gGanttic Tutorial
Trailmap is is to Google Spreadsheets what Microsoft Project is to Microsoft Excel. Even better perhaps. gGanttic is a web application available to anyone without registration or login. It does not store any of your data. Instead it shows you, as an interactive Gantt Chart, the project tasks stored in your Google Spreadsheet.
Well, not exactly. To move tasks from Microsoft Project to Excel one has to do Export. gGanttic, on the other hand, uses Google Spreadsheet to store the tasks all the time. gGanttic merely offers the Gantt Editor of the Spreadsheet stored tasks.
gGanttic Tutorial - Table Of Content
Getting Prerequisits - What you need to get going
Silverlight
Silverlight is the technology that allows this desktop like experience, dragging tasks around in gGanttic inside your browser window. Silverlight 2.0 has been officially released on October 13, 2008 (known as Release To Web or RTW)
Since private beta release in November 15, 2008 gGanttic uses Silverlight 2.0 RTW.
Early beta testers who used gGanttic versions before November 2008 should uninstall their Silvelright Alpha or Beta versions and install RTW instead
Google Account
Very probably you already have it. If you have Gmail, you have it. Most of gGanttic users come onboard because they like the concept of Online Office and have Google Documents and Spreadsheets utilised. If my guess is wrong and you don't have it, gGanttic is just one more good reason to get it. It is free. It works from everywhere.
At present, gGanntic only makes use of Spreadsheets, but integration with Calendar and Gmail is in plans.
gGanttic Web Application
Flow
The goal of gGanttic Web Application is to get you to the Gantt Editor. Everything else is auxiliary.
- Demo page is only used to appreciate the quality of gGanntic by potential users. As an user you do not need it.
- Authentication page (the only page not shown on the diagram above) helps Google let gGanttic to communicate with Spreadsheets.
- Your First Project page creates your first project
- Sheets Pages shows all the Spreadsheets that are Projects and allows you select one for editign
- Gantt Page hosts Gantt Editor. This is the main page and its content Gantt Editor deservingly receives separate section of this tutorial all to itself.
Your typical flow is to arrive to gGanttic home page, click Enter, select the Spreadsheet from the list and get to the Gantt Editor, eding the project,
Save project.
Not shown on the flow chart the Google Log-in pages that allow gGanttic access your Spreadsheets and at the same time ensure your password is not given out a 3rd party (gGanttic)
Log-in and Security
One of the distinctive features of gGanttic is that there is no registration (sign up) with us. We don't keep your profile. We don't know your age. We don't know if you are human. So, why we talk about Log-in anyway?
That is because gGanttic Projects are your Google Spreadsheets, and to be able to work this magic, gGanttic has to be able to ask Google what Spreadsheets you have in order to show you the list of Projects, and what rows you have in the Project Spreadsheet and to send back the modifications you made in the Gantt Editor.
Same as we avoid storing your data and keeping your profile, we don't want to be exposed to your Google Account username and password. Google enables this anonymity. A clever idea of theirs we call Google Web Login for 3rd parties and Google calls AuthSub. Here is how it works.
gGanttic sends you to Google login page. You log into Google Account. Mind that you are actually doing it vis-a-vis Google. gGanttic is not involved in this process at all. After you did so, Google sends you back to the previous gGanttic page, adding a security "token". This token is only good for gGanttic and only for a very short while, for the duration of your session to be precise. Nobody else can use it. Even you can only use it one time.
If that was not secure enough for you, Google takes extra care. Google shows you the page where they say that what applications gganttic.com asked Google to provide access to, and makes sure you agree.
The good thing about Google Web Login is that you are not asked to devulge your Google password and have all of the control of letting 3rd party, in this case gGanttic, to access your data. The flip side is that every time you want to use gGanttic, you'll be send to Google to login and then to confirm to Google that you trust gGanttic. We at gGanttic has developed a
less secure but more stream-lined alternative, which we hold back, unless we are absolutely sure that this is what our users prefer.
Sheets
The names of the Spreadsheets in the list are clickable. Clicking on a name opens that Spreadsheet in the Gantt VIew.
Your First Project
There are several ways in which you can create your first project.
- gGanttic - To get you up and running quickly you can start right from gGanttic. Go to the "Your First Project" page and click the big button there.
