Work Breakdown - Create

The work breakdown tab is used to define what the target budget is for each sub project, by adding a budget entry for each sub project, task, rate, or staff member. This topic will cover how to setup the work breakdown structure for a new project. NEW 4.8

*Synergy Enterprise Feature* 

ClosedGetting Started

Setup required before use

 Who can use it? Where is it?

Rates

Staff

Timesheet Tasks

Sub Projects

Assistant Project Manager

Project Manager

Director

Administrator

System Administrator

 Projects > Project Plan > Work Breakdown

Tips:

Why create the Work Breakdown Structure?

Create a work breakdown for the project to view all the tasks involved in each sub project, to define the project budget. Assign staff or a staff rate to each task for use in the Project Schedule Boards, to ensure they have time allocated to complete the work. Copy work breakdown items from budget templates to quickly create the rows required for each sub project. Use the markup functionality to increase the budget template units / values before the new work breakdown rows are added to the sub project.

Apply colour coding to the Tasks to make the work breakdown items easier to see at a glance in the project planning board and the company planning board.

Actions available

ClosedAdd new items to the work breakdown structure
ClosedStaff Type

Use the 'Staff' rate type to build the budget in the Work Breakdown structure to reflect the staff rate that will be used in the staff timesheet entry. This is the rate that will be used for invoicing purposes on an 'Hourly / Cost Rate' Fee type sub project.

ClosedComplete the following steps to add a row
  1. Highlight the Sub Project in the list for which the new row will be added.
  2. Click Add .
  3. (Optional) Select a task from the drop down list, or type a custom tasks into the field.
  4. (Optional) Update the task colour using the colour palette button . The Sub Project colour is the default colour shown for a new task.
  5. Choose the rate type 'Staff'. This is the default rate type for new items.
  6. Select a rate from the drop down list.
  7. (Optional) Select a staff member who will complete this task.
  1. Type into the 'Units' field the number of hours for this rate to be included in the budget.
  2. (Optional) Enter a note to describe the budget item.
  3. Save and Close .

Tips:

  • Assign a task to a staff member, and it automatically shows for the staff member as a timesheet history row on the date the task is scheduled. Learn more about Scheduling tasks.
  • The Unit Value field is read only and shows the per item cost of the rate selected.
  • The Value field is read only. Once the number of units required has been entered, the Value field is automatically calculated to display the (# of units x unit value).
  • The Staff drop down shows the name of staff who are setup to use the chosen rate, and work within the project office. If Project Teams is enabled, then only staff listed on the Project > Team tab are shown. Staff are listed in alphabetical order, and inactive staff are not shown.
ClosedInspection Type

Use the 'Inspection' rate type to build the budget in the Work Breakdown structure to reflect how many site inspection visits will be completed for each Sub Project.

ClosedComplete the following steps to add a row
  1. Highlight the Sub Project in the list for which the new row will be added.
  2. Click Add .
  3. (Optional) Select a task from the drop down list, or type a custom tasks into the field.
  4. (Optional) Update the task colour using the colour palette button . The Sub Project colour is the default colour shown for a new task.
  5. Choose the rate type 'Inspection'.
  6. Select an inspection rate from the rate drop down list.
  7. (Optional) Select a staff member who will complete the site inspection.
  1. Type into the 'Units' field the number of site inspections to be included in the budget.
  2. (Optional) Enter a note to describe the budget item.
  3. Save and Close .

Tips:

  • Assign a task to a staff member, and it automatically shows for the staff member as a timesheet history row on the date the task is scheduled. Learn more about Scheduling tasks.
  • The Unit Value field is read only and shows the per item cost of the rate selected.
  • The Value field is read only. Once the number of units required has been entered, the Value field is automatically calculated to display the (# of units x unit value).
  • The Staff drop down shows only the name of staff members who are setup to use the chosen inspection rates on their staff record. The list is displayed in alphabetical order.
ClosedTravel Type (Expense)

Use the 'Travel' rate type to build the budget in the Work Breakdown structure to add travel expenses to the sub project budget. Travel expenses are items used as mileage and tolls. Track the expected expense cost for each site inspection in the sub project budget.

