Work Breakdown Structure WBS Development

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Work Breakdown Structure (WBS) Development
Department of Human ServicesProject Management
Office
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Agenda Items

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

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WBS Introduction

• Training Goal
• To understand the process, its 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.

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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
  increasinglydetailed description of the project
  elements.
• Often used to develop or confirm a
  commonunderstanding of project scope.

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Where the WBS Fits
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What does a WBS look like?
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Breakdown Structures
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Example - PBS/What?
CAR

• Fenders
• Roof
• Hoods
• Doors
• Windows

• Carburetor
• Cylinders
• Piston
• Cam

• Front Seats
• Back Seats
• Radio

• Steering
• Fuel
• Odometers
• Wipers
• Lights

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Example - WBS/How?
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Example - OBS/Who?

• Staff1
• Staff2

• Staff1
• Staff2
• Staff3
• Staff4

• Staff1
• Staff2
• Staff3

• Staff1
• Staff2
• Staff3
• Staff4
• Staff5

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WBS Diagram
Project
Deliverable 2.0
Deliverable 1.0
Deliverable 3.0
Work Package 2.1
Work Package 1.1
Work Package 3.1
Work Package 1.2
Work Package 3.2
Work Package 2.2
Work Package 3.3
Work Package 1.3
Work Package 2.3
Work Package 2.4
E-1
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Benefits of the WBS
Risk and Contingency Plans
Estimates
Schedule
WBS
Activity List
Progress Reports
Project Plan
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Common Approaches
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Bottom up WBS Development
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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.

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Step 1 - TIPS

• Sit down and participate as a peer.
• Have someone else write on the board.
• Encourage starting with a verb.
• Dont correct or worry about wording.
• Capture all phrases, thoughts.
• Explanation not required.

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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

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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.

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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.

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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.

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Step 3 - TIPS

• Constrain Level of Detail
• Lowest level should be completedin approximately
  1-3 weeks.
• Lowest level should contain a definition that
  includes the detailed steps.

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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.

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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.

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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.
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1. Choose your model
Top Down

• Review various
• life cycle models,
• similar projects 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.
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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

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3. Can adequate estimates be made at this level?
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 steps question means - different
levels of decomposition are appropriate for each
of the major deliverables/phases.
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4. Review, verify and or modify the next
subsequent level.

• Very, from the model, the next subsequent
  levels, 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.

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5. Confirm lowest level
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.
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Lesson Learned
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Whats 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
  

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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.
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Additional Questions?
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Please fill out both sides.