The Gantt chart is a format for displaying data, in addition to common formats (graphical and tabular). The Gantt chart has become widely used in business planning of projects, most likely for the simplicity and adaptability of the planning process. In the Gantt chart, it is customary to use some specific names: lag, percentage of execution, resource type, constraint type, and so on.
In the Budget-Plan Express, the page with the Gantt chart is called the production plan. However, in order for the plans from the Gantt chart to become part of the business plan calculations, the program "translates" them into a tabular standard - into the "production costs for production stages" plan following the "production plan". See "Example of calculation of the production plan of construction of multi-storey 3-sectional residential complex", and also "Example of capitalization of cost in construction projects (included in non-current assets value)".
The tasks or stages of the project display the main planning stages that are integrated into the plan groups and can have a hierarchical multi-level structure.
In "Budget-Plan Express", unlike MS Project, the structure of stages is limited to 3 levels. The maximum number of tasks (stages) in the "Budget-Plan Express" is "40".
☛ Note that if the Gantt chart was previously created in MS Project, you need to take into account the quantitative restrictions for the import and prepare the adapted project. In any case, the algorithm of the program will try to adapt the imported file independently according to the constraints.
Resources reflect cost items and are created in the "resources and production stages" directory. The same resources can be repeatedly included in different tasks (production stages), and the cost of the task is determined through the "attached" resources.
In "Budget-Plan Express" three types of resources are considered: "material" and "labor" and "other". When exporting to MS Project, "other resources" are counted as "labor".
If you want to describe the cost of stages through resources, then your reference book "resources and production stages" must coincide with the production stages in the Gantt chart.
Thus, the main goal of creating a Gantt chart in "Budget-Plan Express" is to calculate the "cost plan for the implementation of production stages" table. For this, after completing editing the Gantt chart, you need to perform a final calculation: "Data → Calculate → "Gantt chart"". Same thing - F9.
In "Budget-Plan Express" all actual calendar days (including days off) are taken into account, however MS Project by default shows the duration of stages, taking into account working days. Therefore, the number of days (the duration of phase work) in MS Project and in Budget-Plan Express may differ, even if the start and end dates coincide. It does not affect the calculations in any way.
If you want the number of days in MS Project and in Budget-Plan Express to match, you need to make the following settings:
☛ Good to know. To display the entire project in the Gantt chart in MS Project, select the "View" menu tab, select the "Time scales" item ("Months", "Quarters", "Years", etc., corresponding to the scale, then click the button right "Time scales". After that, the entire project will be displayed in the Gantt chart.
Example of export of the "Production Plan".
step 1. Create a directory with resources that (to simplify the example) coincide with similar tasks in the Gantt chart:
step 2. The next step is to create a plan for "the costs of implementing the production stages" in accordance with the previously created directory.
step 3. First, create a stage in the Gantt chart: "Expertise of project documentation", and then create the subordinate stages:
We indicate the cost of each stage and "tie" the stages to the corresponding resource (in our example, the names of the stages and resources are the same). In the task "Reconciling the project documentation" we indicate 100% of the implementation, in the task "Examination of the project documentation" we indicate, for example, 10% of the fulfillment. Also, we define the financing (payment periods): for "Harmonization of project documentation" - at the beginning, for "Obtaining a building permit" - Upon termination.
By default, financing (payment period) for each "resource" is "Proportional".
step 4. To export data in MS Project, called export, where you specify the export options: Main menu → Gantt chart → Export to MS Project.
Form of export settings:
What to export:
As a result, the task sheet (if you choose to export "tasks") will look like this:
A task sheet when you export "Task and resource sheet" will look like this:
Sheet "resources" it will look like this:
When using the resource sheet, you need to specify the proportion of used resource in a specific task: labor resource - in percent, material resource - coefficient, where 100% = 1.00:
If you constantly use the same imported file, it is recommended to create a Gantt chart in the "Budget-Plan Express" and export it to MS Project (export parameters - "tasks, resource list"), then use it to import the data. In the "code" field (see the figure above), you need to specify the resource line number corresponding to the row index in the "Budget-Plan Express" directory (the first line corresponds to the "3" index).Mandatory import condition: the project period in MS Project must coincide with the period in Budget-Plan Express.
The result of the procedure of import a Gantt chart from a project file:
After this, a link to the resource sheet is established, and the "tasks" and "costs" are imported, as shown in the figure: