1. 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

2. 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

3. 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!

4. 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?

5. 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?

6. 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?

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

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

9. 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?

10. 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

11. 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

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

13. 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

14. 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

15. 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

16. Bottom up WBS DevelopmentNO
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

17. 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

18. 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

19. 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

20. 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

21. 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

22. 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

23. 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

24. 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

25. 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

26. 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

27. 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

28. 27

29. 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

30. 3. Can adequate estimates be made at this level?
Top Down
“Yes” Decisions Guidelines
Can it be completed within a – 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

31. 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

32. 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

33. 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?

34. 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

35. 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.

37. Additional Questions?

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