Module 6 Session 6.1 Visual 1 Module 6 Preparing the Work Breakdown Structure (WBS), Responsibility Matrix, and Master Summary Schedule Session 6.1 Preparing the Work Breakdown Structure

Module 6 Session 6.1 Visual 2 Instructional Objective Given project objectives, process structure, product structure, and organization chart, the learner will develop three planning aids: a work breakdown structure (WBS), a responsibility matrix (RM), and a master summary schedule (MSS).

Module 6 Session 6.1 Visual 3 Why is the WBS important?  Continues planning process  Provides a common structure for  Organizing work  Assigning responsibilities  Developing rough schedule  Controlling costs  Supplies information required for the critical path method (CPM), which integrates activities, schedule, resources, and responsibilities

Module 6 Session 6.1 Visual 4 Units of analysis  Module 5 DeliverablesComponents and elements PhaseSubphases and process elements  Module 6  Components and elements  Subphases and process elements  Work packages  Summary activities

Module 6 Session 6.1 Visual 5 Terminology  Activity  Chart of accounts  Master summary schedule  Responsibility matrix  Summary activity (Subproject)  Work breakdown structure  Work package

Module 6 Session 6.1 Visual 6 On-the-job tasks  Determine an appropriate control period (set unit of time)  Convert the product structure into a tree diagram (WBS)  Review the process structure of the implementation phase of the project life cycle to make sure nothing is left out of the WBS  Review the organizational structure to make sure nothing is left out of the WBS  Determine if additional levels of detail would be useful The module will prepare participants to perform these tasks:

Module 6 Session 6.1 Visual 7 On-the-job tasks (continued)  Code the WBS  Determine if the WBS can be modified to better fit the chart of accounts or if a special accounting system for the project will have to be created  Create a responsibility matrix  Create a master summary schedule

Module 6 Session 6.1 Visual 8 Work breakdown structure  All project work is accounted for on the WBS  The WBS displays the scope of the project From product structure From organization chart From process structure PROJECT MANAGEMENT HARDWARESOFTWARESERVICESDOCUMENTATIONPLAN PROJECT

Module 6 Session 6.1 Visual 9 Format  Highlights deliverables (objects to be developed or produced)  Each phase of life cycle may have different products  Best when project includes more than one deliverable  Better for CPM planning  Display as tree diagram or outline Styles: product, process, geographical, or combinations Recommended: product orientation

Module 6 Session 6.1 Visual 10 The work breakdown structure (WBS)  Structured from the top down  More detail at each successive level  Stops before reaching individual activities (Project) Level ***   n

Module 6 Session 6.1 Visual 11 Labeling convention Deliverables Subphases Organizational work + Some branches will have more levels than others Level of Indenture Name   *** n Subcomponents (elements) Process subelements Components Process elements Project

Module 6 Session 6.1 Visual 12 = Work package Work packages Work packages are at the lowest level of a branch.  

Module 6 Session 6.1 Visual 13 Work package attributes  One clear accomplishment  One owner  Easy to identify expenses  Bounded  Easy to assess quality  Unique  Can formally or informally assign work

Module 6 Session 6.1 Visual 14 House project Work breakdown structure (WBS) Project LevelLabel HOUSE PROJECT PLAN (Process work) 1 MANUALS 2 HOUSE 3 LANDSCAPING 4 PROJECT MANAGER (Organizational work) FOUNDATION 2-10 SITE2-30 FRAME2-40 ROOF2-50 SYSTEMS PLUMBING ELECTRICAL TELEPHONE Deliverables or Subprojects Components or Work packages Subcomponents or Work packages

Module 6 Session 6.1 Visual 15 Coding  Use numbering system  Numbering system should  Give each entry a unique identification number  Provide a structure for planning the budget and tracking systems  Indicate family relationships for computer planning and reporting  Relate to organizational chart of accounts  Take into account a variety of project needs

Module 6 Session 6.1 Visual 16 Benefits of WBS  Graphically depicts all project work  Relates work elements to each other and to the end product  Provides structure for organizing  Cost summary system  Project budget  Work package management  The detailed schedule (CPM)  Improves manageability of project

Module 6 Session 6.1 Visual 17 Making the WBS (for each phase) Draw product structure as a tree diagram  Include soft items such as documentation and training  Check for appropriate detail  Do not include activities on WBS  Utilize team expertise

Module 6 Session 6.1 Visual 18 House project product structure To Transform outline form Tree diagram House project Manuals Landscaping House Site Foundation Frame Roof Systems Plumbing Electrical Telephone HOUSE PROJECT FOUNDATION SITEFRAMEROOFSYSTEMS PLUMBINGELECTRICAL TELEPHONE MANUALSHOUSE LANDSCAPING

Module 6 Session 6.1 Visual 19 Preparing the WBS Check process and organization structure  Check the process structure for work missing on the WBS  Inspection/test/review  Assemble  Initial planning  Add missing work to appropriate level of WBS  Determine if additional disaggregation needed

Module 6 Session 6.1 Visual 20 Preparing the WBS Check process and organization structure (continued)  Review organization chart for work missing from the WBS. Look for items such as:  Project management  Legal and accounting support  Contracts  Quality assurance  Reminder: Level of detail will vary from branch to branch  Code the WBS

Module 6 Session 6.1 Visual 21 House project WBS From product structure ARCHITECTPROJECT MANAGER CONTRACTOROWNER Organization chart Process structure PLAN CONSTRUCT INSPECT HOUSE PROJECT FOUNDATION SITEFRAMEROOFSYSTEMS PLUMBINGELECTRICAL TELEPHONE MANUALSHOUSE LANDSCAPING

Module 6 Session 6.1 Visual 22 House project WBS Adding process and organizational elements HOUSE PROJECT PLAN (Process work) 1 MANUALS 2 HOUSE 3 LANDSCAPING 4 PROJECT MANAGER (Organizational work) FOUNDATION 2-10 SITE2-30 FRAME2-40 ROOF2-50 SYSTEMS PLUMBING ELECTRICAL TELEPHONE Process structure PLAN CONSTRUCT INSPECT ARCHITECTPROJECT MANAGER CONTRACTOROWNER Organization chart

Module 6 Session 6.1 Visual 23 House project WBS with coding added HOUSE PROJECT PLAN (Process work) 1 MANUALS 2 HOUSE 3 LANDSCAPING 4 PROJECT MANAGER (Organizational work) FOUNDATION 2-10 SITE2-30 FRAME2-40 ROOF2-50 SYSTEMS PLUMBING ELECTRICAL TELEPHONE

Module 6 Session 6.1 Visual 24 Common mistakes: Don’t make them!  Skipping the WBS  Not focusing on the deliverables  Omitting some of the work on the project  Forgetting opening and closing phases such as planning and assembly  Overlooking soft end items such as services, information, or software

Module 6 Session 6.1 Visual 25 Common mistakes: Don’t make them! (continued)  Forgetting that groupings must be mutually exclusive - Work can only appear in one place  Including too much or too little detail  Overlooking the requirements of computer programs