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WBS (Work Breakdown Structure) is a hierarchical mapping of projects. In Microsoft Project (hereinafter abbreviated as MS Project), when you create a task in the project, Project automatically generates a unique WBS code, Save in WBS field
This time, we will introduce a template for project management that uses the WBS code creation function of MS Project as a reference and adds functions that are considered useful for project management and schedule management using Smartsheet.
Automatic generation of WBS code for MS Project not found in Smartsheet
https://app.smartsheet.com/b/publish?EQBCT=6fb3961856e747149f3734daba45ca64
Smartsheet does not have built-in WBS code or automatic generation of outlines.The lack of this tool was a problem when users of MS Project, the default tool for project management, moved to Smartsheet.
Smartsheet's Official WBS Template
Smartsheet is responsible for the WSB code in the Smartsheet community.議論Receive and automatically generate WBS code (exactly, outline in MS Project)templateHas been released.
Cloudsmart WBS template improvements
The Cloudsmart template introduced this time has the following functions that are not available in the official Smartsheet template, based on the functions of MS Project and user requests.
- Custom WBS code creation capability
- Ability to not include top-level parent rows in WBS code, etc.
- Ability to skip summary lines, etc.
If you already know how to create a custom WBS code in WBS or MS Project, skip the previous step and read "Customize WBS code in Cloudsmart templatePlease see from.
What is Work Breakdown Structures (WBS)?
Work Breakdown Structures (WBS)
Work Breakdown Structures (WBS) is the process of decomposing a project (e.g. housing construction) into parts or major functional deliverables (e.g. interior works, exterior works) and dividing those deliverables into smaller Subdivided into sub-deliverables (e.g. painting walls, pouring slabs).Each item in the hierarchy is identified by a unique WBS code.Such WBS is used in project management, schedule management, system development, etc.
WBS code
A WBS code is a code used to number tasks within a project. For MS Project, by default, Project gives each task you create aoutline numberautomatically generated and stored in the outline number field. In Project,WBS fieldis also available and in its default state is equivalent to the outline number field.
- Example outline number: 4.12.2.3
- WBS code example: Project1-AD-0012-02.3
If your organization, such as a company, uses a specific WBS code system for project management, in MS Project,Define WBS Number Dialog BoxYou can customize the WBS code format instead of using the default code with
demo youtube
How to create custom WBS code in MS Project
To create a custom WBS code, use the WBS Number Definition dialog below.
- Project code prefix (Prefix)Specify (e.g. st)
- eachLevel OfSQ (Sequence),Len (Length) ,SP (Separator) specify
- For example, "Uppercase, XNUMX, -" becomes AA-.
- Sequence sequence(numbers and letters) (e.g. capital letters)
- Length Length(e.g. 0001 with a length of XNUMX for numbers)
- Separator separator(separators: . – + /)
- For example, "Uppercase, XNUMX, -" becomes AA-.
Customize WBS code in Cloudsmart template
In Cloudsmart's WBS template, instead of MS Project's Define WBS Number dialog box,Sheet SummaryIs used.
Specifying Prefixes
In the image below, SNS is specified as the WBS code prefix.
In addition, the prefix is specified with a separator (separator, delimiter) "-".
Sequence Sequence specification
In the image above, we have selected Upper (short for Upper Letters) as the Sequence sequence.
In addition to Upper, Num (Numbers) and Lower (Lower Letters) can be selected.
Length specification
In the image below,Length Lengthis specified.
Num Numbers for numbers
For example, if you select 0001 as the number, it will be 0002, XNUMX with XNUMX digits zero padding.
Upper, Lower Letters For English letters
For letters, I did the following:
- If it is Any, it starts from A and becomes AA at the XNUMXth.
- If it is XNUMX, it becomes BA at the XNUMXth like AA, AB, AC.
- If it is XNUMX, it becomes ABA at the XNUMXth like AAA, AAB, AAC.
In this way, we support up to three-digit AAA.
(I thought that XNUMX is enough for XNUMX to the power of XNUMX up to AAA-ZZZ.)
Separator Separator (delimiter)
Select from '.', '-', '+' and '/' similar to MS Project as shown in the image below.
If you don't select anything, it defaults to ".".
Ability to not include top-level parent rows in WBS code, etc.
Check Skip Top Level Parents if you want the first row to display the project title, etc., as in the image below. ) to number the WBS code, etc.
This feature was added after considering user requests for community official templates such as:
"Is there a way to fix the first row out of the calculation and the other main headers basically ignore this first row and show 1, 2, 3, etc in the WBS calculation?
We typically display the title of the project on the first row, and from that first row we use things like percent complete for dashboards.Our stakeholders also love seeing the first row with the project title and summary information.Of course, because of this, all lines are indented from the first project line, so the "Ancestor=0" part of the formula is confusing.Is there a way to fix the first row out of the calculation and the other main headers basically ignoring this first row so that the WBS calculation shows 1, 2, 3, etc.? "
It is possible to change the expression of the official WBS template with an IF statement, etc., but it seems to be a highly needed function, so I made it possible to set it.
Ability to skip summary lines, etc.
Smartsheet Control Center (SCC) As shown in the image below, if the user using the Smartsheet Control Center has a Summary section in the sheet, skip such lines and number the WBS code etc. It's a function.
