LOP Obeya – v.2025
List of open points – todo’s
By www.thefilesmarket.com
Table of content
Table of content
Sheets « Focal points
To organize your project with deliverables & gate reviews
Sheets « Focal points
Define project deliverables vs. gate reviews
Today = 22th of August 2025
Enter by double click
in column « Comments » will add automatically prefix corresponding to the date of the day
Sheet Focal Points
Enter a comment
Predefined status
Select the cell status and choose status from the list
Sheet Focal Points
Change status of the deliverable
Once the hyperlink is created, click on it to open the sub folder linked to the deliverable where will be stored the deliverables
Open Links menu
Select path of the main folder where sub-folders will be created
Select the folder structure template you want to create for each new sub-folder
Create hyperlinks by double click in the specific cell
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Sheet Focal Points
Links menu : create hyperLinks to folders
Sheet LOP
Sheet LOP
Set LOP Mode : Due date or Sprint
Open Scrum menu
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Mode « Due date » :
Mode « Scrum» :
Parameters to set :
Select Due Date
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Select Scrum
Or
Sheet LOP
Set LOP Mode : Due date or Sprint
Mode « Scrum» witth « Planning poker » ON
>> Sheet « Planning Poker »
Example :
Sum of the task affected to « Rémy » in the Team « Design is equal to 21
Velocity of Rémy to close actions have been evaluated to « 7 » from past activities
Rémy should take 3 sprints to close his tasks as a given target
Refresh database
Set appropriate filters
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Sheet LOP
Create a new task
Today = 19th of October 2024
Enter by double click
in column « Comments » will add automatically prefix corresponding to the date of the day
Sheet LOP
Enter a comment
Revise due date as required entering in the column due date by double click
or do ALT+ENTER in the cell
Automatic color setting highlights delayed items
Creation Date, Due Date and closing date columns accept date entry as:
Date format : dd/mm/yyyy or dd/mm
And week number: 1 🡪 52 W1 🡪 W52 W##-yyyy
Macro will convert your entries in : dd-mmm-yyyy format for dates
W##-yyyy for weeknum
Sheet LOP
Enter a date
Double click in columns accepting dates will set the date of the day
ID numbers are set automatically when a new action is created
Column status is updated automatically according to other cells entry
New/Not Started/Doing/On-time?/In late/Done
Today = 19th of October 2024 (W42 – 2024)
Sheet LOP
Enter a date
Once the hyperlink is created, click on it to open the sub folder linked to the task where will be stored the deliverables, or to open the presentation at the corresponding task slides section
Open Links menu
Select one presentation and the layout of the slide to be created
Select path of the main folder where sub-folders will be created and the folder structure template you want to copy at each creation of a new sub-folder
Create hyperlinks by double click in the specific cell
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Sheet LOP
Links menu : create « hyperLinks » to ppt slides and folders
Open Outlook menu
Set the LOP owner to link the LOP to the Outlook session opened on your current computer
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Only the LOP owner will have the ability to manage export /import of the tasks with Outlook
When the LOP is opened on a different computer, the Export and Import buttons will be disabled
This rule is set to avoid the same tasks to be duplicated in different Outlook session
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Set options :
Assign task to Owner : if activated, tasks in outlook will be affected to the owners set in the LOP
If not, tasks stays in the outlook session of the LOP owner
Display before sending : if activated task pop-up windows in outlook will be opened , task to be sent manually then
If not, tasks pop-up windows not displayed, tasks sent automatically to the owners, if assign option activated
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Sheet LOP
Outlook menu : Connect LOP to Outlook – Export/Import function
Sheet Teams
Add a new team or a new member in a team on the last row
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Team Color = color assigned to the Team for stickers on Kanban board
Member Name = Name of the team member you will assign to task(s)
Mail = Mail of the team member
To->/CC->/Bcc-> = parameter for sending the minutes per mail (Main recipient / carbon copy/ Blind carbon copy)
Send Minutes? = yes or no
Visible when LOP is in Scrum mode (see slide #10)
Scrum Velocity : type : integer - manual velocity of the member to close action
Scrum Velocity calculated : type : integer - velocity calculated of the member to close actions (filled automatically)
Sheet Teams
Choose velocity mode
Click on the switch button to change the velocity mode
In Manual mode, burndown chart will consider for the targeted curve, the velocity of the team(s) / member(s) set manually in the column « Scrum Velocity »
In Calculated mode, burndown chart will consider for the targeted curve, the velocity of the team(s) / member(s) calculated from past tasks closed in the LOP , with the value displayed in the column « Scrum Velocity calculated »
Button « Update Velocity » 🡺 to update Velocity calculated column
Sheet Minutes
Click on « Update » to create the minutes
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Select way to sort and organize your minutes
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Minutes created
Click on « Send » button to send the minutes by email to the contacts set in the sheet « Teams »
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Sheet Stickers_5Weeks
Visible when LOP mode = Due Date
