Exact Synergy Enterprise

Creating and modifying work breakdown structure (WBS) lines

Menu paths

Modules ? Projects ? Reports ? Search ? Projects
Modules ? Projects ? Reports ? Projects ? My projects

Introduction

On this page, you can create and modify work breakdown structure (WBS) lines for deliverables.

Roles and rights

To manage deliverables and work breakdown structure (WBS), function right 903 — Manage deliverable/WBS is required. By default, users with the Project planner or Project administration role have this function right.

Note:

For more details on function rights, go to Modules ? System ? Setup ? Security ? Function rights.
For more details on roles, go to Modules ? System ? Setup ? Security ? Roles.

What version are you using?

The information in this document is applicable to product update 260 and higher. If you have versions lower than this, certain features explained here will not be applicable.

How do I create WBS lines?

On the Projects: Search page, define the search criteria.
Click Show.
Select the required project by clicking the hyperlink in the Project column.
On the selected project card, under the Project monitor section in the Start up column, click the Deliverables & WBS lines hyperlink.
On the Project deliverables page, in the Actions column, click the corresponding View WBS lines icon of the related deliverable.
On the WBS lines page, under the required deliverable section, click the New button.
On the New WBS line page, define the relevant fields.
Click Save to save the settings or Save + New to create another WBS line.

Keep in mind: All fields with the “!” icon are mandatory.

How do I modify WBS lines?

On the Projects: Search page, define the search criteria.
Click Show.
Select the required project by clicking the hyperlink in the Project column.
On the selected project card, under the Project monitor section in the Start up column, click the Deliverables & WBS lines hyperlink.
On the Project deliverables page, in the Actions column, click the corresponding View WBS lines icon of the related deliverable.
On the WBS lines page, under the Material or Activities sub-section of the required section, click the corresponding Edit icon in the Actions column.
On the related WBS line page, modify the relevant fields.
Click Save.

How do I delete WBS lines?

On the Projects: Search page, define the search criteria.
Click Show.
Select the required project by clicking the hyperlink in the Project column.
On the selected project card, under the Project monitor section in the Start up column, click the Deliverables & WBS lines hyperlink.
On the Project deliverables page, in the Actions column, click the corresponding View WBS lines icon of the related deliverable.
On the WBS lines page, under the Material or Activities sub-section of the required section, click the corresponding Edit icon in the Actions column.
On the related WBS line page, click Delete. The message, “Are you sure that you want to delete this record?” will be displayed.
Click OK.

Keep in mind: Only WBS lines without linked requests can be deleted. The Delete button will only be enabled for WBS lines without linked requests.

Buttons

Fields

General section

Activity / Material

Select Activity to create a WBS line for an activity or Material to create a WBS line for a material.

Note: This option is disabled in the edit mode.

Deliverable

This displays the code and description of the related deliverable. It cannot be edited.

Activity

Type or select an activity to be linked to the WBS line.

Note: This field will be displayed only if the Activity option is selected. This is mandatory when creating a WBS line for an activity and cannot be edited once the WBS line is saved.

Item

Type or select an item to be linked to the WBS line.

Note: This field will be displayed only if the Material option is selected. This is mandatory when creating a WBS line for a material and cannot be edited once the WBS line is saved.

Description

Type a short description for the WBS line. This is mandatory.

Start date – End date

By default, the date range for the WBS line follows the date range of the deliverable displayed at the Deliverable field. The date range can be changed as long as the range is within the date range of the deliverable.

Note: These fields are not available if the Use gauges to display percentage of completion check box under the Other settings section at Modules ? Projects ? Setup ? Professional services automation ? Settings is selected. If the check box is selected, the start and end dates will be displayed in the tooltip, which is displayed when you mouse over the progress bars located under the Estimations section.

Purchase

Select this check box to enable the WBS line to be flagged as purchasing.

Note:

This check box is available only if a request type has been defined at the I need field at Modules ? Projects ? Setup ? Professional services automation ? Settings.
This check box will be available only if the Material option is selected. Once this check box is selected, it can only be cleared if the deliverable is not in the Completed status, or if there are no I Need or I Received requests that have been created and linked to the specific deliverable and WBS line.

Estimations section

Estimated duration (initial)

Type an estimated duration of the WBS line created for the activity.

Note:

This is displayed only if the Activity option is selected and enabled only when creating a WBS line for an activity.
The estimated duration cannot be edited once the activity is saved.

Estimated quantity (initial)

Type an estimated quantity of the WBS line created for the material.

Note:

This is displayed only if the Material option is selected and enabled only when creating a WBS line for a material.
The estimated quantity cannot be edited once the material is saved.

Estimated duration (current)

This displays the current estimated duration of the WBS line for the activity.

