![](media/image1.png){width="2.4583333333333335in" height="1.375in"}

***Instructions For Generating***

***A Level 2 Task WBS & WBS Dictionary***

**BTeV Document** (number to be assigned)

**21 February 2001**

**(Last Revision 9 March 2001)**

**Authors**

***Ed Barsotti & Mark Bowden***

***Ed Barsotti Mark Bowden***

***Fermilab, MS 368 Fermilab, MS 368\
P.O. Box 500 P.O. Box 500***

***Batavia, IL 60510 USA Batavia, IL 60510 USA***

***E-Mail: <barsotti@fnal.gov> E-Mail:
[bowden@fnal.gov](mailto:barsotti@fnal.gov)***

***Phone: (630) 840-4061 Phone: (630) 840-4059\
FAX: (630) 879-1245 FAX: (630) 840-5406***

**How To Access This Document**

-   Access the first BTeV internal web page

-   Click on "BTeV WBS Level 2 Task Management Plans, Requirements, and
    Cost and Schedule"

-   Click under WBS & WBS Dictionaries on "Instructions & Templates"

**Revision History**

-   **March 3, 2001:** Added Section 4; added note to Section 5.2; added
    Section 5.5

-   **March 5, 2001:** Added note to Section 3, step #3

-   **March 9, 2001:** Modified steps #3 and #4 in Section 2 adding
    information for installing a revised "BTeVWBSmacros.xls" file;
    modified Section 5 to reflect changes to revised "BTeVWBSmacros.xls"
    file

***Table of Contents***

[1 Introduction 1](#introduction)

[2 Steps For Editing A WBS 1](#steps-for-editing-a-wbs)

[3 Steps For Editing A WBS Dictionary
2](#steps-for-editing-a-wbs-dictionary)

[4 WBS Dictionary Items -- How Deep To Go
4](#wbs-dictionary-items-how-deep-to-go)

[5 Macros For Automatic WBS Editing In Excel Files
4](#macros-for-automatic-wbs-editing-in-excel-files)

[5.1 Installation 4](#installation)

[5.2 Functions 4](#functions)

[5.3 Automatic WBS Dictionary Generation
5](#automatic-wbs-dictionary-generation)

[5.4 How Excel Handles Toolbars 5](#how-excel-handles-toolbars)

[5.5 Reinstalling the "BTeVWBSmacros.xls" File Macro Functions
5](#reinstalling-the-btevwbsmacros.xls-file-macro-functions)

[6 Tracking Changes: Excel WBS Document
6](#tracking-changes-excel-wbs-document)

[7 Tracking Changes: Word WBS Dictionary Document
6](#tracking-changes-word-wbs-dictionary-document)

[8 Submitting Revised WBS & WBS Dictionary Files
6](#submitting-revised-wbs-wbs-dictionary-files)

# Introduction

This document is intended to instruct the user how to edit and/or make
additions to his/her WBS or WBS Dictionary files. This document greatly
simplifies the work for all by providing automatic methods for
renumbering a WBS and merging WBS Dictionary information from a WBS file
into a WBS dictionary file. Using the methodology described in this
document eliminates the time consuming tasks of numbering and
renumbering a WBS both in the WBS and WBS Dictionary files during the
many iterations it will take to complete these documents. Using the
methodology described in this document also greatly simplifies the work
required to generate versions of the overall BTeV WBS and WBS Dictionary
during all these iterations.

This document contains the following sections:

1.  Introduction

2.  This section contains the steps to be taken when first generating or
    when making edits and/or additions to a WBS file.

3.  This section contains the steps to be taken when first generating or
    when making edits and/or additions to a WBS Dictionary file.

4.  This section explains to what WBS level one should go when
    generating WBS Dictionary items.

5.  This section explains the need for Visual Basic macros in a separate
    file from a WBS file. An explanation of how to use the macros is
    also given in this Section 5.

