Manage WBS Schedule

Modified on Tue, 24 Jun at 2:02 AM

The Linarc Scheduler seamlessly imports the high-level Work Breakdown Structure (WBS) from the project delivery plan, created via the WBS menu, into the scheduler grid. The grid serves as an interactive workspace where you can further decompose the lowest-tier nodes of the WBS tree into tasks, subtasks, and activities as needed, enabling precise scheduling and management. From the WBS scheduler grid, you can:

Define durations, timelines, and task dependencies
Set milestones to mark key project achievements
Add checkpoints and inspection events to the master schedule
Assign tasks and activities to respective contractors and initiate execution
Receive progress updates from contractors and automatically roll up completion percentages across higher-level WBS nodes
Gain insights into delays affecting critical tasks

...and much more

To import and work with the WBS structure in the scheduler grid

Ensure that you are in the schedule module of the project. If not,
- Open the management console for the project
- Click the app launcher icon in the top-right, then select 'Schedule'
Click 'Planner' on the top, then select 'Grid' on the left.
Click the hierarchy tree icon on the top

The scheduler grid presents the WBS tree in a nested list view, where each hierarchical level is visually distinguished using highlight colors for quick identification. You can customize these colors to suit your preferences or project standards.

Use the arrow icon to the left of each item label to expand or collapse WBS branches.
Each line item follows an outline numbering system, with WBS codes reflecting its position in the hierarchy, tracing back to the root node.

Columns in the grid: The Default View includes both standard and project-specific custom columns. You can tailor the grid to your needs by:Right-clicking on a column header to show or hide columns
Reordering columns by dragging them into your preferred sequence
For further guidance, see Customize Columns in the Scheduler Grid and Manage Custom Grid Views.

The scheduler grid allows you to manage schedule items across multiple dimensions, monitor progress, and keep the project on track. Below is a list of key actions to perform on the schedule imported from the WBS tree. Additional management features are provided at the end of this page.

Set highlight colors for various WBS levels
Decompose final-tier WBS items into tasks, subtasks, and activities
Create and manage milestones, inspection events, and checkpoints
Define dependencies, durations, and timelines for tasks
Assign tasks to contractors
Publish tasks for contractor execution

Set up Custom Highlight Colors for WBS Levels

Click the color configuration button at the top of the grid.

The pop-up shows the current/default colors assigned to each level of the hierarchy.

Click the color dot next to a WBS level you want to modify.
Choose the color from the color picker. There are two ways to specify the color:

1. Color picker

Drag the slider in the color spectrum bar to select the hue
Move the circle in the color field to select the shade
Drag the slider in the opacity bar to set the color transparency level

The corresponding color code will automatically appear in the text box below.

2. Color coordinates

Click the arrows at the bottom-right repeatedly to switch between HEX, RGBA, and HSLA input modes
Enter your preferred color code in the appropriate format.
Repeat the process to assign colors to the other levels as needed.
Click 'OK' to apply your changes

Decompose Final-Tier WBS Items into Tasks, Subtasks, and Activities

To preserve the integrity of your WBS tree structure, the WBS grid restricts direct modification of the imported hierarchy. This means:

You cannot add or remove task items at the levels already defined in the original WBS tree.
You can only add child-level tasks and subtasks as executable tasks beneath the last-tier nodes imported from the WBS structure.

If any additions or removals are required at the WBS tree level, it can be done from the WBS tree screen.

For the tasks added through the WBS grid, you can define various scheduling parameters, including:

Dependencies
Durations
Timelines
Contractor assignments

As the values are defined for child items, the system automatically aggregates and rolls up the corresponding values (e.g., durations, timelines) to the parent nodes—all the way up to the root level of the hierarchy.

To add new tasks from within the WBS grid

Right-click on the last-level task to be broken down
Select 'Add Task'

A new row gets added with the WBS number at the same level:

Add the task label in the 'Task Name' column

Task Structuring Options:

Case 1: Adding a Standalone executable Task (No Subtasks or Activities) - If the task does not require further breakdown:

Define the task’s dependencies, duration, and start/end dates in the respective columns.