ClosedComplete the following steps to add a row
  1. Highlight the Sub Project in the list for which the new row will be added.
  2. Click Add .
  3. Choose the rate type 'Travel'.
  4. Select a rate from the drop down list.
  5. Type into the 'Units' field which is the number of this fixed rate travel item to include in the budget.
  6. (Optional) Enter a note to describe the budget item.
  7. Save and Close .

Tips:

  • The Unit Value field is read only and shows the per item cost of the rate selected.
  • The Value field is read only. Once the number of units required has been entered, the Value field is automatically calculated to display the (# of units x unit value).
ClosedOffice Item Type (Expense)

Use the 'Office Item' rate type to build the budget in the Work Breakdown structure to add any expected office expenses to the sub project budget. Add the printing costs to the budget as a office item expense for each sub project.

ClosedComplete the following steps to add a row
  1. Highlight the Sub Project in the list for which the new row will be added.
  2. Click Add .
  3. Choose the rate type 'Office Item'.
  4. Select a rate from the drop down list.
  5. Type into the 'Units' field the number of this fixed rate expense item to be included in the budget.
  6. (Optional) Enter a note to describe the budget item.
  7. Save and Close .

Tips:

  • The Unit Value field is read only and shows the per item cost of the rate selected.
  • The Value field is read only. Once the number of units required has been entered, the Value field is automatically calculated to display the (# of units x unit value).
ClosedSub Contractor Type (Expense)

Use the 'Sub Contractor' rate type to build the budget in the Work Breakdown structure to include the costs of Sub Contractor work or tasks into the Project Plan and sub project budget.

ClosedComplete the following steps to add a row
  1. Highlight the Sub Project in the list for which the new row will be added.
  2. Click Add .
  3. Choose the rate type 'Sub Contractor'.
  4. Select a rate from the drop down list.
  5. Type into the 'Cost' field the expected dollar value cost for this expense.
  6. (Optional) Enter a note to describe the budget item.
  7. Save and Close .

Tip: The 'Value' field is read only and is automatically calculated to show the charge out rate for the total cost of the Sub Contractor costs. The Value field includes the markup applied to the selected rate.

ClosedSupplier Type (Expense)

Use the 'Supplier' rate type to build the budget in the Work Breakdown structure to record the planned purchase cost of items for each sub project, when goods are purchased from a third party supplier.

ClosedComplete the following steps to add a row
  1. Highlight the Sub Project in the list for which the new row will be added.
  2. Click Add .
  3. Choose the rate type 'Supplier'.
  4. Select a rate from the drop down list.
  5. Type into the 'Cost' field the dollar value cost for the item to be purchased.
  6. (Optional) Enter a note to describe the budget item.
  7. Save and Close .

Tip: The 'Value' field is read only and is automatically calculated to show the charge out rate for the total cost of the supplier goods. The Value field includes the markup applied to the selected rate.

ClosedCash Type (Staff Expense) NEW 4.9.4

Use the 'Cash' rate type to build the budget in the Work Breakdown structure to record the planned staff expenses for each sub project, to track estimates for project items the staff will purchase such as accommodation or flights or meals etc.

ClosedComplete the following steps to add a row
  1. Highlight the Sub Project in the list for which the new row will be added.
  2. Click Add .
  3. Choose the rate type 'Cash'.
  4. Select a rate from the drop down list.
  5. Type into the 'Cost' field the dollar value cost for the items to be purchased.
  6. (Optional) Enter a note to describe the budget item.
  7. Save and Close .

Tip: The 'Value' field is read only and is automatically calculated to show the charge out rate (cost plus markup %) for the total of the staff expense. The Value field includes the markup applied to the selected rate.

ClosedAny Type

Use the 'Any' rate type to enter a 'Lump Sum' budget value. A Lump Sum budget allows you to enter a dollar value estimate for a sub project, which is allocated to a generic task. The task and lump sum value can be scheduled in the planning board.

