Work Breakdown Structure Pantelis Ipsilandis- Dimitrios Tselios

Work Breakdown Structure (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.

Breaking Down the work Top-Down approach Bottom-Top approach Enter deliverables first and then determine all the tasks needed to accomplish them Experienced project managers Bottom-Top approach Brainstorm about all the tasks and then group them under deliverables Novice project managers Two opposite approaches could lead to the same result Top-Down Bottom Up

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

From WBS-Chart to WBS-List WBS-chart is converted to an indented list of tasks Building Block Relocation 1. Requirements 1.1 Research Staff Requirements 1.2 Summarize requirements 1.3 Report delivered 2. Location 2.1 ………. Summary Task (Deliverable) Detail Tasks (Duration Estimates) Milestone

WBS – The right level of detail Too little detail Can I estimate duration, effort and cost? Can I find dependencies between tasks? Can I assign the task to somebody? Too much detail Is this task necessary in the WBS? Is the task merely a reminder or a to-do list item or a real task requiring effort? Do I want to update all these detail tasks during project execution? The 1%-10% rule Duration of task between 1-10% of total project duration Task not longer than a reporting period Why is the right level of detail important? Status reportCorrective action  Results achieved  Results visible in status report

WBS Levels Level 1 Level 2 Level 3 Entire System Program Element, Project or Subprogram Level 2 Major Elements of the System Top Level Aggregations of Services or Data Level 3 Subordinate Items to Level 2 Elements Generally Common Across Similar Programs The work breakdown structure can be expanded down to lower levels of detail. However, the top three levels are as far as any program or contract need go unless the items identified are high cost or high risk. Then and only then is it important to take the work breakdown structure to a lower level of definition. The top three levels of the work breakdown structure are defined as follows: Level 1: Level 1 is the entire system. For example, an electronic system refers to an electronics capability such as a command and control system, radar system, communications system, information system, sensor system, etc. Level 1 is usually directly identified as a program or sub-element of a program. Level 2: Level 2 elements are major elements of the system. For example, the prime mission product which includes all hardware and software elements, aggregations of system level services (e.g., system test and evaluation, and system engineering/program management) and of data. Level 3: Level 3 elements are elements subordinate to level 2 major elements. For example, radar data processor, signal processor, antenna, type of service (e.g., development test and evaluation, contractor technical support, training services), or type of data (e.g., technical publications). Lower levels follow the same process.

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

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

WBS – IT Tools MS Project does not have a WBS view but there are other solutions! - WBS chart (www.CriticalTools.com) - Project+ (www.iil.com)

WBS – IT Tools Importing WBS in MS Project!

Examples – Product Based WBS Source Effective WBS, Gregory T. Haugman, 2002

Examples – Process Based WBS Source Effective WBS, Gregory T. Haugman, 2002

WBS – Other categorizations Components of the product or service to be delivered. Subsystems Projects Process Phases Time Phases Geographic Areas Organizational Units

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.