For detailed instructions, see Define Dependencies, Durations, and Timelines for Tasks.

Case 2: Adding a Parent Task with Subtasks and Activities - If the task needs to be broken down further:

Right-click on the newly added task row.
Select 'Add' > 'Subtask' from the context-sensitive menu.

A child row will be added at the next level of the hierarchy, using the same WBS code prefix.

Enter the subtask name in the ‘Task Name’ column.
Repeat this process to add more subtasks and activities as needed.
For each last-level child item, define the dependencies, duration, and start/end dates. For detailed instructions, see Define Dependencies, Durations, and Timelines for Tasks.

The corresponding values will automatically roll up to the parent task.

Create and Manage Milestones, Inspection Events, and Checkpoints

Insert Milestones

The scheduler allows you to insert different types of milestones at key points within the project timeline to mark significant events, transitions, or deliverables. There are three milestone types available:

Start Milestone - Marks the beginning of a phase or activity—such as a project kick-off or Notice to Proceed.

Can be linked as a predecessor to tasks using a Start-to-Start (SS) dependency.
Useful for initiating a chain of tasks that start simultaneously with or after a key event.

Finish Milestone - Indicates the completion of a phase, major activity, or deliverable point.

Typically linked as a successor to relevant tasks using a Finish-to-Finish (FF) relationship.
Helps track the conclusion of grouped activities or stages.

Standard Milestone - A general milestone used to mark any significant achievement, transition, or event within the project.

Can be linked as either a predecessor or successor to tasks using Finish-to-Start (FS) or Finish-to-Finish (FF) relationships, depending on the scheduling logic.

These milestones are valuable for tracking progress, setting project checkpoints, and aligning dependencies across different phases of the schedule.

To add a milestone

Right-click on the row below which you want to insert a milestone.

Note: Milestones can only be added beneath task items created directly in the grid—not under tasks imported from the WBS tree.

Hover over ‘Add’ in the context-sensitive menu and select the desired milestone type (Start Milestone, Finish Milestone, or Standard Milestone).

A new row gets inserted with a label indicating the milestone type in the ‘Task Name’ column, the same WBS code prefix as the parent task, and a default duration of 0 days

Double-click inside the ‘Task Name’ cell to edit and enter a custom label for the milestone.
Set dependencies, if required, to establish logical connections with related tasks and the timelines as required.

Add inspection events

Insert inspection events to the project schedule at any stage of work that requires site inspections and certifications by the county authorities, site walk-throughs by the general contractor and the owner, periodical inspections by stakeholders, etc.

To add an inspection event

Right-click on the row below which you want to insert a milestone.

Note: Inspections can only be added beneath task items created directly in the grid—not under tasks imported from the WBS tree.

Hover over ‘Add’ in the context-sensitive menu and select 'Inspection'.

A new row gets inserted with a label 'inspection' in the ‘Task Name’ column, the same WBS code prefix as the parent task, and a default duration of 0 days

Double-click inside the ‘Task Name’ cell to edit and enter a custom label for the inspection event.
Set dependencies, if required, to establish logical connections with related tasks and the timelines as required.

Add Checkpoints

Insert checkpoints at key stages of the project schedule to provide structured review points for analyzing progress, evaluating performance, and determining whether each phase is on track, enabling timely corrective actions when needed.

To add a checkpoint

Right-click on the row below which you want to insert a milestone.

Note: Checkpoints can only be added beneath task items created directly in the grid—not under tasks imported from the WBS tree.

Hover over ‘Add’ in the context-sensitive menu and select 'Checkpoint.'

A new row gets inserted with a label 'inspection' in the ‘Task Name’ column, the same WBS code prefix as the parent task, and a default duration of 0 days

Double-click inside the ‘Task Name’ cell to edit and enter a custom label for the checkpoint.
Set dependencies, if required, to establish logical connections with related tasks and the timelines as required.

