Work Breakdown - Update

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

Add additional tasks to the work breakdown tab if extra work is identified as required for the sub project. Learn how to create new work breakdown items in the creating the work breakdown structure topic.

Update the details of a work breakdown row, to change the value of the budget for the sub project. To edit the item:

1. Highlight the work breakdown item in the list.
2. Click the Edit button in the toolbar, or double click the row.
3. Change of the following fields is allowed:
   1. TaskFor Staff and Inspection rate types only. Choose a new task from the drop down list.
   2. Task ColourClick the colour palette button , to update the colour shown for the task.
   3. Rate TypeFor Staff and Inspection rate types only. Choose a new rate type using the buttons.
   4. RateChoose a new rate from the drop down list. Only rates valid for the rate type are shown in the list.
   5. StaffChoose a different staff member from the drop down list. Only staff which are setup to use the selected staff rate within the Staff record > Rates tab are shown in the list. If the rate type is inspection, only staff who have the 'can use inspection type rates on timesheets' option enabled on their staff record are shown in the list.
   6. UnitsUpdate the number of units which will be included in the sub project budget. This is available for Staff, Inspection, Travel, and Office Item rates.
   7. CostUpdate the cost of purchasing the goods or service from the Sub Contractor or Supplier, and when entering budgets for staff cash expenses. This field is only available when Staff Cash Rates, Sub Contractor or Supplier rates are used.
   8. Unit ValueUpdate the value of the lump sum budget amount. This option is only available when the 'any' rate type option is used.
   9. % CompleteType the complete percentage value for the task to track the progress. Click the complete button to auto mark the task as 100% completed.
4. Save and Close .

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.

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.

Update the budget values to reflect the real rates that you plan to use for invoicing for a project. Add project or sub project level specific rates to the project, then use the 'refresh budget' button in the work breakdown tab to apply the updates rates to the sub projects.

Step by step instructions on this feature are available in the Work Breakdown overview topic.

Use this feature to remove a work breakdown item from a Sub Project.

1. Highlight the item you want to remove in the list.
2. Click the edit button in the toolbar, or double click the row.
3. Click the delete button in the toolbar of the work breakdown item.
4. The item is deleted, and the work breakdown list is refreshed to show the item as removed.

After updating a rate to have a new rate value in Practice > Rates List, the item in the work breakdown budget is not automatically updated. This is because the sub project fees were already created using the existing budget values entered. However it may be relevant to update the sub project budgets to display the updated rate.

Use the mark as complete feature to stop users from being able to select the task when entering timesheets.

1. Highlight the task row in the list.
2. Click into the % complete field and type the % complete. Or click the complete button in the toolbar to mark the row as 100% complete.
3. After typing a % complete in the grid, click the tab key twice to type into the next row down.
4. When a task has been marked as 100% complete, then the task shown can no longer be used for timesheet entry.
5. When multiple work break down items have the same task name for a sub project, then all of the matching task named work breakdown items must be marked as complete before it will be removed from the timesheet task drop down list.
6. If you use the complete button again, it will remove the completed indicator from the item by marking it down to 90% complete. This will make the task available again for timesheet entry.

Click the image to see the percent complete entered for each WBS task.