6.  This section explains how to put an Excel WBS file into the 'Track
    Changes' mode before editing.

7.  This section explains how to put a Word WBS Dictionary file into the
    'Track Changes' mode before editing.

8.  This section explains how to submit a WBS and/or WBS Dictionary
    files to BTeV Management for compilation into overall BTeV WBS and
    WBS Dictionary files. This section also requests that iterations of
    a WBS and/or WBS Dictionary files be sent to BTeV Management both
    for review and for the collaboration to view status of the overall
    BTeV WBS and WBS Dictionary files.

# Steps For Editing A WBS

The following is a list of steps to be used when editing a BTeV Level 2
Task WBS. All documents referred to in this section can be accessed via
the first internal BTeV web page then by clicking on "BTeV Project Cost
and Schedule Information":

1)  **Read First Document:** Read the "Guidelines for Developing a
    Task-Oriented WBS" document

2)  **Read Second Document:** Read the "WBS Activity Guidelines and
    Recommendations" document

3)  **Access Macro File:** Via the web, access a copy of the Excel
    "BTeVWBSmacros.xls" file by clicking on "Excel" in the "Visual Basic
    Macros for WBS Generation" bulleted line.

> **Note: If you have already installed a previous version of the
> "BTeVWBSmacros.xls" file:**

-   Open the Excel application itself, without a file

-   Go to the "View" pull-down menu and select "Toolbars" then
    "Customize ..."

-   Scroll down to "WBS Toolbar", click on the name then click "Delete"

-   Close the Excel application

4)  **Save Accessed File, Etc.:** Save the accessed copy of the Excel
    "BTeVWBSmacros.xls" file into your local directory at which you will
    be editing your WBS and WBS Dictionary files. [Leave this file in
    this directory at all times. Do not move or rename the file after
    opening it.]{.underline} Open the file. When asked, click "Enable
    macros". Close the file. In order to have Excel automatically
    renumber, etc. your WBS, this file must be in the same local
    directory at which you will be editing your WBS. Click the "Back"
    button on your web browser to return to the "BTeV Cost & Schedule
    Information web page. [Steps 3 and 4 need only be done the first
    time you want to edit your Excel WBS file.]{.underline} You only
    need to do this step once. After that the toolbar will always be
    available.

5)  **Access Your Level 2 Task's "(Initial) [Excel]{.underline} WBS
    File:** Via the web, access a copy of your Level 2 Task's Excel WBS
    file by clicking on the Excel WBS file for your Level 2 Task under
    the bullet "(Initial) [Excel]{.underline} WBS files". For example,
    if you are going to be editing the Level 2 Task "Forward Tracker
    Straw Detector", access the Excel "BTeVWBS1.6.xls" file by clicking
    on the "WBS 1.6 -- Forward Tracker Straw Detector" line. To use the
    WBS Toolbar, click on the "Initialize" button on the WBS Toolbar.
    This will load the "BTeVWBSmacros.xls file in the background, ask if
    you want to enable macros, and display the version number.
    "Initialize" also resets the correct section display and rollup
    levels for the current worksheet. If the WBS Toolbar is not
    displayed, you can open it from the "View" pull-down menu by
    selecting "View" then "Toolbars" then "WBS Toolbar".

6)  **Save Accessed File, Etc.:** Save the accessed copy of your Level 2
    Task's "(Initial) [Excel]{.underline} WBS file" into the same local
    directory that contains the "BTeVWBSmacros.xls" file. You must edit
    your WBS file from this directory. Click the "Back" button on your
    web browser to return to the "BTeV Cost & Schedule Information web
    page. [Steps 5 and 6 need only be done the first time you want to
    edit your Excel WBS file.]{.underline}

7)  **Rename Your Excel WBS File:** Rename your saved Level 2 Task's
    "(Initial) [Excel]{.underline} WBS file (*e.g.,* "BTeVWBS1.6.xls")
    by appending your initials and the date just prior to the files
    extension. For example, my initials are EJB and date is February
    19, 2001. I would rename the "BTeVWBS1.6.xls" file to
    "BTeVWBS1.6EJB021901.xls".

