Annotating a project plan

Name:

Date:

Class:

Quick Questions

Shade in the A or B circle for each question.

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.

2. What should an annotation always include to explain a change?

A Only the new date

B The reason for the change

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

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.

5. Why is an annotation dated?

A It shows when the change was recorded

B It makes the Gantt chart look neater

Match the Pairs

Draw a line connecting each item on the left to its match on the right.

Left column		Right column
1Task 3: Build charts. Planned 12 May, actual 16 May. Reason: data cleaning ran late.		AAn annotation that records the original date, the actual date and the reason for the change
2Original bar: 1-12 May (grey). Actual bar: 1-16 May (blue).		BThe original date was overwritten, so the original plan is no longer visible and the size of the change cannot be compared.
3A good annotation gives the date it was written so the change can be tracked over time		C[8 Jun] Report due date changed to 12 Jun. Reason: client requested extra chart.
4An annotation must state the reason for the change, not just the new date		D[20 May] Testing moved from 18 May to 22 May. Reason: tester away sick.
5Task 4: Planned 10 Jun. Deleted and replaced with actual date 14 Jun.		EThe note has no date written and no reason for the change, and it does not show the original date.
6Task 5: Moved to 20 Jun.		FKeeping the original plan visible next to the actual dates

Definitions

annotation

Fill in the Blanks

Complete each line of code by filling in the missing parts.

Task 3: Build dashboard ________: 10 May | Actual: 14 May Reason: Data file arrived late

Task 3: Build dashboard Original: 10 May | ______: 14 May Reason: Data file arrived late

Task 3: Build dashboard Original: 10 May | Actual: 14 May ______: Data file arrived late

__________ 12 May: Task 3 moved to 14 May Original: 10 May (still shown)

Task 3 delay Days late: 14 May _ 10 May = 4 days

Spot the Error

Shade in the letter of the line that contains an error.

Question 1

A Task: Build dashboard

B Original end: 12 Aug

C Actual end: 19 Aug

D Note: data late

Question 2

A Task: Test formulas

B Original end: 9 Sep

C Actual end: 9 Sep

D Reason: Tester was sick

Question 3

A Annotation: replace old plan

B Original: Survey 1-5 Mar

C Actual: Survey 4-8 Mar

D Reason: Survey tool crashed

Question 4

A Original end: 10 Nov

B Actual end: 17 Nov

C Change: +3 days

D Reason: Cleaning took longer

Question 5

A Task: Install backups

B Original end: 2 Dec

C Reason: stuff happened

D Actual end: 6 Dec

Answer Key

Annotating a project plan

Section A: Quick Questions

A — 12 May: Testing moved from 10 May to 14 May because the client sent the data late.

B — The reason for the change

A — Keep it visible next to the actual date

B — Data cleaning finished late.

A — It shows when the change was recorded

Section B: 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.

Section C: Definitions

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.

Section D: Fill in the Blanks

Task 3: Build dashboard
Original: 10 May | Actual: 14 May
Reason: Data file arrived late

Task 3: Build dashboard
Original: 10 May | Actual: 14 May
Reason: Data file arrived late

Task 3: Build dashboard
Original: 10 May | Actual: 14 May
Reason: Data file arrived late

Annotation 12 May: Task 3 moved to 14 May
Original: 10 May (still shown)

Task 3 delay
Days late: 14 May - 10 May = 4 days

Section E: Spot the Error

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'.

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'.

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'.

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'.

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'.