- Tutorial - You might want to download the Tutorial Project as a good starting point.
- Google Spreadsheets – Create your own project on a Google Spreadsheet. Alternatively, if someone shared a project spreadsheet with you, you can copy it, rename and start using as your own project.
- Excel - You can upload your own Excel file to Google Spreadsheets.
If you create your own project on Google Spreadsheet or upload from Excel remember to
- name the sheets appropriately;
- use the correct names for column headings: id, name, start, effort, resource, progress, label, note, predecessor.
Gantt Editor
Overview
Gantt has the Timeline grid and the
Menu bar.
Menu bar allows
Saving and
Reloading of Project to/from Google Spreadsheets, Create/Remove a
Filter to show some/all of the tasks, change
Timeline Resoultion (zoom in/out) and scroll to today's position.
Tasks and Milestones on the Editor are editable Interactively (by dragging and dropping) and via Task Dialog.
Interactive editing is the core value proposition of gGanttic. Regard a Task, any Task. Task has 3 handles - Duration, Progress, Connection. Dragging Duration handle changes duration, moving the right side of the Task, resizing task. Dragging Progress handle changes progress from 0 to 100%. Dragging connection handle and dropping into another task creates connection (dependency) between the two tasks, making first one predecessor and the last one (where the drop occured) successor. Then there is the whole body of the Task that serves as defacto Move handle. Dragging Task itself changes the begin date, moves the task around the timeline.
Gantt Editor Menu Bar
- Save - to save your edits to Google Spreadsheets back end. Mind that without explicitly saving, your changes will not register with Google Spreadsheets and if you close the browser window, will be lost.
- Reload - to load the current state of the project's Google Spreadsheet.
- Add - create new Task in this Project.
- Today - scroll the timeline to today
- Show All - cancel any filter you might have set up. If there was no Filter, it does nothing.
- Plus and Minus buttons - changes Timeline Resolution.
Timeline
Timeline is the grid on which time units are drawn, Timeline Rulers name the units so it is clear what unit is where and horisontal scrll bar allows moving in time forwards and backwards.
Today date is colored orange. It is clearly visible and color is selected to draw attention. For long projects or low Timeline Resolution, one can wander far from today date, so Menu button Today added to instantly scroll today date back into the view.
Timeline Resolution
Scrolling is necessary but insufficient. Sometimes one might want to case the bird eye view on the project tasks. Some other times one might want to zero in on a small area and edit short tasks.
By clicking "+" and "-" (Plus and Minus) buttons on the Menu you change the Timeline Resolution. The default is Months and Days.
Timeline Resolution Example - gGanttic own use case
Just to give you an example from gGanttic own experience, most of the developement times is done in 3 weeks sprints. So tasks tend to be measured in days. The default resolution of Gantt Editor suites it perfectly.
During release day however we have a feverish activity, with many small tasks, each measured in hours, sometimes fractions of hour. Those days are planned ahead, and typical Resolution for it is Day-Hour.
Every 3 months we make a planning session and postmortem review. We want to learn lessons of our past mistakes and plan, in general terms, furure direction. For the postmortem only some milestones are of interest, and low Resolution is needed to see them all onscreen. So we use Filter to see only tasks with Label "h1" which in our own lingo means most important milestones, and we use lowest Resolution available.
Tasks and Milestones
Tasks are rectangular areas whose starting point and length indicate their starting time and duration respectively.
Milestones are special kind of Tasks whose duration is 0 (zero). They are painted differently - as a diamond. Milestones can not be resized by dragging.
Milestones can become Tasks if you change the effort (duration) from 0. Conversly you can turn Task into a Milestone if you make its effort 0 The change is done via Task Dialog, as we shall see later in this document.
Name
All Tasks have Name. Names are not necessarily unique, thought it is prudent to name them differently for beter readibility on screen.
Name is written in blue on the right side of the Task.
Progress Bar
Progress Bar is a black bar drawn along the middle of the Task. There is no Progress Bar for the milestones, as they have no duration.
At the right most tip of the Progress Bar there is a Progress Handle. Dragging this handle changes Progress of the Task. One can drag the Handle all the way to the right - which results in 0% progress, or all the way to the right - making it 100% , and therefore finished.
