Lecture 02_ WBS

EFFECTIVEEFFECTIVE WORK BREAKDOWN WORK BREAKDOWN

STRUCTURESSTRUCTURES

Anatomy of Work Breakdown Anatomy of Work Breakdown StructuresStructures

1. What is a WBS?

2. The 100% Rule

3. Three Types of WBS Structures

4. Four Types of WBS Elements

5. Two Types of Programs

6. Use of WBS to Define Activities

Work Breakdown StructureWork Breakdown StructureFormal Definition per the PMBOK® Guide:

A Deliverable - Oriented Grouping of Project Elements that Organizes and Defines the Total Scope of the Project.Each Descending Level Represents an Increasingly Detailed Definition of the Project Work.

Work not in the WBS is outside the scope of the project.

Scope(definition)

Project Management ProcessesProject Management Processes(Initiation)(Initiation)

Initiation

Cost(estimates, …)

WBS

Time(activity diagrams, …)

Human Resources(RACI matrix, …)

Also to consider: Quality, Risk, Communication, Procurement, Integration

Project Charter

Project Management Plan

Project Scope

Statement

The Work Breakdown Structure in the The Work Breakdown Structure in the PMBOK® PMBOK®

Input:– Project scope statement– Requirement documentation– Organizational process assets

Output:– Work breakdown structure (WBS)– WBS dictionary– Scope baseline– Project document updates

Tools & Techniques– Decomposition

The Work Breakdown Structure (WBS)The Work Breakdown Structure (WBS)

Used as a basis for a number of processes in particular to produce the subsidiary plans of the Project Management Plan.

The WBS is a deliverable-oriented hierarchy of decomposed project components that organises and defines the total scope of the project. The WBS is a representation of the detailed project scope statement that specifies the work to be accomplished by the project.

The elements comprising the WBS assist the stakeholders in viewing the end product of the project.

The work at the lowest-level WBS component is estimated, scheduled, and tracked.

WB

S

The Dictionary of the WBSThe Dictionary of the WBS

A WBS dictionary is a companion document to the WBS that describes each WBS element. For each WBS element, the WBS dictionary includes a statement of work, a list of associated activities, and a list of milestones.

Other information can include the responsible organisation, start and end dates, resources required, an estimate of cost, charge number, contract information, quality requirements, and technical references.

WBS elements should be cross-referenced as appropriate.

WB

S

ELEPHANT BREAKDOWN STRUCTURE

Tail Legs Body Head

WBS CONCEPTWBS CONCEPT

Outline of the Work to be PerformedProvides a Framework for Defining the

Work on the Project - SOWProvides a Framework for Planning(Work Not in the WBS is Work Not in

the Project)

DefinitionsDefinitions

A WBS Consists of ElementsThe Lowest Level Element in the WBS

is Often Referred to as a Work PackageA Work Package Consists of Tasks or

ActivitiesElements are Described by NounsActivities Contain Verbs

USERDOCUMENTS

Sample Partial WBSSample Partial WBSSOFTWAREPROJECT

SOFTWARESYSTEM

TRAININGMATERIALS

SYSTEMANALYSIS

PROJECTMGT

MODULE 1 MODULE 2 MODULE 3SYSTEM

TEST

CODING TEST

Level 1

Level 3


1. What is a WBS?

2. The 100% Rule


4. Three Types of WBS Elements



100 % Rule100 % Rule

The next level decomposition of a WBS element (child level) must represent 100% of the work applicable to the next higher (parent) element.

But avoid excess bureaucracy!

PERMITS/INSPECTIONS

SAMPLE WBS - GARAGESAMPLE WBS - GARAGE

GARAGEPROJECT

GARAGEGROUNDS CONSTR.PLANS

PROJECTMGT

WALLSFOUNDATION ROOFUTILITIES

FRAME DOORS/WINDOWS

Level 1

Level 4DOORS/WINDOWS

DRY WALL/

PANELINGASSEMBLY

ASSEMBLY

100 % Rule Importance100 % Rule Importance

If you follow the 100% rule, and define the WBS elements as nouns, you have won the battle to get an effective WBS.


1. What is a WBS?

2. The 100% Rule





Three Types of WBS Three Types of WBS StructuresStructures

PMBOK® Guide Definition of a Project:

“A temporary endeavor undertaken to create a unique product, product, serviceservice or or resultresult.”.”