Define Dependencies, Durations, and Timelines for tasks

Tasks in a project are often interdependent—some must start or finish before others can proceed. These prior tasks are called predecessors. You can define predecessors and their dependency types (e.g., Finish-to-Start) directly in the ‘Predecessor’ column. Optional delays or slack can also be added to control task spacing. The start and end dates of dependent tasks are automatically calculated based on their predecessors and the project calendar, excluding weekends and holidays. Manual overrides are allowed if needed.

Set up Timelines

To begin scheduling, focus on specifying timelines only for the last-level tasks in each WBS branch. Timeline values for parent tasks are automatically rolled up from their children. You can set task durations in one of two ways:

Planned Days:

Enter the estimated duration (in working days) and the planned start date.
The end date is auto-calculated, considering weekends and holidays.

Planned Start and End Dates:

Enter the start and end dates directly.
The system calculates the duration automatically.

Setup Dependencies

Click inside the ‘Predecessor’ column of the successor task in the last level of the WBS branch.

In the pop-up, select the predecessor from the 'Outline–Task Name' column.
Choose the appropriate dependency type:

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SS - Start to Start - The successor or the dependent task can commence only after the predecessor task has started and is under execution.
FS - Finish to Start - The most common dependency relationship. The dependent task can commence only after the completion of the predecessor task.
SF - Start to Finish - The dependent task can commence before the predecessor task but can be completed only after the commencement of the predecessor task.
FF - Finish to Finish - The tasks can be started independently, but the dependent task cannot be completed until the predecessor task is completed. Both need not end up at the same time.

Enter the time delay to impose between the predecessor and successor tasks, depending on the dependency relationship. You can specify the delay as the number of days.

Click 'Add New Row' and repeat the process to add more dependencies for the task
Click 'Save' to apply your settings

The start and end dates of the successor task get adjusted based on the planned timeline of the predecessor and the relationship.

Repeat the process to specify the dependencies for the tasks.

Assign Tasks to Contractors

The collaborative master scheduler enables the general contractor to assign tasks, deliverables, or work packages directly to subcontractors.

Prerequisite: Subcontractors must have been added as collaborators in the project.They must have access to the project via their Linarc management console. See Project Directory – An Overview for setup details.

You can assign child-level tasks under the same parent to different subcontractors.
If a parent task is assigned to a subcontractor, all of its child tasks are automatically assigned to the same subcontractor.
Tasks can also be assigned to the general contractor’s own company for self-performed work.

To assign a task item to a contractor

Identify the row containing the schedule item you want to assign to a subcontractor
Double-click the row inside the 'Contractor' column
Choose the contractor company from the drop-down

Tip: Type the first few characters in the contractor cell to search for a specific contractor and choose the contractor from the suggestions.

Your selection gets auto-saved. The name of the contractor company will appear in the 'Contractor' column for the item. It will be pushed to the 'Contractor Schedule' of the subcontractor once published.

Notes:
1. You can change the assigned contractor for a task at any time before the task is published and pushed to the respective contractor. Once published, you cannot replace the contractor.
2. You cannot publish a task without assigning a contractor. For tasks to be executed by you, first, assign them to your company, then publish them.

Publish tasks for Contractor Execution

Publishing a task pushes it to the assigned contractor. Once pushed, these items appear in the subcontractor’s Linarc project portal, where their project manager can further break them down into subtasks and activities based on the timeline of the parent items and push them into the field for execution.

You can publish only the tasks that are already assigned to the respective subcontractors or self-assigned.
Tasks that are reserved for your company should be first assigned to your company before publishing.
If a parent-level task is published, all its children are published.
Once an item is published, you cannot further edit its details, add subtasks, or reassign it to another contractor. But top-level tasks allow you to add subtasks, even after publishing all their children.

To publish an item

Identify the row containing the schedule item you want to publish
Right-click on the row and choose 'Publish' from the options

Use the links below for guidance on more schedule management activities: