Project Scheduling and Monitoring 1

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 PROJECT TASK PLANNING
This section requires some basic data entry to get the project started. Use this important section to plan out the project. Tasks should be
Information regarding project start and end dates, project team members entered, along with deadlines and task owners. Once hashed out and
and stakeholders, and non-work days is required. completed, copy and paste this plan into Tab 3 to begin monitoring project
progress.
Go to Data Entry Go to Project Task Planning
PROJECT MONITORING CHART ISSUE LOG
Copy and paste the project plan from Tab 2 into the first four columns of If issues arise, use this area to log and ensure that problems are resolved.
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 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 Return to the Introduction
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 Automated Garden System In-house Apartment
Estimated Project Start Date February 12, 2018
Estimated Project End Date December 12, 2018
Project Leader Name Kamarul
1. Project Team Members, Task Groups &

2. Holidays / Time Off Project
Stakeholders
Name Date Holiday

Kamarul 16-Feb-18 Chinese Newyear
Dr Shaharil 17-Feb-18 Chinese Newyear
14-Apr-18 Isra' Mikraj
1-May-18 Labour day
1-Sep-17 Hari Raya Haji
Planning Return to the Introduction
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 re-
pasting the data into Tab 3.
An example has been included below.
Project Task Information
Estimated Task Owner

Estimated Start
Project Task Completion (MUST USE DROP
Date
Date DOWN MENU)
1.0 Phase One

1.1 Identify project title 12/Feb/18 17/Feb/18 Kamarul
1.2 Selection of supervisor 18/Feb/18 24/Feb/18 Kamarul
1.3 Meeting with supervisor and discussing on the project title(Introduction, Problem 24/Feb/18 31/Mar/18 Hasna
Hafis
2.0 Phase Two (Literature Review & Methodology) Hafis
2.1 Study on the currrent system on the market 1/Apr/18 8/Apr/18 Hasna
2.2 Study on the process control 9/Apr/18 16/Apr/18 Halim
2.3 Type of soils sensor 17/Apr/18 21/Apr/18 Linus
2.4 Type of plant for the indoor 22/Apr/18 27/Apr/18
2.5 Design process flow 28/Apr/18 1/May/18
2.1 Design Garden 2/May/18 19/May/18 Kamarul
2.2 Design of program 20/May/18 27/May/18 Kamarul
Kamarul
3.0 Phase Three Kamarul
3.1 Preparation of mechanical parts
3.2 Fabrication of the structure
3.3 Prepare Soil sensor 6/Nov/17 14/Nov/17 Syikin
3.4 Preparation of irrigation system. eg: pump, tube 6/Nov/17 14/Nov/17 Syikin
3.5 Purchase programing hardware (Arduino) 11/Dec/17 22/Dec/17 Syikin
3.6 Program the garden system flow 1/Dec/17 8/Dec/17 Syikin
3.7 Assembly the system Syikin
4.0 Phase Four 16/Oct/17 20/Oct/17 Linus

4.1 Offline trial 27/Oct/17 31/Oct/17 Halim
4.2 First trial planting 1/Nov/17 10/Nov/17 Kamarul
4.3 Monitor plant growth
4.4 Harvest the plant
4.5 Setting for better plant growing. (try and error) 23/Oct/17 10/Nov/17 Hafis
4.6 Finalize the garden 23/Oct/17 17/Nov/17 Hafis
4.7 Preparation for project presentation 1/Dec/17 8/Dec/17 Hafis
5.4 Safety Check 1/Dec/17 8/Dec/17 Halim
5.5 Test Run 11/Dec/17 30/Dec/17 Hasna
6.0 Work Station Setup

6.1 Define Lightning Requirement 8/Dec/17 15/Dec/17 Halim
6.2 Define Working Environment Condition (Fan,etc) 8/Dec/17 15/Dec/17 Halim
6.3 Machine Labeling 8/Dec/17 15/Dec/17 Linus
6.4 Register Machine In Symix System 15/Dec/17 22/Dec/17 Kamarul
6.5 Setup Work Station (Accept /Reject Box,Chair,Tool etc) 18/Dec/17 30/Dec/17 Linus
7.0 Machine Part Modification

