1 11/2004 – N.Campanis for MPUG Western NY Chapter Working Session Nick Campanis Presented to MPUG – Western NY Chapter Working Session November 10, 2004 Organizing Work for more Effective Communications

2 11/2004 – N.Campanis for MPUG Western NY Chapter Working Session Scope Work Breakdown Structure The Problem Demo – Outline Code & Group features in MS Project Summary Presentation Outline

3 11/2004 – N.Campanis for MPUG Western NY Chapter Working Session (1) Project Purpose The reason for doing the project. These overall objectives may be reflected in a Market or Customer Requirements Document. (2)Project Work The tasks and activities required to satisfy the overall objectives of the project. This work is captured using a Work Breakdown Structure. SCOPE can be viewed from two perspectives: SCOPE can be viewed from two perspectives:

4 11/2004 – N.Campanis for MPUG Western NY Chapter Working Session Work Breakdown Structure Definition: The Work Breakdown Structure (WBS) is an illustration that organizes and defines the work required to execute a project. Each descending level of the WBS represents increasingly detailed definition of an element of work.

5 11/2004 – N.Campanis for MPUG Western NY Chapter Working Session Benefits of Developing a WBS There are many benefits in using the WBS Preventing scope “creep” Cost estimating Risk Identification The WBS can also provide the framework for preparing the project schedule Serves as a tool for tracking, controlling and communicating project cost and schedule

6 11/2004 – N.Campanis for MPUG Western NY Chapter Working Session Work Breakdown Structure Displays GRAPHICAL “org chart” balloon diagram TABULAR Not indentedindented

7 11/2004 – N.Campanis for MPUG Western NY Chapter Working Session Suggested WBS Format WBS “Level” Project Major Element Sub-element Task Sub-element Major Element Sub-element Task Sub-element Major Element Sub-element Task Sub-element

8 11/2004 – N.Campanis for MPUG Western NY Chapter Working Session There Are Many Ways to Arrange the WBS...by Job Function Generic Example Project Deliverable Function Discipline Task Unloader Assy Engineering Design Design Frame Project Job Function Life Cycle Deliverable Task Engineering Phase 2 Unloader Assy Design Frame Project Life Cycle Function Deliverable Task Phase 2 Engineering Unloader Assy Design Frame...by Deliverable...by Life Cycle “Applied” Example (1) There is no one “right” format for a WBS (2) Any format + good process = quality result (1) There is no one “right” format for a WBS (2) Any format + good process = quality result

9 11/2004 – N.Campanis for MPUG Western NY Chapter Working Session The Problem People want to view the WBS and associated schedule in different ways, depending on personal preference or organizational perspective, etc. The consequence of not tailoring the schedule to different needs on the project is that some people will not use the schedule to guide their effort. Having a good schedule is half the battle; maintaining and communicating it are essential if the time dimension of the project is to be successful. So, how can you take the same low level detail in a WBS and display it in different ways to communicate schedule ? How can I show different WBS’s with the same set of tasks ?

10 11/2004 – N.Campanis for MPUG Western NY Chapter Working Session How MS Project can Address the Problem --- Oultine Codes & Groups --- How MS Project can Address the Problem --- Oultine Codes & Groups --- Let’s take 2 Examples to illustrate how we can display the same work two different ways ……. We’ll: Establish the alternate WBS using an Outline Code Create a Group to re-arrange the work

11 11/2004 – N.Campanis for MPUG Western NY Chapter Working Session Here’s the (primary) WBS for the schedule …. By Phase > Sub-system > Function > Deliverable EXAMPLE #1

12 11/2004 – N.Campanis for MPUG Western NY Chapter Working Session Here’s another view of the WBS we want …. By Phase > Sub-system > Deliverable > Function

13 11/2004 – N.Campanis for MPUG Western NY Chapter Working Session Select a Table or Gantt view Right Click and “Insert Column” Under Field Name, Select “Outline Code1” Step 1

14 11/2004 – N.Campanis for MPUG Western NY Chapter Working Session Right Click on the “Outline Code1” field header Select “Customize Fields …” Select “Define Outline Code …” button Construct 4 levels to cover the alternate WBS Step 2

15 11/2004 – N.Campanis for MPUG Western NY Chapter Working Session Enter the alternate WBS Tips 1.Add a description, otherwise Outline Code will be used in the Task Name field 2.Use numbers or alphabets to order and sequence the groups, if required Step 3

16 11/2004 – N.Campanis for MPUG Western NY Chapter Working Session Enter an Outline Code value for each low level task, using the pull-down menu Step 4

17 11/2004 – N.Campanis for MPUG Western NY Chapter Working Session Step 5 Under the main toolbar, Project > Group by: > More Groups … Select the “New …” button Under the “Field Name”, use the pull down to select “Outline Code1” Check the “Show in menu” box Select the “OK” button

18 11/2004 – N.Campanis for MPUG Western NY Chapter Working Session Step 6 Under the main toolbar, Project > Group by: > Group 1 And you have the alternate WBS !

19 11/2004 – N.Campanis for MPUG Western NY Chapter Working Session EXAMPLE #2 Let’s say we want to take the (primary) WBS in Example #1 and display it by Person Responsible … Select a Table or Gantt view Right Click and “Insert Column” Under Field Name, Select “Outline Code2” Step 1 Step 2 Right Click on the “Outline Code2” field header Select “Customize Fields …” Select “Define Outline Code …” button Construct 3 levels to cover the alternate WBS (one for each resource)

20 11/2004 – N.Campanis for MPUG Western NY Chapter Working Session Enter the alternate WBS Remembering our manners, [Ladies First], we assign a number in front of each name to sequence the resources Step 3

21 11/2004 – N.Campanis for MPUG Western NY Chapter Working Session EXAMPLE #2 Step 4 Step 5 Enter an Outline Code value for each low level task, using the pull-down menu Under the main toolbar, Project > Group by: > More Groups … Select the “New …” button Under the “Field Name”, use the pull down to select “Outline Code2” Check the “Show in menu” box Select the “OK” button

22 11/2004 – N.Campanis for MPUG Western NY Chapter Working Session Step 6 Under the main toolbar, Project > Group by: > Group 2 And you have the alternate WBS by Resource !

23 11/2004 – N.Campanis for MPUG Western NY Chapter Working Session Summary People CAN Have their Cake AND Eat it Too !! Using Outline Codes provides for Flexible WBS’s which, in turn, enhances the likelihood that more people will view and use the schedule, improving schedule performance.