If the progress is 100%, then the task is considered finished. Finished status is important for color representing the Task, as we shall see in the
Color Coding secsion.
Resources
On the right hand side of a Task or Milestone, right after the Name, the Resource is shown. Resource is typically a person in charge of the Task. Resources are green.
There can be only one Resource assigned to a Task. gGanttic does not support multiple resources.
Resource is assigned a taks full time. gGanttic does not support percentage of resource being allocated.
Labels
On the right hand side of a Task or Milestone, right after the Name, there are red Labels. Labels are free text. You might be familiar with the concept from Gmail.
Labels are useful to cataloge tasks for future lookup and selective (filtered) display of tasks. Labels is a powerful features that sets gGanttic apart from desktop Gantt editors.
Color Coding of Tasks.
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Tasks are color - coded.
- Future tasks are unfinished tasks (progress less then 100%) whose finish date is in the future. Future tasks are blue.
- Late tasks - the the unfinished tasks whos finish date is in the past - are red.
- Conflicting tasks are connected tasks where predecessor finish date is later then successor start date. Conflicting tasks are orange. Besides color coding, a Lable "Conflict" is added to both tasks in conflict.
- Finished tasks are green, regardless of Past or Future, and even if task is in conflict.
- Milestones also have colors. Notice that changing milestone progress is only possible in Task Dialog
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Editing Tasks
Interactive Task Editing
Changing Begin Date (Move)
Click and hold your mouse on the Task itself. Start dragging it left and right to move. This changes task Begin Date, but does not change Effort, and therefore the End Date changes too.
Chanigng Effort (Resize)
Click and hold your mouse on the Task's Effort Handle. Start dragging it left and right to move. This changes task Begin Date, but does not change Effort, and therefore the End Date changes too.
Adding predecessor (Connect)
Click and hold your mouse on the Task's Connect Handle. Start dragging it to another task and then drop (release the mouse button). Connection is then created between the two tasks, making the drag Task the predecessor of the drop Task (the Task where you dropped the connection).
Changing Progress / Marking Done
Click and hold your mouse on the Task's Progress Handle. Start dragging it left and right to move. This changes task Progress.
Initiating Task Dialog
Clicking on any of the textual blocks of the task - be it Name, Resource or Labels - opens the task for editing in
Task Dialog.
Task Dialog
Task Dialog shows all the properties of the Task. They are the same as Columns in the Google Spreadsheet. Editing these properties via Task Dialog has the same effect as saving the project, going to Google Spreadsheet, editing the relevant cells, getting back to gGanttic, reload the Project. Task Dialog shortens this path. Change the value, click Done and you are done.
Add new task
Creating new task is done by clicking on "Add" button. A blank task is created and added to the project and Task Dialog is opened. Some values are preset, but it is expected that you have to edit most of them.
Delete task
Deleting task is only possible in the Task Dialog. Open Task DIalog and click "Delete Task" button.
Filter
What Filter Does
Filter helps manage complex projects by showing only a some, not all, of the tasks. Filter is similar to "Search" in GMail, though of cause it is more precise and less versatile.
Filter allows visibility by Label and by Resource, and by combination of both.
Filter is set by clicking on the "Filter" button and then checking boxes in the popped Filter Dialog.
Filter is removed, and all Tasks shown, by clicking on "Show All" button.
Filter Dialog
Filter dialog has two parts Labels and Resources. Both have N/A checkbox to designate tasks that have no Labels or Resource. If, for example the only checkbox that is checked is Labels N/A, only tasks with no labels will be shown.
The logical connection between Labels and Resources is OR, meaning it is enough for Task
to have Resource whose box is checked or Label whose box is checked, the Task will be visible.
This means that if All labels are checked, all tasks will be visible, regardless of resources.
If All resources are checked, all tasks will be visible too.
This is equivalent not having a filter at all.
So buttons "Check" all only helpful when there are many checkboxes and one wnat to exclude one or two.
Then it is faster to Check All, then uncheck what is necessary
Add or Change Task when Filter is on
When new task is created, it gets the labels and resource from the Filter. The logic behind it is that if a person wnated to see tasks belonging to certain Resource, adding new task would probably need asignging to that resource.
If when editing newly created or old Task via Task Dialog, you change Labels or Rerource, that is not included in the Filter, when you close the Task Dialog by clicking on "Done", the task will not be visible.