7.1 Safety Cover 11/Dec/17 22/Dec/17 Hafis
7.2 Others 11/Dec/17 22/Dec/17 Hafis
8.0 Machine Commisioning

8.1 Commisioning Report 18/Dec/17 29/Dec/17 Kamarul
8.2 OJT-Supervisor/Operator 29/Dec/17 5/Jan/18 Kamarul
9.0 Document Update
9.1 Production Layout 29/Dec/17 5/Jan/18 Kamarul
9.2 Machine List 29/Dec/17 5/Jan/18 Hafis
9.3 Machine History Card 7/Jan/18 17/Jan/18 Hafis
9.4 PM Schedule 7/Jan/18 17/Jan/18 Hafis
9.5 FMEA 7/Jan/18 17/Jan/18 Kamarul
9.6 Control Plan 19/Jan/18 26/Jan/18 Mahmood
9.7 SOP 19/Jan/18 26/Jan/18 Mahmood
9.8 WI Modification/ New WI 22/Jan/18 31/Jan/18 Kamarul
9.9 Review Machine Installation Checklist 22/Jan/18 31/Jan/18 Kamarul
9.10 Review Commisioning Report 22/Jan/18 31/Jan/18 Kamarul
Work Schedule Monitoring Return to the Introduction
GANTT CHART LEGEND
IMPORTANT NOTICE: Holiday / Vacation / No Work

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. Planned Project Work Day
Task Completed
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 COMPLETION STATUS LEGEND
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. Task Completed Ahead of Schedule
Task Completed Behind Schedule
Project Task Information Week 1 Week 2 Week 3 Week 4 Week 5
12/Feb 19/Feb 26/Feb 5/Mar 12/Mar

Estimated Actual
Estimated Actual Start
Project Task Completion Task Owner Completion Comments
Start Date Date 12 13 14 15 16 19 20 21 22 23 26 27 28 1 2 5 6 7 8 9 12 13
Date Date
M T W T F M T W T F M T W T F M T W T F M T
1.0 Phase One H
1.1 Identify project title 12/Feb/18 17/Feb/18 Kamarul 12/Feb/18 16/Feb/18 ECN : 1708035 y y y y H
1.2 Selection of supervisor 18/Feb/18 24/Feb/18 Kamarul 17/Feb/18 23/Feb/18 Modify table height&gap H y y y y y
1.3 Meeting with supervisor and discussing on the project title(Introduction, Problem st 24/Feb/18 31/Mar/18 Hasna 24/Mar/18 30-mac-18 H y y y y y y y y y y y y
2.0 Phase Two (Literature Review & Methodology) H
2.1 Study on the currrent system on the market 1/Apr/18 8/Apr/18 Hasna H
2.2 Study on the process control 9/Apr/18 16/Apr/18 Halim H
2.3 Type of soils sensor 17/Apr/18 21/Apr/18 Linus H
2.4 Type of plant for the indoor 22/Apr/18 27/Apr/18 H
2.5 Design process flow 28/Apr/18 1/May/18 H
2.1 Design Garden 2/May/18 19/May/18 Kamarul H
2.2 Design of program 20/May/18 27/May/18 Kamarul H
3.0 Phase Three H
3.1 Preparation of mechanical parts H
3.2 Fabrication of the structure H
3.3 Prepare Soil sensor 6/Nov/17 14/Nov/17 Syikin H
3.4 Preparation of irrigation system. eg: pump, tube 6/Nov/17 14/Nov/17 Syikin H
3.5 Purchase programing hardware (Arduino) 11/Dec/17 22/Dec/17 Syikin H
3.6 Program the garden system flow 1/Dec/17 8/Dec/17 Syikin H
3.7 Assembly the system H
4.0 Phase Four 16/Oct/17 20/Oct/17 Linus H
4.1 Offline trial 27/Oct/17 31/Oct/17 Halim H
4.2 First trial planting 1/Nov/17 10/Nov/17 Kamarul H
4.3 Monitor plant growth H
4.4 Harvest the plant H
4.5 Setting for better plant growing. (try and error) 23/Oct/17 10/Nov/17 Hafis H
4.6 Finalize the garden 23/Oct/17 17/Nov/17 Hafis H
4.7 Preparation for project presentation 1/Dec/17 8/Dec/17 Hafis H
H
H
H
H
H
Week 5 Week 6 Week 7 Week 8 Week 9 Week 10 Week 11 Week 12 Week 13 Week 14 Week 15 Week 16 Week 17 Week 18 Week 19 Week 20 Week 21
12/Mar 19/Mar 26/Mar 2/Apr 9/Apr 16/Apr 23/Apr 30/Apr 7/May 14/May 21/May 28/May 4/Jun 11/Jun 18/Jun 25/Jun 2/Jul
14 15 16 19 20 21 22 23 26 27 28 29 30 2 3 4 5 6 9 10 11 12 13 16 17 18 19 20 23 24 25 26 27 30 1 2 3 4 7 8 9 10 11 14 15 16 17 18 21 22 23 24 25 28 29 30 31 1 4 5 6 7 8 11 12 13 14 15 18 19 20 21 22 25 26 27 28 29 2 3 4 5 6
W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F
y y y y y y y y y y y y y H
x x x x x H
x x x x x x H
x x x x H
x x x x x H
x H
H x x x x x x x x x x x x x
H x x x x x
H
H
H
H
H
Week 22 Week 23 Week 24 Week 25 Week 26
9/Jul 16/Jul 23/Jul 30/Jul 6/Aug
9 10 11 12 13 16 17 18 19 20 23 24 25 26 27 30 31 1 2 3 6 7 8 9 10
M T W T F M T W T F M T W T F M T W T F M T W T F
Issue Log Return to the Introduction
Date Issue Comments Resolution
Liase with supplier for suitable sensor (on-going)

