Manual ProjectSheet (Pro)


Google Sheets add-on

ProjectSheet is a Google spreadsheet with Add-on functionality which you can get and manage from a Google spreadsheet Add-ons menu. The add-on creates two sheets for Task schedule and Resources and a sidebar on the right side of the sheets with project scheduling functions. The sheets can be selected from tabs at the bottom of the spreadsheet.

You can edit the sheets with the standard spreadsheet functions in combination with the special add-on functions from the sidebar.

You can close the sidebar by clicking on X at the right top.
Re-opening the sidebar is done using menu Add-ons > ProjectSheet > Open sidebar.

You can provide all empty or copied Google spreadsheets with ProjectSheet from menu Add-ons > ProjectSheet > Add ProjectSheet.
In case of an empty spreadsheet wait until the sheets are completed and the sidebar appears.

Customization

The spreadsheet can be customized, but within restrictions because of ProjectSheet functionality:

  • Do not change or extend the Gantt chart in the sheet itself.
    Adjust the timescale with the settings in the sidebar.
  • Do not delete or copy ProjectSheet columns.
    You can hide ProjectSheet columns and insert custom columns in the table.
  • Keep the number of header rows unchanged, including hidden row 3.
  • Do not delete or copy ProjectSheet worksheets in the same spreadsheet.
    Custom worksheets may be added.
  • ProjectSheet columns cannot keep cell formula's.
    Cell formulas in custom columns can use cell values from ProjectSheet columns.

Authorization

As soon as you start using ProjectSheet for the first time, Google gives an authorization screen. Here you can see that the add-on modifies the spreadsheet and that it requires access to an external service because of the Pro functionality.

Uninstall

If you do not want ProjectSheet anymore in a certain spreadsheet, you can disable it at menu Add-ons > Manage add-ons.... It opens a dialog with all your add-ons. Select MANAGE at ProjectSheet and un-select 'Use in this document'. After you did this you can delete the tabs without rebuild. In the same menu you can 'Remove' ProjectSheet completely from all your spreadsheets.

Task sheet

The task sheet consists of a table on the left and an accompanying Gantt chart on the right.

Each column in the table has a header indicating the type of information in its column. The header titles can be customized to for instance a different language. The order of the present columns can be changed and custom columns can be inserted.

Each row represents a task which contents is described in column 'Task description'. Rows may remain empty for readability. Use normal spreadsheet functions to insert, clear, delete or copy rows.

Summary task

A task is a summary task as a result of the Work Breakdown Structure (WBS). A summary task has subtasks and only requires a Task description. Start date, Finish date, Progress, Work and Cost are calculated as a result from its subtasks. Summary tasks have their row text in bold.

Milestone

A milestone indicates an important moment in the schedule. It is a task that only has a finish date, the start date is left empty. In the Gantt chart a milestone is visible with a different color than normal tasks and summary tasks.

In the Pro version a milestone has a duration of 0 days.

Gantt chart

The Gantt chart is positioned right from the task table in the task sheet.

Time scale

The Gantt chart shows a time frame with a timescale. This section can be shifted and zoomed.

Task bars

The Gantt chart shows each task with a horizontal bar from its start date to its finish date inside the timescale.

Summary task, normal task and milestone bars have different default colors. The color of a task bar follows the background color of the Task description cell if Gantt bar with progress color is disabled and a background color other than white is selected.

Today indication

If today's date falls in the timescale, a vertical dashed line indicates this date.

Progress indication

The progress percentage of a task is translated into a double line in the task bar in the Gantt chart. If this double line stops before the current date indication, this means project delay.

Task columns

The task columns are in the task sheet.

WBS

This column is read-only and states the WBS (Work Breakdown Structure) code per task. Changes in the WBS (like inserting tasks) may result in renumbering of WBS codes. Changing a task's level of indent is done by WBS functions in the sidebar.

The code consists of steps divided by dots. Step numbers consist of consecutive numbers starting at 1. The amount of steps equals the level of the WBS code. Codes having an equal start belong together.

Example:

1Summary task A
1.1  Task B
1.2  Summary task C
1.2.1    Task D
1.2.2    Task E
1.3  Task F

Tasks B, C and F have the same level. They each have two steps.
Tasks D and E belong to the same summary task C, they share the same first two steps.

The WBS column is read-only. The WBS code of all tasks are re-calculated automatically after each affecting change.

Task description

The task description is the starting point of the schedule. The description states what needs to be done or what needs to be delivered. The text will indent according to its WBS level. Notes can be added to a Task description by using the right mouse click menu.

Newly added tasks will automatically get a WBS code with the same outline level as the previous task. A task and its WBS code will disappear entirely if its description is deleted.

Start date, finish date

These columns contain the start date and finish date of each task. These dates are shown as a bar in the Gantt chart if they are inside the time scale.

Summary tasks receive their dates from their subtasks, they cannot be entered.

Double-clicking an entered date gives a calendar pop-up to adjust the date.

Progress

The progress of each task. It is expressed in %.

Summary tasks receive their progress from their subtasks, there is no need to enter them.

Days (Pro)

The task duration is entered in working days. Two weekend days are taken into account and are not counted in the duration and proceed the week start day as selected in the sidebar.

The finish date follows a change in the duration. The duration follows a change in the finish date. Work hours follow duration days with 8 hours per day if they are coupled with this option in the sidebar.

Removing the duration removes the start and finish dates.
Summary task days cannot be entered, they are calculated based on their start and finish dates.
A duration of 0 gives a milestone.

Link (Pro)

Tasks can be linked:

nonenot linked
chainstart date follows finish date of its previous task in the WBS, on the same level; this is indicated with '>' at the start of the Gantt bar
fixedstart date is fixed and will not shift with its summary task; this is indicated with 'X' at the start of the Gantt bar

Work hours (Pro)

Enter here the hours for a task. A summary task adds the underlying hours. When a task's duration is increased, the work hours needs to be updated manually.

