How to manage a small web project: a simple approach

Some times ago I wrote a post about a structured process you must know to develop a web application and many readers asked to me to write something simpler about how to manage a small web project. I think there are not general rules for that but, without doubt, a correct approach can help you manage your projects more efficently and achieve quickly the final result.

I prepared this picture that illustrates a simple process with 3 main phases you can use as reference to manage a small web project:

1. Planning

Plan what you have to do, how you have to do it and in which time.

1.1 Define project scope

First step: Identify 4-5 high-level points which define the scope of your project. Don't underrate the importance of this step because if you are able to describe your project in a nutshell, it means you have a clear idea about what you have to do. So it will be simpler to realize it.

1.2. Identify main features to implement

Second step: Identify main features of your web project and add, for each of them, some details such as relationships, general notes, ecc. For example image to have a simple project with only two main features: user login and profile management. You can represent them in this way:

That's a simplified example only to give you an idea.


1.3. Define sitemap

Next step: define a sitemap of your project with files and folder. Be accurate in identifying all files to implement (HTML/PHP page, JavaScript files,...) because they are final deliverables to implement.

1.4. Plan a daily to-do list

Set daily milestones using a simple to-do list. So everyday you'll know exactly what you have to do. In this way, you can easy monitor your progress measuring what you did a certain day and what had to do.

2. Developing and testing

In this phase: write HTML, CSS, PHP, JavaScript... code and test small portions of code during developing (preliminary test). So it wil be simpler find bugs and errors. When your web application is ready, stress it with a final test to catch errors you didn't find during preliminary test which cause unexpected behaviors .


3. Publishing

Now you are ready to publish your project on-line. When your website or web application is on-line do a last test on what you published to assure you that it's all ok. That's all!

If you have some suggestion please leave a comment, thanks!

External links

Take also a look at these links:

- Software development methodology
- Agile software development - Wikipedia, the free encyclopedia
- Manifesto for Agile Software Development

Related posts

- Structured process you must know to develop a web application
- Simple process to estimate times and costs in a web project
- How to manage a small web project: a simple approach
- Simple process to estimate times and costs in a web project
- The Deming Cycle: an application to web design

Google Spreadsheets Tips: Gantt Chart (Microsoft Project-like) using Widget

Google Spreadsheets is a powerful web application to do everything you do using Excel. A nice way to use it is to manage a project plan with a gantt chart (microsoft project-like) and share it on-line with your team.This is a free and versatile solution to do that. This tutorial illustrates how to use Google Spreadsheets Viewpath Gadget to implement it.

Take a look at this spreadsheet


Step 1: Project Plan structure
First step is defiing your project plan structure. I suggest you to use this basic structure:

Column A: Task ID (WBS) (an unique ID which identifyes each task with a progressive number).
Column B: Task description (a short description of the activity).
Column C: Percentage of completion (0%-100%).
Column D: Predecessor (finish-start relationships between tasks).
Column E: Start date (task start date).
Column F: Finis date (task finish date).

The result is something like this:

All previous fields are required for viewpath gadget but, if you want, you can add other columns with other infos (for example the name of a resource assigned to each task, task duration in terms of day, ecc...). When your project plan structure is completed you are ready to add Gantt Chart using Google Spreadsheets Viewpath Gadget.

Step 2: Add Gantt Gadget
Click on Chart icon and select Gadget option.

In the Gadget window find and select Gantt Chart gadget (by Viewpath) and click on Add to spreadsheet button:

In the option window assign all required parameters to the correct column of your project plan structure (for example Start dates in this example are in the column E):

After assigned all columns, click on apply button and see the result. Now you can save your project plan , publish and share it with all member of your team.


Related Content
See also the following link about this topic:

• Google Spreadsheets Tips: invert word position using formulas
  
• Google Spreadsheets: formulas tutorial
• Gantt Chart with EditGrid online spreadsheets
• Implement a Project Plan and manage activities with Google Spreadsheets
• Project Management: a project plan with Excel (template)
• Gantt Chart using Google Spreadsheets and conditional formatting
• Project Management: Excel Gantt Chart Template

On-line resources for Project Management

I noticed a big interest on several posts I wrote on this blog about Project Management topic. This is a "compilation" about the most readed posts you can find on Woork about this argument. I also added a list of my preferred applications on-line I use to manage projects and a link to MyToDoList an open source application which I developed to manage small projects.

1. Project Management templates and tutorial
Some tips to organize a project plan
Project plan template for Excel
Excel Gantt Chart Template for project management
Implement a Project Plan and manage activities with Google Spreadsheets
Gantt Chart using Google Spreadsheets and conditional formatting
Gantt Chart with EditGrid online spreadsheets

2. MyToDoList PHP
MyToDoList PHP is a free open source application I developed using PHP and MySQL. It's only a proposal you can customize how you prefer to manage small projects:

I received a lot of positive messages about this small application so actually I'm working to a serious upgrade with news functionalities and I hope to release it as soon possible.


3. On-line Spreadsheets applications
My preferred free tools to manage spreadsheets on-line:

Google Spreadsheets
Google Spreadsheets is a part of Google Docs web application suite.

