Work Breakdown

Work Breakdown turns a statement of work into a numbered hierarchy of work elements. Use it to see the full scope of an opportunity, mark which parts your team can cover, and find the gaps you need a partner for.

How generation works

Generation runs in two stages. First, Propivix pulls every numbered heading out of the source text, such as 1., 1.1 and 1.1.1, with up to 20 words of the text that follows each one. The page calls these the Becker dot points. Second, the AI model organizes those headings into a work breakdown structure modeled on MIL-STD-881F, the defense standard for work breakdown structures. When the model assigns the work to one of that standard's appendixes, the analysis shows the appendix as a badge. Both stages are AI output, so review the structure before you rely on it.

Because the first stage depends on numbered headings, a document without them cannot be broken down. Unnumbered bullets are skipped.

Creating a work breakdown

1. Open Work Breakdown in the sidebar.
2. Select Generate WBS.
3. Enter a Title.
4. Choose the Source Document Type: Statement of Work (SOW), Performance Work Statement (PWS), Request for Proposal (RFP) or Manual Entry.
5. Provide the source text in one of three ways:
   • Drop a PDF or DOCX file of up to 10MB on the upload area, or click it to browse. Propivix extracts the text into the text box for you to review and edit.
   • Choose an RFP from Or select from RFP Library... to use that RFP's extracted text.
   • Paste the text into Source Text.
6. Select Generate WBS at the bottom of the dialog.

Generation runs while you wait. When it finishes, the new analysis opens. The source text can be up to 50,000 characters.

You can also start from a federal IT investment. On an investment's page in Federal Opportunities, Generate WBS opens this dialog with the investment's description filled in.

Reading the structure

Each analysis on the Work Breakdown page shows its source type, element count, depth, date and status. Select a completed analysis to open it.

The Work Breakdown Structure panel shows the elements as a tree. Select an element with children to expand or collapse it. Below the tree are three collapsible panels:

• Becker Dot Points lists the numbered headings the first stage extracted, one per line.
• Compliance Matrix maps each paragraph of the source document to a work element and a suggested proposal section, in the columns SOW Ref, Requirement, WBS Mapping and Proposal Section. The generator writes this mapping. It is separate from the compliance matrix on an RFP's page.
• Source Text shows the text the analysis was generated from.

Marking coverage

Each element carries a coverage badge. Click it to cycle through N/A, Covered, Partial and Gap. Each click saves.

The Coverage Analysis panel counts your marks: Fully Covered, Partial, Gaps and Not Assessed. Not Assessed counts every element you have not marked. Overall Coverage is the share of all elements, parents included, that you marked Covered or Partial.

These numbers come only from your clicks. Propivix does not check your asset library or your team against the elements, so a high Overall Coverage means your team marked most elements as covered, not that your library proves it.

Using the results

• Export CSV downloads the structure with your coverage marks, followed by the compliance matrix when there is one.
• Sub-Scope appears once at least one element is marked Gap or Partial. It drafts a Sub-Scope Package for teaming talks: scope, deliverables and qualifications for each gap area, plus general requirements and a rough level of effort. The package is not saved, so copy what you need before you leave the page.
• Start Proposal works once the analysis is complete. It creates a draft proposal named "Proposal for" followed by the analysis title, with one section for each lowest-level element. Each section starts with the element's description and your coverage mark. The proposal is not linked to an RFP. To build a proposal from an analyzed RFP instead, see Creating a Proposal.

If generation fails

A failed generation is kept, with the reason it failed. When you next open Work Breakdown, the analysis is listed with an error status and its failure message. A failed card does not open, and it offers two actions:

• Retry runs generation again on the same title, source text and document type. The existing entry is reused, so you do not get a duplicate. Retrying needs the super admin, admin, manager, proposal lead or contributor role.
• Delete asks you to confirm with Delete permanently or Cancel. Deleting cannot be undone. It needs the super admin, admin, manager or proposal lead role.

A common failure message begins "Stage 1: No Becker dot points were extracted". It means the source text has no numbered headings. Retrying the same text will fail the same way. Delete the entry and generate again from a version of the document that keeps its section numbers, for example the original PDF or DOCX rather than pasted text that lost its numbering.