GANTT

Written by Søren Emil Kjær

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Abstract

Successful project managers apply a systematic way of thinking . This article will elaborate on this problem-solving process by applying Gantt charts as a tool within the project managers toolbox. This is very much linked up with the definition of the word project, which is defined as a set of activities which has a definite beginning and a definite end .Gantt charts used to be a laborious process, since it was only possible to create them manually by hand. That has since changed and at the time of writing the Gantt chart has undergone a major development since its first introduction .The purpose of this article is to create an understanding of how to use Gantt charts in the 21st century and provide guidance on how to use them specially for project managers. What fundamental insight to obtain before implementing a Gantt chart and how to work with your Gantt chart once it is implemented. Furthermore, how to use Gantt charts together with other project schedule management tools and how that collaboration can create value for the project. The article will also present different types of software to use when working with Gantt charts and how that software has evolved the Gantt chart. Conclusively the article will present the limitations of Gantt charts as a tool by defining when, where and by whom the tool is not applicable.

Fundamentals of the Gantt chart

The Gantt chart as a tool is one of the keystones within the project schedule management discipline . Presented by Henry Laurence Gantt in the second decade of the 20th century the tool was initially used as a visual representation of the time schedule and progress of a given project . A Gantt chart consists of bars displayed against time. Each bar represents an activity, and the length of a bar indicates the time consumption of the given activity. The left-hand side of a bar represents the beginning of an activity and the right-hand side of a bar marks the completion of an activity. The time axis is dependent on the detail level of the chart and can therefore represent units such as years, months, days and so forth. This can be derived from figure 1, which displays the simple algorithm of the Gantt chart. Where the activities in the form of bars are displayed against the time axis in the chart. The progress during a project can be linked to the Gantt chart and be tracked with a vertical line that represents the current date. This vertical line is also present in figure 1. Furthermore, so-called milestones can be implemented in the chart. Milestones represent key project deliverables such as the first test flight of a new airplane. This is represented in figure 1 by a star. This allows the project manager to obtain a better overview of the project and its time schedule and therefore enables a greater probability of the project becoming a success with regards to the project schedule management. To create a Gantt chart with sufficient and robust information it is necessary to implement the Work Breakdown Structure (WBS) method. The purpose of the WBS is to identify and segment all the different activities that defines the entire project . By doing so the Gantt chart becomes more detailed and creates a manageable chart of the entire project where constraints such as overlapping activities and dependencies can be outlined. The purpose of a Gantt chart is to outline and monitor the time schedule of a project. This is enabled by making it a very graphical and intuitive tool to use, hence why it is so widely used in the discipline of project schedule management around the world2. The technological advances in our modern-day society have made the use of Gantt charts a lot easier and with basic knowledge and skills it is possible to create Gantt charts using simple computer software such as Microsoft Projects and Excel. This will be further elaborated on in the latter part of the article.

Application of the Gantt chart

The Gantt chart is applicable in the majority of projects. It is especially accustomed in projects with a continuous and/or repetitive workflow. This could include projects in form of production, construction et cetera. To apply the Gantt chart there are some key steps that has to be performed in order for the chart to become useful for the project and the project manager. It is important to note that a Gantt chart is a dynamic tool which has to be managed along the project.

The five steps

The overall steps to take in order to create an adequate Gantt chart is defined by the PMBOK Guide4 (1) to be the following:

1. Define Activities.

2. Sequence Activities.

3. Estimate Activity Durations.

4. Develop Schedule.

5. Control Schedule.

Annotated bibliography

Harvey Maylor, (2001), Beyond the Gantt Chart: Project Management Moving on, University of Bath.

Gunnar Lucko, Thaís Da C.L. Alves & Vanessa Lira Angelim, (2013), Challenges and opportunities for productivity improvement studies in linear, repetitive, and location-based scheduling, Department of Civil Engineering, Catholic University of America, Washington, DC, USA and Department of Civil, Construction and Environmental Engineering, San Diego State University, San Diego, USA and Integral Engenharia, Fortaleza, Brazil.

Gus Cicala, (2020), The Project Managers Guide to Microsoft Project 2019, Wilmington, DE, USA.

Allan D. Orr, (2004), Advanced Project Management: A Complete Guide to the Key Processes, Models and Techniques, Kogan Page Business Books.

Randal Wilson, (2014), A Comprehensive Guide to Project Management Schedule and Cost Control 1st edition, Pearson.