Work Package Management
Work package management is where project managers can review the current state of the project on an individual work package level.
Budget
NOTE: The data provided on the Work package, budget will vary depending on the billing type.
Selecting the top WP will provide the total budget and actuals for the entire project.
The expected budget page for a reimbursable project:
The expected budget page for a fixed price project:
Underneath the budget statistics you will find a work package budget graph which depending on the budget type will reflect where the budget currently lies.
Reimbursable will show the Invoiced, WIP and what's Left.
Fixed Price will show the Balance and Actual.
Each individual WP will provide data relevant to that specific WP. While a parent WP will have provide the total data for the branch WPs.
Progress
The Progress has 4 different units of measure;
Project Progress: Also called Physical or Actual progress. This is the actual work done for each work package as understood and updated by the project manager.
Planned Progress: Is the estimated actual progress for each Work Package. By default this is calculated linear however this can be more controlled with the baseline and forecasting feature. Create an intercom ticket to discuss activating this feature.
Budget Progress:
For Reimbursable, the actual revenue / planned revenue.
For Fixed Price, the actual cost / planned cost. This is updated on a weekly basis each Friday.
Timeline Progress: Is how far the project is from the start date to end date.
On a branch WP select the + button against the project progress, this will redirect the user to the Progress Tracking page where the project progress can be recorded.
Deliverables
The deliverables tab provides users will a clear view of the created deliverables for each individual WP.
Select the Percentage complete % of the deliverable to adjust the the completion state of the deliverable.
WP Details
The WP details which includes the scope and input can be configured at anytime on an individual WP. Select the edit button in the bottom right corner and ensure to save the changes after.
NOTE: Edit details is where users can update the start and end date of a WP. If this was missed during the proposal creation its vital to many calculations that a start and end date is populated for each WP.
Variation Workflow
Variation or Management of Change are where users will be able to make changes to the WBS that were outside the original budget estimate.
Select the Variations tab on the Work breakdown page.
Once on the variations tab you will be able to view any existing variations on the listing page, which can be opened for review at anytime.
NOTE: Only variations that have been Approved will impact the WBS.
To create a new variation select Create Variation
To make changes to a WP on the variation:
Select the 3 dots of a branch WP
Select + Create Revision
An orange dot will appear on the WP indicating that this is a revised WP.
Select the revised WP and make the required change.
Changes made on the variation can be reviewed in two places:
The summary on the left side of the screen will have orange text to indicate the impact the current revisions will have should the variation be approved.
By selecting the summary on the revised or Project WP you can review the impact in more detail, against each resource the cost, price, markup and margin you will be able to see the impact should the variation be approved.
If users wish to only view the revisions on a variation, select the Variation Applied tab.
After the revisions have been made you can change the status. This will indicate the variation is waiting for review and will also lock the variation preventing further changes to the variation.
NOTE: Only with draft status can changes be made to the variation.
Only the Project Manager can final approve the variation therefore applying the changes made to the variation on the active WBS.
NOTE: Once the variation is approved the orange text will change to green to indicate that the changes have been made to the WBS.
You can review the number of changes that have been made to a WP via the letter reference on the Work breakdown page. Each variation approved with a revision that impacts a WP will update the letter to indicate how many iterations of the WP there has been.
