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Gantt Charts
The next step of the planning process is to create a Gantt chart using the information from your Activity Network Diagram.
Put simply, Gantt charts are a form of bar chart that illustrate a project schedule. They invented in the early 1900’s by Henry Gantt, who was introduced in topic 1. Early Gantt charts were drawn on paper and later made out of blocks of lego (see figure 12).
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Figure 17: An Old Style Gantt Chart, Found at https://www.projectmanager.com/gantt-chart, accessed 25.07.19
Modern Gantt charts have been transformed by the use of technology, and there are many different project management applications that simplify the task of creating one. Gantt charts can tell you:
• The start date of the event planning phase
• The event planning tasks
• Activity owners
• When a task is estimated to start and finish
• How tasks group together, overlap, link and depend on each other.
In a project, a Gantt chart will be used from the planning phase right up until project completion. This is different in an event where the Gantt chart is used mainly for the planning phase in the lead up to the event itself. It is possible to include event execution and write a list of all the tasks that need to take place during the event, but it is rare to use a Gantt chart on the day to keep activities on track.
CHALLENGE YOURSELF Think back to your Certificate level events studies. Can you recall the planning tool that is used on the day(s) of an event to make sure that all activities happen in the correct sequence? Why do you think Event planners will often use this tool for the event itself rather than a Gantt Chart?
Whilst Gantt charts are an extremely useful tool from project management, there are a couple of disadvantages that you should be aware of:
Table 5: Advantages and Disadvantages of Gantt Charts
Advantages Disadvantages
You can easily visualise all the activities that need to occur Requires a lot of effort to create chart, particularly for complex events
Can view phases by days, weeks months and quarters if necessary to track workflow Requires effort to maintain the chart and track progress
Dependencies between tasks can be identified Sometimes all tasks not visible in one view
Resources can be allocated to ensure no overlap or overworking, allowing easier team management Bars represent the time taken to complete a task but don’t indicate complexity or effort
Helps with time management
Progress can be tracked
Risks can be identified in real time
Useful tool to present at team update meetings
Encourages team to think through the whole event in detail and increases awareness of the amount of work that needs to be done Can be difficult to realign activities and move from one work stream to another
Despite these disadvantages, Ghantt charts are still an excellent tool for planning your event and managing people, time and activities more effectively.
Gantt charts are usually created using MS Project or MS Excel. MS Project is software that is specifically designed for the scheduling of projects and, once you master how to use it, has many useful functions. Gantt charts can also be created using excel, a tool that students are often familiar with and are more likely to have installed on their laptops.
A B C
D E F
Figure 18: Example event Gantt chart in MS Project
The programme that you use will often be dictated by the company you work for. For the purpose of this unit, we will be working with MS project to create Gantt charts. Figure 13 shows a snapshot of an MS Project Gantt chart for an event. The highlighted features include:
A. The task name
Using the work packages that were created for the Work Breakdown Structure, the individual tasks are listed in this column. They can be grouped together via a ‘summary’, and the individual tasks can be expanded or rolled up to see a high-level view. Milestones and deliverables should also be included in this column, such as ‘Client kick-off meeting’ or ‘Delivery of training materials’. Remember not to get too detailed in the task list – it should provide an overview and not the exact instructions!
B. Duration of task in days
This column tells you how long the specific task will last for. When you first create your Gantt chart this will be an estimate of how long you think it will take for the activity to be completed. This can be quite difficult to get right because of outside influences and possible dependencies; to be on the safe side it is always better to overestimate than underestimate! If you do put unrealistically short estimations in then the following might happen:
• The planning goes off track and a domino effect happens as other dependent key activities get impacted. This could put the whole event in jeopardy. • More resources may need to be hired to complete tasks that have unrealistic timeframes. • If team members believe the timings are unrealistic, they might stop trying to make them happen and effort will reduce. • Quality might be sacrificed as teams try to finish tasks in the allotted time.
C. Start and end date
If you have a confirmed date for your event (this should have been signed off during the initiation phase), and you have estimated the duration of your activities, then it is advised to start with the Event Day phase and work backwards to find out when you need to get started.
