Full work breakdown structure

Setup your project plan to include phases, stages and tasks. Assign the tasks to the staff members required to complete the work, and the set a due date for each item. Control how each stage of work is invoiced to the client using fee types, and setting up the agreed fee values. Copy in the default project structure for this type of work using a work breakdown template.

What is the full work breakdown?

Build the project plan using the work breakdown page, outlining the work to be completed for each step in the project. and set due dates for tasks to be completed.

The work breakdown structure is made up of:

1. Phases - group together 2 or more stages of work. Display the phase level totals reports, or on the invoice to the client.
2. Stages - setup a stage for each major deliverable for the project. Stages are shown on the invoice, and control how the invoicing process works with the stage fee types. Stages also control how data is transferred to your accounting system with Synergy add-ons using the cost centers and discipline mapping options.
3. Tasks - create tasks to outline each step of work required to complete the goals of the stage. Staff use tasks when entering timesheets. Set a due date for when staff should have the task should be completed by.

Quickly setup a work breakdown structure by copying in a work breakdown template, and then editing the created items to match your required project structure.

Tip: Phases are only available in the Synergy >Business and Enterprise products.

Actions available

Create work breakdown

Build out your project plan using the work breakdown tab, to outline the steps required for all the project works to be completed and control how the project is invoiced to your client. The parts of the work breakdown are:

• Phases - Grouping for stages in Synergy and on client invoices.
• Stages - Controls the invoicing method and describes a part or section of the project work.
• Tasks - Type of work that must be completed for the stage. Create tasks to build a checklist

Add a work breakdown to your project, and configure the invoicing for each stage of the project by:

1. Go to Project > work breakdown tab.
2. Click the 'add work breakdown' button in the top right.
3. The work breakdown editor opens to allow you to add stages and tasks. If you have Synergy Business or Enterprise products you can also add phases.
4. Each project has a default phase and a default stage created. Rename the default phase and stage by:
   1. Phase update - Click into the light blue row that has the project name shown. Change that name to be the name of the first phase of work.
   2. Stage update - The default stage is called 'work', click into the field and edit the stage name as required. or example stage names could be concept design, schematic design, detailed design, contract documentation, variations, or disbursements. More optional edits for the default stage are:
      • Scope of works add a description of the stage works to be completed, that can be printed on a proposal document.
      • Status choose what type of actions can be completed for the stage using the status. Learn more about status options.
      • Stage manager select which internal staff member will be managing this stage of the project.
      • Fee type select how this stage of the project should be invoiced to the client. Learn more about fee types.
      • Fee value the value that will be billed to the client. This can be entered for the fee types 'fixed fee', 'percent of project' and 'capped rates'. Learn more about fee types.
5. Add any extra required phases by clicking into the 'phase name' field. Type the phase name, and then stages (and tasks) can be linked to this phase group.
   • Phase name Type the name of the phase group that describes this section of the project work, and can be shown on invoices to your clients.
6. Add any extra required stages clicking into the '+ stage name' field and typing at least the stage name. The other fields below can be updated as required.
   • Stage name describes the step or part of the project works that is to be completed. The stage name is shown in Synergy and on invoices to the client. For example stage names could be concept design, schematic design, detailed design, contract documentation, variations, or disbursements.
   • >Scope of works add a description of the stage works to be completed, that can be printed on a proposal document.
   • Status choose what type of actions can be completed for the stage using the status. Learn more about status options.
   • Stage manager select which internal staff member will be managing this stage of the project.
   • Fee type select how this stage of the project should be invoiced to the client. This defaults to the hourly rates fee type (time and materials billing), adjust this to a different billing method if required. For example change the fee type to 'fixed fee' if you want to invoice the client an agreed fixed amount for this stage of work. Learn more about fee types.
   • Fee value the value that will be billed to the client. For example a fixed fee of $5000.00 for this stage of work. This can be entered for the fee types 'fixed fee', 'percent of project' and 'capped rates'. Learn more about fee types.
7. Add any required tasks to build the to-do checklist for the stage. Click into the '+ task name' field and type the task name, and the other optional details:
   • Task name describe the item in the stage checklist. This will appear in the task drop down list when the staff enter their timesheets.
   • Assign to select which internal staff member will be completing this task. Multiple staff can be assigned to each task row.
   • Due date set the due date for the goal of when this work should be completed. The assigned staff member will be reminded to complete this work in their 'task and reminders panel' on the dashboard.
8. Save.

Tips:

• Phases can only be added in the Synergy Business and Enterprise products.
• Synergy Professional product allows you to add stages and tasks only.

• Phase level grouping is only shown in the Synergy Business and Enterprise products.
• Phases, stages and tasks are shown in the summary view, and the details view only shows phases and stages.

Search and filter the list

Search

When a large number of stages or tasks exist use the search to find the item you require.

Search by clicking the button and typing the keyword into the search box. To return to seeing all items in the list click the clear button in the search bar.

Tip: Learn more about searching with the list search or the global search.

Scroll

You can also scroll from page to page using the page selector at the bottom of the grid.

Filters

Filter the list by selecting the search button. Select a filter option and click the search button to apply the filter. The filter options are:

• My tasks - Use this to limit the list to only show the tasks that you have been 'assigned to' complete. The parent stage that the task is linked to is also shown. The all tasks option is applied by default.

Tip: Return to the default view by choosing the clear button in the search bar.

Change the list view (columns)

Use the list views to alter which columns are shown in the list for the full work breakdown structure. Select the 'summary' view in the top left corner to see the other available views.

1. Summary - view a summary of the project phases, stages and tasks. Check who each step of the project is assigned to, when the work is due, and an overview of the scope of works required.
2. Details - view is used to check stage details such as cost center, discipline, fee type, and external client reference numbers.

Tip: Staff 'user' access level only has the summary view available. Assistant project manager staff access level and above have all the list view options available.

Details shown