The Pro version has the option to couple work hours to task duration with 8 hours per day.

Resources (Pro)

The assigned resources. A resource can be a work resource type or a material resource type, as indicated in the Resources sheet. The quantity per resource is stated after each resource between [ ], except for 1 which can be omitted. Examples:

Rcorresponds to 100% availability (work) or 1 unit (material)
R[1]corresponds to 100% availability or 1 unit
R[0.5]corresponds to 50% availability or 0.5 units

Assigning multiple resources is indicated by separating them by a semicolon. Example:

R1;R2[0.5]

Assigning work resources will not change the required work hours, but in he Pro version the task duration will follow the assigned availability of the work resources.

A resource is automatically added to the Resources sheet or adjusted if already present.

Cost (Pro)

The cost per task, calculated from the assigned resource quantities and the cost per resource, and in case of a work resource, the required work hours. The work hours per task are divided amongst the assigned work resources based on availability.

Cost per work resource = assigned availability * Rate per resource * Work hours / total assigned availability

Cost per material resource = assigned resource quantity * Rate per resource

User defined (e.g. Workdays)

A user defined column can contain any information. Also cell formulas can be applied for dedicated calculations on e.g. dates and costs.

Resource columns (Pro)

The resource columns are in the resource sheet.

Resource name

Descriptive name of the resource. A resource will disappear entirely if its name is deleted.

Type

A resource can be a work resource (default) or a material resource. Work resources are counted per work hour, material resources are counted per unit.

Rate per resource

Cost for a resource per hour or unit.

Total count

All work hours or units assigned to a single resource across all tasks.

Total cost

All cost of a single resource across all tasks.

Sidebar

Some functions require that one or more tasks are selected first before choosing a function in the sidebar. Selection can be done per row at the left margin of the sheet or by selecting any cell in the task row. Only adjacent rows can be selected, not multiple selections.

The sidebar can be closed with X in its black title bar. The sidebar can be opened again in the add-ons menu of the spreadsheet.

Edit Work Breakdown Structure

< WBS    WBS >

This function decreases / increases the level of the WBS code and the amount of indent of the task descriptions of the selected tasks.
For example WBS 1.2.2 becomes 1.3 or WBS 1.3 and 1.4 become 1.2.1 and 1.2.2.

Collapse selected task(s) / Expand selected task(s)

All subtasks of the selected summary task(s) are hidden / shown. Selecting multiple summary tasks can only be done by selecting adjacent rows in which they fall, not by using multiple selections.

Collapse all / Expand all

Only summary tasks are shown or all hidden tasks are shown again.

Shift start date of tasks

Shift non-summary tasks in time, adjusting their start and finish dates.

  1. Select adjacent task(s) you like to shift. Summary tasks cannot be shifted by itself.
  2. Choose Get in the Sidebar to show the earliest start date of the selected task(s).
  3. Enter the new earliest start date in the calendar.
  4. Press Set to shift the selected task(s) accordingly.

In order to see the shifted tasks in the Gantt chart, it may be needed to change the start date of the time scale.

In the Pro version chaining comes before shifting, and shifting always results in a working day.

Set Gantt chart timescale

Adjust start date of time scale

The start date of the timescale can be set to :

  • today
  • earliest start date of the selected adjacent task(s)
  • chosen date

The start date will be the first start day of the work week before the resulting date.

Set weeks per period

The time scale consists of 10 periods. A period can last from 1 to 6 weeks.
Each period starts at the chosen start day of the work week, which date and week number are indicated.
A period has 7 scale items. See the table below for the corresponding total scale time.

Scale periodTotal scaleScale item
1 week10 weeks1 day
2 weeks20 weeks2 days
3 weeks30 weeks3 days
4 weeks40 weeks4 days
5 weeks50 weeks5 days
6 weeks60 weeks6 days

Start day of work week

The first day of the work week can be set to Sunday or Monday. The start day of a period in the Gantt timescale will be adjusted. In the Pro version the weekend calculation will be done in line with this setting (Friday-Saturday or Saturday-Sunday). Monday is the default setting.

Progress with color indication / Gantt bar with progress color

When selected, the background color of the Progress cell indicates progress status.
When selected, the Gantt bar color indicates progress status.

ConditionHighlight
today before task start dateno color
today after task start date and progress on schedulegreen
today after task start date and progress behind schedule yellow
today after finish date and progress less than 100%red
progress equals 100%no color

Assign resources (Pro)

This function in the Sidebar assigns resources to the selected task(s).

  1. Select adjacent task(s) in 'Task schedule' sheet.
  2. Choose required resource in pull-down or add new resource.
  3. Enter the required Quantity or leave empty for 1.
  4. Press Assign button or Remove button.

Link Days and Work hours

Task duration and Work hours can be set independent or follow each other with 8 hours work per day. The option takes effect on changes and on new tasks only.

Help

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Pro

Start a 10-days trial with the Pro features or activate this version after your PayPal purchase. In the black title bar Pro will appear after ProjectSheet and in case of the trial between brackets the remaining number of days.

Import

Import your ProjectWork schedule file from Google Drive into ProjectSheet for sharing and real-time collaboration with colleagues and customers.

Export

Exports your schedule to a ProjectWork file in Google Drive. By clicking the Google Drive icon you will get the recent list in Google Drive with the exported file on top. In Drive you can open the file with ProjectWork when you have registered for a free 1 month trial or purchased a license.

Refresh

This function in the Sidebar recalculates the WBS codes and the Gantt chart. In some cases they are not automatically updated after changes.