8)  **Enter "Track Changes" Mode:** Open your newly renamed Excel file
    then put the file into the "Track Changes" mode. Refer to Section 5
    for instructions. If there are problems opening the file by double
    clicking on its icon, open the file by opening the generic Excel
    application first then use the "File/Open" pull down menu to open
    the file.

> Note: Substantial amounts of time and effort are saved in compiling
> iterations of various Level 2 Task WBSs into a single overall BTeV WBS
> file if steps #7 and #8 above are followed [before editing is
> started]{.underline}.

9)  **Read About Macros For Automatic WBS Editing In Excel Files:** Read
    Section 4 of this document to understand the reason for the
    "BTeVWBSmacros.xls" file. Follow the instructions for invoking the
    "WBS Toolbar".

10) **Edit Your WBS:** Make edits and/or additions to your WBS file. If
    you also want to make edits and/or additions to your WBS Dictionary
    file, read Section 3 of this document. A small diagonal marking will
    appear at the upper left of each cell that is edited right after you
    move the cursor into another cell.

11) **Set "Print Area":** For later use when WBS Dictionary information
    is extracted automatically from this file during a WBS Dictionary
    mail merge, set the file's "Print Area" as follows. Highlight
    (select) columns A through F and all rows with WBS information
    including from row 1 through the row of the last WBS Activity in the
    Level 2 WBS 1.11 Task. Set the file's print area by selecting the
    pull-down menu "File" then "Print Area" then "Set Print Area".

12) **Save Edits/Additions & Possibly Submit File:** Save your WBS file
    and submit the file to BTeV Management, if desired, as per the
    instructions given in Section 7 of this document.

# Steps For Editing A WBS Dictionary

Your Excel WBS file and the mail merge feature of Word are used to
automatically generate your WBS Dictionary Word file. The following is a
list of steps to be used when editing a BTeV Level 2 Task WBS
Dictionary. All documents referred to in this section can be accessed
via the first internal BTeV web page then by clicking on "BTeV Project
Cost and Schedule Information":

1)  **Get Ready For WBS Dictionary Edits And/Or Additions:** If you have
    not already done so, follow steps #1 through #10 of Section 2 above.

> Note: Observe all row 1 headings of your WBS file, particularly those
> in columns C, D, E and F. These column headings are the required
> information for WBS Dictionary entries for your WBS Activities. You
> will be entering WBS Dictionary information into columns C, D, E and F
> and then using the mail merge feature of Word to automatically
> generate your WBS Dictionary. Columns C, D, E, and F of the entire WBS
> have initially be set to the "Shrink to fit" mode (via the
> "Format/Cells/Alignment" pull-down menus) in order that all text fit
> into the space allotted for columns C, D, E and F. For illustration
> purposes only, columns C, D, E and F of rows 2, 3, 4 and 5 have text
> that was "shrunk to fit". Always make sure that columns C, D, E and F
> of all rows of your WBS Dictionary are set to the "Shrink to fit"
> mode.

2)  **Enter WBS Activity WBS Dictionary Information:** In your renamed
    Excel WBS file, enter WBS Dictionary information into columns C, D,
    E and F of your WBS Activities as appropriate (See Section 4).
    [After you are done with edits and/or additions to columns C, D, E
    and F, save your Excel WBS file before starting step 3
    below.]{.underline} Close your Excel WBS file.

3)  **Access Your Level 2 Task's "(Initial) [Word]{.underline} WBS
    Dictionary File:** Via the web, access a copy of your Level 2 Task's
    Word WBS Dictionary file by clicking on the Word WBS file for your
    Level 2 Task under the bullet "(Initial) [Word]{.underline} WBS
    Dictionary files". For example, if you are going to be editing the
    WBS Dictionary for the Level 2 Task "Forward Tracker Straw
    Detector", access the Word "BTeVWBSDict1.6.doc" file by clicking on
    the "WBS 1.6 Dictionary -- Forward Tracker Straw Detector" line.