Sheet Stickers_5Weeks
Kanban board presentation
Kanban columns where the stickers are displayed
Week number displayed as headcolumns are set automatically according date of the day
New title button to create a new title (eq. to a new section) in the LOP
Titles list : to select and filter based on Title(s) parameter
Open/Close Filter menu
Update Kanban board
Filter menu
Report delays on sticker with color
🡪 Delayed 1 time
🡪 Delayed 2 times
🡪 Delayed 3 times
🡪 Delayed more than 3 times
Sheet Stickers_5Weeks
Kanban board presentation
Create new sticker
Assign Team button : to change owner of a sticker
Close Task(s) : to close sticker
Cancel Task(s) : to cancel sticker
Set nb of week(s) while stickers are kept displayed on Kanban board after closure
Sheet Stickers_5Weeks
Create a new sticker
Click on one small colored sticker in the menu bar
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Make sure « Assign team » , « Close Tasks » and « Cancel Tasks » buttons are inhibated ( grey color)
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New sticker is created
Select only one Title from the list, to get the sticker created in the desired section (=Title) of the LOP
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Sheet Stickers_5Weeks
Possible actions on sticker : Change Title
Click out of the sticker, in any free cell of the kanban board, to open the « New title » userform window
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2 Options :
A: Open the list of the already existing titles and select the requested one before to click on « OK »
B: Edit new title name in the text box and then click on « OK »
Select one sticker on the Kanban board
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Place the mouse cursor at Title level and change the title
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A
B
Sheet Stickers_5Weeks
Possible actions on sticker : Change Action
Click out of the sticker, in any free cell of the kanban board, to get it refreshed
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New action is then reccorded
Select one sticker on the Kanban board
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Place the mouse cursor at the action level and change the action
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Sheet Stickers_5Weeks
Possible actions on sticker : change due date
Click out of the sticker, in any free cell of the kanban board, to get it refreshed
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New Due date is then reccorded
Select one sticker on the Kanban board
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Move it to the desired due date column
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Sheet Stickers_5Weeks
Possible actions on sticker create a sub task
Select one sticker on the Kanban board
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Click on the « + » to add a sub-task
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Edit sub task
Add a new sub task
Close sub task
Delete sub task
Sheet Stickers_5Weeks
Possible actions on sticker : Add a comment
Select one sticker on the Kanban board
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Click on the to display and add a comment to the task
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Add a comment
Click on « Set as Top priority » will change speech bubble form into a warning sign
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Click out of the sticker, in any free cell of the kanban board, to get it refreshed
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Dash in the speech bubble form indicates thenpresence of a comment associated to the task
Entering in the form will add a prefix corresponding to the date of the day
Warning sign is displayed for a top priority task
Click on the sticker(s) or the sub-task(s) you want to assign to Design Team / Thierry
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Click on « Assign team »
Make sure « Close Tasks » and « Cancel Tasks » buttons are inhibated ( grey color)
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Select the team’s color and the owner you want to assign to task(s) – eg. Design& Thierry
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Sheet Stickers_5Weeks
Possible actions on sticker : Change Owner
Click on the sticker(s) you want to Close / Cancel
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Sheet Stickers_5Weeks
Close or Cancel sticker(s)
Selected sticker(s) will be crossed out
Click out of the sticker, in any free cell of the kanban board, to reccord your changes
Closed stiker(s) will then move to the « Done » or « Canceled » column
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Click on « Close task(s)» or Cancel task(s) to activate the function
Lignt green color = function is activated
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Sheet Stickers_5Weeks
Open sticker properties window
Select one sticker or one sub-task and press <<F2>> to open the properties window
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<< F2 >>
Fill/Change the properties of the Sticker
Click on « Ok » to save your updates
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C
B
A: Create hyperlink to a presentation - see slide create hyperLinks to ppt slides and folders
B: Create hyperlink to a folder- see slide create hyperLinks to ppt slides and folders
C: Go to the LOP table at the corresponding task ID#
Sheet Stickers_5Weeks
Change sticker size parameters
Click on Parameters
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Update Sticker size parameters
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Click on « Ok » to reccord your changes
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Sheet Sticker_Status
Visible when LOP mode = Sprint
Sheet Sticker_Status
Kanban board presentation
Kanban columns where the stickers are displayed
