Project Management: Show Milestones in a Timeline [Part 3 of 6]

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This is the third installment of project management using excel series.

Preparing & tracking a project plan using Gantt Charts
Team To Do Lists – Project Tracking Tools
Part 3: Project Status Reporting – Create a Timeline to display milestones
Time sheets and Resource management
Issue Trackers & Risk Management
Project Status Reporting – Dashboard
Bonus Post: Using Burn Down Charts to Understand Project Progress

Why Create Project Timeline Chart?

There are 2 key elements in all the successful projects I have been part of.

  • They had exceptional individuals who are also exceptional team players
  • The communication and collaboration is really good.

While there is little that project management software can do when it comes to first point, the second point can be addressed by using right tools and visualizations. In this installment and the part 5 and 6 of this series, we will learn some excel based visualizations / charts that can help you to communicate about the project status and progress to your team and stake holders.

Project milestones can be shown in a simple time line chart in excel. While the chart doesn’t look complicated, it can provide good amount of information on project progress in a simple and understandable chart.

We will learn to create a project milestone chart like this:
Project Status Reporting - Show Timeline of Milestones

Steps to create a project milestone chart in excel

  1. In order to create a project milestone chart, we need to have the milestone data. The simplest format for milestone data is Date and the milestone. But since our chart requires the milestone to be displayed at a certain height on the chart, we will add the third column – height.
    Project Status Reporting - Show Timeline of Milestones - Data for the chart
    PS: the height column can be easily calculated using formulas. I leave it to your imagination.
  2. Once you have the data in the above format, we will add 2 more helper columns – named DUMMY and Milestone. The Dummy column is used to create the timeline (where Y axis value is zero). The milestone column is a more cleaned up version of milestones (see how it is showing #NA where the milestone is blank.)
    Project Status Reporting - Show Timeline of Milestones - Helper Data for the chart
  3. Now, select the date and dummy columns and insert a line chart.
    Project Status Reporting - Show Timeline of Milestones - Add a line chart
  4. To this chart, we will add one more data series – Height column.
    Project Status Reporting - Show Timeline of Milestones - Add another series
  5. Now select the height data series and change the chart type to a bar chart. Also set the height series to be plotted on secondary axis. Learn more about combining 2 chart types and adding secondary axis in excel.
    Project Status Reporting - Show Timeline of Milestones - Change data series chart type
  6. We will also set the horizontal / axis labels for the height series as the “milestones”. We need to do this so that when we set the data labels for the height series, we will see the milestone instead of month.
    Project Status Reporting - Show Timeline of Milestones - Change horizontal labels - data series
  7. At this point our chart should look like this:
    Project Status Reporting - Show Timeline of Milestones - Chart looks like this now
  8. Now, we will add data labels to the height series. Set the label type as “category”
  9. We will also add error bars to the height series (the bar chart). We will configure the error bar in such a way that they are shown 100% on the negative side only.
  10. After doing this, the chart should look like this:
    Project Status Reporting - Show Timeline of Milestones - Add error bars and data labels
  11. Finally we will do some formatting like,
    1. Removing fill color / line from height series by setting them to None / transparent.
    2. Changing the error bar color to a dull shade of gray.
    3. Adding chart title and aligning it.
    4. Removing vertical axes and gridlines.
    5. Formatting horizontal axis – changing label orientation, removing tick marks.

    After all this is done, our project milestone time line chart should look like this:
    Project Status Reporting - Show Timeline of Milestones

  12. That is all, we now have a cool looking project milestone chart ready. Now go and achieve a milestone.

Download the Project Milestones Time Line chart template:

I am sure you are overwhelmed reading the above tutorial. You are probably thinking if it is easier to work towards the project milestones than creating this chart. Well, don’t worry. You can download the time line chart template and play with it to suit your needs.

Download 24 Project Management Templates for Excel

What next?

Project timelines are a great way to tell the story of project to strangers and new people joining your project. They are a good addition to project status meetings and reports.

In the next installment of this series, we will learn how to use Excel to manage timesheets and resources.

If you are new, please read the first 2 parts of this series: Project planning using gantt charts, Tracking day to day project progress with team todo lists.

Your thoughts and suggestions?

What are your ideas on communicating project progress to stakeholders and new comers? What do you think about this tutorial? Please share through comments.

Project Management Templates for Excel

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24 Responses to “Free Excel Risk Map Template”

  1. Ron says:

    Why didn't you include the mitigation or risk IDs in the chart?

    • Chandoo says:

      You can easily add such detail by modifying the TEXTJOIN function. Another way to use them is to add a slicer to highlight all risks that have a specific mitigation strategy or team member assigned to them. I left out those bits fto keep the article short.

      • Rajesh says:

        I tried adding a slicer filter for the mitigation step but the TEXTJOIN is not affected by it. I added a helper column called "Visible" using the AGGREGATE function but I am unable to think of a method to pass that on to the map.
        Could you please help, Chandoo?

        Thanks

      • MyvJ says:

        Hello everyone,

        Another amazing tutorial, great content and tips! My question is about slicers. How do you add slicers to this matrix? I've added 2 columns in my workbook table (Work Stream and Project Name) and I want to be able to filter (slice) the matrix on Project Name, but having some trouble with this. The slicer works fine in the data table, but how do I connect it to the risk matrix, so that only risk titles show up for the selected project?