Reload
Reload brings tasks from Google Spreadsheet again and replaces the tasks in the Gantt. It is helpful in the following cases.
- You or someone else edited the project's Spreadsheet since you loaded the project into Gantt.
- You want to cancel your changes and start anew.
- You want to make sure that Save operation worked. Another way of doing it is to check the Spreadsheet, but Reload might be quicker. As you use the system longer and learn to trust it (and it matures and becomes bug free) you shall use Reload for this goal less and less.
- Something went wrong with gGanttic system - and your project did not load. As you use the system longer and learn to trust it (and it matures and becomes bug free) you shall use Reload for this goal less and less.
Save
Save sends tasks from your Gantt Editor to Google Spreadsheet.
When you click on "Save" button, Gantt Editor sends all your tasks in their current state to the gGanttic server and then to Google Spreadsheets server. This operation might take several seconds, so progress indicator is shown.
Google Spreadsheet as a Project
There is nothing wrong with editing your project in Excel or Google Spreadsheet. Many people are doing it all the time, especialy for small projects and small teams. Spreadsheet interface is familir to many, and familiarity of the interface often compensate for the lack of the features of a dedicated Project Management software.
gGanttic is here to add to Google Spreadsheets already impressive capabilities. gGanttic birngs Gantt Editor tightly integrated with Google Spreadsheets, loading projects from it and storing them back to it.
The benefits of storing all tasks in Google Spreadsheets are two fold. One, you get Google respectable Data Center facilities to store all your data. And you got Google Spreadsheet interface. Therefore you can edit your Tasks in two ways.
You can edit it as a spreadsheet directly via Google Spreadsheets application, export to Excel or CVS, revert to a month old revision, share with friends. This is the goodies that Google Spreadsheets provide. And you can edit it as a Gantt chart, which is the value that gGanttic adds on.
Google Spreadsheets brings many advantages beyond just editable speradsheet.
- It is fast because of Google bandwidth and presence.
- It is reliable because of Google infrastructure and data centers.
- It keeps history of changes.
- It allows upload and download as Microsoft Excel xls, or CSV files.
- It allows sharing with other people so your coleagues can change it.
- It allows publishing - so that anyone can get read only copy. See for example published Samples of Tutorial Project we created to demonstrate gGanttic features.
- Published Spreadsheet is not a copy - after the project changed, downloaded Excel will reflect changes automatically.
Naming Google Spreadsheet
For gGanttic to recognize your Spreadsheet as a project there is a simple naming rule - include word Project in the name of your Spreadsheet and gGanttic "Sheets" page will list it.
The were several other methods considered by gGanttic team. Options were to
- Look in the Projects directory
- Look for all Spreadsheets with "Tasks" worksheet
- Look for all Spreadsheets with a Worksheet confirming to first row naming conventions
- All Spreadsheets with Project label
Our choice was a sensible compromise between ease of use and ease of development. If you feel that we should have chosen differently,
send us your feedback.
Choosing Spreadsheet Locale
Locale defines Date and Time format. Currently gGanttic parses all dates as belonging to United States English locale ("en-US"). So one
has to change the spreadsheets locale appropriately
Failure to do so might result in
date inconsistency.
If your Google Account has locale set, it is inherited by Spreadsheets.


Samples of Tutorial Project
You can see the Tutorial Project in your browser or download it.
Troubleshooting
Tasks are not loaded
Symptom: Gantt Editor appears but the project tasks do not. Only Months/Days Calendar Rulers are visible.
Problem: Internal error happened.
Workaround: click "Reload" button. If problem persists, create new Project, add tasks to it, save, reload. If it works something in your original project prevented Gantt from loading it. Edit the spreadsheet in Google Spreadsheets. Remove all sensitive information. Try loading the project again in gGanttic. If it loaded, something in the information you deleted was making Gantt Editor misbehave. Please contant gGanttic support to troubleshoot over email or scheduling remote session. If the project still does not load, please export it to xls using Google Spreadsheet and email to gGanttic Support, explaining the problem.
Dates have Month and Date reversed in Gantt Editor right after loading Project
Symptom: Task dates have month and date reversed, for example one has 11/4/2008 in Google Spreadsheet meaning March 11, 2008. and it is considered by Gantt Editor as November 4, 2008.
