Module nine PMP® Mastery 2016 APMG Create WBS The Decomposition Technique Work Breakdown Structure Levels Work Breakdown Structure Dictionary Deliverable Flow Validate Scope Control Scope Module nine scope management - 2 PMP, PMP, and PMBOK are registered marks of the Project Management Institute Inc. Materials within these videos are based on the Project Management Institute A Guide to the Project Management Body of Knowledge, (PMBOK ® Guide) – Fifth Edition, Project Management Institute, Inc., 2013.

PLANNING Process Group Create WBS PLANNING Process Group Scope Management Create WBS The WBS is created after the project has been defined and the requirements documented Scope Baseline Project Scope Statement Work Breakdown Structure Organizational Process Assets Enterprise Environmental Factors Requirements Documentation Project Scope Statement Scope Management Plan Create WBS WBS Dictionary Tools Decomposition Expert Judgement Project Documentation Updates G F E D C B A J I H Z L K R Q P O N M S V U T W X Y The WBS is the hub of information for the project. Time, Cost, Work, and Deliverables are mapped back to it.

The Decomposition Technique ...breaking down the deliverables into smaller lower-level components such that you can plan, execute, monitor and control, and close out the project deliverables... Decomposition will improve – and make easier, the creation of the project estimates 1 Identify all major deliverables and related work 2 Organize the work and determine the WBS 3 Decompose the WBS into lower-level components Components should be defined in tangible and verifiable terms 4 Assign identification codes to each WBS component 5 Verify if the component is clear, complete, sufficient, and necessary

Using The Work Breakdown Structure WBS Control Accounts Work Packages Activities WBS Dictionary The WBS uses DELIVERABLES Activity List Risk Management Scheduling Staffing Budgeting Estimating Project Control Network Diagram

The Work Breakdown Benefits Clarifies what needs to be done – improving quality and work activity focus Helps identify ALL the work – so the resulting plan is complete Helps the team put their work contribution into perspective The basis for estimating resources, cost and time Provides team-building, clarity, and commitment Assists in procuring staff and other resources Improves communication and cooperation Helps prevent uncontrolled changes

Requirements Definition WBS Levels The WBS is a deliverable-oriented hierarchy, and uses the deliverables from the project scope statement and decomposes them into logical, manageable units of work Level 1 Building Shell External Defn: Internal Defn: Vacation Villa Requirements Definition Master Plan Ground Floor Basement Villa Design Walls Floors Roof Interior Fitting Kitchen Bed 1 Bed 2 Den Services Oil Electric Water Level 2 Break the work down to a level (called a work package), where responsibility and accountability for each work package can be assigned to an individual, team, or group.

Work Breakdown Structure Decomposition Break down the deliverables into lower-level deliverables, until such time that they can be considered a work package External subcontractors may be given a work package consisting of many deliverables A work package can’t be broken down any further It is small enough to be estimated for time and cost, and can be assigned to one person The WBS should always be based on project Deliverables/Products – rather than tasks End Product/deliverable Lowest-level deliverables/work packages G F E D C B A J I H Z L K R Q P O N M S V U T W X Y ...the WBS is a graphical hierarchical diagram with a logical breakdown between top and bottom...

Simplified Work Breakdown Structure Name the Deliverable/Product NOT the task name A C D Prototype Champagne H I J Z Sealed Cap Labels Glass W Foil Neck Label P S X Cork Q T Main Label R U Y Artwork V

Sample Work Breakdown Structure Customer Help Desk $227,550.00 136 days 1 Hierarchical level and number Duration Cost/Budget Product/Deliverable Help Desk Screens $9,550.00 14 days 1.4.1 Designed User Screen $3,800.00 6 days 1.4.1.1 NODES Designed Data Entry Screen $3,100.00 5 days 1.4.1.2 Designed Summary Screen $2,650.00 5 days 1.4.1.3

Example WBS Dictionary The WBS Dictionary provides detailed information about each of the nodes on the Work Breakdown Structure Diagram... Project Name: Customer Help Desk Work Package ID: 1.4.1.1 Work Package Name: Designed User Screen Work Package Description: Using the customer’s User Screen Specification, a new top-level layout design is to be created. Based on this a non-functioning layout demonstrator is to be prepared to collect feedback from the customer. A fully functional prototype will be created for the client to review and approve. Assigned To: Dave Litten Group/Dept: IT Systems Date Assigned: 7/30/09 Date Due: 15/9/09 Estimated Cost: $3,800.00 Account Code: CHD/1/4/33 Acceptance Criteria: Resources Assigned: Deliverables: Assumptions:

Validated Deliverables Accepted Deliverables Deliverable Flow Scope Baseline WBS & Dictionary Project Scope Statement Project Document Updates Create WBS Direct and Manage Project Work Validate Scope Control Quality Validated Deliverables DELIVERABLES Requirements Requirements Traceability Matrix Collect Requirements Close Project or Phase Accepted Deliverables

MONITORING & CONTROLLING Validate Scope MONITORING & CONTROLLING Scope Management Validate Scope Scope Validation is verifying that the project’s product, service or result is within the boundaries of the documented scope. It checks that the products are complete and acceptable. Validate Scope Project documentation Updates Change Requests Accepted Deliverables Requirements Documentation Requirements Traceability Matrix Project Management Plan Verified DELIVERABLES Inspection Tools Inspection includes tools such as User Acceptance Testing, Walkthroughs, Reviews, etc Group Decision-Making Techniques Work Performance Data Work Performance Information This is the performance of acceptance tests to ensure product compliance with the requirements and scope

MONITORING & CONTROLLING Control Scope MONITORING & CONTROLLING Scope Management Control Scope Ensuring that scope change requests are properly determined and managed including their underlying causes, and preventing unnecessary changes. Work Performance Information Project Document Updates Change Requests Project Management Plan Updates Organizational Process Assets Updates Organizational Process Assets Requirements Traceability Matrix Requirements Documentation Project Management Plan Work Performance Data Control Scope Tools Variance Analysis Variance Analysis – the difference between the scope baseline and what was actually created – and can be used to determine root causes between such differences