        Many thanks in advance for your guidance,
        MyvJ

  2. shashi kumar says:

    Can you create a sheet in live stock market data price change with profit and loss graph with time. which could indicate live profit and loss in each time frame 5minute, 10 minute, 15 minute, 30minute, hourly with some modifications

  3. Henrik B. Wieder says:

    Hi

    I've tried to get your formula to work, but likelihood / impact 1/1 does not seem to work.

  4. Sally says:

    Hi Chandoo

    Awesome instructions! Thank you so much, this really helped me.

    I was wondering if it would be possible to list the Risk ID number along with the Risk Title with a dash in between, rather than a bullet point? I have had a try at this but I keep getting a #VALUE error. I can see it's wrong but can't figure out what it should be instead. If you have time do you mind letting me know what I'm doing wrong?

    {=" - " & TEXTJOIN(CHAR(10)&" - ",TRUE,
    IF(RiskRegister[Likelihood]=$A17,IF(RiskRegister[Consequence]=F$3,CONCAT(RiskRegister[ID],RiskRegister[Risk Title]),""),""))}

    Thank you!

    Sally

    • Chandoo says:

      Hey Sally, You are welcome.

      I think the CONCAT inside TEXTJOIN is the culprit. Try this and hopefully you should see the ID too.

      {=" - " & TEXTJOIN(CHAR(10)&" - ",TRUE,
      IF(RiskRegister[Likelihood]=$A17,IF(RiskRegister[Consequence]=F$3,RiskRegister[ID]&RiskRegister[Risk Title],""),""))}

      • Sally says:

        Hi Chandoo
        You're a legend! Thank you so much! I had to make a minor tweak but otherwise it worked perfectly. Here is the tweaked version in case it helps anyone else:

        =TEXTJOIN(CHAR(10),TRUE,
        IF(RiskRegister[Likelihood]=$A8,IF(RiskRegister[Consequence]=C$3,RiskRegister[ID]&" - "&RiskRegister[Risk Title],""),""))

        Thank you again!

        • Ruben says:

          Hi, Im not able to change the formula when trying to add risk Id instead of bullet point.

          trying this: ="• "&TEXTJOIN(CHAR(10)&"• ";TRUE;IF(risks[Probability of Occurance *]=$C5;IF(risks[Severity of potential Impact *]=H$8;risks[Risk ID]&". "[Title *];"");""))

          Cant see any solution on this.

          thankful for help

  5. kris says:

    Hi Chandoo,

    This is perfect - One quick question, How can I add a hyperlink to the risks - So that I can click on the particular risk and it takes me to the actual row of that item.

    Many thanks in advance.

  6. SY says:

    HI Chandoo,

    Is there a way to only display filtered item. Once the list gets big, it's hard to see all risk.

    Kind regards,
    SinYen

  7. Jim says:

    Hi Chandoo,

    Quick question

    1) Is there a way to remove duplicates within each risk block?
    2) Is there a way to have the results in the chart update based on a filter or slicer?

    Thanks a lot

  8. Lebo says:

    Hi Chandoo,

    The risk map is a brilliant tool, and I wanted to the risk map to only show Open risks. How can I do that?

  9. Eric M says:

    Just found this today as I am making a risk matrix as well. I got the formula to work with this, where a risk score is above 30. Risk score = probability*impact*modifier.

    So this works flawlessly, ="- "&TEXTJOIN(CHAR(10)&"- ",TRUE,IF('Risk tracker'!G4:G27>=30,IF(Table1[Urgency]="Now",'Risk tracker'!A4:A27,""),""))

    I am trying to find a range now. Risk score in between 21-29. I tried using the AND function, but I couldnt get it to work. Is there anyway to get this formula to work with a range as mentioned above?

    • Chandoo says:

      Thanks Eric.

      You can't use AND() as it is not able to return arrays. You can try below formula.
      ="- "&TEXTJOIN(CHAR(10)&"- ",TRUE,IF(('Risk tracker'!G4:G27>=21)*('Risk tracker'!G4:G27<=29),IF(Table1[Urgency]="Now",'Risk tracker'!A4:A27,""),""))

  10. Michal says:

    Hello, this template is nice, thank you but im facing a problem when I need to find a range of impact. I cant figure out how..

    My actual form is "="• "&TEXTJOIN(CHAR(10)&"• ";TRUE;IF(Table1[Impact]=A8;Table1[Title];"");"")"

    Where A8 is number "1" so this formula finds everything with impact 1 and shows the titles.
    What I need to get is a range so,
    A8 is "1" and A9 is "2" and I need the formula to find all titles which impact is between 1 and 2.
    I tried the AND function and so on, nothing worked..

    Can you help me please?

  11. masoud says:

    i tried everything in your video in the end i only get the bullet... please guide me through

    • masoud says:

      Sorted it... i was flash filling the other cells and it took other columns...

      i do have another question though... how can i use slicers to filter the content of the matrix, so that it'll show only the departments i select?

      slicer is working fine with the table, but the matrix still shows all the results

  12. JP says:

    Just want to thank you for this.

    It is awesome.

  13. MyvJ says:

    Hello everyone,
    I think I accidentally nested my question in another thread. Apologies!
    This is another amazing Excel tutorial, with great content and tips! My question is about slicers. How do you add slicers to this matrix? I've added 2 columns in my workbook table (Work Stream and Project Name) and I want to be able to filter (slice) the matrix on Project Name, but having some trouble with this. The slicer works fine for the data table, but how do I connect it to the risk matrix, so that only risk titles show up for the selected project?

    Many thanks in advance for your guidance,
    MyvJ

  14. Josy says:

    This is another amazing Excel tutorial! My question is about slicers. How do you add slicers to this matrix? Please advise

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