Problem: Internal Date Parsing always assumes American (en-US) culture for dates.
Dates have Month and Date reversed in Task Dialog
Symptom: Task dates have month and date reversed, for example one enters 11/4/2008 meaning March 11, 2008. and it is considered by Gantt Editor as November 4, 2008.
Problem: Internal Date Parsing always assumes American (en-US) culture for dates.
Workaround: Assume American style for dates for now.
All tasks appear in Gantt as if they start Today
Symptom: All tasks are visible, but they all have start date "today".
Problem: This is a particular manifistation of a more general problem,where
Some Information about Tasks is Wrong .gGanttic looks in the first row of a spreadsheet for "start". If you named the column differently, for example "Begin date", it will fail and gGanttic will not know what the begin date was. Therefore gGanttic assumes it is "today".
Tasks' resources are not visible
Symptom: Tasks are visible but instead of task Resource, there is number 0.
Problem: This is a particular manifistation of a more general problem,where
Some Information about Tasks is Wrong. gGanttic looks in the first row of a spreadsheet for "resource". If you named the column differently, or misspelled the name, it will fail and gGanttic will not know the resource name.
Some Information about Tasks on Gantt is wrong
Symptom: Something is wrong in how Gantt shows the project tasks.
Problem: Google Spreadsheets is a generec spreadsheets application. gGanttic has to rely on certain rules to attach meaning to the spreadsheets columns. The rules we chose to rely on are the names of teh columns in the first row. If you name a colum in a way that gGanttic does not expect, the information in this column will be ingored. gGanttic then will assume default values where columns were not found.
Fix: Edit your Spreadsheet again. Use names for first row from
Samples of Tutorial Project or create your project using gGanttic Spreadsheets page, "New" button. It will create a project with correct first row and couple of tasks that you can edit.
If you insist on editing the column names manually, here is the list of names that works.
id,name,start,effort,resource,progress,label,note,predecessor
Features we have not Implemented Yet
gGanttic is work in progress. So far we have implemented some of the features we have in mind. We have done enough for it to be usabe and valuable. There is more value to unlock and more features to add. Here is what to expect in the future
Integration with Google Calendar
We have it on our home page. We say gGanttic is about integrating with Google applications, Calendar among them. We would want this feature ourselves - after all we are the first users of gGanttic for our internal planning.
The reason why we did not get to it, yet, is that we wanted to put out the basic functionality out first. But we know this feature is important.
Email alerts
Viewer or View-only Access
Currently Gantt Editor is just that - an editor. If you can see it you can edit its content. The Viewer would show the Gantt but not allow modifying it. It would be useful for published or shared Spreadsheets.
Supertasks and subtasks
There was two features requested by the beta testers in June 2008. One was connection between tasks (a.k.a Dependencies) and the other was grouping tasks into supertasks. We should have decided on one of them to be first out. Connections were deemed more important.
That said, we know many people need supertasks and we plan for this feature.
Cross Domain Access to Google Spreadsheets
Currently gGanttic server is a middle man reading Google Spreadsheets servers via Google API (called GData) converting spreadsheet cells to tasks and sending them to your browser when you load Gantt Editor or when you click Reload button. The round trip, when you click Save button, Gantt Editor sends the tasks to the gGanttic server, which communicates it to Google API for storage as Spreadsheet.
This results in an irritating delay for you the end user, and bandwidth waist for gGanttic, without contributing much.
Another reason is data security. Although we do not keep any of your data, your data still path through our server.
It would be better if gGanttic Gant Editor would communicate directly to Google Spreadsheets from within your browser. This is a capability called Cross Domain Access. The name means that Gantt Editor arrived at your browser from gganttic.com, and tries to reach google.com, a different internet site or in technical terms, domain.
Cross Domain Access is a double edged sword. It can be good for rich internet applications, such as Gantt Editor, but it can also be sometimes a door for security problems. So different internet technologies behave differently in Cross Domain regard. Javascript allows it in all cases. HTML does not allow it at all. Adobe Flash and Microsoft Silverlight are more flexible. They allow a vendor to provide Cross Domain Access if it is beneficial to the application. It is an easy thing to do, just to place one file called crossdomain.xml on the web site.