ClosedComplete the following steps to add a row
  1. Highlight the Sub Project in the list for which the new row will be added.
  2. Click Add .
  3. (Optional) Select a task from the drop down list, or type the name for the custom task to be used.
  4. (Optional) Update the task colour using the colour palette button . The Sub Project colour is the default colour shown for a new task.
  5. Choose the rate type 'Any'.
  6. Type the lump sum dollar value into the 'unit value' field.
  7. (Optional) Enter a note to describe the budget item.
  8. Save and Close .

Tips:

  • Assign a task to a staff member, and it automatically shows for the staff member as a timesheet history row on the date the task is scheduled. Learn more about Scheduling tasks.
  • The Value field is read only. This always shows the same value as the 'unit value' field for a lump sum budget item.

Tips:

ClosedCopy an existing work breakdown item

Use the copy feature in an open work breakdown item to copy the same task to be used multiple times within a sub project. This is useful when you want to assign the same task to different staff members.

  1. Highlight the item you want to copy in the list.
  2. Click the edit button in the toolbar, or double click the row.
  3. Click the copy button in the toolbar of the pop-up window.
  4. The word COPY appears under the toolbar, to show that this is now the new item to be saved for the Sub Project.
  5. Update the task, rate, staff, or units as required.
  6. Save and Close .
  7. The extra item is now shown in the list for that Sub Project.
ClosedCopy work breakdown items from budget templates

Budget templates can be setup in Synergy with the standard staff, inspection or expenses required to complete a certain task. i.e. Budget templates maybe created for building a school hall, or for building a townhouse etc with the standard items quoted for that style of work. Add a budget template to the work breakdown structure for your project using the Copy button in the top toolbar. The Copy button can be used once the Sub Project row that you want to add the items to has been selected in the list.

Markup the budget template values if this sub project will be double or triple the value of the template. A custom markup value can also be entered. Using the toolbar the budget template items can be marked up from the original template entered units / value. Use the factor options of 'x 0.5' or 'x 2' or 'x 10'., or enter a custom markup value by typing the value into the custom field in the toolbar. The markup value selected will multiply the template values by the selected amount. i.e. 'x 2' markup value will multiple the Units/ Value of the budget template by 2.

Copy work breakdown items from a budget template by:

  1. Open the Project Plan > Work Breakdown tab.
  2. Select the Sub Project row to which you want to add the budget template items.
  3. Click the Copy button in the toolbar.
  4. Select the budget template from the list on bottom left of the screen.
  5. Check / Uncheck the boxes for each row you want to copy from the template.
  6. (Optional) Select if the budget units / value will be marked-up using the top toolbar button 'x 0.5' or 'x 2' or 'x 10'. Or if you want a set markup value type it into the field in the toolbar and clicking the 'x custom' button.
  7. Save.
  8. The budget template rows have been added to the selected Sub Project.
  9. Repeat this for each Sub Project you which require items added from budget templates.

Tips:

  • Learn more about creating budget templates.
  • Click the undo button in the top toolbar to return to the budget template units / value.
ClosedEdit an existing Work Breakdown row

Use the Edit row button to open the 'Work Breakdown Item' pop-up window for the selected row.

For detailed instructions on how to modify or monitor the work break down structure, please review the Updating the Work Breakdown Structure topic.

Steps to create the Work Breakdown structure

The following steps outline how to create a simple work breakdown structure for a new project.

ClosedScenario 1 - Add each work breakdown structure item manually

The project used in this example has two sub projects 'Dilapidation Report' and 'Design and Documentation', and provides instructions on how to add staff rates, inspection rates, and expense rates to the work breakdown structure. This example will create tasks and budget items for each sub project, apply a staff member to complete one of the tasks, and add an expense rate item to the sub project budget.

Budget items are created manually, and are not copied into the project using Sub Project Templates.

ClosedComplete the following steps
  1. New Project - Create a new project by clicking the Add button in Project List.
  2. Complete the General tab details outlining the project scope.
  3. Save .
  4. Add Sub Projects - Choose which Sub Projects to add from the Sub Project Template pop-up, and press Save.
  5. Go to the Project Plan > Sub Project tab.
  6. Add colours - Assign colours to each Sub Project.

