Creating a Work package
To create a new WP (Work Package) select the + Create Work Package button at the bottom of the screen, this will create a new WP Referenced 1 below the Project name.
A panel will appear on the right side of the WBS (Work Breakdown Structure) where the details for the newly created WP can be added.
Title | The title of this specific WP. |
Prepared By | The user that has created this specific WP. |
Scope | The detailed scope of this WP. |
Input | The input required for this WP. |
Internal | If the WP is marked as Internal it will not appear on the WBS / CTR blocks on the proposal word add-in. |
S-Curve Selector | Only if Baseline and Forecast feature flag is active. The selected S-Curve can be applied to automatically set the hours distribution on the baseline and forecast. |
Key Milestone |
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Start / End Date | The Planned schedule for the WP. The start and end date will be set by the lowest branch WP - The start and end date are vital to ensure the projects controls works correctly on the project. |
Deliverables | The deliverables for this specific WP. |
Once all required details are provided make sure to select Update for the changes to be applied.
You also have the ability to further breakdown the WP. By hovering you mouse over the WP name, 3 dots will appear to the right. Selecting the 3 dots will provide an action menu for this WP.
Select + Add Work Package to create a Branch WP.
The newly created WP Reference 1.1 will appear as a branch to WP 1. Which has now become a Parent WP. This means that no resources can be created on this WP and must be added to the branch WP, the parent WP will display the Budget as a total of all their branch WPs.
The start and end date of the parent WP will now be determined by the earliest start date and latest end date of the branch WPs.
A parent WP doesn't have a limit to the amount of branch WPs that can be created.
WPs can be reordered if needed by hovering over the bento menu and moving the WP to the correct position on the WBS.
Importing a Work package
An alternative way of creating a new WP is to import them from an existing proposal WBS. Importing a WP will allow the user to make a direct copy of the entire WP or select specific parts of the WP to be imported.
Hover of the WP name
Select the 3 dots of the WP on the right
Select Import Work Package/s
First search for the record you want to import a WP from, you can toggle whether to search exclusively for proposals, projects or any record.
The WBS of the selected project will appear, select the check box of the WPs to be imported.
Select which resources to import along with the WPs on the check boxes underneath.
Once the WPs and Resources have been selected choose to Import.
A Import review page will appear, if the resources being imported are coming from a record with the same contact as the Proposal the resources will autofill. If the contacts are different or inactive then the user will need to select the resources from the contact rate tables.
Select Next once complete.
You will need to repeat this process for Equipment and Software if valid otherwise skip through the remaining review pages and Select Import on the last review.
The Imported WPs will appear as branch WPs to the selected import work package.
Team Resources
To add Team Resources to a WP:
Select a WP to add team resources.
Next to the details tab on the right side window select Team Resource.
Select Add Team Resource in the middle of the screen
If there are existing resources the Add Team Resource button will be in the top right.
Once on the team resource form:
Select the relevant Rate Table these are the tables that have been created on the contract and have have had prices set.
Select a Resource from the selected rate table.
The Base Rate will automatically update based on the price set against the resource on the contract rate table.
Add the number of Units.
Apply a Markup if required you have the option of applying the markup by value or percentage.
Select Add one the form is complete.
Once the Team resource has been created you will be able to view all existing resources created for that WP.
NOTE: If a resource needs to be deleted select the resource on the Team resource view and select the orange delete button in the bottom left corner of the resource form.
Asset Resources
To add Equipment or Software Resources to a WP:
Select a WP to add Asset resources.
Next to the details tab on the right side window select either Equipment or Software Resource both Asset resources are created the same way.
Select Add Equipment/Software Resource in the middle of the screen.
If there are existing resources the Add Equipment/Software Resource button will be in the top right.
Once on the equipment form:
Select the relevant the Resource only resources with a price added on the contract will appear. If the resource is within a category select the category first.
Select the Rate from the contract.
The Base Rate will automatically update based on the price set against the resource on the contract.
Add the number of Units.
Apply a Markup if required you have the option of applying the markup by value or percentage.
Select Add one the form is complete.
Once the Equipment Resource has been created you will be able to view all existing resources created for that WP.
NOTE: If a resource needs to be deleted select the resource on the Equipment or Software resource view and select the orange delete button in the bottom left corner of the resource form.
Expenses
To add Expense Resources to a WP:
Select a WP to add Expense resources.
Next to the details tab on the right side window select Expenses.
Select Add Expense in the middle of the screen
If there are existing expenses the Add Expenses button will be in the top right.
Once on the expenses form:
Manually add the Expense Type and Details
Add the Expense Base Rate.
Add the number of Units.
Apply a Markup if required you have the option of applying the markup by value or percentage.
Select Add one the form is complete.
Once the Expense has been created you will be able to view all existing expenses created for that WP.
NOTE: If an expense needs to be deleted select the expense on the Expenses view and select the orange delete button in the bottom left corner of the expense form.
Purchase Costs
To add new Purchase Costs to a WP:
Select a WP to add a Purchase cost for.
Next to the details tab on the right side window select Purchase Cost.
Select Add Purchase Cost in the middle of the screen
If there are existing purchase costs the Add Purchase Cost button will be in the top right.
Once on the expenses form:
Select the Supplier there is an option for unknown if the supplier is not confirmed yet.
Select the Cost if there are no costs or a new one is required select Create a Cost.
Add a Cost description if required this is an internal description and will not appear anywhere else.
Apply a Markup if required you have the option of applying the markup by value or percentage.
If a Cost was selected the Unit Cost will update automatically otherwise manually add the Unit Cost.
Add the number of Units.
Apply a Markup if required you have the option of applying the markup by value or percentage.
Enter the Purchase Tax if required this is only required if Standard Procurement is being used, if Enhanced Procurement is active you can manually update the tax on the PO.
Invoice tax can be applied on the invoice during an active project.
Select Add one the form is complete.
Markups
To create a Markup:
NOTE: markups can be can applied to either; a single WP, a single resource type or the entire WBS.
Select the WP to add a markup.
Next to the details tab on the right side window select Markups.
Select Add Markup in the middle of the screen
If there are existing markups the Add Markup button will be in the top right.
Once on the markup form:
Manually add the Markup Name.
Select what the markup should Apply To.
Entire Work Package - this will apply the markup to the selected WP only.
Entire Work Package (Roll-up Budget) - this will apply the markup to the entire WBS doesn't matter which WP this is created against.
Resource - the remaining options will apply to the selected resource for the specific WP only.
The Sub total will update automatically depending on the Apply To selected.
Apply the Markup you have the option of applying the markup by value or percentage.
Select Add one the form is complete.
Milestones
To create a new Milestone:
Select the Milestones tab in the top right.
Any existing milestones will be visible on the screen.
Select Add Milestone.
Once on the Milestones form:
Manually add the Milestone Name.
Enter the Amount for this milestone.
Select Add one the form is complete.
NOTE: Milestones can be created and updated on the Project.
Work Package Summary
The Work Package Summary provides a breakdown of the Cost, Price, Markup and Margin for each work package. By selecting the Parent work package a user can review the cost and price summary for all branch work packages.
By selecting the Proposal Work package which contains the roll-up budget the cost and price summary for the entire WBS can be reviewed.