> Note: If when accessing your WBS Dictionary file a "can't find data
> source ..." message is displayed, simply proceed by setting your Excel
> WBS as the data source. After doing so, continue with Step 4, etc.
> below.

4)  **Save Accessed File, Etc.:** Save the accessed copy of your Level 2
    Task's "(Initial) [Word]{.underline} WBS Dictionary file" into the
    same local directory that contains the "BTeVWBSmacros.xls" file and
    your Excel WBS file. You must edit your WBS Dictionary file from
    this directory. Click the "Back" button on your web browser to
    return to the "BTeV Cost & Schedule Information web page. [Steps 3
    and 4 need only be done the first time you want to edit your Word
    WBS Dictionary file.]{.underline}

5)  Enter **"Track Changes" Mode:** Open your newly renamed Word file
    then put the file into the "Track Changes" mode. Refer to Section 6
    for instructions.

6)  **Start Mail Merge Of Excel Data Into Word WBS Dictionary File:**
    [Your Excel WBS file must be closed before starting this
    step.]{.underline} In your Word WBS Dictionary File window, select
    "Tools" then "Mail Merge" from your pull-down menus.

7)  **Mail Merge -- Select "Main Document":** Step 1 (Main Document) in
    the mail merge is used to select the document into which your Excel
    WBS file's WBS Dictionary information will be merged. Use "Create"
    then "Form Letters", etc. to select your Word WBS Dictionary file as
    your "Main Document" file. In the example of Step 3, you would be
    selecting the "BTeVWBSDict1.6.doc" file.

> Note: Word may have already selected the corrected "Main Document"
> file for you. If this is the case, continue to the next step below.

8)  **Mail Merge -- Select "Data Source":** Step 2 (Data Source) in the
    mail merge is used to select the document from which WBS Dictionary
    information is accessed (your Excel WBS file). Use "Get Data" then
    "Open Data Source", etc. to select your renamed Excel WBS file as
    your "Data Source" file. In the example of Step 7 in Section 2, you
    would be selecting the "BTeVWBS1.6EJB021901.xls" file. When asked,
    select "Print Area" as the area from which to extract data from your
    Excel WBS file.

9)  **Mail Merge -- Select "Merge":** Step 3 (Merge) in the mail merge
    is used merge your Excel WBS file's WBS Dictionary information into
    a temporary (unsaved) Word WBS Dictionary file named
    "FormLetters~i~". Click on "Merge" then select "New document" in the
    "Merge to" box. Select the "All" button in the "Records to be
    merged" area. Select "Don't print blank lines when data fields are
    empty" in the "When merging records" area. Click "Merge".

10) **Save, Rename & Possibly Submit Merged File:** After clicking
    "Merge" the last time in Step 9, a temporary (unsaved) Word WBS
    Dictionary file named "FormLetters~i~" is generated. Your WBS
    Dictionary information along with other WBS Dictionary WBS
    Activities will be in this file. Save this (FormLetters~i~) file as
    "BTeVWBSDict1.xInitialsDate.doc" into the same local directory that
    contains the "BTeVWBSmacros.xls" file and your Excel WBS file. In
    our example, from Step 7 the file would be saved with the name
    "BTeVWBSDict1.6EJB021901.doc". Submit the file to BTeV Management,
    if desired, as per the instructions given in Section 7 of this
    document.

# WBS Dictionary Items -- How Deep To Go

WBS Dictionary items are not needed for every WBS Activity. The purpose
of the WBS Dictionary is to describe an item or items in the WBS to
management, reviewers or others not intimately knowledgeable about a WBS
topic and subtopics. The WBS Dictionary does not have to be written for
every line in the WBS. As long as the WBS line adequately describes that
line and its subtopics then one can stop at that point. Generate WBS
Dictionary items for all WBS Activities only to as low a WBS level as is
needed in order to make the WBS understandable.