Related links on woork about Google Spreadsheets:

Use Google Spreadsheets to get financial informations about companies
Google Spreadsheets: formulas tutorial

EditGrid online spreadsheets
EditGrid is an online spreadsheet. It works solely in a web browser and it serves you and your spreadsheets better than ever in many aspects.

Project Management free on-line applications
This is a short list with my preferred, free on-line applications to manage projects:

Basecamp
Basecamp is the smarter, easier, more elegant way to collaborate on your internal and client projects.

Comindwoork
Online tools for project management collaboration and knowledge sharing.

GoPlan
Manage multiple projects with ease using Goplan's intuitive user interface. No click-trickery to get to the information you need to work on - all your projects are immediately accessible from your account dashboard, next to your assigned tasks, issues and calendar events.

Project Management: Excel Gantt Chart Template

In the past days I received some requests from my readers to deploy a simple Excel template to manage a project with a Gantt chart (in the right side of the sheet).

So I prepared this spreadsheet you can download and use in your job. The sheet contains only the following fields: WBS, Task Owner, Status, Start Date, Finish Date, Percentage of completion.



Download Excel Template

WBS structure is organized in two levels: activities and tasks. Each activity contains one or more task.
Each task has an owner and a status (I suggested:in progress, delay, completed, suspended, but you can change it like you prefer) and a percentage of completion.

Add a new task
To add a new task, copy a row with a task and paste it where you want. Remeber to update WBS number for the new task.

Add a new Activity
To add a new activity, copy a row with an activity and paste it where you want.

I hope you can find it useful. For infos or request please contact me :)


Related Post
Project Management: organize a project plan
Project Management: a project plan with Excel (template)
Gantt Chart using Google Spreadsheets and conditional formatting
Implement a Project Plan and manage activities with Google Spreadsheets

Gantt Chart using Google Spreadsheets and conditional formatting

Today's lesson explains how to implement a dynamic Gantt Chart using Google Spreadsheets and conditional formatting (change with rules option).

Take a look at this spreadsheet or copy this spreadsheet in your Google Apps Account

Implement the gantt chart
For explain the topic of this post I prepared a spreadsheet whit a simple work breakdown structure, with only four columns (WBS, activity, start date, finish date).

The question is: how do you do to change a date and update automatically the gantt chart?

You can think to solve the problem in this way, using a simple IF statement: for each activity, if the date's value, contained into the row 2 (in gray), is equal or grater than the activity's start date or the same date's value (row 2) is equal or less then the activity's finish date, add an "X" into the cell. Otherwise leave the cell blank. Formula for the cell C4 is:

=if(AND((E$2>=$C4),(E$2<=$D4)),"X","")

You can copy and paste this formula into the other cells.

So, if a cell satisfies the previous rule, you can use conditional formatting, to change the cell's background from the default color (white) to another color.

Click on cell background color icon and select Change with rules.



Select the following rules:

Text is exactly = X

... then, select the background color you want to apply to the cell.

How you can see in the first image, I used two color: yellow for activities and green for activities'tasks. You can repeat the previous rule changing the color from yellow to green for your tasks.

Take a look at this spreadsheet here.

Similar posts

Implement a Project Plan and manage activities with Google Spreadsheets
Project Management: a project plan with Excel (template) Google Spreadsheets: formulas tutorial

Gantt Chart with EditGrid online spreadsheets

Today I tried EditGrid to implement a simple Gantt Chart. EditGrid is a free and very powerful on-line application, which you can use to create and manage your spreadsheets.

I found immediatly a clear interface, simple and more similar then Google Spreadsheets to Excel and, moreover, I found a more fast and better response then Google Spreadsheets during the use and a full and more complete control for cells' formatting (border, background, number format...).

Take a look at the spreadsheet

My Gantt chart is a simple list of activities with a start date and a finish date.


Activity's Start Date is calculated like the minimum value of all Start Dates of tasks that compose it.

=min(C6:C9)

Activity's Finish Date is calculated like the maximum value of all Finish Dates of tasks that compose it.

=max(D6:D9)

Task's Duration is calculated using datediff() function:

=datedif(C7,D7,"d")

Unfortunately what it lacks is conditional fromatting to apply to cells (present in Google Spreadsheets), so you have to rapresent the Gantt Chart manually.

In general, I think EditGrid has many points to its favor respect its more famous adversary in terms of usability and funcionalities and it can be a real alternative to Excel more than Google Spreadseets.

Related Posts

Project Management: organize a project plan
Implement a Project Plan and manage activities with Google Spreadsheets
Project Management: a project plan with Excel (template)

Implement a Project Plan and manage activities with Google Spreadsheets

In the past days I added some post about the topic project management: organize a project plan and implement a project plan with Excel. I added also an Excel template that you can download here. In this post I'm going to explain how to implement a project plan using Google Spreadsheets. You can see the example at this link.

Copy and use this spreadsheet

Create a copy of this spreadsheet for your Google Apps account


File structure
My Google Spreadsheets file has two woorksheet WBS (work breakdown structure of the project) and User View (a list with resources to assign to each task.)


