Work Breakdown Structure Software in Project Management

In project management, the method of job decomposition is modified and transformed into a planning and network modelling approach which is known as Work Breakdown Structure, or WBS. This approach makes it easier for a project manager to create and describe a multi-level hierarchy of the work to be done. The top level in this hierarchy explores the project's ultimate objectives that must be accomplished. The middle levels determine certain sub-goals or activities of the project. The bottom levels specify work elements (the smallest tasks and actions) and their relationships. Work breakdown structure software lets you follow this approach and create WBS template for planning tasks and activities in your project.

WBS Software for Task Planning

Project planning begins with systematic identification of tasks and then sequencing and scheduling of these tasks to create an action plan for overall project implementation. WBS software provides a network modelling tool to break down the entire job into smaller, highly manageable work elements which are formed into tasks later on. The relationships between related (parent and child) work elements are set hierarchically, so that you can look at the WBS template and understand how a particular goal or activity of your project depends on tasks and how these tasks are sequenced and organized.

Work Breakdown Structure Software in Task Planning

Besides outlining task relationships and dependency, work breakdown structure software helps plan the allocation of responsibility, point out resources required and time available, and decompose the project management process into stages with certain start and finish dates. It is great for practicing effective task planning and management, and you can use VIP Task Manager WBS solution to organize your project into tasks.

Specifying Tasks with Multiple Fields

Creating tasks and specifying them with multiple fields can be made easier if you use VIP Task Manager. In this program each task can be specified by Priority, Due Date, Group, Assigned, Estimated Time, Actual Time, Workflow, and more default attributes. 'Edit Task' window displays many tabs with certain options in each. For example: 'Notes' tab lets you add task descriptions and recommendations, 'Reminder' tab allows you to set reminders and messages for notifying assigned team members of urgent and important dates, 'Watch List' tab lists names of users who are assigned supervisors and receive email/bubble notifications of task updates.

Creating Custom Fields

In case the default task attributes in the work breakdown structure software are not enough for you, you can create custom fields.

VIP Task Manager provides 9 types of custom fields including 'Integer', 'Currency', 'Time', 'Float', etc. For each field you can specify Formula, set Default Value, and enter Default Format. Your custom fields can be applied to tasks and groups and be displayed in your WBS template. They can be made inactive and then got back to the active mode when needed.

Notifying Team Members of Task Changes

When you or somebody else changes something in your WBS model, other team members need to be notified of the latest status, so that the entire will be aware of what's going on with their project tasks. Verbal communication is not always possible, using email or phone communication is too time-consuming. Ideally there should be a communication channel that could let exchange immediate messages on the latest updates, so that team members would be able to notify each other of their changes right after these changes had been made.

For example, when you update a task or group in your WBS, VIP Task Manager sends an immediate notification to all team members concerned. These people will see your message in the Notifications panel. There is also an option for sending notifications by email (via SMTP server), so when this option is active your team will receive your notification right in their inbox.

Creating WBS Template

WBS templates make it possible to create new items in a few mouse clicks. You don't have to reenter your work breakdown model each time a new project comes up. You just duplicate your WBS from an existing template and continue planning your current project. 'Duplicate' option in VIP Task Manager lets you copy tasks and groups of your sample WBS. You can keep your project templates in a separate folder in your database, and only users with sufficient permissions will access this folder and modify the content.