Temporary to use spare sensor and modify the conveyor
29/Sep/17 Sensor not detect the parts Target to come - 03 Oct 2017
output
- To receive fibre optic sensor from Keyence for trial
Liase with supplier on the functionality of controller.

5/Oct/17 Speed controller not run smoothly Temporary use current controller(analog) Target : 09 oct 2017
'- Change new board with old electronic board (12/9/17)
Test run for 2nd time not yet start due to the speed controller
12/Oct/17 Will be start after digital speed controller fix. Start on 16/10/17
delayed
19/Oct/17 Counter controller unable to stop the machine Liase with supplier for the connection
Customized Progress Report Return to the Introduction
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, October 12, 2017 Enter Date to End Progress Report Thursday, October 19, 2017
Analysis of On-Schedule Tasks to Date Analysis of Task Completion to Date Analysis of Project Time Management
Behind Schedule Tasks - Tasks Completed Project Days Passed

Started Project Days Left
Tasks In Progress
Behind Schedule Tasks -
Tasks Not Yet Started
Not Yet Started 10%
Regularly Scheduled
Tasks
483% -383%
100% 90%
Task Owner Task to be Completed During Specified Period Task Status Scheduled Due Date On Track Status
#N/A #N/A #N/A #N/A #N/A
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Project Planning and Monitoring Tool

DATA ENTRY PROJECT TASK PLANNING

Go to Data Entry Go to Project Task Planning

PROJECT MONITORING CHART ISSUE LOG

Go to Project Monitoring Go to the Issue Log

CUSTOMIZED PROGRESS REPORT

Project Name Automated Garden System In-house Apartment

Estimated Project Start Date February 12, 2018

Estimated Project End Date December 12, 2018

Project Leader Name Kamarul

1. Project Team Members, Task Groups &

Name Date Holiday

An example has been included below.

Project Task Information

Estimated Task Owner

1.0 Phase One

4.0 Phase Four 16/Oct/17 20/Oct/17 Linus

6.0 Work Station Setup

7.0 Machine Part Modification

8.0 Machine Commisioning

GANTT CHART LEGEND

IMPORTANT NOTICE: Holiday / Vacation / No Work

Task Completed Behind Schedule

Project Task Information Week 1 Week 2 Week 3 Week 4 Week 5

12/Feb 19/Feb 26/Feb 5/Mar 12/Mar

1.0 Phase One H

2.0 Phase Two (Literature Review & Methodology) H

2.2 Study on the process control 9/Apr/18 16/Apr/18 Halim H

2.3 Type of soils sensor 17/Apr/18 21/Apr/18 Linus H

2.4 Type of plant for the indoor 22/Apr/18 27/Apr/18 H

2.5 Design process flow 28/Apr/18 1/May/18 H

2.1 Design Garden 2/May/18 19/May/18 Kamarul H

2.2 Design of program 20/May/18 27/May/18 Kamarul H

3.0 Phase Three H

3.1 Preparation of mechanical parts H

3.2 Fabrication of the structure H

3.3 Prepare Soil sensor 6/Nov/17 14/Nov/17 Syikin H

3.5 Purchase programing hardware (Arduino) 11/Dec/17 22/Dec/17 Syikin H

3.6 Program the garden system flow 1/Dec/17 8/Dec/17 Syikin H

3.7 Assembly the system H

4.0 Phase Four 16/Oct/17 20/Oct/17 Linus H

4.1 Offline trial 27/Oct/17 31/Oct/17 Halim H

4.2 First trial planting 1/Nov/17 10/Nov/17 Kamarul H

4.3 Monitor plant growth H

4.4 Harvest the plant H

4.6 Finalize the garden 23/Oct/17 17/Nov/17 Hafis H

4.7 Preparation for project presentation 1/Dec/17 8/Dec/17 Hafis H

9/Jul 16/Jul 23/Jul 30/Jul 6/Aug

Date Issue Comments Resolution

Liase with supplier for suitable sensor (on-going)

Liase with supplier on the functionality of controller.

Behind Schedule Tasks - Tasks Completed Project Days Passed

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