Work Breakdown Structure

Session Objectives By the end of the session, participants will be able to: Decompose project activities into manageable task or activities; Prepare a Work Breakdown Structure.

Session Flow Presentation (30min) Learning Team Exercise (1hr) Team Presentation of Output (1hr 45min)

WBS Definition PMBOK® Guide Definition A deliverable-oriented grouping of project elements that organizes and defines the total work scope of the project. Each descending level represents an increasingly detailed definition of the project work.

Work Breakdown Structure The tool for breaking down a project into its component parts. It is the foundation of project planning and one of the most important techniques used in project management.

WBS Decomposition WBS LEVEL 3: WBS LEVEL 2: WBS LEVEL 1: 1. Bicycle 1.1 Frame Set 1.1.1 Frame 7 1.1.2 Handlebar 2 1.1.3 Fork 3 1.1.4 Seat 3 1.2 Crank Set 5 1.3 Wheels 1.3.1 Front Wheel 13 1.3.2 Rear Wheel 17 1.4 Braking System 5 1.5 Shifting System 5 1.6 Integration 1.6.1 Concept 3 1.6.2 Design 5 1.6.3 Assembly 10 1.6.4 Testing 17 1.7 Project Mgt. 5 -------- 100 WBS LEVEL 2: 1. Bicycle 1.1 Frame Set 15 1.2 Crank Set 5 1.3 Wheels 30 1.4 Braking System 5 1.5 Shifting System 5 1.6 Integration 35 1.7 Project Mgt. 5 ------ 100 WBS LEVEL 1: 1. Bicycle 100

WBS in Graphical Form Bicycle Frame Set Crank Set Wheels Shifting System Integration Project Management Frame Handlebar Fork Seat Front Wheel Rear Wheel Base Buildings Maintenance Facility Developmental Test Test Braking System

WBS in Outline Form 1. Bicycle 1.1 Frame Set 1.1.1 Frame 7 1.1.2 Handlebar 2 1.1.3 Fork 3 1.1.4 Seat 3 1.2 Crank Set 5 1.3 Wheels 1.3.1 Front Wheel 13 1.3.2 Rear Wheel 17 1.4 Braking System 5 1.5 Shifting System 5 1.6 Integration 1.6.1 Concept 3 1.6.2 Design 5 1.6.3 Assembly 10 1.6.4 Testing 17 1.7 Project Mgt. 5 100

Advantages of WBS Provides a detailed illustration of the project scope Create accurate cost and schedule estimates Monitor progress easily Basis for building project teams

WBS Decomposition There is no single best way to develop a WBS.

WBS Organized by Product Aircraft System Project Management Training Data Support Equipment Facilities Test and Evaluation Engineering Supporting PM Activities Services Technical Orders Organizational Level SE Intermediate Depot Base Buildings Maintenance Facility Mock-ups Operational Test Developmental Test Airframe Engine Communication Navigation Fire Control Air Vehicle

WBS Organized by Phase Software Product Release 5.0 Project Management Requirements Detail Design Construct Integration and Test Planning Meetings Administration Software User Documentation Training Program Materials

Criteria for a Successful WBS WBS must be broken down starting at the top Work packages must add up to the summary task Each summary task and work package must be named an activity that produces a product (use SMART Technique)

Criteria for a Successful WBS Specific Measurable Agreed upon Realistic Time-bound

Approaches to Developing WBS Guidelines: Some organizations, provide guidelines for preparing WBS. Analogy approach: Review WBS of similar projects and tailor to your project. Top-down approach: Start with the largest items of the project and break them down. Bottom-up approach: Start with the specific tasks and roll them up. Mind-mapping approach: Write tasks in a non-linear, branching format and then create the WBS structure.

Post-it Technique IT Upgrade Project Install Hardware & Software Project Mgt. Acquire Hardware & Software Update Inventory Update Database Perform Physical Inventory Servers User Hardware Bldg. A Laptops Desktops Bldg. B Bldg. C

Mind-Mapping Approach

Resulting WBS in Graphical Form

The WBS Dictionary Many WBS tasks are vague and must be explained in more detail so people know what to do and can estimate how long the work will take and what it will cost. A WBS dictionary is a document that describes detailed information about each WBS item. The approved project scope statement and its WBS and WBS dictionary form the scope baseline, which is used to measure performance in meeting project scope goals.

Advice for Creating WBS and WBS Dictionary A unit of work should appear in only one place in the WBS. The work content of a WBS item is the sum of the WBS items below it. A WBS item is the responsibility of only one individual, even though many people may be working on it. The WBS must be consistent with the way in which work is actually going to be performed; it should serve the project team first, and other purposes only if practical.

Advice for Creating WBS and WBS Dictionary Project team members should be involved in developing the WBS to ensure consistency and buy-in. Each WBS item must be documented in a WBS dictionary to ensure accurate understanding of the scope of work that is included and not included in that item. The WBS must be a flexible tool to accommodate inevitable changes while properly maintaining control of the work content in the project according to the scope statement.

Responsibility Assignment Matrix ACTIVITY PM SA/D PROG Tester SQA 1.1.1 Approve Requirements A 1.1.2 Prepare Functional Spec C R 1.2 Develop Design N 1.3 Code Programs 1.4.1 Prepare Test Plan 1.4.2 Prepare Test Data 1.4.3 Conduct Testing 1.5 Conduct Training S 1.6 Do Acceptance Testing R=Responsible; S=Support Required; C=Must be consulted; N=Must be notified; A=Approval required