keep the chart up to date.

Resource

Read more about developing Gantt charts at the following link:

‘Your Complete Guide to Gantt Charts’ from TeamGantt

Resource

The following link contains an example template for a simple Gantt chart created as an Excel spreadsheet. Excel has bar chart functionality.

‘Simple Gantt Chart’ from Microsoft Office

The WBS includes the names of project team members assigned to work packages. As the work progresses, there are two ways, or methods, to report individuals’ progress using a Gantt chart:

• Percentage complete – This is easy to use but can be subjective.
• Earned value management system (EVMS) – This measures performance against the schedule based on the value of the work completed.

Using one of these methods, you can compare the actual schedule performance to the planned performance to identify variances (see section 7.7. to learn about schedule variance).

Critical path activities 

You need to pay special attention to critical path activities. The critical path is the longest path of required tasks in a schedule. Any delay with a task on this path will mean the same delay is added to the project end date. The critical path is usually coloured red on a Gantt chart.

If variance exceeds a set threshold, you will need to discuss a preventative or corrective action with the project team. A change request to alter the project’s baseline should be issued only if this action cannot adequately address the variance.

Forecasting schedule performance 

Depending on the software used, Gantt charts include a forecasting function to calculate two estimates for schedule performance:

• Estimate to complete (how much it will cost to complete the remaining work)
• Estimate at completion (how much the project is forecasted to cost overall)

Some software also includes a function for estimating earned value.

Trying to decide when to use a Gantt chart, PERT chart, or network diagram can be confusing. They all help with scheduling, often in similar ways. The following table summarises their differences and common areas:

Resource

Read more about the differences between these three types of diagrams at the following link:

• ‘Gantt Chart vs PERT Chart vs Network Diagram: What Are the Differences?’ from ProjectManager.com

The Agile Approach 

‘Agile’ means the ability to move quickly and easily. The Agile project management approach is often used for software development projects because it is a flexible and efficient way to get products to market.

Using Agile principles helps project teams adapt to required changes faster and more easily than traditional project methods. They are handy when a project has many unknowns, making it challenging to document requirements and adapt to change effectively.

Key characteristics of the Agile approach:

• Project planning and execution are carried out in ongoing ‘sprints’ or bursts, where a team has a defined period to complete a set amount of work. The project plan, scope and design evolve and mature throughout the project.
• This is an iterative approach, with incremental, frequent and consistent delivery of workable products or chunks of work.
• There is a high level of customer involvement, with frequent reviews of progress by the project team and the customer.

An Agile project can be run using several different frameworks, including:

• Scrum (can be thought of as a guideline for adopting the Agile approach)
• Kanban
• Extreme programming
• Dynamic system development method (DSDM).

Agile methodology should not be used when:

• The project’s outcome is stable and well understood
• Repeatable deliverables must be created
• Stakeholders do not want to use Agile
• An organisation cannot support Agile because of reasons such as:
  • Lack of training in the method
  • Barriers to daily collaboration and communication between team members
  • Siloed functions or departments
  • A requirement for extensive documentation, including test reports (an Agile principle is to reduce documentation).

Resource

Read the following article by the founder and CEO of ProofHub to help you decide whether a project requires traditional or Agile project management.

ProofHub software is used for project management and collaboration:

• ‘Traditional vs Agile Project Management Method: Which One Is Right for Your Project?’ from ProofHub

Gantt charts and the agile approach 

A Gantt chart can be used for an Agile project. Tasks or activities need to be sequenced into groups based on sprints, with milestones for sprint planning and deployment.

Resource

The following articles discuss the use of Gantt charts in Agile projects:

• ‘How to Use Gantt Charts for Your Agile Project’ from TeamGantt
• ‘Using Gantt Charts in an Agile Environment’ from Smartsheet

Activity 6A: Developing a schedule for FF 

Read the case study ‘Families First Relocation Project – Part 6’. Then, prepare a Gantt chart for review and approval by the FF director and administration manager in a separate document or on a piece of paper.

Activity 6B: Developing a schedule for your project 

Prepare a Gantt chart for your project from previous Learning Activities in a separate document or on a piece of paper.