Click the image above to view the sub project tab with colours applied.

  1. Go to the Project Plan > Work Breakdown tab.
  2. Work Breakdown Grouping - The work breakdown tab is displayed with a grouping row for each sub project. The sub project name is shown in bold, with the colour chosen on the sub project tab shown next to the name. This is a header row for the sub project to display a total budget and actual totals. Double click the row to open the sub project.
  1. Add a new item to the work breakdown. Example - Site Inspection.
    1. Highlight the Sub Project row for which you want to add a work breakdown item.
    2. Click Add .
    3. Click the button 'Inspection' to add an site visit to the list of work breakdown items.
    4. Select the task 'site visit' from the drop down list.
      Note: The task colour defaults to the colour of the Sub Project.
    5. Select the rate 'survey day rate' from the rate drop down list.
    6. Type the number of site visits required into the 'Units' field.
    7. Save and Close .

Click the image above to view a site inspection item.

  1. Add the next task or budget item for the sub project. Example - Staff rate.
    1. Highlight the Sub Project in the list.
    2. Click Add .
    3. The staff rate type button defaults to being selected.
    4. Select the task of 'Report' from the drop down list.
    5. Select the 'Rate' required for the staff member who will do the work.
    6. Type the number of hours required to complete this task into the Units field.
    7. Save and Close .

Click the image above to view a staff item.

  1. Add any expense items that are part of the budget for the sub project. Example - Office Item. Printing of photos taken during the site inspection will be required to create the final report.
    1. Highlight the Sub Project in the list.
    2. Click Add .
    3. Select the rate type button 'office item'.
    4. Select the rate 'printing' from the drop down list.
    5. Type the number of prints required into the Units field.
    6. Save and Close .

Click the image above to view an office expense item.

  1. Add tasks to the next sub project.Example - Staff rate item for a specific staff member.
    1. Highlighting the Sub Project in the list.
    2. Click Add .
    3. Add a custom task for the sub project called 'checking', by typing. 'checking' into the task field.
    4. Select the rate type button 'staff'.
    5. Select the rate of Director from the drop down list.
    6. Choose the staff member Simon Waters from the staff drop down list.
    7. Type how many hours Simon required to complete the checks into the Units field.
    8. Save and Close .

Click the image above to view a staff specific item.

  1. Add any other items required for the second sub project.
  2. Update the Sub Project Fee when the Fee Type shown is Fixed Fee, Percent of Project or Capped Rates. Double click the Sub Project row to open the sub project, and update the Sub Project Fee field on the General Tab.
    Note: This step is not required for Hourly / Cost Rate or No Billing Fee types.
  3. Setup of the work breakdown structure for the project is complete. View a summary of the budget values at the following locations:
    1. PhasesClosedEach phase group shows a total for the budgeted hours (time), units (expenses), and value. Phase rows are shown with a grey shading applied.
    2. Sub ProjectClosedEach sub project group shows a total for the budgeted hours (time), units (expenses), and value. The sub project summary row is shown in bold. The colour shown next to the sub project name was selected on the Project Plan > Sub Projects tab. The fee type, and the fee value for the Sub Project is shown within this summary row. The fee value for the sub project is only shown if the fee type is Fixed Fee, Percent of Project or Capped Rates.

Click the image above to view the finished work breakdown structure.

ClosedScenario 2 - Add items to the work breakdown structure using Sub Project Templates

In this example we have a new project to complete landscaping work at an apartment complex. There will be four sub projects to complete this work of Fee Proposal, Concept Design, Landscape Design, and Variation to Fee. The Sub Projects will be added using the Sub Project Templates feature. Using the templates feature will allow for the work breakdown structure to be quickly created, as budget and task items stored on the template are copied across. After the copy is complete the user can then update items, or add extra items to the work breakdown as required, to build the complete project budget.