Week number displayed as headcolumns are set automatically according date of the day
New title button to create a new title (eq. to a new section) in the LOP
Titles list : to select and filter based on Title(s) parameter
Open/Close Filter menu
Update Kanban board
Filter menu
Report delays on sticker with color
🡪 Delayed 1 time
🡪 Delayed 2 times
🡪 Delayed 3 times
🡪 Delayed more than 3 times
Sheet Sticker_Status
Kanban board presentation
Create new sticker
Assign Team button : to change owner of a sticker
Close Task(s) : to close sticker
Cancel Task(s) : to cancel sticker
Set nb of week(s) while stickers are kept displayed on Kanban board after closure
SPRINT modes
Manual mode : Choose & select sprint to be displayed manually
Automatic mode : Current sprint with sticker in late only displayed
Move sticker to sprint +1
Sheet Stickers_Status
Create a new sticker
Click on one small colored sticker in the menu bar
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Make sure « Assign team » , « Close Tasks » and « Cancel Tasks » buttons are inhibated (grey color)
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New sticker is created
Select only one Title from the list, to get the sticker created in the desired section (=Title) of the LOP
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Sheet Stickers_Status
Possible actions on sticker : Change Title
Click out of the sticker, in any free cell of the kanban board, to open the « New title » userform window
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2 Options :
A: Open the list of the already existing titles and select the requested one before to click on « OK »
B: Edit new title name in the text box and then click on « OK »
Select one sticker on the Kanban board
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Place the mouse cursor at Title level and change the title
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A
B
Sheet Stickers_Status
Possible actions on sticker : Change Action
Click out of the sticker, in any free cell of the kanban board, to get it refreshed
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New action is then reccorded
Select one sticker on the Kanban board
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Place the mouse cursor at the action level and change the action
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Sheet Stickers_Status
Possible actions on sticker : change Status
Click out of the sticker, in any free cell of the kanban board, to get it refreshed
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New Status (ie. Doing) is then reccorded
Select one sticker on the Kanban board
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Move it to the desired Status column
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Sheet Stickers_Status
Possible actions on sticker create a sub task
Select one sticker on the Kanban board
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Click on the « + » to add a sub-task
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Edit sub task
Add a new sub task
Close sub task
Delete sub task
Sheet Stickers_Status
Possible actions on sticker : Add a comment
Select one sticker on the Kanban board
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Click on the to display and add a comment to the task
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Add a comment
Click on « Set as Top priority » will change speech bubble form into a warning sign
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Click out of the sticker, in any free cell of the kanban board, to get it refreshed
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Dash in the speech bubble form indicates the presence of a comment associated to the task
Entering in the form will add a prefix corresponding to the date of the day
Warning sign is displayed for a top priority task
Click on the sticker(s) or the sub-task(s) you want to assign to Design Team / Thierry
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Click on « Assign team »
Make sure « Close Tasks » and « Cancel Tasks » buttons are inhibated ( grey color)
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Select the team’s color and the owner you want to assign to task(s) – eg. Design& Thierry
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Sheet Stickers_Status
Possible actions on sticker : Change Owner
Click on the sticker(s) you want to move to the next sprint ( ie. Sprint #7)
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Click on « Move to sprint +1»
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Sheet Stickers_Status
Move sticker(s) to the next sprint
Selected sticker(s) have black dashed outline
Click out of the sticker, in any free cell of the kanban board, to reccord your changes
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Click on the sticker(s) you want to Close / Cancel
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Sheet Stickers_Status
Close or Cancel sticker(s)
Selected sticker(s) will be crossed out
Click out of the sticker, in any free cell of the kanban board, to reccord your changes
Closed stiker(s) will then move to the « Done » or « Canceled » column
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Click on « Close task(s)» or Cancel task(s) to activate the function
Lignt green color = function is activated
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Sheet Stickers_Status
Open sticker properties window
Select one sticker or one sub-task and press <<F2>> to open the properties window
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<< F2 >>
Fill/Change the properties of the Sticker
Click on « Ok » to save your updates
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A
C
B
A: Create hyperlink to a presentation - see slide create hyperLinks to ppt slides and folders