So as soon, if ever, Google decides to allow Cross Domain Access to Google Spreadsheets, it will be possible to improve user experience for gGanttic. So we have no other choice as to politely request this feature from Google (we did, as did many others) and wait.
Better Internationalization - use of Locale in Spreadsheet
gGanttic is US-centric in its treatment of Date Format (4/11 is April 11) weekends (Saturday and Sunday) and so force. It is strange for a software targeting global audience. Therefore something needs to be done to allow everyone work in his own locale, or at least allow changing Locale for projects.
Streamlined log-in
Currently we use Google Web Login method for you to grant gGanttic access rights to some of your Google data. It is secure, but comes with some penalty of extra clicks and page visits. The alternative method is called Usre-Password Login and is described below. We currently don't knwo what works best for our users and before switching to User-Password Login will ask your' the user, opinion.
User-Password Login
An alternative to Google Web Login there is another method that is User-Password Login. gGanttic asks you, the user, to give it your Google Account user and password. gGanttic then uses it to login into Google on your behalf and read and write your project Spreadsheet.
This method is recommended by Google for desktop applications, and not Web Applications. Its advantage is a bit shorter process. Its disadvantage is that you , the User, have to trust gGanttic with your password. The disadvantage for us, gGanttic team is that we shall assume extra responsibility. We at gGanttic take such responsibility seriously. It woult oblige us for extra securty audits, more rigorous security tests etc. We rather spend our energy adding the other features you want.
gGanttic Advantage
gGanttic is not a PM Application. gGanttic turns Google "Office1 " into one.
By itself gGanttic is not as powerful as other good online project management applications. It does not intend to be. gGanttic was born with the core idea that managing projects is pervasive. Besides list of tasks and resources, one needs communication means (email and instant messenger), shared calendaring and collaborative document authoring, search for information etc, to manage projects.
So instead of creating a separate application, like everyone else
2, gGanttic blends itself into Google online environment.
Google Spreadsheets is your task lists. This allows numerous advantages. You don't have to export your project to a spreadsheet, your project is a spreadsheet.
Google Calendar is your shared calendaring. For his tasks and his meetings with other team members our users don't have to go into two places, just one. To mark certain day a vacation, the project manager do not have to edit in two applications, just one.
To chat about a task at hand one does not have to type the list of participants - it is taken from the tasks resources.
The list can be continued, but the point is made. gGanttic adds a little of functionality but much of value.
gGanttic is easy.
Some data is best edited by typing. Some other is by graphical operations such as dragging a handle. It is easy to create a list of tasks in Google Spreadsheets. You just type and type them one after another.
It is however much easier to establish tasks on the timeline by dragging them in Gantt Editor. This is where gGanttic shines.
gGanttic is easy because it does not try to do things best done elsewhere instead focusing on graphical editing on the timeline.
If in creating new project gGanttic beats competition, in altering the existing schedule there is no competition at all. If a project is such that tasks change in the middle of the project, estimates change and priorities change, then one had to change time and effort for many tasks. In gganttic it is one mouse move.
gGanttic team is listening.
We are humble. We are small. We have just started. Therefore we are very keen to listen to our customers. We are eager to fix problems. We are motivated to help find workarounds for problems we can't easily fix. We are inspired to figure out the best practices.
It might be of cause a temporary advantage. Too many a company having a good start became complacent and grew arrogant. We can only hope, yet not guarantee that we'll avoid that fate. In the meantime we are what we are and we want to use our customer intimacy as an advantage.
gGanttic is future proof
What is the guarantee your online project management vendor will be around tomorrow? Is your data safe with them?
gGanttic makes sure your data is safe by not storing it. Although gGanttic application manipulates your data, gGanttic does not store it. Not even temporarily. Your data is on Google servers. Your data is as safe as any other data you store as a spreadsheet.
It is true that today your data passes from Google to your browser through gGanttic servers. In the future, as soon as Google allows it, gGanttic servers will merely provide an application to your browser, and the application will bring the data directly from Google passing gGanttic servers by.
gGanttic will benefit a little by saving bandwidth, you will benefit a lot by guarantee that your data, just like your Google password, is not exposed to anybody.
notes
1 The term "Office" is ours. Google does not officially have a product called that.
2 With exception of Zoho Project.