D. Predecessor (does this task rely on the completion of any other task?)
This is the column that helps you to map out the dependencies. For example, if the task is to ‘Train temporary employees’, then this will be dependent on the ‘Recruitment of temporary employees’ task being completed. On MS Project, you would input the row number of the dependent task. This will then be displayed visually with an adjoining line between the two tasks on the Gantt chart.
E. Resource name
In this column you would input the name of the task owner. In MS project, there is a separate tab where you will build your resource list. There are many options in this tab, including the type of resource, how much each resource costs, what percentage of time each resource will be available to work etc. This feature will also allow you to see whether your resources are overallocated, which is very useful for large events with multiple work streams. If you find that you have assigned too much work to a resource then this will impact your schedule.
F. Visual Gantt chart
In this part of the screen your Gantt chart is automatically prepared as visual representation of your plan, allowing you to quickly see activity overlap, any dependency issues or resource conflicts.
How to create a basic Gantt chart - a step by step guide
1. Using your WBS and Critical Path analysis, create a list of the main items involved in your event (booking venues, entertainment, recruitment, marketing etc.) alongside the key milestones (start online ticket sales, finalise budget, onboard new staff, event date etc.).
2. Breakdown each of the items into the tasks required, taking care to not get tied down in the details (these do not need to be step by step instructions!). Input these into the ‘task list’.
3. Using the duration estimates from your Critical Path analysis, add the estimated or ‘ideal’ calendar dates for each activity.
4. In MS project, you can also add in the ‘predecessor’ which defines the dependencies and order of activities.
5. You can then add the resource or external agency that will be responsible for each task (we will discuss resource allocation further in the next section).
Learning Activity 3.4 - Introduction to Gantt charts
The best way to learn how to use MS Project is to practice
Open MS Project online (your instructor will support you) and start to explore your way around the software, using the below website guide and YouTube tutorial to support you.
MS Project guides shorturl.at/JK457
Once you feel comfortable with the programme, create a Gantt chart from the following information and then answer the questions below.
NOTE: Start your Gantt chart from 1st January 2020.
ID Number Task Duration (days) Dependency 1 Examine feasibility of staging the event 10 None 2 Form organising committee 7 1 3 Bid for event 10 2 4 Appoint Event Manager 28 2 5 Book venue 20 4 6 Develop a detailed event management plan 28 4 7 Obtain permits and licenses 21 6 8 Seek major sponsors 31 5 9 Obtain specialty equipment 15 7 10 Select and notify important officials 20 6 11 Recruit team of volunteers 60 6 12 Book caterers 5 5 13 Produce promotional materials 10 8, 14, 10 14 Invite dignitaries 5 6 15 Recruit and train event volunteers 30 11 16 Develop event program 5 6 17 Register competitors 56 16 18 Commence media blitz 15 13 19 Transport equipment to venue 3 15, 9 20 Setup venue 3 19 21 Finalise competitors 2 17 22 Finalise catering arrangements 2 12
1. If activities commence on 1st January 2020, what is the earliest day that the sporting event can take place?
2. Group the activities into similar areas and create ‘summary tasks’ within MS project (for example, a summary task might be ‘Venue and Equipment’ and you might group ID numbers 5, 9, 19 and 20).
3. Colour each different area in a differently in the Gantt Chart view.
4. In the ‘Format’ task bar, click on the ‘Critical Tasks’ option to highlight the critical path. How many tasks are in the critical path?
5. View the Network Diagram view in the top left of the home page. This is an easy way to create a simplified network diagram.
6. View the Resource Sheet. Whilst we have not inputted any resources into this engagement, you can see all the different types of information that can be added to create a detailed resource plan.
Learning Activity 3.5 - Creating a project Gantt chart
Complete the following tasks.
1. Create a Gantt chart in MS Project for your Dubai based event that you have been working on throughout this SLG. You should assign theoretical resources, ensuring that there are no activity conflicts.
2. Now create a Gantt chart of your Dubai based event in MS Excel. You can either use the template provided in the LMS, or use one of the in-built templates that can be found via a home page search (ask your instructor for support if you are struggling to find the templates).
a) What are the advantages and disadvantages of creating Gantt charts in MS Project versus MS Excel?
b) If you were the Event Manager for a small college tennis tournament, which tool would you use? Justify your answer.
c) If you were the Project Director for a major construction work stream for Dubai Expo 2020, which tool would you use? Justify your answer.
