A WBS (work breakdown structure) is a hierarchical structure that used to define the deliverables a project needs to accomplish. It is compiled into multiple levels, and allows work to be organized into logical components. This article explores details on the different tabs and functionalities in the WBS menu.
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Adding WBS
To add a WBS, click on General > WBS Structure.
Click append (+) to add a new row, then enter the details for each record. You can also use the buttons to the right of the append button to modify or delete the selected record(s).
Once a new row is added you can fill the underlying details for each record in the grid or in the tabs below the grid. Sometimes there are delayed updates for new records (i.e. assigning parent WBS). When experiencing delays, just click the refresh button at bottom right corner of the grid to force an update (see arrow).
After adding the records, click on “Save” to accept changes as the data is not automatically saved after records are modified or deleted.
Data Grid
The advantage to making changes in the grid is that you can apply the same change to multiple records simultaneously. After selecting the desired records, make the change in one of the selected cells then press tab.
You will be prompted to confirm changes that affect more than five (5) records at a time.
Some columns in the grid may not be visible, but can be retrieved from the column chooser, which basically houses the hidden columns. To retrieve a hidden column, right-click a column header and select "Column Chooser" from the context menu.
This will open the "Customization" form with the list of available columns for that screen.
From there, drag and place the desired column from the form, to the grid. The two arrows facing each other indicate where the column header will be placed in the grid. In this example, the area column is being placed between the parent WBS and the responsibility columns.
See the data grids article for more in-depth details on data grids.
The tabs below the grid have a wide array of cells to add supplementary details to a record, but only allow modifying one record at a time. In some instances, if multiple records are selected in the grid then the tabs will be grayed out, thus, unmodifiable. For each cell, you can either type the details in the textbox, or select an available item from the dropdown list.
Overview Tab
The “Overview” tab has two (2) sections: "Main" and "Flags".
The “Main” section describes the distinct entity of each WBS and how it relates to other WBS. The code is the WBS number added or imported from an external source, usually SAP. The description illustrates what the WBS relates to or the task(s) to be performed. The parent WBS is basically a WBS that has a higher ranking than the once selected. For example, "Maint" is the parent for Maint-260" and "Maint-269". The level outlines where the selected WBS falls within the hierarchy. Additionally, you can flag the WBS as active or inactive in the "Flags" box.
Budget & Progress Information Tab
The "Budget & Progress Information" tab show budget totals (from the Management > Budgets menu) for the selected WBS. After selecting the WBS, click on "Load budget data" drop in the lower right corner of the screen to (i) load budgets for the selected WBS or (ii) load budgets for the selected WBS and its children.
This tab is also equipped with drag-and-place pivot grids, thus offering different views of the data, similar to Microsoft Excel pivot tables.
To add a pivot grid to the analyzed data just drag and place it in the spot indicated by the two facing arrows
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Alternatively, to remove a pivot grid from the analyzed data just drag and place it in the area where they are housed.
Assignments Tab
The “Assignments” tab handles coding assignments can be reported on at different levels for cost organization and physical organization coding structures. These assignments are used with new work orders, cost reports and budget reports when the values are not set on the related work order.
The “Cost organization” section is a breakdown of the different cost structures that the WBS is tied to. The project describes the scheme of work that is about to be or currently being undertaken. The AFE tells the source for budgeting and cost estimation. You can also assign responsibility to indicate who approves charges to the WBS. Additionally, you can set an expense type to keep tabs on the kind of expenses that are affiliated with the WBS, or what department the WBS is assigned to (i.e. Maintenance), and define the scope type if applicable.
The “Physical organization” section outlines the specific environment that the activities relating to the selected WBS affect or take place. It includes an area which basically pinpoints a specific region or zone on the refinery. The unit describes the processing unit on site. The package serves as an alternate way of coding work orders and is different from the daily entry packages. The work type basically groups how activities are classified.
Importing WBS
WBS can also be imported into CT3. This is the preferred method when adding WBS in bulk or just adding several WBS simultaneously.
To import a WBS, click Tools > Import > WBS Structure
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You can add a new preset if none is established for that company or edit an already established preset. You can also remove, duplicate, import or export presets if necessary.
The “Data Source” box lets you locate the directory path for your import file by clicking on the ellipsis. You can also choose which sheet number to import from and set the number of rows to skip to accommodate headers, etc. Upon saving the import preset, it displays the assigned file type in the title and allows update preset location to a file or folder for future imports.
The “Options” box affects how current and future imports affect each other and determines if new WBS should be added, and existing WBS updated.
The “Fields” box handles the underlying details of the import. Here you add the desired fields to import and assign the position to correlate with the column in your spreadsheet. Click the “Add field” dropdown to add a field and the remove button (red button to the right) to get rid of a field. You can also set a different font case for select fields.
Once the preset is prepared, click “OK” to save. From there click “Import” to import the data then review and confirm the import.
