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How To Create An Automatic Visual Work Breakdown Structure

How To Create An Automatic Visual Work Breakdown Structure

The work breakdown structure is the mother of all plans in a project. It's essential for a project manager to create one. But not every projectmanagement software supports it.

This Microsoft Excel tool creates a visual WBS automatically for you - only from a structured list.

Get more information on:
https://techpluscode.de/work-breakdown-structure-with-automatic-progress-visualization/

or

https://techpluscode.de/work-breakdown-structure-wbs-in-3-minutes/

Thomas Angielsky

February 11, 2020
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  1. Techpluscode.de
    How To Create An Automatic
    Visual Work Breakdown
    Structure
    With Microsoft Excel
    And VBA Macro

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  2. 2
    ▪ Contains sub-projects, work package and tasks
    ▪ Consists of all project work you have to do
    ▪ Is the foundation of your time schedule
    ▪ And of the project plan
    What is a WBS?
    A Work Breakdown Structure is the base plan
    in projectmanagement.
    Creating a WBS is the central task you have to
    do as a project manager

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  3. 3
    Automatic generated Work
    Breakdown Structure
    Projekt:
    New assembly
    workplace
    2
    Project
    management
    2.1
    Data storage
    2.2
    Controlling
    2.3
    Marketing
    3
    Initialization
    3.1
    Definition
    3.2
    Aims
    4
    Planning
    4.1
    Work prozess
    4.2
    Workplace design
    4.3
    Search of suppliers
    4.3.1
    Requirements
    specification
    4.3.2
    Requests
    4.3.3
    Comparison
    5
    Realization
    5.1
    Order of components
    5.2
    Installation
    5.3
    Test phase
    5.4
    Optimization
    6
    Closing
    6.1
    Lessons learned
    6.2
    Final report
    • Automatic formatted
    WBS chart
    • Choose your own
    style
    • Create native
    Microsoft Office
    shapes
    • Use all Office effects
    • And all only from a
    simple list

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  4. 4
    Get it in 5 steps
    1. Download the Excel macro Automatic_WBS
    2. Create your work breakdown structure list
    3. Add additional information
    4. Define the WBS design via sheet Setup
    5. Click button Create – Finished!

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  5. 5
    1. Download the Excel macro
    Automatic_WBS
    https://github.com/tangielsky/automaticWBS
    • Open github.com
    • Press „clone or
    download“ button and
    start downloading the
    macro to your computer
    • Open
    Automatic_WBS.xlsm in
    Microsoft Excel

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  6. 6
    1. Download the Excel macro
    Automatic_WBS
    • You may need to adjust the security settings because the macro uses VBA code
    • But you get the code without any restrictions or passwords
    • Open VBA editor (Alt+F11) and look at the code if you like

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  7. 7
    2. Create your work breakdown
    structure list
    • Open sheet Start
    • Enter minimum Code and Name or
    import them from Microsoft Project
    or other software
    • Structure your items
    • Start with 1 as top item and
    continue one level deeper
    • Or sort by completion
    Sort

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  8. 8
    3. Add additional information
    Add e. g. your special WBS code
    You got 10 user columns F1..F10

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  9. 9
    3. Add additional information
    A good way is to use
    VLOOKUP to make
    connections to other data
    sources

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  10. 10
    4. Define the WBS design via sheet
    Setup
    Define fonts
    Choose color
    Define scale factors
    Format
    connection
    line
    Format shapes (e. g.
    shadow)
    Insert caption
    (use user fields
    with $F1 - $F10)

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  11. 11
    5. Click button Create – Finished!

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  12. 12
    Use WBS chart for showing current
    project progress
    Add $PROGRESS
    • Open sheet Setup
    • Enter $PROGRESS as
    text into one or more
    items you want a
    progress information

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  13. 13
    Use WBS chart for showing current
    project progress
    • Enter data for
    progress in sheet
    Start
    • Type “J” in cell Use
    progress for color
    • Define text format
    and color for not
    started, in progress
    and completed

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  14. 14
    Use WBS chart for showing current
    project progress
    • Re-create the WBS
    chart
    • See at one glance
    what you are
    working on, what is
    finished and what is
    not started

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  15. 15
    Transferring to other Microsoft
    applications is easy
    • It is best to select
    and group all
    elements
    beforehand
    • Click Copy (Ctrl+C)
    • Paste to your
    favorite app (e. g.
    Powerpoint)

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  16. 16
    ▪ https://techpluscode.de/work-breakdown-structure-with-automatic-
    progress-visualization/
    ▪ https://techpluscode.de/work-breakdown-structure-wbs-in-3-minutes/
    Would like more?
    More information can be found at
    ▪ https://github.com/tangielsky/automaticWBS
    Current version for download at
    ▪ https://techpluscode.de/blog-abonnieren/
    Subscribe to stay informed

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