Lecture 04

Work Break Down Structure

Topics
Work Breakdown Structure WBS Display WBS Development Rules for creating WBS Work Package Advantages of WBS

Work Breakdown Structure

Definitions:
WBS is a cascade of deliverables, in which the
overall product or objective of the project is broken into sub-products, assemblages and components (Turner). A Work Breakdown Structure breaks the project scope into inter-related discrete tasks using a hierarchical tree structure. Identifies all the deliverables to be completed- if it is not in the WBS, it is not part of the project.

Work Breakdown Structure

A work breakdown structure is not an exhaustive list of work. Not all tasks are included and level of details is limited to what is necessary for the assignment of the work. In this sense, work breakdown structures are comprehensive classification of project scope. WBS is a tool to decompose the project. A work breakdown is not an organizations structure. It does not show formal relationships between supervisors and subordinates. It is not organized based on who reports to whom. A work breakdown structure should not be updated often unless there is a change in scope of work and unless the procedures for managing change in scope are followed. A small change in work breakdown can have a large impact on the projects success.

Work Breakdown Structure

Purpose:
The purpose of WBS is to subdivide the scope of the work into manageable work packages that can be estimated, planned, and assigned to a responsible person or department for completion.

The WBS Display:

Three different formats are usually used:
Graphically in boxes (Organization chart format)

Text Indents (Outline Format) Bubble format

Graphical Presentation
WBS being a hierarchical structure:
Is best represented by a graphical subdivision of the scope of work in boxes. Logical subdivision of all work elements is easy to understand. Helps the project participants to quantify their responsibility and gain their commitment and support. Effectively portrays an overview of your project and the hierarchical relationships of different activities and tasks.

Example: Graphical

Presentation

House

Civil

Services

Finishing

Sub Structure

Super Structure

Plumbing

Electrical

Painting

Flooring

Example:Text Indents Presentation 1.0.0 House Project

1.1.0 Civil
1.1.1 Sub-Structure Work 1.1.2 Super structure Work

1.2.0 Services
1.2.1 Plumbing 1.2.2 Electricals

1.3.0 Finishing
1.3.1 Painting 1.3.2 Flooring

Example: Bubble format

Finishing

Civil Work

Build House Report

Services

Painting

Flooring

Best format for displaying WBS:

Org-chart format:
Often good for a bird view of the project (executive summaries) Less effective for displaying large numbers of activities

Outline format:
Easier to read and understand if WBS contains many activities

Bubble format:
Effective for supporting the brainstorming process Not so good for displaying work breakdown structures to audiences who are not familiar with the project. Use bubble format to develop the WBS, then turn it into Org-Chart or outline format.

In large projects:
Use a combination of org-chart and outline formats:
Display activities in org-chart format, Display sub-activities and tasks in outline format.

Developing Work Breakdown Structures:

Top down approach: approach
Start at the highest, top level activities and systematically develop increasing levels of detail for all activities.

Brainstorming:
Generate all activities you can think of that will have to be done and then group them into categories.

Which one you use depends on :

how familiar you and your team are with the project, whether similar projects have successfully been performed in the past, and how many new methods and technologies will be used

Top down Approach Methodology:

The first level in a work breakdown is called the root of the tree and is usually the name of the project The level 2 are tasks that compromise the entire components of the project. If these tasks are done, then the project is done. Each of the level 2 tasks can be broken into additional subtasks. Decomposition continues until the level is reached where project could be managed properly. Top down effort decompose the deliverables and the work required to produce them into smaller pieces called work packages. Work package is the level where we start to plan and estimate.

Top down Approach Example:

We will demonstrate the work breakdown by reviewing the tasks for building a House:

Example:Top Down Approach

Build House

Structure

Services

Finishing

Sub Structure

Super Structure

Plumbing

Electrical

Painting

Flooring

Creating a WBS:TopTop-down
Approach is good if:
You are or your team is familiar with the problem. You have successfully managed a similar project in the past. You are not introducing new methodologies, methods or tools.

