The enhanced WBS field allows users to do the following:
n Create a mask for the field so only WBS codes can be entered that adhere to the outline structure and the format specified in the code mask.
n Renumber the WBS codes based on the outline and the mask.
n Maintain the codes so they are unique and will change only under specified circumstances.
n Verify uniqueness of any user-entered codes.
Custom Outline Codes give users the following new features:
n Users can define a custom outline structure that is unrelated to the task outline.
n A mask can be created for the fields so the user can only enter codes that adhere to the code mask.
n Users can create a lookup table, and can optionally ensure that codes entered are one of the values listed in the lookup table.
n The lookup table provides a field picklist to help users assign codes to tasks or resources.
n Users can perform hierarchical grouping with rollups based on the codes entered.
WBS is a predefined task field, which always corresponds to the task outline structure. Because it is possible for each task to have a unique WBS code, the WBS field can be used much like the task Name or ID fields to refer to tasks. The project manager can specify that codes be verified as unique whenever a code is entered or modified on a task. (For more information on ensuring that codes are unique throughout a project, see “Uniqueness of WBS Codes” later in this lesson.)
Custom Outline Code fields, on the other hand, allow users to outline tasks and/or resources in ways unrelated to the task outline structure or resource group codes. There is no provision to require a unique Outline Code for each task, but the project manager can specify that only codes that are predefined in a lookup table be used.
The following are examples of scenarios in which each type of code might be used:
n A company requires that all project tasks adhere to a WBS code format used throughout the company, so the project manager creates a WBS code mask based on the company’s WBS format. Whenever a new task is created, Microsoft Project 2000 generates a unique code for the task that adheres to the code mask. Maintaining the WBS codes is much easier now because of intelligent behavior of the codes, plus the ability to renumber all or selected tasks.
n Different groups in the company want to view the Project data in different ways. The project managers are most interested in the critical path, and have defined the project outline based on project phases. The accounting department wants to see a different set of rollups based on cost centers, and HR wants to see the information based on the company’s organizational structure. The accounting department creates a custom task Outline Code field called Cost Code, and populates the lookup table with a hierarchical list of codes based on cost centers. They then use the field picklist to assign the appropriate code to each task, thus ensuring that only valid codes are entered. Once codes are assigned, they can use Group By to arrange the project by Cost Code with the desired outline and rollups.
n The HR department designs a custom resource Outline Code called Departmental Workload, and creates a lookup table corresponding to the company’s organizational chart. They assign each resource the appropriate code so that they can view resource usage grouped by department and job category.
A new tab labeled “Fields” has been added to the Organizer which allows WBS code definitions and custom Outline Codes to be copied from one open project to another or to the Global template. If an Outline Code has been renamed, its new name will appear in the Fields tab in the Organizer.
For Outline Codes only, code masks and lookup tables can also be imported from another project using the Import Outline Code command in the Outline Code Definition dialog.
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