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Tasks 13 – 18

Work Breakdown Structure (WBS)

WBS Guidelines Part 1 Should be easy to understand Some companies have corporate standards for these schemes Some top-level items, like Project Mgmt. are in WBS for each project Others vary by project What often hurts most is what’s missing Break down until you can generate accurate time & cost estimates Ensure each element corresponds to a deliverable

WBS Guidelines Part 2 How detailed should it be? Not as detailed as the final MS-Project plan Each level should have no more than 7 items It can evolve over time What tool should you use? Excel, Word, MS-Project Org chart diagramming tool (Visio, etc) Specialized commercial apps Re-use a “template” if you have one

Preparing WBS After we have the deliverables and requirements well defined, the process of breaking down the work of the project via a Work Breakdown Structure begins. The Work Breakdown Structure (WBS) defines the scope of the project and breaks the work down into components that can be scheduled and estimated and easily monitored and controlled.

You subdivide a complicated task into smaller tasks, until you reach a level that cannot be further subdivided. Anyone familiar with the arrangements of folders and files in a computer memory, or who has researched their ancestral family tree, should be familiar with this idea. You stop breaking down the work when you reach a low enough level to perform an estimate of the desired accuracy. Preparing WBS

At that point, it is usually easier to estimate how long the small task will take and how much it will cost to perform than it would have been to estimate these factors at the higher levels. Each descending level of the WBS represents an increased level of detailed definition of the project work. Note: Do not worry about the sequence in which work is performed or any dependencies between them during WBS Preparing WBS

Basic Principles for Creating WBSs 1.A unit of work should appear at only one place in the WBS. 2.The work content of a WBS item is the sum of the WBS items below it. 3.A WBS item is responsibility of only one individual, even though many people may be working on it. 4.WBS must be consistent with the way in which work is actually going to be performed; it should serve project team first and other purposes only if practical.

Basic Principles for Creating WBSs 5.Project team members should be involved in developing the WBS to ensure consistency. 6.Each WBS item must be documented to ensure accurate understanding of the scope of work included and not included in that item. 7.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.

WBS - Steps 1.Using information from the action plan, list the task breakdown in successively finer levels of detail. Continue until all meaningful tasks or work packages have been identified 2.For each such work package, identify the data relevant to the WBS. List the personnel and organizations responsible for each task.

WBS - Steps 3.All work package information should be reviewed with individuals or organizations who have responsibility for doing or supporting work in order to verify the accuracy of the WBS 4.Total project budget should consist of four elements: direct budgets from each task; indirect cost budget for project; “contingency” reserve for unexpected emergencies; residual, which includes profit derived from project

WBS - Steps 5.The project master schedule integrates the many different schedules relevant to the various parts of the project 6.Project Manager can examine actual resource use, by work element, work package, task, up to the full project level. Project Manager can identify problems, harden the estimates of final cost, and make sure that relevant corrections have been designed & are ready to implement

WBS - Steps 7.Project schedule may be subjected to the same comparisons as the project budget. Actual progress is compared to scheduled & corrective action can be taken

WBS for Clean a room I might begin by picking up clothes, toys, & other things that have been dropped on floor. I could use a vacuum cleaner to get dirt out of carpet. I might take down curtains and take them to cleaners, then dust furniture. All of these tasks are subtasks performed to clean room. As for vacuuming the room, I might have to get vacuum cleaner out of closet, connect hose, empty bag, and put machine back in closet. These are smaller tasks to be performed in accomplishing the subtask called vacuuming.

List all Activities Clean Room Get Bucket and Mop Mix Cleaner with Water in Bucket Mop Floor Risen out Bucket and Mop Dust out Coffee Table Dust out Blinds Get Vacuum out of Closet Vacuum Carpet

List all Tasks Empty Bag Connect Hose and Plug Pick up Toys from floor Put toys in box Pick up Clothes from floor Hang Clothes in Closet Remove Curtains Take Curtains to Cleaners Hang Curtains

Group Tasks into Activities Pick up Toys from Floor Put toys in box Pick up Clothes from Floor Hang Clothes in Closet

Group Activities into Packages Clean Room Mop Floor Get Bucket and Mop Mix Cleaner with Water in Bucket Mop Floor Risen out Bucket and Mop Dust Coffee Table Blinds

Group Activities into Packages Clean Room Vacuum Get Vacuum out of Closet Vacuum Carpet Empty Bag Connect Hose and Plug Clean up Floor Pick up Toys Pick up Clothes

