Do you want to create a simple, elegant and useful tracker using Excel? You can make trackers with features like tables, data validation rules and conditional formatting. In this page, I will explain the process for creating an Excel tracker.
Demo of the Excel tracker we will be creating...
Download the tracker demoed here
Click here to download the Excel Tracker explained in this page. Use it to understand the process or change it to suit your needs.
Purpose of the tracker
You can't track what you don't know...
Let’s say you want to build a tracker to keep track of the visitors to the corporate office of Big Large Inc. You need to capture below details for compliance purpose.
- Name
- Type of person (Full time, Temporary or Visitor)
- Department visiting (one of the 7 departments if the person is Full time or Temporary)
- SOP status (Not started, read, read & signed)
It is a fairly straight forward tracker, except for this bit:
If the person is a visitor, then no need to get “department”.
Thanks to Colette, who emailed me with a description of this template.
Steps for creating Excel tracker
Step 1: Create a table with below columns.
Just type the headings, select them and press CTRL+T.
Learn more about Excel Tables
Excel tables can help you build trackers, plans, lists or data. They make data analysis, charting or pivoting a breeze too. If you are new to this powerful feature, check out this getting started with tables guide.
Step 2: Set up data validation rules
This is the important bit. We don’t want garbage data in our tracker. So set up simple rules on each column.
Data validation rule for Type column:
This is rather simple. Just select the Type column, go to Data > Validation and set up the validation type as “List”. Type out the possible values – Full time, Temporary, Visitor and click ok. Here is a screenshot of the process.
Learn more about Data Validation Drop Down List
Data validation makes it easy to set up a list of allowed values for a cell or table column. Learn more about setting up data validation list.
Data validation rule for Department column:
Now this is a tricky one. We want to show a list of departments if type = Full time or Temp. Else we want to leave it blank.
Start by setting up a list of departments in a range and give it a name like lstDepts
Now, we will create a dynamic named range that will return either lstDepts or blank depending on what is picked in [@Type] (the current row’s type value).
We can use the trusty IF formula for this.
=IF(Table1[@Type]<>"Visitor",lstDepts,"NA")
Create availableDepts named range (Formulas > Define Name) like this:
Once the named range is created, use it as List for data validation on the Department column as shown below.
Data validation rule for “SOP Status” column:
This is similar to the rule for “Type” column.
Step 3: Highlight what matters with conditional formatting
Let’s say Big Large Inc. is fussy about the SOP status and want to quickly monitor anyone not starting the SOP process or half-done it.
You can use conditional formatting to easily spot these.
Just set up rules to highlight the Status column based on what matters to you.
For example, if you want to highlight all “Read” statuses, you can use below rule.
Here are few more rules.
That is all. Our tracker is ready. Go ahead and roll it out.
Learn more about Conditional Formatting
Conditional formatting is a great way to keep an eye on important bits of information. You can set up rules to highlight missed deadlines, top 5 values or values meeting a criteria. Getting started with conditional formatting.
Video - How-to create an Excel tracker
If you are still fuzzy over the details of how to create a tracker in Excel (or you just want an earful of my sweet voice) you can watch below video. I explain the process with greater detail on the data validation rules.
You can also watch this video on Chandoo.org YouTube channel.
Download Excel tracker - Demo file
Tips for creating AWESOME trackers
Trackers are a big part of spreadsheet life. Here are my top tips for creating long-lasting, friendly and useful trackers.
- Use Tables for inputs: Tables are natural for keeping data like this. So use the liberally.
- Apply validation rules: to prevent unwanted data from getting in. You can use data validation to allow lists, valid dates or even complex conditions. See this demo.
Either or condition in data validation
- For large trackers, create a settings tab: If you have a large tracker with several columns and rules, create a separate worksheet to maintain the rule data (like validation lists, boundaries for valid values etc.)
- Apply conditional formats: People like to know when their inputs are right. So use conditional formatting features like icons to highlight (in)valid data entries. See this demo.
Awesome data entry forms with conditional formatting + data validation
- Consider Excel Forms instead of shared workbooks: If you need multiple people to access the tracker to update or input data, consider using Excel Forms. This online features works great for collecting data in a secure manner. Click here for more info.
28 Responses to “Team To Do Lists – Project Tracking Tools using Excel [Part 2 of 6]”
[...] & tracking a project plan using Gantt Charts Team To Do Lists - Project Tracking Tools Part 3: Preparing a project time line [upcoming] Part 4: Time sheets and Resource management [...]
the templates are great (I bought the combo).
What I'm missing is a way to have the project gantt chart and reporting with the data per resource, in such a way that I can also show the occupation per resource on an extended gantt chart.
So with hours entered per person per project or sub-activity, to show a gantt chart of how many hours/days a person spent on which project (or plans to spend).
[...] from: Team To Do Lists - Project Tracking Tools using Excel [Part 2 of 6] 25 Jun 09 | [...]
Hi Chandoo,
Funny I have a post on the value of MS project lined up which I will post when the current monster project I'm working on finishes and I get some free time!
I'm not sure this would help with any of the projects I've worked on, closing down a to do list seems like more effort than it's worth, but it might be useful for some things. I guessing it doesn't, but does the time stamp not update when you recalculate the work book?
keep up the good work!
Ross
@Ross.. Thanks for sharing your ideas... I think to do lists are a great way to keep up with project activities and ensure accountability from individual team members, when they are implemented right.
"I guessing it doesn’t, but does the time stamp not update when you recalculate the work book?"
Your guess is right. When you change the calculation mode to "iterative", excel takes care of the nittygritties and retains older values in circular references in formulas.
[...] Project Management in Excel [New Series] - Gantt Charts | To Do Lists [...]
