Work Breakdown Structure (WBS) Development Department of Human Services Project Management Office Introduce myself – Housekeeping 2 breaks – restrooms our out to the right, down the long corridor and turn left. They are on the right. Quiet cell phones. If you must take a call please move to the hall. Introductions around room Questions, ask away Explain Packets Materials needed for this presentation in each student folder: Presentation - 2 slides per page, back to back, stapled Pro Cons Exercise Word document. Colored paper. Life cycle models - RAD, and HW/Lan word documents. Back to back stapled. WBS Dictionary - pages 10-end of the Integrated Project Plan template, back to back stapled. Step Product Description - 1 in each folder. Back to back - stapled Training Evaluation - Back to back. Materials needed for instructor to handout during presentation: WBS Exercise Word document - Chicken Coop Exercises. We need only 4 of each type. Colored paper. WBS Exercise Chicken Coop Result - Word Document. 1 For everyone in class. Instructor needs to have on laptop, and switch to word during presentation. WBS Dictionary - pages 10-end of the Integrate Project Plan template - installed on computer. PMO WBS Development PowerPoint Presentation printed with note for instructor only. Equipment Needs Laptop, with PMO WBS Development Presentation, and WBS Exercise Chicken Coop Result - Word Document installed. Speakers, portable microphone, projection screen, InFocus or Boxlight Machine Room setup for 16 people to work in groups of approximately 4 at a table. Work Breakdown Structure (WBS) Development

What is a Breakdown Structure Where does it fit in PM Agenda Items What is a Breakdown Structure Where does it fit in PM Bottom Up Development Top Down Development Help and References Additional Questions

To understand the process, it’s purpose and benefits. WBS Introduction Training Goal To understand the process, it’s purpose and benefits. To learn enough about the process to begin using it. To know where you can access the process and any of the supporting materials. To understand how this can help you. My personal goal is that the learning process today be FUN!

Applicability of DHS Core Values to Project Management                                                                                                             Professionalism Responsibility Stewardship Integrity Respect Without looking in your notes, take a few moments and list the 5 DHS core values. (those of you not from DHS list 5 values you think might be applicable to your work) Now work with partner – same, different, can you come to agreement on the five used in DHS? Group – report out. How does this apply to PM?

WBS Definition A deliverable-oriented grouping of project elements that organizes and defines the total scope of the project work. Work not in the WBS is not in scope of the project. Each descending level represents an increasingly detailed description of the project elements. Often used to develop or confirm a common understanding of project scope. It is a organized definition of all the work of the project, It is the work scope. The organization is usually from major to minor deliverables, or high level to increasingly detailed. It is used both to develop a common understanding and confirm a common understanding of the project scope. What does the organization need to do to develop the Scope?

Where the WBS Fits Initiate Plan Execute Control Close Strategic Tactical Physical What is a project? Building the clock PRODUCT is the CLOCK itself The clock running indefinitely is a Process What is Project Management? What is the role of a Project Manager?

Monitoring and Control Where WBS Fits Level of Activity Start Finish Time Initiate Execute Close Monitoring and Control Plan

What does a WBS look like? Hierarchy Diagram Format Table of Contents Format List Format

PBS WBS OBS Product Breakdown Structure Work Breakdown Structure Breakdown Structures PBS WBS OBS Product Breakdown Structure Work Breakdown Structure Organizational Breakdown Structure WHAT? HOW? WHO?

CAR Example - PBS/What? Frame Engine Interior Controls Fenders Roof Hoods Doors Windows Carburetor Cylinders Piston Cam Front Seats Back Seats Radio Steering Fuel Odometers Wipers Lights

Project Example - WBS/How? Design Rqmts Build Deliver Manage Plan Execute Control Close Assess Determine Analyze Propose Engineer Specify Construct Test Validate Integrate Install Train

Director Example - OBS/Who? Mgr. Mgr. Mgr. Mgr. Staff1 Staff2 Staff3

WBS Diagram Project Deliverable 1.0 Deliverable 2.0 Deliverable 3.0 Work Package 1.1 Work Package 2.1 Work Package 3.1 Work Package 1.2 Work Package 2.2 Work Package 3.2 Work Package 1.3 Work Package 2.3 Work Package 3.3 Work Package 2.4 E-1

Risk and Contingency Plans Benefits of the WBS Risk and Contingency Plans Estimates Schedule WBS Risk Control Project Control Change Control Communication Control Activity List Progress Reports Project Plan

Brainstorming all work to be done and then grouping into a hierarchy. Common Approaches Using a general-to-specific structure to progressively detail the work. Top Down Brainstorming all work to be done and then grouping into a hierarchy. Bottom Up