ClosedComplete the following steps
  1. New Project - Create a new project by clicking the Add button in Project List.
  2. Complete the General tab details outlining the project scope.
  3. Save .
  4. Add Sub Projects from Templates - The Sub Project template pop-up is shown. Choose which Sub Projects you want to add by checking the boxes.
  5. The templates which include a sub project budget are shown with a budget factor number. If the budget is setup in the template, then it is automatically added to the Work Breakdown tab of the Project plan.
  6. Press Save.

Click the image above to view the Sub Project Selector.

  1. Sub Project Colours - On the Sub Project tab, assign colours to each Sub Project using the colour palette button . These colours will be shown when you schedule the sub project work to be completed within the Project Plan > Schedule tab.

Click the image above to view the Sub Projects with a colour defined, which will be displayed in the Project Plan > Schedule.

  1. Go to the Work Breakdown tab.
  2. The tab defaults to being displayed in a collapsed grouped view, with a summary row for each Sub Project. The summary row displays the Sub Project name and colour, the Fee type of the Sub Project, and a sub project fee if it has been defined.

Click the image above to view the Sub Projects with the Budget added from the template.

  1. Press the Expand tree button to view the budget that was added via the template.

Click the image above to view the Work Breakdown rows added from the Sub Project Templates. These rows are highlighted in orange.

  1. Next add new Work Breakdown items to the Sub Projects which did not have any template budget items included. Let's define the tasks in the 'Fee Proposal' Sub Project first. By building a list of tasks required for the fee proposal, you can ensure you cover the costs for this work into the billable sub projects.
    1. Select the Sub Project 'Fee Proposal' in the list.
    2. Click Add .
    3. Choose the rate type 'Staff'
    4. Select the task 'Client Liaison from the drop down list.
    5. Type the number of hours required into the 'Units' field.
    6. Save and Close .

Click the image above to view a new item.

  1. Add the other tasks to the first sub project to outline the work which is to be completed.
    Note: The colour for each new item added defaults to be the Sub Project colour .
  2. Check the budget and tasks which were automatically added to the Sub Projects from the template. Double click each item to update:
    1. Units - The number of 'Units' included in the budget. Updating the units will update the budget value shown.
    2. Colour - The Task colour . The task colour defaults to 'white' no colour has been assigned in the sub project template. Update this to be an alternate colour if required.
    3. Staff member - Add the staff member who will complete the task.

Click the image above to view the work breakdown with colours assigned, and staff allocated to complete certain tasks.

  1. Add expense items - Include any known expenses in the work breakdown for each sub project. For example let's add the expense 'Printing Costs' to the Landscape Design sub project.
    1. Select the Sub Project in the list.
    2. Click Add .
    3. Select the expense type from the 'Rate' selection buttons. The printing costs are a 'office item' expense.
    4. Select the Rate from the drop down list.
    5. Enter the number of prints required into the 'units' field.
    6. Save and Close .

Click the image above to view an expense item.

  1. Time vs Expenses - Totals are shown on each Sub Project (or Phase) grouping row. These totals show the number Expense units, total number of Staff / Inspection Hours, and the total budget value for all time and expenses in the Sub Project.

Click the image above to view the totals for each sub project.

  1. Enter the Sub Project Fees - This step is required for each Sub Project that has the fee type of 'Fixed Fee', "Percent of Project' or 'Capped rates'.
    After entering the sub project work breakdown structure, view the total budget for each sub project on the sub project summary row. Determine what the target fee should be for the proposal using this information. Enter the Sub Project fees by:
    1. Double click the sub project summary row.
    2. Sub Project update window is shown.
    3. Enter the Sub Project Fee on the general tab of the Sub Project.
    4. Save and Close .
    5. Repeat this for each Sub Project with a Fixed Fee, Percent of Project, or Capped Rate fee type.

Click the image above to view the Sub Project fees shown in orange.

  1. No tasks defined - For Sub Projects such as 'Variations' the tasks required are not known at Proposal stage. Add the tasks to this Sub Project once variations are required.
  2. The Work Breakdown for the Project is complete. Next learn how to schedule the project tasks to be completed.

Tips:

Want to learn more?

Looking for more help? Try reviewing the following Resource and Capacity Management topics: Concept Link IconView Topics

 

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