Exact Synergy Enterprise

Overview of work breakdown structure (WBS) lines

Menu paths

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

Introduction

Once the scope of the project is established and it is clear to the project manager what the deliverables are, the project manager can estimate the amount of work needed to complete the project by specifying the exact amount of work activity and quantity of material needed on the WBS lines page.

Roles and rights

To manage deliverables and work breakdown structure (WBS), function right 903 — Manage deliverable/WBS is required. 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 256 and higher. If you have versions lower than this, certain features explained here will not be applicable.

How do I view 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.

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. For more information, see Creating and modifying work breakdown structure (WBS) lines.

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

How do I plan timeframes for 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 Activities sub-section of the required section, click the corresponding Plan timeframe icon in the Actions column.
On the Plan timeframe page, define the relevant fields.
Click Submit.

How do I allocate material for 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 sub-section of the required section, click the corresponding Allocate material icon in the Actions column.
On the Material and expenses request page, define the relevant fields.
Click Submit.

How do I purchase material for 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 sub-section of the required section, click the corresponding Purchase icon in the Actions column.
On the I Need request page, define the relevant fields.
Click Submit.

How do I view requests linked to 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 View requests icon in the Actions column.

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. For more information, see Creating and modifying work breakdown structure (WBS) lines.
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 Delete icon in the Actions column. A message, “Are you sure you want to delete this WBS line?” will be displayed.
Click OK.

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

Buttons

Columns

Activities/Material

This column displays the code and description of the related activity or material. Click the hyperlink to view the activity or material.

Description

This column displays the description of the WBS line.

Start date

This column displays the start date of the WBS line.

Note: This is 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 date will be displayed in the tooltip, which is displayed when you mouse over the colored bar under the % of completion column.

End date

This column displays the end date of the WBS line.

Note: This is 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 end date will be displayed in the tooltip, which is displayed when you mouse over the colored bar under the % of completion column.

Estimated

This column displays the estimated duration or amount of the WBS line.

Note: If the Use gauges to display the percentage of completion check box under the Other settings section at Modules ? Projects ? Setup ? Professional services automation ? Settings is selected, this information will be displayed in a bar (as a colored section) under the % of completion column. If the estimated value is zero, this section will not be displayed in the bar.

Planned

This column displays the total planned, realized, approved, and invoiced duration or amount in requests linked to the WBS line.

Note: If the Use gauges to display the percentage of completion check box under the Other settings section at Modules ? Modules ? Projects ? Setup ? Professional services automation ? Settings is selected, this information will be displayed in a bar (as a colored section) under the % of completion column. If the planned value is zero, this section will not be displayed in the bar.

Submitted

This column displays the total approved, realized, and invoiced duration or amount in requests linked to the WBS line.

Note: If the Use gauges to display the percentage of completion check box under the Other settings section at Modules ? Projects ? Setup ? Professional services automation ? Settings is selected, this information will be displayed in a bar (as a colored section) under the % of completion column. If the planned value is zero, this section will not be displayed in the bar.

Actual

This column displays the total realized and invoiced duration or amount in requests linked to the WBS line.

Note: If the Use gauges to display the percentage of completion check box under the Other settings section at Modules ? Projects ? Setup ? Professional services automation ? Settings is selected, this information will be displayed in a bar (as a colored section) under the % of completion column. If the actual value is zero, this section will not be displayed in the bar.

Invoiced

This column displays the total invoiced duration or amount in requests linked to the WBS line.

Note: If the Use gauges to display the percentage of completion check box under the Other settings section at Modules ? Projects ? Setup ? Professional services automation ? Settings is selected, this information will be displayed in a bar (as a colored section) under the % of completion column. If the invoiced value is zero, this section will not be displayed in the bar.

% of completion

The first colored bar represents the Invoiced, Actual, Submitted, and Planned values, while the second bar represents the Estimated (initial) and Estimated (current) values. Mouse over the respective 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, or the Estimated (initial) and Estimated (current) values.

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

ETC

Define the estimate to complete value at the respective field and then press Tab to leave the field. Once the cursor leaves this field, the values under the Estimated, % of completion, Cost / hour, Cost / item, Total cost, Sales price / hour, Sales price / item, and Total sales price columns will automatically be updated based on the value defined at this field.

Cost/hour / Cost/item

This column displays the cost of the activity or item linked to the WBS line.

Total cost

This column displays the total cost calculated for the WBS line.

Sales price/hour / Sales price/item

This column displays the sales price of the activity or item linked to the WBS line.

Total sales price

This column displays the total sales price calculated for the WBS line.

Edited

This column indicates whether the Allow to edit check box on the WBS line page of the respective WBS line is selected or not. A green check mark indicates that the check box is selected, thus the total cost and sales prices for the WBS line can be manually edited. Otherwise, nothing will be displayed under this column. For all WBS lines of the Activity type, "NA" will be displayed.

Actions

This column displays the icons on which a user can click to perform certain actions for the WBS line. The following describes the icons:

Plan timeframe – Click this to plan the timeframe for the corresponding WBS line.
Allocate material – Click this allocate material for the corresponding WBS line. This is not available if the Purchase icon is available.
Purchase – Click this to purchase the material for the corresponding WBS line. This is only available if the Purchase check box on the WBS line page is selected for this WBS line. For more information, see Creating and modifying work breakdown structure (WBS) lines.
View requests – Click this view requests linked to the corresponding WBS line.
Edit – Click this modify the corresponding WBS line.
Delete – Click this to delete the corresponding WBS line. This icon will only be displayed if the corresponding WBS line does not have any linked requests.