Bottom up WBS Development NO Yes 1. Create the “to-do” list of work. 2. Organize the “to-dos”. 3. Review and Adjust with group. 4. Correct and Complete? WBS Complete Bottom up WBS Development 16

1. Create the to-do list of work Review/Discuss “WHAT” is to be delivered. Review no-limitations brainstorming. Brainstorm list of work on a ….. End first meeting. Compile list into tool that allows all participants easy access. Bottom Up 17

Step 1 - TIPS Sit down and participate as a peer. Have someone else write on the board. Encourage starting with a verb. Don’t correct or worry about wording. Capture all phrases, thoughts. Explanation not required. Bottom Up 18

Useful Brainstorming Verbs Assessment Review, Research, Collect, Analyze, Assess, Determine, Identify Requirements Define, Describe, Design, Develop work activities, Choose, Obtain, Prepare, Approve Construction Construct, Build, Write, Obtain, Create Validation Validate, Pilot, Check, Test Implementation Implement, Move, Train, Replace, Evaluate Bottom Up E - 2 19

2. Organize the “to-do” list. Back at a desk have someone organize the list. Take very detailed, but related steps and group them into tasks. Name the task. Take related tasks and group them into activities. Name the activity. Group activities into phases. Bottom Up 20

Step 2 - TIPS Do what appears easiest first. Go back & adjust as you go through it. Adjust the wording now, not intent. Create a miscellaneous activity. For the under-developed tasks or activities leave space for adding later. Bottom Up

3. Review/adjust structure with group Tell the group what has been done. Go through structure, fix and confirm groupings. Adjust names. Add additional forgotten tasks or activities. Bottom Up 21

Step 3 - TIPS Constrain Level of Detail Lowest level should be completed in approximately 1-3 weeks. Lowest level should contain a definition that includes the detailed steps. Bottom Up 22

4. Verify Correctness /Completeness At the lowest level you should be able to: Name all the work packages; e.g. scope definition document, code specification #1, painted exterior. Indicate Dependencies. Apply approximate duration. Assign a resource role; e.g. carpenter, tester. Bottom Up 23

4. Common Obstacles Discussing or setting requirements. Talking about solutions rather than the work. Wanting to sequence and assign resources too early. Level of detail issues. Other issues. Bottom Up 24

Top Down WBS Development 1. Choose your model. Top Down WBS Development 2. Verify highest level Deliverables/Phases. 3. Can adequate ests. be made at this level? Yes 5. Confirm lowest level. WBS Complete No 4. Review, Verify and or modify the next subsequent level. 25

Choose a model closest to your specific project. Top Down 1. Choose your model Review various: life cycle models, similar project’s WBS, or life cycle templates. Choose a model closest to your specific project. Note* Various life cycle templates and examples from other projects are available on the PMO web site. 26

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2. Verify highest level phases/deliverables Top Down 2. Verify highest level phases/deliverables Start at the top of a model - Deliverables Verify deliverables represent the major phases of your project, Verify purpose/need of each major deliverable or phase, Determine if a previous project completed a major deliverable, e.g. Feasibility. Choose to: eliminate or modify deliverable after review of previous completed work 28

3. Can adequate estimates be made at this level? Top Down “Yes” Decisions Guidelines Can it be completed within a 2 – 3 week period? Adequate may change over the course of the project. Estimating a major work package that will be produced 6 – 12 months out may not be possible. Note* This step’s question means - different levels of decomposition are appropriate for each of the major deliverables/phases. 29

4. Review, verify and or modify the next subsequent level. Top Down Very, from the model, the next subsequent level’s, more specific work detail. Choose the appropriate work elements. elements should be described in tangible, verifiable results in order to facilitate the project progress. Repeat step 3 for each work element that you have chosen necessary for the project. 30

Are the lower-level items both necessary and sufficient? 5. Confirm lowest level Top Down Are the lower-level items both necessary and sufficient? If no, combine items, add to, delete, redefine. Does the work item description provide a scope? If no, revise or expand the descriptions Can the item be scheduled? Budgeted? Assigned to a specific organizational unit (e.g., department, team, or person)? If no, the item must be modified,split, redefined. 31

Top Down Bottom Up Lesson Learned Easy to start. Requires more up front discussion. Terminology & structure can get in the way. Decreases participation. Slower to start. Bottom Up Easy to start. No terminology issues. Higher participation. What do we do with this?

Briefly describe each item Reference by number What’s Next? Further decomposition into a WBS Dictionary Briefly describe each item Reference by number List associated activities List milestones List other information needed to facilitate work

Closing The greatest benefit of developing a work breakdown structure is providing a common understanding of all the work required to deliver the product or service.

Additional Questions?

Please fill out both sides. Please take some time for Class Evaluation! Please fill out both sides.