B: Create hyperlink to a folder- see slide create hyperLinks to ppt slides and folders
C: Go to the LOP table at the corresponding task ID#
Sheet Stickers_Status
Change stickers size parameter
Click on Parameters
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<< F2 >>
Update Sticker size parameters
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Click on « Ok » to reccord your changes
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Sheet Planning Poker
Visible when LOP mode = Sprint and planning poker is activated
Sheet Planning Poker
Visible when LOP mode = Sprint and planning poker is activated
« Refresh » to update the Burndown chart
To be done after any changes on filters parameters
Actual sprint information
Filters
Sprints / Teams / Owner
Burndown chart is providing the following information :
Sheet Timing
To Draw timings
Red doted bar position is automatic and highlights the actual date
Set start date and end date of the project
to set automatically the timescale
Example :
Change end date from 30/09/2025 to “25/10/2025”
will pursue the timescale automatically up to W44
Month & Weeks are selected
🡺 1 column = 1 week
Months selected only
🡺 1 column = 1 month
Working days or week days selected
🡺 1 column = 1 day
Sheet Timing
Set scale of the timing
Set scale of one column in the timing
Define timescale of one column:
Months/Week number/ day number/ working days number
Will keep only months on the timescale
And will reduce columns width to a minimum
Will screen week number
Thin for small columns width
Large for bigger columns width
Will screen dates of the days on the scale
🡪 Date of the 1st day of the week /Month
Thin for small columns width
Large for bigger columns width
Select a view to zoom in / zoom out on the timescale and screen Month/week number/days
It will keep 1 column as 1 week as set in the timescale definition
Sheet Timing
Set view for the scale of the timing
Example with the scale definition 1 column =1 week
Define your timing using predefined short cuts keyboard to color the cells in particular color
Defined short cuts keyboard
Enter « p » in cells will color them in blue
You can change the color of the cell to personnalize the short cut keyboard
Close complete columns entering « o »
or « » to re-open the column
Sheet Timing
Set timing with short cuts keyboard
Show duration and predecessors columns
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Set Durations (in number of columns) of each task and its predecessors
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Predecessors shall be set according the following rules :
Macro will convert your entry ;5+2 by a formula to not loose predecessor setting when a row is inserted/ deleted
Draw the timing by entering :
« >> » to start the timing from this point in a mode as early as possible
« << » to end the timing at this point and draw the predecessors in a mode as late as possible
NB: Off days – or complete off columns will be jumped
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Sheet Timing
Set timing with duration and predecessors method
Open Baseline menu
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Reccord Baseline : to reccord the baseline of the actual timing
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Baseline to be reccorded
Select the baseline reccord in the list
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Show baseline
to screen the baseline on the timing
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Baseline is represented by greyed cells or black underlined cells
Here in the example >> Design specification activity delayed by 2 weeks in wk50 & 51
Sheet Timing
Use baseline function to track changes in timing
Group some tasks in one row timeline entering « G » in the first column named « ? »
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2: Enter « G » to set the start of the tasks group where will be summarized the tasks
3: Enter « S » to set the end of the tasks group to be summarized
4: Set a specific color to highlight the corresponding task in the first row timeline
Set your free text like « PO » to short name the task in the timeline
Update the first row timeline by recalculating the « G » cell
Result
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Sheet Timing
The first column function « G » Group « S » Stop
Group tasks on one row with a timeline bar
Set a « M » to declare the row as a row dedicated to milestones
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Each entry in a cell of a row defined as milestone will set a vertical bar on the timing
Vertical bar will have the color of the cell « M »
Sheet Timing
The first column function « M » Milestones
Set milestones with vertical bars
Timing example with a « G »line created
Show ressources
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Sheet Timing
The first column function « R » Ressources
Use the ressources' function
Add ressources in the top section opened and name them
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Add New « R » lines below the « G » line and name the ressources with the same name than the ones defined in the top section
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Top section
Sheet Timing
The first column function « R » Ressources
Use the ressources' function
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Set quantity of hours required for each ressource vs. each task in the ressources columns
Recalculate the cell « R » with F2 + Enter
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Result
Hours added according timing of the tasks
Sum
Ressources columns
Sheet Timing
The first column function « R » Ressources
Use the ressources' function
Sheets « Graph Ressources »
For analysis of ressource’s workload
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Clic on « Refresh » to update values from timing for the dynamical chart
Sheet Calendar