Product BreakdownProduct Breakdown

Decomposition of the Natural, Physical Structure of the Deliverable

Follows a BOM FrameworkThe Deliverable is a Tangible ProductMost Common Example Used

PERMITS/INSPECTIONS


GARAGEPROJECT


PROJECTMGT


FRAME DOORS/WINDOWS

Level 1


DRY WALL/

PANELINGASSEMBLY

ASSEMBLY

PERMITS/INSPECTIONS


GARAGEPROJECT


PROJECTMGT


FRAME DOORS/WINDOWS

Level 1


DRY WALL/

PANELINGASSEMBLY

ASSEMBLY

Focus on the product to be delivered and not on the work to do.

ServiceService Breakdown BreakdownNo Tangible Output ProductMain Event or “Service”Decomposition Based on a Logical

Grouping (not Physical Structure)Often Developed Bottom-upDetailed Activities May be ChecklistsLend Themselves to Templates

Service Project BreakdownService Project BreakdownInternationalConference

Project

Project Management

DisplaysProgramFacilitiesTransport-

ationAttendees

ToursPresentationsSpouse / Relative

ActivitiesReceptions

TranslatorsSpeakersPapers

Level 1

Level 3

Level 4

ResultsResults Project Breakdown Project BreakdownProject Does not have a Well-

Structured Primary Product as a Deliverable

May Have Several Products that Collectively Achieve the Planned “Result”

The Projects are Process-Based

Results Project WBSResults Project WBS

HACCPPROJECT

1. Work Plan2. Product &

ProcessAnalyses

3. HazardAnalysis

4. Q.A.Process

5. HACCPPlan

Process

6. HACCPImplement-

ation

7. ProjectManagement

Level 1

• Hazard Analysis Critical Control Point (HACCP) system in a food processing plant. • Objective: convert a traditional food processing line – from one where quality inspection of

end product to where quality is planned in through process controls applied at various critical control points

• same 6 steps are performed for each processing line or project

Results Project WBSResults Project WBS

HACCPPROJECT

1. Work Plan2. Product &

ProcessAnalyses

3. HazardAnalysis

4. Q.A.Process

5. HACCPPlan

Process

6. HACCPImplement-

ation


Level 1


1. What is a WBS?

2. The 100% Rule





Four Types of WBS Four Types of WBS Crosscutting ElementsCrosscutting Elements

1. Integrative

2. Analytical

3. Process

4. Project Management

Four Types of WBS Crosscutting Four Types of WBS Crosscutting ElementsElements

1. Integrative1. IntegrativeNew TechnologyBicycle Project

ProjectManagement

BicyclePreliminaryDesign

FrameSeat

AssemblyPedals &

GearsHandlebars Assembly

Level 1

Level 2


2. Analytical2. AnalyticalNew PC

Development

ProjectManagement

PersonalComputer

Documentation

StructureCircuitBoards

HardDisk

PowerSupply

Assembly

System TestSystem Analyses

Level 1


3. Process3. Process

ProjectManagement

AircraftSystem

Manuals &Data

SupportEquipment

AirVehicle

FacilitiesTest &

Evaluation

Level 1


3. Process3. ProcessNew PC

Development

ProjectManagement

PersonalComputerDocumentation

StructureCircuitBoards

HardDisk

PowerSupply

Assembly

System TestSystem Analyses

DesignProcure-

mentFabrication

SubsystemTest

Level 1

Level 2


4. Project Management4. Project Management

A Special Type of WBS ElementAll Projects have a PM ElementMay be Looked-at Conceptually as an

“Overhead” Element

Four Types of WBS Crosscutting ElementsFour Types of WBS Crosscutting Elements


PROJECT START AND FINISH Contract Award

Complete Project

MEETINGS AND REVIEWS Kick-off Meeting

Monthly/Quarterly Project Reviews

Corporate Reviews

In-Process Reviews

Close-out Meeting

Action Item Tracking System

REPORTS Monthly Progress Report

Annual Report

Budget/Financial Status Report

PLANS Project Charter

Master Schedule

Project Plan (Current and Future Phases

Risk Management & etc

Level 3 Level 4 Work Packages

PROJECT MANAGEMENT (Level 2)