Note: This is displayed only if the Activity option is selected and after the WBS line for an activity has been saved. This is not enabled. When editing the WBS line for the first time, this value will follow the value at Estimated duration (initial). Thereafter, the value is calculated by adding the Actual value and the value defined at Estimate to complete.

Estimated quantity (current)

This displays the current estimated quantity of the WBS line for the material.

Note: This is displayed only if the Material option is selected and after the WBS line for a material has been saved. This field is not enabled. When editing the WBS line for the first time, this value will follow the value at Estimated quantity (initial). Thereafter, the value is calculated by adding the Actual value and the value defined at Estimate to complete.

Progress bars

The first progress bar represents the Invoiced, Actual, Submitted, and Planned values. Mouse over the bar to display a tooltip, which shows the start and end dates of the WBS line, as well as the Invoiced, Actual, Submitted, and Planned values. The second progress bar represents the Estimated (initial) and Estimated (current) values. Mouse over the bar to display a tooltip, which shows the start and end dates of the WBS line, as well as the Estimated (initial) and Estimated (current) values.

Note: This is displayed only if the Use gauges to display percentage of completion check box under the Other settings section at Modules ? Projects ? Setup ? Professional services automation ? Settings is selected.

Percentage of completion

This displays the percentage of completion of the WBS line for the activity or material.

Note: This is displayed after the WBS line for an activity or a material has been saved. This is not enabled. This value is calculated by dividing the Actual value with the value at Estimated duration (current) or Estimated quantity (current).

Estimate to complete

Type an estimated duration or quantity to be completed of the WBS line created for an activity or a material respectively.

Note: This is displayed after the WBS line for an activity or a material has been saved. When the value is changed, the values at Estimated duration (current) or Estimated quantity (current), and Percentage of completion will automatically be updated. The work on the WBS line is completed when the value at this field is zero. The value at Estimated duration (current) or Estimated quantity (current) will then be automatically changed to follow the Actual value.

Financial section

This section displays financial information related to the WBS line. The information cannot be edited.

Rate

This displays the rate for the selected activity or item. Mouse over the icon to display a tooltip with additional information. You can click the icon to display the Item page. When the cost rate is the same as the sales price, only the sales price will be displayed.

Total cost / sales price

This displays the total actual duration or amount defined in requests linked to the WBS line and the total sales price calculated for the WBS line.

Note:

When creating a WBS line, the total cost = Cost x Estimated duration (initial) or Estimated quantity (initial)
When editing a WBS line, the total cost = Cost x Estimated duration (current) or Estimated quantity (current)
When creating a WBS line, the total sales price = Sales price x Estimated duration (initial) or Estimated quantity (initial)
When editing a WBS line, the total sales price = Sales price x Estimated duration (current) or Estimated quantity (current)

Allow to edit

Select this check box to enable the Total cost/sales price field.

Note:

This is available only if you are creating a WBS line for a material and if you have selected an item at Item.
This is not enabled if there is already a request linked to the WBS line.
When this check box is selected, the values defined at the Total cost/sales price fields will be used for the WBS line and reflected on the listing of project deliverables page. Whenever changes are done to the project or customer rates and applied to the WBS lines, the changes will not affect the WBS lines that have this check box selected. The values that you have defined will not be stored if you clear the check box thereafter. The values will be reverted to the values that are calculated based on the rates displayed at the Rate field.
When this check box is not selected, the Total cost/sales price fields will not be enabled. The total cost and sales prices filled at these fields will be calculated based on the rates displayed at the Rate field.

Budget for this activity

This displays the total budgeted amount for the selected activity.

Note: This field is displayed only if the Activity option is selected.

Budget for this material

This displays the total budgeted amount for the selected material.

Note: This field is displayed only if the Material option is selected.

Hours already used in WBS

This displays the total hours used in the WBS line for the selected activity.

Note: This field is displayed only if the Activity option is selected.

Material already used in WBS

This displays the total hours used in the WBS line for the selected material.

Note: This field is displayed only if the Material option is selected.

Creating and modifying work breakdown structure (WBS) lines

Menu paths

Introduction

Roles and rights

What version are you using?

How do I create WBS lines?

How do I modify WBS lines?

How do I delete WBS lines?

Buttons

Close

Save

Save + New

Delete

Fields

General section

Activity / Material

Deliverable

Activity

Item

Description

Start date – End date

Purchase

Estimations section

Estimated duration (initial)

Estimated quantity (initial)

Estimated duration (current)

Estimated quantity (current)

Progress bars

Percentage of completion

Estimate to complete

Financial section

Rate

Total cost / sales price

Allow to edit

Budget for this activity

Budget for this material

Hours already used in WBS

Material already used in WBS

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