We analysts like to compare. If you ever want to keep an analyst busy, just give her 2-3 options. She won’t return to your desk until the cows come home. My wife uses this trick all the time. Picture this:
[In late 2013]
Me: I want to buy a new phone
She: Do you want Nexus 5 or Galaxy S5 or iPhone 5s?
Its late 2014 and I am not done comparing.
So today, let’s talk about an interesting comparison scenario.
Comparing by letter or word
Imagine you are looking at 2 lists like this and you want to know where items differ. Not which items, but where.
That means, you want to know which letters or words in each line are different.
VBA to the rescue
Unfortunately, none of the standard features of Excel (formulas, conditional formatting, pivot tables etc.) can help us with this situation. But we don’t have to give up. We can use a simple VBA macro to instantly compare 2 lists and highlight mismatched letters or words.
[Related: How to compare 2 lists in Excel, a quick round up of techniques]
A quick demo of our comparison macro:
How does this macro work?
When you set out to create macros like this, the first step is to define basic algorithm (logical steps in plain English). To compare 2 sets of data, we need to do below:
- For each item in list 1
- Get corresponding item in list 2
- If they don’t match
- For word match
- For each word in first text
- Get corresponding word in second text
- Compare
- If not matched, highlight in red color
- Repeat for other words
- For letter match
- Find the first mismatched letter
- Highlight all the letters from that point in second text
- Repeat for next item in list 1
- Done
Once you write down this logic, we simply go ahead and implement it in VBA code.
The exact workings of the macro are somewhat complex. So I made a video explaining how the code works & what it can do. Please watch it below.
Video explaining the comparison macro
[see this video on our YouTube Channel]
Download Example Workbook
Click here to download the comparison macro workbook. Examine the code to understand how it is constructed. Feel free to extend it to suit your work needs.
Do you compare lists like this?
Every now and then, I end up having a situation where I need to compare by letter or word. I find VBA macro based solution to be perfect for this.
What about you? Do you compare lists? Where do you struggle with such comparisons? How would you use this macro? Please share your thoughts & tips in comments.
Become incomparable, learn VBA
While VBA is pretty powerful & awesome, not many venture beyond the basic recorded macros. You can transform the work, career & skills by learning VBA. It is not at all difficult and anyone can learn it. Start with below links.
- Introduction to VBA & 5 part crash course
- What is a macro and how to get started with VBA
- 40+ Example VBA macros
- Course: Online VBA Classes from Chandoo
15 Responses to “A Gantt Chart Alternative – Gantt Box Chart”
That's a great idea.
Maybe the planned End Date should be highlight more.
I don't know how it would look like (nor how to do it yet), but what if instead of finishing the bold line to the best case End Date, it finishes to the realistic End Date?
The idea is ok, I think other project management tools have this, already? Maybe not.
Gantt charts in my view are about the signal most unless thing in the world, theres no way you can look at one thats more that a little complex and understand what it's telling you. I'm going to write a diatribe on project management at some point, its one of my pet areas I think!! 😉
The issue I have with this chart Chandoo, is that Tasks need to be linked to each other, so they should inherit the uncertainty, which would mean the as you moved down chart the lines would be miles apart for later tasks, and you might have to add lots of lines for subsequent tasks to cover the various outcome of it's parents.
Having said that, for the high level board summary, it's a nice way to go, it it appeals to the management 😉
thanks Chandoo, great post.
Ross
Whoooa !!! That's a very clever idea Chandoo. I really love it.
I think i'll update my gantt project sheet with that idea soon (remember my template ?)
@ross : you can link start date to the end date of the previous task in your data. The only problem I still se is to which end date (real ? planned ? best ?) in order to have average amount of information.
If best end date, you'll tend to increase uncertainty at the end of chain, although if you link to real end date, uncertainty will be decreased too much, leading in both cases to wrong management direction.
Maybe planned till the task is finished then real will do the job ?
Hey chandoo, this looks good and this would definite add value in production planning / scheduling. Uncertainity in finishing a task is very high in production scheduling and this could give an insight or a bird eye view of possible shipments we can have....
I've always been frustrated by the limitations of gantt charts. Will definitely use this, I've always struggled with how to succinctly communicate the uncertainty of certain tasks without confusing stakeholders.
I like this, I think it's a very effective way of showing how a timeline can change and which parts of a project need close attention.
@Cyril / @Ross: I would intially link the the start date to the planned end date of the previous task, with the chart updating when a task has been completed to reflect the true end date.
Or what about giving a drop-down selection box to allow the user to see the chart based on planned/best-case/worst-case end dates?
Like the idea. Have found that Excel is more flexible than MS Project for graphical solutions. The "Best Case"\"Worst Case" metrics are theoretically appealing but once the project and\or phase commences their reliability diminishes. A chart like the above that showed Planned Start, Planned End, Replan End Start, Replan End Date, Number of Replans the Start and End Dates, and Actual would provide an active, actionable view of each task\phase. It would also highlight the areas which are riskiest.
It is always amazing how flexible excel can be.
My question is how would the chart show a scenario where the date moved up? If a task is dropped or the duration of the task is significantly reduced by applying more people or machinery to the task, the dates will move up.
The gantt chart has been around for a long time, but it is still quite useful to show progress.
Cheers,
B
I like the idea but seems bit complicated in case of long projects involving numerous activity.
Also, reading and explaining is required hence not feasible where plans are just send to audience for approval.
Cheers
SY
Great idea Chandoo,
When I was reading this idea regarding delivery dates, another thought popped into my mind, how can you show the uncertainty with MONEY!!
In this case, applies to cost management or even a normal budget, you think?
Would Box Chart and Gannt Chart help to understand the best case, middle case and worst case when money is spend or planned with these three risks are involved?
I imagine that this chart could help people who write their budgets get a better understanding of risks affecting their spending.
Peter
Chandoo,
I like it. How would you display an entry once it has been completed (actual)?
Thank you,
Matt
From what you have shown so far I think that this box Gantt chart is awesome! I think that this could be an extremely useful tool.
I can't wait to learn how to make my own charts in Excel.
Will the methods that you are going to teach us work in 2003 as well?
[...] Firday, we proposed a new chart for showing project plans. I chose an ugly name for it and called it Gantt Box [...]
You need to read Eli Goldratt's Critical Chain. The uncertainty you are looking for should be accounted for in a project buffer. Not at each task level.
Further you should spend time understanding Agile Development. This would have you plan only in 1-3week iterations. This allows you to embrace changes to work not yet started, and for your customer to re-direct your course at regular intervals (after each iteration) throughout your project. keyword search: Agile Scrum
These items will show you that you are solving a tracking problem for something that you can entirely avoid!
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