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How do I create, import, and export Scope of Works?

Einar Austlid
Einar Austlid
  • Updated

Table of contents:

1. Single project Scope of Works

1.1 Import & Export file structure

1.2 Export

1.3 Import

1.3.1 Add to existing - Import

1.3.2 Replace Everything - Import

 

2. Scope of Works template for organizations

2.1 File structure

2.2 Import

2.3 Export

 

 

 

1. Single project Scope of Works

Scope of Works which are used in a single project

 

1.1 Import & export file structure 

 

An example file (.xlsx) might look like this:

mceclip0.png

Headers:

  • Index *- This field determines the location of the element in the structure. Each element(except root) must have a parent. For example, if we want to have 1.1.2 node we need to create node 1.1 and 1. The node at the end of the tree is treated as a Scope of Works item. In this example nodes 1.1.1, 1.1.2, 1.2.1 and 1.2.2 are items.
  • Name *- Name of the Scope of Works node.
  • Description - Detailed description of Scope of Works node.
  • Due date - Date when the Scope of Works item should be completed. The format must be yyyy-mm-dd.
  • Hours planned - Numbers of hours that we assume for Scope of Works item.
  • Hours spent - Numbers of hours that currently spent on Scope of Works item.
  • Progress - Percentage value of Scope of Works item completion. (the value must be whole number)

* - Required fields

 
If we import the example into Fonn, it will look like this:
mceclip0.png
 
 
and in Scope of Works element 1.1.2: 
mceclip1.png
 

1.2 Export

Project Scope of Works export allows you to download your Scope of Works in .xslx format.
 
 
 
Exporting your Scope of Works from a project:
 
1. Go to project settings by clicking the "Edit Project” button on the project dashboard.
 
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2. Select the "Scope of Works" tab.
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3. Click "Save as template"
 mceclip4.png
 
 
 

1.3. Import

 
Scope of Works import allows you to import a custom Scope of Works structure into an existing project.
Imports are available in to variants: "Insert" and "Replace".
 
Import Scope of Works into a project:
 
 
1. Click the "Edit Project” button on the project dashboard in the project you want to import Scope of Works into.
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2. Click the "Scope of Works” tab
 
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 3. Click on "Select file" and select your Scope of Works template
 
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4. Click on "Apply template"
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5. Select how the Scope of Works should be added to the project.
There is more information regarding what the different choices mean below.
Please see 1.3.1 for Add to existing, and 1.3.2 for Replace everything.
mceclip7.png
 
6. The import has now started and may take some time. If everything is in order with the template being uploaded, you will see a green box in the top right corner when the import is complete.
mceclip8.png
 
 
 

1.3.1 Add to existing - Import

 
"Add to existing" is a safe way to import new Scope of Works into an existing project.

For example lets say you have a project where the current Scope of Works export looks like this:
mceclip0.png
 
 
 
And we import this structure:mceclip14.png
Here 1.2, 1.2.1, and 1.2.2 are added, and 1.1.2 is updated with a new name and new data.


Since we are using "Add to existing" for this import, only the new fields will be added (marked in green) into the Scope of Works . The existing Scope of Works will not be changed.
 
 
 
 The project Scope of Works will now look like this:
mceclip0.png
Here we see that 1.2, 1.2.1 and 1.2.2 are included and that 1.1.2 has not been changed. By using the "Add to existing" import, you can be sure that the existing structure and data will not change.
 
 

1.3.2 Replace everything - Import

 
 The "Replace everything" method will delete all current Scope of Works in the project before it imports the new Scope of Works.

For example lets say you have a project where the current Scope of Works export looks like this:
mceclip0.png
 
And we import this structure:
mceclip13.png
 
Here we have added 1.2, 1.2.1 and 1.2.2, we have updated 1.1.1 and we have removed 1.1.2
 
 
 
With this import, all existing Scope of Works will be removed from the project before the new structure is added.
 
 
 
We then end up with this Scope of Works structure:
 
mceclip15.png
 
 
 
 

 

2. Scope of Works template for organizations

Scope of Works templates allow you to create a Scope of Works structure and add it into your organization, and easily use in all projects within the organization.

 

2.1 File structure

 

An example file (.xlsx ) might look like this:

mceclip16.png

 

Headers:

  • Index *- This field determines the location of the element in the structure. Each element(except root) must have a parent. For example, if we want to have 1.1.2 node we need to create node 1.1 and 1. The node at the end of the tree is treated as a Scope of Works item. In this example nodes 1.1.1, 1.1.2, 1.2.1 and 1.2.2 are items.
  • en-US *- Name of the element
  • Description en-US - Description
  • Due date delay in days - The amount of days after set start date this element / chapter should be completed. 
  • Hours Planned - How many hours are planned for this element
  • Relevant URL - Any URL related to the element can be added here and is easily accessible by other members viewing this Scope of Works.

* - Required fields

 

 

2.2 Import

To create and import a new Scope of Works template you must be an administrator for your organization.

 

1. Go to the organizational panel

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2. Select "Scope of Works"

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3. Type a name for the template and click "Add template".mceclip20.png

 

4. Click the "Import" button by the new template you added and upload your .xlsx file.

mceclip21.png

 

5. Your template is now available for every project in your organization.

 

 

 

To use the template in a project follow these steps:

1. Create a new project within the organization, or find an existing project without any Scope of Works  which is part of the organization.

mceclip22.png

 

 

2. Click "Enable Scope of Works".

mceclip23.png

 

 

3. Select the template you have imported into the organization, and click "Enable Scope of Works".

This is also where you add a start date of your project, if you used the "Due date delay in days" field in your template.

mceclip24.png

 

 

4. The Scope of Works structure is now activated in the project. We can see that the data from the template is there, and the due date is automatically populated based on the start date.

mceclip25.png

This Scope of Works element had a "4" on "Due date delay in days". The start date of the Scope of Works was set to 31.01.2020. Therefore the final due date is 03.02.2020.

 

 

2.3 Export

To export your template, go back to where you created the template and click on the "Export" button.

 

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