← VCE Data Analytics U4O1

Annotating a project plan

A short dated note on a project plan that records what changed and why, and keeps the original plan visible next to the actual dates.

Part of: VCE Data Analytics - U4O1 - Development and Evaluation — Module 100

Understanding Annotating a project plan in VCE Data Analytics U4O1

What it does: The note starts with the date it was written and then records the change, so the timeline of changes is clear. The reason (client requested extra chart) is what lets someone later judge whether the change was necessary. A good annotation is dated and records what changed and why. It should also show the original date and the new date. The first note has no date, no original or actual dates and no reason. The second note has all of these. Showing the original bar beside the actual bar means the plan is not overwritten, so the change can be seen and judged later.

Common mistakes: An annotation must be dated and record what changed. This note has no date and no size of change. It should read something like 'Note: 19 Aug, data late, +7d'. The original date has been overwritten with the actual date. The original plan must stay visible, so this should still say 'Original end: 5 Sep'.

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This module's key terms are also in a printable crossword (Modules 85–105) and word search (Modules 63–105).

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Learning
Duo
Which is a good annotation on a project plan?
Testing changed.12 May: Testing moved from 10 May to 14 May because the client sent the data late.
Matches
Task 4: Planned 10 Jun. Deleted and replaced with actual date 14 Jun.
↓
The original date was overwritten, so the original plan is no longer visible and the size of the change cannot be compared.
Applying
Meanings
Term
annotation
Meaning
A short dated note on a project plan that records what changed and why, and keeps the original plan visible next to the actual dates.
Practice
Task 3: Build dashboard
Testing
Gaps
: 10 May | Actual: 14 May
Check Answer
Spots
3Actual end: 19 Aug
4Note: data late

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Quick Questions

1. Which is a good annotation on a project plan?
A. 12 May: Testing moved from 10 May to 14 May because the client sent the data late. ✓
B. Testing changed.
A good annotation is dated and records what changed and why. It should also show the original date and the new date.
2. What should an annotation always include to explain a change?
A. Only the new date
B. The reason for the change ✓
An annotation records what changed and why. The reason for change helps evaluate whether the change was necessary.
3. A task was planned to finish on 3 June but actually finished on 7 June. What should happen to the original date?
A. Keep it visible next to the actual date ✓
B. Delete it and show only 7 June
Keeping the original plan visible lets you compare original and actual dates and judge the impact of the change.
4. Which note is missing a key part of an annotation?
A. 20 Aug: Data cleaning finished 2 days late because duplicates were found.
B. Data cleaning finished late. ✓
The first note has no date, no original or actual dates and no reason. The second note has all of these.
5. Why is an annotation dated?
A. It shows when the change was recorded ✓
B. It makes the Gantt chart look neater
The date shows when the change happened. It helps build a timeline of changes to the plan.

Match the Pairs

Task 3: Build charts. Planned 12 May, actual 16 May. Reason: data cleaning ran late. → An annotation that records the original date, the actual date and the reason for the change
Original bar: 1-12 May (grey). Actual bar: 1-16 May (blue). → Keeping the original plan visible next to the actual dates
A good annotation gives the date it was written so the change can be tracked over time → [20 May] Testing moved from 18 May to 22 May. Reason: tester away sick.
An annotation must state the reason for the change, not just the new date → [8 Jun] Report due date changed to 12 Jun. Reason: client requested extra chart.
Task 4: Planned 10 Jun. Deleted and replaced with actual date 14 Jun. → The original date was overwritten, so the original plan is no longer visible and the size of the change cannot be compared.
Task 5: Moved to 20 Jun. → The note has no date written and no reason for the change, and it does not show the original date.

Key Term

annotation
A short dated note on a project plan that records what changed and why, and keeps the original plan visible next to the actual dates.

Fill in the Blanks

1. Task 3: Build dashboard Original: 10 May | Actual: 14 May Reason: Data file arrived late
Hint: Type the label for the planned date that must stay visible on the annotated plan.
2. Task 3: Build dashboard Original: 10 May | Actual: 14 May Reason: Data file arrived late
Hint: Type the label for the date the task really finished, shown beside the planned date.
3. Task 3: Build dashboard Original: 10 May | Actual: 14 May Reason: Data file arrived late
Hint: Type the label that explains why the change was needed.
4. Annotation 12 May: Task 3 moved to 14 May Original: 10 May (still shown)
Hint: Type the word for a short dated note that records what changed on a project plan.
5. Task 3 delay Days late: 14 May - 10 May = 4 days
Hint: Type the operator that works out the gap between the actual date and the original date.

Spot the Error

Question 1
A Task: Build dashboard
B Original end: 12 Aug
C Actual end: 19 Aug
D Note: data late
Line D — An annotation must be dated and record what changed. This note has no date and no size of change. It should read something like 'Note: 19 Aug, data late, +7d'.
Question 2
A Task: Test formulas
B Original end: 9 Sep
C Actual end: 9 Sep
D Reason: Tester was sick
Line B — The original date has been overwritten with the actual date. The original plan must stay visible, so this should still say 'Original end: 5 Sep'.
Question 3
A Annotation: replace old plan
B Original: Survey 1-5 Mar
C Actual: Survey 4-8 Mar
D Reason: Survey tool crashed
Line A — An annotation sits beside the plan and keeps the original plan visible. It does not replace it. The line should say 'keep original plan'.
Question 4
A Original end: 10 Nov
B Actual end: 17 Nov
C Change: +3 days
D Reason: Cleaning took longer
Line C — The gap between the original date (10 Nov) and the actual date (17 Nov) is 7 days, not 3. The change line should read '+7 days'.
Question 5
A Task: Install backups
B Original end: 2 Dec
C Reason: stuff happened
D Actual end: 6 Dec
Line C — The reason for change must be specific enough to judge later. 'stuff happened' explains nothing. It should name the cause, such as 'Server offline 4 days'.

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