This feature was also added after considering the user's request for the community's official template, such as:
Unfortunately, I'm using this in conjunction with the Control Center, so I need a summary data section at the top of the sheet.That's why the first task ID defaults to:
I'm not sure if this same setting works if the tasks in your project don't start at line 1.For example, my task starts on line 28, but I've also indented the first task so that I can track the overall project health and completion rate. Please let me know if you have any advice on how to fix this trick so that the first task on line 28 starts with 1.
This can also be achieved by changing the expression in the official template, but since it seems to be a feature with many needs, we made it possible to set it.
In the case of the questioner above, there are three sections, Summary, Attach Key Documents Here, and Key Deliverables, so you can set Skip Parents to XNUMX.
Pros and cons of WBS Code automatic update by changing task order and hierarchy
MS Project does not auto update by default
In MS Project, the WBS (Work Breakdown Structure) code is typically used as a unique identifier for each task in the project, so by default it does not automatically change according to task order or hierarchy.
The support manual states:
In the case of MS Project, if you need to update the WBS code according to changes in the order and hierarchy of tasks, select "Number reassignment” to do so.
Behavior of WBS Code when changing tasks
In the Cloudsmart template, the WBS Code is automatically updated by default when the task order or hierarchy is changed, and if necessary, the fixed WBS Code column is created by copy-paste and Find & Replace. was judged to be good.
Automatic update of WBS Code due to changes in task order and hierarchy
Whether the WBS Code should be automatically updated according to changes in task order and hierarchy, or should be fixed by default like MS Project, there are pros and cons for each.
Examples of cases where fixation is necessary include the following cases, but since they are detailed, they are summarized below (for reference).
- When using WBS Code to link with other related projects
- When used for cross-project reporting
- When used to allocate resources between multiple projects
- When associating a common work package
Cell links and cross-sheet functions are common in Smartsheet for collaboration between projects
When linking projects with Smartsheet, it is likely that Cell Link is used rather than WBS Code.For example, if a master sheet manages multiple projects and their start and end are related to individual sheets, wouldn't it be common to use Cell Link or refer to each other's dates with a function?
In Smartsheet, related documents are generally attached by row
In addition, in Smartsheet, rows = tasks, and documents and conversations related to tasks are linked to rows in the form of attachments. bottom.
Fixation of WBS Code of MS Project only fixes the order and system of tasks at a specific point in time.
Furthermore, the fixation of the WBS Code of MS Project is somewhat half-finished, and the first WBS Code structure is created from the task order and structure, and then fixed.
For example, a WBS code system that is shared by projects is set in advance (e.g. codes starting with 'F' for foundation work, codes starting with 'E' for electrical systems) and numbering them in common for all projects. If uppercase alphanumeric characters are set as the first level of the WBS code, they will be numbered A, B, and C in order from the top.
Foundations are not numbered F and electrical systems are numbered E.
Therefore, we judged that the necessity of fixing such WBS Code is low.
Disadvantages of fixing WBS Code
Rather, by fixing the WBS Code, the indentation structure, the order of tasks, the Gantt chart display, etc., and the corresponding relationship between the WBS Code and the WBS Code are lost.
Correspondence when fixed WBS Code is required
If you need a fixed WBS Code, first copy the information in the WBS column to the fixed WBS (WBS Fixed in the example), then use Find&Replace to find the appropriate WBS sequence, as shown in the image below. Change to.
(In the example below, -AC is replaced with -FD, assuming that Foundation is represented by the WBS code of FD company-wide. In this way, using two or more English letters will result in an accurate replacement. Is possible.)
(Reference) When fixing WBS code
Fixing the WBS code is assumed not only for one project, but also for cooperation and comparison between projects, or cross-sectional analysis of related projects.
When using WBS Code to link with other related projects
Using a standardized WBS code system can be used to facilitate communication between projects.
The WBS Code is said to have originated from use in US government organizations (specifically, the United States Navy).Department of Defense Material Item Standard Enforcement WBSdescribes that the program WBS and contract WBS use the same system of WBS Code to provide a structure for collecting costs and evaluating performance.
When used for cross-project reporting
WBS codes can be used to track and report on similar tasks across different projects.For example, if two projects involve software development, by associating the WBS code of the coding tasks, you can compare the time spent and progress.
When used to allocate resources between multiple projects
Resource Allocation: WBS codes may also be used to allocate, identify, etc. resources (people, equipment, materials, etc.) across multiple projects.For example, in a consulting firm, the WBS for each client's project is coded and used when inputting timesheets.
When associating a common work package
If there is a common WBS coding system to assign to each standardized work package, for example, work packages related to foundation works are assigned codes starting with "F", work packages related to electrical systems are assigned codes starting with "E". You can assign codes starting with .This enables cross-project reporting and analysis of the same work package.
(Reference) Definition of WBS
Relatively new to PMI's home page on WBS记事, the WBS defined in the PMBOK® Guide is introduced as follows.
"A product-oriented, hierarchical breakdown of the work that a project team must perform to achieve project goals and produce the required deliverables. Organizes and defines the full scope of the project. As each hierarchy descends, the definition of project work becomes more detailed.The WBS is decomposed into work packages.The product orientation of the hierarchy is for both internal and external deliverables. including.” (PMI, 2004)