Session 11: Tracking, Closure and Review

Tracking your Project with Project Libre

There are multiple ways of entering "real" data into your project. You can use timesheets and enter details by the day/hour for each resource or you can add the information into each task. For a small project, I find that the easiest method is to add the actual data into each task.

Before you start to track your actual information against your plan, you need to set a baseline.

I will use the Project Libre file that we created in class to demonstrate the tracking procedure. 



Setting a Baseline


I will set mine to Baseline 1. You can have multiple Baselines for tracking purposes, whether they be for different sections of your project, or for different scenarios or plans.







Once you have set the Baseline, you will be able to view the actual information against the plan. The plan shows up as a shaded area, currently underneath the plan. As you enter in actual start dates and progress information, the shaded area (your plan) will remain and the actual information will alter based on the actual data that you enter.

Adding Columns

To make it easier to enter the actual/real data, add the Actual Start Date and the Actual Finish Date to the Gantt Chart details.



Move the new columns so that they are straight after the planned information. 

Entering your data

You are now ready to start entering your data. If you want your reporting to be at a particular point in time, you can set the Project Status Date to the date you are reporting. Under the File tab, choose Information and you can set the current date and the status date.



We were a day late in starting our project. Enter the Actual Start Date to be a day later than your plan. 

Add other relevant actual information to your project.

The following are examples based on my version of the plan.










Class Activity 1


Add the Actual Start date and Actual Finish Date to your Gantt Chart. You could also add percentage if you like.

Set a status date.

Enter information for Actual Start Date OR Actual Finish Date as well as % completed.

View your Tracking Gantt Chart as well as some of the reports mentioned below.

Network Diagram




Progress Reports

Task Usage Report



Project Details


With some resources allocated so that we can view costs


Task Information - Earned Value


Resource Information


Task Information - Cost




There are other reports that you can produce as well. Here is a rundown of some of the reports and what they actually mean https://project-management.com/projectlibre-tutorial-part-5-reports/

And just in case you are really interested in what the calculations mean, you could read this
https://www.pmi.org/learning/library/earned-value-management-systems-analysis-8026

Project Closure



Read the project closure section in the following articles

https://www.pmi.org/learning/library/importance-of-closing-process-group-9949

https://thedigitalprojectmanager.com/project-closure-best-practices/

Template:
https://mymanagementguide.com/project-closure-template-key-steps-to-closing-a-project/


Class Activity 2

The Big Move project has been completed, with the opening event last Saturday. The project generally went smoothly except for the following:

  • Moving day was wet, but there were enough breaks in the rain to get most of the boxes successfully loaded and unloaded. Unfortunately, 2 boxes were dropped and some water damage occurred to the items in the boxes.

  • The truck was an hour late

  • 2 volunteers called in sick the morning of the move

  • Opening day was beautiful and sunny and we had over 600 hundred people turn up to an event that was planned for around 500, exceeding all expectations
What might the Close Out report look like? Use the template above as a guide.

Imaging Tools

Don't forget the tools that have previously been mentioned:

Canva.com and/or Desygner.com for logo design



For image editing such as cropping an image, transparent background, resizing etc.




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