Managing WBS Structure: Office, Programs, Activities, and Sub-Activities

Before You Begin

This document outlines the functionalities of the Work Breakdown Structure (WBS) management system within the Lab Planning Portal application.
When editing, fields marked with an asterisk (*) are required.

Follow the steps below to manage WBS elements:

From the Lab Planning Home page, navigate to the Management dropdown menu.
Select WBS Structure.
Use the filter options to select the Fiscal Year, Office, and Current State (Active, Inactive).
- Note that Office selection is required to view the WBS structure.
After applying filter selections, click Apply to view the table/list, which includes the program, activity, sub-activity, WBS number, and status for the selected office/year.

Edit Office: Use the office dropdown menu to select Edit for the current office. Within the Edit Office popup window, you can then edit the Overview and Goals.
From the table, choose an existing Program, Activity, or Sub-Activity to Edit.
Depending on the WBS level selected, a popup window will appear:
- Edit Program: Modify the WBS Name, WBS Number, Overview, and Goals.
- Edit Activity: (Subtitle: WBS Structure – Activity (Level 3)) Fields such as Fiscal Year, Office, Program, and Level are read-only. You can modify WBS Activity Name, WBS Number, Overview, Goals, and Active status. Note: Status remains read-only.
- Edit Sub-Activity: (Subtitle: WBS Structure – Sub Activity (Level 4)) Fields such as Fiscal Year, Office, Program, and Level are read-only. You can modify WBS Sub Activity Name, WBS Number, Overview, Goals, and Active status. Note: Status remains read-only.
Select Save to update the details.
- Select X to exit without saving. The "X" option is available in the upper right and routes the user back to the WBS page without saving.

From the table, choose an existing Program, Activity, or Sub-Activity to View Details.
The details displayed are view-only and cannot be edited.
Select X to close the details window and return to the WBS page.

From this table you have several options: Add a Program, Activity or Sub-Activity
In the office dropdown menu, select Add Program, Activity, or Sub-Activity.
Fill in the required fields:
- Program, Activity, or Sub-Activity Name
- WBS Number
- Overview
- Goals
Other fields (Fiscal Year, Office, Level) are Read Only.

Deactivate:
1. Select the Action column for the specific WBS element you wish to deactivate.
2. Choose Deactivate from the options. The Deactivate button only appears if the element is currently active.
3. The system will prompt you for confirmation. Confirm Yes to proceed, or No to cancel.
- Deactivating a parent (e.g., Program or Activity) will also deactivate its children (Activities or Sub-Activities).
- Deactivated Activities or Sub-Activities will become inactive, affecting their children.
Activate:
1. The Activate button will appear for inactive WBS elements, provided their parent is also active.
2. Select Activate for the desired inactive WBS element.
3. The system will ask for confirmation to activate the element. Upon confirmation, it will become active again.
- If an inactive Program is reactivated, its children will not automatically reactivate. Any children must be individually activated.
- Activating a record will NOT cascade to its children.

Changes to WBS elements are reflected in the system.
These changes are subsequently exported to PM Bridge overnight and become available the following day.
In PM Bridge, users can only select active Program, Activity, and Sub-activity values for the project's fiscal year. Once selected and saved, these values will persist even if they subsequently become inactive. However, inactive values will not be available for new selections for a project.