Group Activities into Packages Curtains Remove Curtains Take Curtains to Cleaners Hang Curtains

WBS – Top Level

0.0 Clean Room 1.0 Mop Floor 2.0 Dust 3.0 Vacuum 5.0 Clean Curtains 4.0 Clean up Floor

Work Package Breakdown

1.0 Mop Floor 1.1 Get Mop and Bucket out 1.2 Mix Cleaner with water in bucket 1.3 Risen out Bucket and Mop

Activity Breakdown

4.0 Clean up Floor 4.1 Toys Put Toys in box 4.2 Clothes Hang up in Closet

WBS for Clean a room 4.0 Clean up Floor5.0 Clean Curtains

Conference WBS Outline 1.0 Conference 1.1 Planning and Supervision 1.2 Dinner 1.3 Room and Equipment 1.4 Guests 1.5 Staffs 1.6 Speakers

Conference WBS Outline 1.0 Conference 1.1 Planning and Supervision Planning Budget Disbursement Coordination 1.2 Dinner 1.3 Room and Equipment 1.4 Guests 1.5 Staffs 1.6 Speakers

Conference WBS Outline 1.0 Conference 1.1 Planning and Supervision 1.2 Dinner Menu Shopping List Shopping Cooking Serving 1.3 Room and Equipment 1.4 Guests 1.5 Staffs 1.6 Speakers

Conference WBS Outline 1.0 Conference 1.1 Planning and Supervision 1.2 Dinner 1.3 Room and Equipment Site / Room Tables / Chairs Setting Utensils Decoration Equipment 1.4 Guests 1.5 Staffs 1.6 Speakers

Conference WBS Outline 1.0 Conference 1.1 Planning and Supervision 1.2 Dinner 1.3 Room and Equipment 1.4 Guests Guest List RSVPs Name Tags Special Needs 1.5 Staffs 1.6 Speakers

Conference WBS Outline 1.0 Conference 1.1 Planning and Supervision 1.2 Dinner 1.3 Room and Equipment 1.4 Guests 1.5 Staffs Shoppers Cooks Servers Hosts Clean up 1.6 Speakers

Conference WBS Outline 1.0 Conference 1.1 Planning and Supervision 1.2 Dinner 1.3 Room and Equipment 1.4 Guests 1.5 Staffs 1.6 Speakers Invite Transport Coordinate Topics Backup for No Shows Thank you

Conference WBS

Conference WBS Outline 1.0 Conference 1.1 Speakers 1.2 Venue 1.3 Marketing 1.4 Registration

Conference WBS Outline 1.0 Conference 1.1 Speakers Decide Topics Decide Speakers Arrange Speakers Brief Speakers 1.2 Venue Decide Venue Book Venue Arrange Catering 1.3 Marketing 1.4 Registrations

Conference WBS Outline 1.0 Conference 1.1 Speakers 1.2 Venue 1.3 Marketing Decide Flyers Print Flyers Mail Flyers Send reminders 1.4 Registration

Conference WBS Outline 1.0 Conference 1.1 Speakers 1.2 Venue 1.3 Marketing 1.4 Registration Create Register Register Applications Send Confirmation Arrange Banking Obtain approval from committee Balance Accounts

Conference WBS

Task 13

Break your assignment into work packages. After you have broken down the assignment into work packages, break each of the work packages into separate activities. Work out the individual tasks for each of the activities of the assignment. Identify all the work packages for this assignment. For each work package identify all the activities as you feel appropriate and for each activities identify the tasks. Then rearrange your WBS (Work Breakdown Structure) as a result of this.

Task 14

Identify all stakeholders for the assignment. List as many as you feel appropriate. Identify which of these are key stakeholders?

Task 15

Set SMART objectives for the project as part of your assignment. List as many as you feel appropriate.

Task 16

Identify the constraints that are likely to affect the successful outcome of the assignment. List as many as you feel appropriate for each category of constraints: Financial Legal Ethical Environmental Time Quality Indirect Effects

Task 17

What resources will be needed to complete the assignment? List as many as you feel appropriate. You might find it useful to refer to the breakdown of activities you generated earlier.

Task 18

Begin your own project planning for the assignment by answering the following questions. Identify as many as you feel appropriate. What are the SMART objectives of the project? Who are the main stakeholders of the project? What resources will be required for successful completion of the project?

Begin your own project planning for the assignment by answering the following questions. Identify as many as you feel appropriate. What constraints are likely to affect the project? How long do you think it will take to complete the project? How much do you think it will cost to complete the project?