Four Types of WBS Crosscutting ElementsFour Types of WBS Crosscutting Elements


CONTROL Schedule Tracking

Cost Tracking

Earned Value Management Analysis

Variance Analysis

Corrective Action

Work-Arounds

ADMINISTRATIVE Project Management Office

Space/Relocation

Correspondence Control System

PROJECT SUPPORT Procurement/Purchasing

Subcontract Management

Contract Management

Level 3 Level 4 Work Packages

PROJECT MANAGEMENT (Level 2)


1. What is a WBS?

2. The 100% Rule





Two Types of ProgramsTwo Types of Programs

Life Cycle Phases – Process ProjectsProgram Areas – Series of Projects

PMBOK® GUIDE:A group of related projects managed in a coordinated way. Programs usually include an element of ongoing work.

A Program Life Cycle PhasesA Program Life Cycle Phases

I. Feasibility, Conceptual or Initiation

II. Planning

III. Execution or Implementation

IV. Close-Out

V. Operations and Maintenance

VI. (Program Management)

Example Program AreasExample Program AreasNanotechnologyAlcohol and Drug AbuseCancer ResearchAnti-Terrorism

PM WBS Elements in a PM WBS Elements in a ProgramProgram

Traditional PM Elements at Level 1Level 2 PM Elements for each

Phase/ProjectLevel 2 PM Elements that Relate to

Subsequent Phases– Cross-cutting Analytical Elements– Outputs for Future Phases

Program/Project Management WBSProgram/Project Management WBS

Project Definition Phase

Planning Phase

Closeout Phase

Operation and Maintenance Phase

Program Management

Generic Museum Program

Development and Production Phase

Space Plan

Planning Phase PM

Project Management Office

Development & Production Phase Plans

Closeout And O & M Phase Plans

Planning Project Management

Exhibit Plan-Design Package

Script Package

A B

C D E F

Formative Evaluation & Prototyping

Only Total Program Elements

B.1 B.2 B.3 B.5-6 B.7

1. Schedule & budget tracking

2. Reports 3. Risk management 4. Project reviews

B.7.1

1. Project Plan 2. Project Plan

review and approval

1. Initial WBS and scope

2. Initial resource, schedule & budget

1. Core & extended team

2. Project support office

B.7.2 B.7.3 B.7.4

Education & PR Plans

B.4

Level 0

Level 1

Level 1 PM DecompositionLevel 1 PM Decomposition

ProgramManagement

Etc.Administration

& BudgetCommunications

ProgramSupport

ProgramControl

Level 1


1. What is a WBS?

2. The 100% Rule





Time Sharing System (TSS) Time Sharing System (TSS) Project WBSProject WBS

TSS PROJECT

TSSSoftware

DesignSpecification

RequirementsSpecification

ProjectManagement

•Project Start•Project Meetings•Project Reports

•Initial Specification•Final Specification

•Initial Specification•Final Specification

•Module 1•Module 2•Integrate Modules

Level 1

WBS in MS Project 98WBS in MS Project 98

WBS and Activities in MS ProjectWBS and Activities in MS Project

SummarySummaryGeneric WBS ElementsGeneric WBS Elements

PROGRAM

ProgramManagement

ProjectA

Phase/Project

1. ProductBreakdownElements

2. ServiceBreakdownElements

3. ResultsBreakdownElements

4. CrosscuttingElements


Elements

Phase/Project

OngoingWork

Level 0

ProductStructure

Groupings Steps Integrative, Analytical, orProcess

SupportandManagement

Level 1

Level 2

Effective Work Breakdown Effective Work Breakdown StructuresStructures

This presentation is based on the book titled: Effective Work Breakdown Structures authored by Dr. Gregory T. Haugan. It was published in 2002 by Management ConceptsInc. of Vienna, Virginia.

Other books by Dr. Haugan and also published by Management Concepts include:

Project Planning and Scheduling, 2002 and

The Work Breakdown Structure in Government Contracting, 2003

Books may be purchased through Management Concepts at:

www.managementconcepts.com or from Amazon and other on-line stores.

Effective Work Breakdown Structures

Thank You

Dr. Gregory T. HauganP.O. Box 730Heathsville, VA 22473

804 580 [email protected]

Lecture 02_ WBS

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