[...] & tracking a project plan using Gantt Charts Team To Do Lists - Project Tracking Tools Project Status Reporting - Create a Timeline to display milestones Part 4: Time sheets and Resource [...]
Hi Chandoo,
The template give me lot of convenience to monitor the thing to do. It simple. Thank You
[...] & tracking a project plan using Gantt Charts Team To Do Lists - Project Tracking Tools Project Status Reporting - Create a Timeline to display milestones Part 4: Time sheets and Resource [...]
[...] make sure you have read the first 4 parts of the series - Making gantt charts [project planning], team todo lists [project tracking], project time lines chart [reporting] and Timesheets and Resource Management using Excel. Also [...]
Chandoo,
I really do not see any befit to this function in Excel unless it was somehow tied into some other chart. That is say a scheduled activities % complete is based on the to-do list.
The only way this chart would be useful is if no one was assigned none dependent task that could be done by anyone. The cases were both of these conditions are true are so few and far between it really makes this chart worthless.
@Brian... Once you have a todo list up and running, it is easy to get metrics out of it. I didnt propose it as it might look a bit too micro-management-ish.
I am able to understand what you meant by "The only way this chart would be useful is if no one was assigned none dependent task that could be done by anyone. The cases were both of these conditions are true are so few and far between it really makes this chart worthless."
Can you explain?
"Chandoo"
What I mean is this. Lets say you have 10 task which are part of one activity/WBS that is in your schedule. One there are very few cases were many people would be assigned to complete this one scheduled activity with no direction being given who should what of the 10 task. It is poor management, and the task 90% of the time would not get done in a timely manner if say 4 people were responsible. Secondly, you are assuming all 10 task are independent of each other. You might need to do task 1 thru 3 before you can do task 4, and to do task 7 you might need to do 4 and 6. Thirdly, the time it would take to compile and then fill out the to-do-list even in limited applications is really not worth it.
I just see almost no applications why a team would need to inform others separate from the schedule that they have completed a task on a to-do list unless anyone of the 4 people could of completed that task.
My point is, there might be a few very limited applications for this type of list but this list would be worthless as a Project Management tool in every other case.
However, change this from a to-do-list to a document change log and it is perfect. Instead of to-do it is the documents name or summary of what changed in the document. The person is who edited the document, and the time stamp is when they checked it in. But I do not know why you would use excel when there is free software you can use commercially that is 10 times better that does document management.
I think using excel to do Project Management over a real Project Management application is a bad idea. Unless you are running a very small, simple project, the time and effort is a lot more to use excel compared to the cost of the Project Management software.
This comes back to my point, I love your site, however, just because you can do something in excel does not mean you should do it. To often the time it takes to use excel is wasted 10 times over from the cost of doing it in an application designed to for the specific application.
@Brian: The todo list mentioned here is meant to keep track of all the tasks for which detailed planning is not necessary but some sort of tracking is needed. These are not be confused with project activities (a la gantt chart).
I like your suggestion about using this as a document tracker. Pretty cool use.
Coming to your point about excel as a real project management tool, well, I have my views, but in a serious project environment, it would surely payoff to have a dedicated project management application.
[...] & tracking a project plan using Gantt Charts Team To Do Lists – Project Tracking Tools Project Status Reporting – Create a Timeline to display milestones Time sheets and Resource [...]
Chandoo,
Wonder how the timestamp column will maintain its previous data. Both Today() and Now() functions will update as and when the next timestamp happens.
[...] Preparing & tracking a project plan using Gantt Charts Part2: Team To Do Lists – Project Tracking Tools Part3: Project Status Reporting – Create a Timeline to display milestones Part4: Time sheets and [...]
I've combined this with the issue tracker since I like the automatic date stamp, but one thing I'm noticing is that I can't replicate the chart that goes along with the issue tracker because the cells that are referenced have the formula that inserts the time stamp instead of a the actual date value. All the dates of the last 30 days display 0 when they should have a value.
Is there a way around this?
I have edited the chart so that my team members can update the percentage completion of the assigned tasks. When the cell is updated, i would like the time stamp to update. How would I manipulate the formula to update whenever the drop-down list is changed?
[...] … ??? To Do List [...]
Excel is great however sometimes you need to get a better idea of what tasks each person on your team is working on at any given time. We've developed a web app that can do just that! Each person has a list of tasks, listed in the order they have to complete them.
HII,
I want to expand the database through excel where i am working on 11 cities as of now and i want to expand it upto 50 cities and hence forth the data related to it will also expand so i want to make it precise where i can get updates also that this work is required to be done at that particular day or date
Thanks for making all of this information available for free. I am currently using excel to track everything for the first time. I later plan to output our information here with a more visual presentation. Wish me luck!
Can some one point me out to some additional direction on the "Who Finished it?" column? Something more 'basic' for a newbie excel guy? lol I got everything else working on this tutorial but that column. I can't seem to recreate it and I know a lot of it is due to lack of knowledge with VB code. I'd like to recreate this column very much 🙁
Dear Chandoo,
Thanks for the team to do list, kindly let me know how to set the column who " finished it " from another work sheet
Hi Chandoo,
Unable to download it - can you please check the link and confirm.
Great inhisgt! That's the answer we've been looking for.
Hi Team,
I know u all are the best programmers in the world!!! that's I am here to rectify my issues. here is my question please ans me as soon as possible before 8-3-2017 its really urgent.
I have a project named the production tracker.
1) I require the user form which shows the names of the Associates which are linked to the different tracks. when the user is selected the particular track related details and dropdowns should appear.
2) I need to track the associate needs how much of the time to complete the particular task. with start stop and pause and resume timer.
3) It should display the daily count of the production and save the data to the another Excel file.
this production tracker should save all the data no matter how many people logs in into it.
Please help me for this it will be very appreciated.
you can directly email me on my mail ID: tusharkch694@gmail.com