# Macros For Automatic WBS Editing In Excel Files

The following subsections explain the purpose for the
"BTeVWBSmacros.xls" Visual Basic macros file needed for automatic WBS
editing generation in Excel files.

## Installation

The file "BTeVWBSmacros.xls" provides a few Visual Basic macros, along
with a toolbar to help in editing WBS files. If you have not already
done so, to use these macros you should first open and then close the
BTeVWBSmacros.xls file. This will install the WBS Toolbar in Excel. You
only need to do this once. See Section 2 for more details.

You may then edit your BTeVWBS.xls file, remembering to rename it, if
you have not already done so, per the general BTeV WBS rules
(BTeVWBS_section_initials_date.xls).

If the WBS Toolbar is not already open, you can open it from the
\"Views\" menu by selecting Views=\>Toolbars=\>WBS Toolbar.

## Functions

These macros can be used to automatically number the WBS items [based on
the level of indentation]{.underline} of the WBS activity name. You do
not need to type the WBS numbers.

-   Items at level 1 are displayed with a red background.

-   Items at level 2 are displayed with a green background.

-   If a level is missing (e.g., a level 4 item followed by a level 6
    item), the following item is highlighted in yellow.

-   Items at levels 1-3 are shown in bold type.

-   The toolbar buttons do not allow you to change indentation for items
    at levels 1 and 2, but you can make changes using the standard Excel
    commands and then renumber if necessary.

The WBS Toolbar provides the following functions:

![](media/image2.png){width="0.16597222222222222in"
height="0.16597222222222222in"} **Increase WBS Level**

This command shifts the selected WBS activity name to the left and
renumbers everything accordingly.

![](media/image3.png){width="0.16597222222222222in"
height="0.16597222222222222in"} **Decrease WBS Level**

This command shifts the selected WBS activity name to the right and
renumbers everything accordingly.

![](media/image4.png){width="0.16597222222222222in"
height="0.16597222222222222in"} **ReNumber**

This command renumbers everything according to the current level of
indentation. If you insert or delete lines, or if you use the standard
Excel indentation buttons to change levels, you can \"ReNumber\" to
update the WBS numbers.

![](media/image5.png){width="0.16597222222222222in"
height="0.16597222222222222in"} **Rollup Level**

Select the lowest-level of WBS Activities you want displayed. Other
lower-level WBS Activities will be hidden.

\- **Display Sections**

Select the WBS Level 2 WBS Activities that you want displayed. Other WBS
Level 2 WBS Activities will be hidden

**Important Note: Remove all page break indications before using the
above functions. This is accomplished in the Excel WBS file by going to
the 'Tools' pull down then 'Options' then 'View'. In the 'Windows
options' section, make sure the 'Page breaks' button is unchecked.**

## Automatic WBS Dictionary Generation

By adding WBS dictionary text to the proper fields in the WBS Excel
file, the Microsoft Word mail-merge feature can be used to automatically
generate WBS Dictionary pages, with up-to-date numbering. See Section 3
in this document for details.

## How Excel Handles Toolbars

The method used by Excel to handle custom toolbars is not well
implemented. A toolbar cannot be attached to a specific Excel file. It
can only be added to the general Excel Toolbars file. This means that
after the WBS Toolbar gets installed, it works like any other standard
Excel toolbar and is available anytime Excel is running. But this also
means that the current state of the toolbar (open or closed, attached or
floating) gets saved by Excel and appears in that form for all open
Excel files. If you close your WBS file with the WBS Toolbar open and
floating, it will appear this way in the next Excel file you open. You
can click on the close box or drag it back to the menu area, if you
don\'t have any use for it in the current document.

A second \"feature\" of Excel Toolbars is that the toolbar buttons point
to macros using absolute pathnames. So after running the
BTeVWBSmacros.xls file for the first time (to install the toolbar), if
you move or rename it, Excel won\'t be able to find the macros anymore.
This can be corrected, but it takes several steps to do so.