The Brainstorming WBS approach

On a single list, write any activities you think will have to be performed for your project. Brainstorming means you
Dont worry about overlap or level of detail Dont discuss activity wordings or other details Dont make any judgments Write everything down

Then study the list and group activities into a few major categories with common characteristics. Consider each category you have created and use the top-down WBS approach to determine any additional activities you may have overlooked.

Example: Brainstorming
Surveying Excavation Request Permits Buy Material Lay foundation Build Outside Wall Install Exterior Plumbing Install Exterior Electrical Install Interior Plumbing Install Interior Electrical

Install Wallboard Paint Interior Install Interior Doors Install Floor Install Roof Install Exterior Doors Paint Exterior Install Exterior Siding Buy Pizza

Rules for WBS Creation

WBSs created by two people for the same project will look different. That is fine, as long as these rules are followed: Created with the help of team. The prior level is completed before the project is broken down further. Each level of WBS is a smaller piece of the level above. The entire project is included in each of the highest levels of WBS. Some levels will be broken down further than others. The WBS includes only deliverables that are really needed. Deliverables not in the WBS are not part of the project. The levels in the WBS are often numbered for ease of location later.

Heuristics for developing high quality WBS Involve the people who will be doing the work in the development of the WBS Review and include information from work breakdown structures that were developed for similar projects Use a project template if possible Use more than one WBS approach Keep your current work breakdown structure upup-to to-date Update your WBS regularly

Work Packages:
Work packages are reached when they include deliverables that: Can be realistically and confidently estimated Can be completed quickly Can be completed without the need for more information May be outsourced or contracted out Work packages from the WBS are entered into the project scheduling software Work packages are divided further into schedule activities When the WBS is complete, identification numbers are assigned to help distinguish where a work package is in the WBS. Work packages are the bottom row of WBS (lowest level of WBS) .

WBS Dictionary:
WBS dictionary provides a description of the work to be done for each WBS work package and helps make sure the resulting work better matches what is needed. Project manager uses the WBS dictionary to prevent scope creep. WBS Dictionary putting boundaries on what is included in the work package.

Advantages of WBS
WBS chart helps to ensure that nothing slips through the cracks. The process of creating WBS allows the team to walk through the project in their minds and thus improves the project plan.The execution of the project can be easier and less risky as a result. WBS is an excellent tool for quantifying the scope of work as list of work packages. The process of creating a WBS helps the team members better understand the project, their roles, impact of their work on the project and makes it feel more achievable. Gets the teams and other stakeholders buy-in for the deliverables , which leads to improved performance. A WBS shows a complete hierarchy of the project, making it easier to see how one deliverable relates to other. Help prevent changes and can be used anytime for the re-evaluation of the scope of the project. Focuses the teams experience on what needs to be done, resulting higher quality and a project that is easier to measure.

Advantages of WBS
Continued: Facilitates communication and cooperation between and among the project team and stakeholders. Provides a basis for estimating staff, cost, and time. Provides PROOF of the need for staff, cost and time. WBS from previous can be used as reference for the projects of same nature. WBS does not show dependencies WBS is the foundation of the project. Everything that occurs in planning process group after the creation of the WBS is directly related to WBS. For example project costs and time are estimated at the work package level or activity level, not for the project as a whole. Planning is done in detail on every aspect mostly at work package level.

Advantages of WBS
Activity List Project Control Network Diagrams

Risk Analysis

WBS

Staffing

Communication

Estimating

Budgeting

Scheduling

Good Work Breakdown Structure:

Easy to understand Corresponds to job descriptions Not too detailed Preserve the most important relationships among the tasks Think through your work breakdown before you proceed to create a schedule. ReRe-thinking a work breakdown is far easier than rere-doing a project

Summary
WBS Definition and Purpose WBS Display Modes WBS Development Approaches Rules for WBS creation Work Package and WBS Dictionary Advantages of WBS

End