Work breakdown structure
In WBS sheet you have the following columns: WBS (task ID), Task (task description), Pred (predecessor), % (percentage of completion), Owner (resource assiged to the task), Role (owner role);


Owner role is calculated looking for the name insert into the column Owner into the sheet User View using VLOOKUP function (vertical lookup), for example:

=vlookup(E5,'user view'!A:B,2,)

...it search the value contained into the cell E5 on the sheet user view in a colum's interval from A to B, and return - if the value in E5 exist in the column A - the result from the column with index 2 (column B).

Sheet WBS has also other columns like star date, finish date, re-planned star date, re-planned finish date, project delay, and a section to assign a variable cost + fixed cost + a manual adjust to each task.

Take a look at the spreadsheet for more info about all columns.


Resources
All resources (task's owner) are located into a second worksheet User view. I have added some basic columns and the hour cost for the resource.


Total Task is calculated automatically from the sheet. I have simply added a function, COUNTIF, that count how time an user si repeted into the sheet WBS

=countif(wbs!E:E,A3)

... it updates the counter if finds in the column E of the sheet WBS a value equal to the value contained into the cell A3.


Excel or Google Spreadsheet?
Sincerly, I found Google Spreedsheets a good application to create spreadsheets with a medium level of complexity, but the "response", for an Excel-addicted, is not the same. In any case it's a useful service and, above all, it's free!

Project Management: a project plan with Excel (template)

In the previous lesson I explained some general rules about how to organize a project plan structure and implement it with an excel worksheet to manage your projects. I implemented the Excel worksheet that contains two sheets: WBS and HR. WBS is the work breakdown structure of our project and HR contains data about the resources assigned to each task.

Download Project Plan Template (excel)


WBS Sheet: Activity-Task status
Columns A:F contains general information about Activities and Tasks:

Before assigning a resource to a task, you have to add all information about the task's owner into the sheet HR.

HR: Define Project Resources
In this sheet you can add resources and assign them to your project's tasks:


Task Assigned counts the number of task assigned to each resources. It is calculated using COUNTIF() Excel function. This is an example of use of this function:

=COUNTIF(WBS.D:D;B5)

... in other words: "update the counter only if, in the interval of reference, WBS.D:D (column D of the WBS worksheet), find a value qual to the cell's value B5 in the sheet HR".


WBS Sheet: Project Dates
Columns G:I contain informations about activity start-date/finish-date/total days. For each task, you have only add a value for Start Date and Finish Date. Days will be calculated automatically such as difference between columns H - columns G.


WBS Sheet: Re-planned Date
Columns K:Q, contains info about re-planned dates and the project delay.
If you want to re-plan start-date or finish-date of an activity, you have check the column K with an "X" into the cell relative to the task you want to re-plan.


So, you set SD Delay (start day delay - in terms of days) and/or FD Delay (finish day delay - in terms of days) - Column L:M. Re-Start Date, Re Finish Date, Re-Days (replanned days) and Project Delay will be calculated from the sheet.

WBS Sheet: Costs Control
Columns S:X contains informations about cost management. You can specify hours and hour cost for each resource assiged to a task.

You can also add Fixed Cost and an Adjust (flat) to simulate cost's trend.

Download Project Plan Template (excel)

More updates about this topic coming soon :)

Project Management: organize a project plan

This is a first lesson about how to organize a project plan structure to manage a project using Microsoft Excel.

Define the Work Breakdown Structure
What is it a Work Breakdown Structure? We can say it is a hierarchical tree structure useful to organize all necessary task to complete a project. In this example I chose a simplified structure wih only two level (Activity - Task):


An activity is composed from many tasks and every task has some informations about its status, for example: percentage of completion, owner, start date, finish date...
I suggest you not to exaggerate with the levels' structure. A three level plan such as the following is the in many situations:

Level 1. Macro Activity
Level 2. Activity
Level 3. Task

Calculate Start Date, Finish Date and POC of an activity
Let's look an activiy is an group of tasks therefore, all informations about its status depend from the single tasks that compose it.

Start Date of an activity is calculated such as the minimum value of all start date of tasks that compose it.

Start Date Activity = SDAi = min(SDTi)

...where SDTi are the start date of tasks that compose the activity i.

In the same way, Finish Date of an activity is calculated such as the maximum value of all start date of tasks that compose it.

Finish Date Activity = FDAi = max(FDTi)

...where SDTi are the finish date of tasks that compose the activity i.


POC, percentage of completion (%), is calculated such as the average value of all percentage:

POC = POCAi = AVERAGE(POCTi)

...where POCTi are the percentages of completion of tasks that compose the activity i.


Adding a control for replanned task
It can be useful to mantain a trace of original dates, in case you want to re-plan start date or finish date for one or more tasks . In this case, you can add the following columns on your file: Replanned Start Date, Replanned Finish date, Replanned Days (total), Delay (days):


Delay is calculated like the difference of:

Delay = (Replanned Start Date - Start Date) + (Replanned Finish Date - Finish Date)

In the next lesson I will explain how to add a cost control on this plan and how to implement it with Excel.