Plan the tasks that need to be completed for the project, and assign the task to be completed to your staff members with a set due date.
|Setup required before use||Who can use it?||Where is it?|
Assistant Project Manager*
Project Manager level or higher required to create new projects.
Projects > Work breakdown
What is the simple work breakdown?
Create a simple project when you want to invoice a fixed value to the client for one section of work. A simplified work breakdown is created, which allows you to add a list of tasks that need to be completed for the project.
Assign each of the project tasks to the staff member that need to complete the work. When tasks are assigned to staff they will show in their 'my tasks' panel on the dashboard to prompt the user to complete the work. Each task can be assigned to multiple staff, if required when more than one person will be completing the works.
Set the due date on the task to let the staff member know the target date for completing this part of the project works. Once the staff member has completed the task, they can update the progress bar against the task to let the team know their current progress status.
Tip: If you need to add phases and stages to the project, then use the full project work breakdown.
Why use the simple work breakdown?
Simple projects allow you to invoice the client a fixed fee value, and easily plan the tasks required to be completed for the project.
Use the work breakdown tab to plan out what tasks need to be completed for this project, and assign staff to complete the tasks. Multiple staff can be assigned to complete a task if required, and each task can have a target due date set.
Add tasks to the work breakdown by:
- Go to: Project > work breakdown tab.
- Click into the 'new task name' field next to the green plus symbol and type the task name.
- (Optional) Select which staff member will be completing this work. Multiple staff can be assigned to a task.
- (Optional) Select the date the task is due to be completed by from the calendar.
- Repeat for each additional task required to be completed for this project.
Tasks are used by your staff when they are entering timesheets. The tasks entered in the project work breakdown tab are known as 'custom tasks'. The staff can also use the standard project tasks when entering their timesheets, which are the generic list of project tasks available for all projects. If you want your project team to only use the custom tasks defined on the work breakdown tab, then uncheck the 'allow the standard tasks on timesheets' box at the end of the work breakdown task list, and save.
A progress bar is shown for each task in the work breakdown, which staff can apply the current progress on the task to let the team know the status.
Details about the task progress:
- Task progress can be set again the whole task, or the individual staff member assigned to the task.
- The task progress bar color can be updated by selecting the circle on the right, and selecting an alternate color from the list.
- The progress bar has 10 sections, with each part to represent 10% of the task being completed.
- User level staff can only update the progress of the tasks they have been 'assigned to'.
- Assistant project manager level staff (or higher) can update the task progress for any of the items in the work breakdown.
Apply the task level progress by:
- Locate the task in the list.
- Click the progress bar at the point that shows the percentage complete.
- The task color line will extend to that point in the progress bar to show how much of the work has been completed.
Update the staff level progress by:
- Locate the task in the list.
- In the 'assigned to' column click on your staff picture.
- In the drop down that opens a progress bar is shown. Select the spot in the bar that shows the percentage complete for the task.
- The task color extends to the selected point of the bar, to shows the team much of the task works that you have completed.
Each task row has a timer symbol shown . Click the start timer button to track exactly how many minutes you spent completing that task or part of the work. Using the timer in the project will automatically include the project and task details with the timer, to make it quick to enter your timesheets. Learn more about timers.
Choose which type of tasks that staff should be able to select in the timesheets 'task' drop down list. At the end of the simple work breakdown the option 'allow the standard tasks on timesheets' is shown.
- If checked this option allows staff to enter in their timesheets both the custom tasks entered in this work breakdown, and the standard timesheet tasks.
- If unchecked then staff can only enter in their timesheets the custom tasks entered in this work breakdown.
Standard tasks are setup by the Synergy Administrator to describe the standard list of tasks or work that staff normally complete for each project. Learn more about timesheet tasks and how to edit the list of standard tasks.
Each task row in the work breakdown allows comments to be added to track updates and progress on the work. Comments are useful when multiple people are assigned to the task, so they can update each other on their progress of the task work details.
Add a task comment by:
- Click into the comment field against a task row in the work breakdown.
- Type the comment text and press enter to save (or click the post button).
View all task comments
Each task row shows the number of comments currently entered. Task with no comments will show zero comments .
After staff have added comments about the task works the number will update. This example has three comments .
- Click on the number of comments to open the page to view a list of comments about that task.
- Delete a task comment by clicking the 'X' next to the required item. You can only delete task comments that you have created, not comments that other staff have entered.
- Add a new comment in this window by typing the comment text and click the 'post' button.
Update the task details as required and click the save button to apply the changes. Below is an overview of what each of the fields on the task are used for in Synergy.
- Switch to the 'full work breakdown view' to add phases, stages and tasks. Learn more about the full work breakdown.
- Phase level grouping is only shown in the Synergy Business and Enterprise products.
The status applied to the project controls what actions can be performed such as if timesheets can be entered for the project, or if invoices can be created. The status is shown in the top summary panel of the work breakdown. Change the project status by:
- Click the current status shown in the top left corner of the work breakdown to open the change status page.
- Or click the page actions button and select 'change status'.
Learn more about the project status options.
The simple work breakdown view has different actions available based on your staff access level.
User access level staff are able to view:
- The tasks for the project, and their complete percentage.
- Update the completed percentage for any tasks that are assigned to you.
- View only for details such as project status, assign to staff members, and due dates.
- Start a timer to track how much time you spend on each of the tasks.
- Type a comment to update the project team on your progress on the task.
Assistant project manager access level and above are able to do all the user actions listed above, plus these items:
- Add extra tasks to the work breakdown.
- Edit the existing tasks in the work breakdown.
- View the fee details for the project.
- Assign staff to the tasks they need to complete.
- Update the project status.
Remove tasks if they have been entered by mistake, or are no longer required. Delete is allowed if the tasks is not attached to any transactions from staff entering timesheets or expenses. Delete a task by:
- Go to: Project > work breakdown.
- Locate the task you want to remove in the list.
- Click the 'X' button on the far right for the row you want to delete.
- Repeat for each other task you want to delete.