## Reinstalling the "BTeVWBSmacros.xls" File Macro Functions

If there is a problem with using the Macro functions described in
Section 5.2 (*e.g.,* "can't find file ..." error message when invoking a
function), it may be that the functions need to be reinstalled. Use the
following steps to reinstall the "BTeVWBSmacros.xls" file functions

1)  **Delete the 'WBS Toolbar":** In the Excel WBS file, go to the
    'View' pull-down and select 'Toolbars' then 'Customize'. Scroll to
    the 'WBS Toolbar', highlight it then click on 'Delete'

2)  **Reinstall "BTeVWBS macros.xls" File:** Follow steps 3 and 4 of
    Section 2

Use the above procedure each time a new version of the
"BTeVWBSmacros.xls" file is made available.

# Tracking Changes: Excel WBS Document

The Excel document 'Track Changes' mode must be invoked [before and
whenever]{.underline} edits are made to a Level 2 Task WBS. Doing this,
greatly simplifies the work of putting changes into BTeV's overall WBS.
The following is the methodology for doing this.

1)  Open the newly renamed file

2)  Using the pull-down menus at the top left of your desktop window,
    access: "Tools/Track Changes/Highlight Changes"

3)  Click (on) the "Track changes while editing ... " box

4)  Click (on) the "Who:" box and set its window directly to the right
    to "Everyone"

5)  Check that the "Highlight Changes" window is set accordingly:

    a.  "Track changes while editing ... " box checked

    b.  "When:" box checked and its window set to "All"

    c.  "Who:" box checked and its window set to "Everyone"

    d.  "Where:" box not checked

    e.  "Highlight changes on screen" box checked

    f.  "List changes on new sheet" box not checked and gray

6)  Notify Ed Barsotti [{barsotti@fnal.gov](mailto:{barsotti@fnal.gov);
    x-4061 or (630) 879-1245} or Bob Downing
    [{downing@fnal.gov](mailto:{downing@fnal.gov); x-2670} if there are
    problems with the "Highlight Changes" window

7)  If the "Highlight Changes" window is set properly, click (on) "OK"

8)  When asked, "This action will now save the workbook. Do you want to
    continue?" click (on) "OK".

9)  Save the file.

# Tracking Changes: Word WBS Dictionary Document

The Word document 'Track Changes' mode must be invoked [before and
whenever]{.underline} edits are made to a Level 2 Task WBS Dictionary.
Doing this, greatly simplifies the work of putting changes into BTeV's
overall WBS Dictionary. The following is the methodology for doing this.

1)  Open the newly renamed file

2)  Using the pull-down menus at the top left of your desktop window,
    access: "Tools/Track Changes/Highlight Changes"

3)  Click (on) the "Track changes while editing ... " box

4)  Check that the "Highlight Changes" window is set accordingly:

    a.  "Track changes while editing ... " box checked

    b.  "Highlight changes on screen" box not checked

    c.  "Highlight changes on printed document" box not checked

5)  Notify Ed Barsotti { <barsotti@fnal.gov>; x-4061 or (630) 879-1245}
    or Bob Downing { <rwd@fnal.gov>; x-2670} if there are problems with
    the "Highlight Changes" window

6)  If the "Highlight Changes" window is set properly, click (on) "OK"

# Submitting Revised WBS & WBS Dictionary Files

Every revised WBS file submitted to BTeV management (
<barsotti@fnal.gov> and <rwd@fnal.gov> ) must be renamed with your
initials and the date appended to the filename just before its
extension. File renaming is illustrated in step #7 of Section 2 and step
#10 of Section 3.

To submit a draft (iteration) or final copy of an Excel WBS or Word WBS
Dictionary file, send it to Ed AND Bob electronically either by
enclosing the renamed and edited file in an e-mail message or by
e-mailing Ed AND Bob a URL at which the renamed and edited file can be
accessed.

BTeV Management will keep all iterations. Remember, renaming and
tracking changes avoids possible confusion and saves substantial time
when BTeV Management generates drafts and final copies of the overall
BTeV WBS and WBS Dictionary.