Lecture 05 (b)

Planning the Project

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THE WORK BREAKDOWN
STRUCTURE

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Simple Approach for Creating the
WBS
• Gather project team
• Provide team members with pad of
sticky-notes
• Team members write down all tasks they
can think of.
• Sticky-notes placed and arranged on wall

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A Partial WBS (Gozinto Chart) for an Annual
Tribute Dinner Project

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A Linear Responsibility Chart

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◆ What is WBS ?
◆ What the WBS is used for ?
◆ Why and how to use the WBS

Examples
– Job creation process
– Group WBS exercise

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What is WBS:
In planning a project, the manager must
structure the work into small elements. It is
– An outline of the work that is to be done to
complete the project
– A way to organize and control the project
– A method to ensure that the plan is complete
–A basis for all of your formal project
management steps
– Anything not in the WBS is not in the project
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• WBS Terminology:

– WBS summary tasks

The categories organizing the work.
This is a higher level than the actual work packages

– Code of accounts
Uniquely identifies each element of the WBS.

– Work packages
A deliverable at the lowest level of the WBS.

– WBS dictionary
Includes work package instructions for the assigned team member.

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• Example
– Landscape project

• 1. Design landscape
• 2. Lawn
• 2.1 Acquire lawn material
• 2.2 Install sprinkler system
• 2.2.1 Identify sprinkler locations
• 2.2.2 Dig trenches
• 2.2.3 Install pipe and hardware
• 2.2.4 Cover sprinkler system
• 2.3 Plant grass

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• Summary Tasks:

– Lawn
– Install sprinkler system

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• Code of Accounts:
– 1.
– 2.
– 2.1
– 2.2
– 2.2.1
– 2.2.2
– 2.2.3
– 2.2.4
– 2.3 11
• Work Packages:
– Design Landscape
– Acquire land material
– Install sprinkler system
– Identify sprinkler locations
– Dig trenches
– Install pipe and hardware
– Cover sprinkler system
– Plant grass
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• Work Packages:
– Represent units of work at a level where work is
performed.

– Clearly distinguish work packages from others.

– Assigned to a functional group.

– Limit the work to be performed to relatively short
periods of time.

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• Example: Job Creation Process:

– Task description
Hire new employee for Product Specialist position.

– Goals and Objectives:

Fill position by June 15, 2011 and have trained by end of July.

– Job Description:
Provide the job description here with performance criteria.

– Acceptance Criteria:
Mr. Jamal must provide approval of selected candidate before the
job offer is made, and provide acceptance upon completion of
probationary period.

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• Work packages should be…

– Relatively short in time span.

– Measurable by cost.
– Assignable to an individual, department, or
company.

• Two Approaches:
– Low-level WBS
Created from a perspective of activities or
tasks expressed as action verbs.
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Example: Low-level WBS (Making Chocolate
cakes)
1. Preparation
1.1 Read recipe
1.2 Check ingredients at home
1.3 Make shopping list
1.4 Go on shopping trip
and so on…
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– High-level WBS

Based on products, requirements, or deliverables

Created from a perspective of the project scope
definition
Expressed as nouns

Example:
Program: New plant Construction and start up
Project 1: Analytical study
Task 1: Marketing/Production study
Task 2: Cost Effectiveness Analysis

Project 2: Design and Layout

Task 1: Product Processing Sketches
Task 2: Product Processing blueprints

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• How should I break down the project?
– By geographically separated areas for product
or activities.
– By major chronological time periods
– By structural, process, system, or device
components.
– By “intermediate” deliverables required in the
production of the “end” deliverables.
– By separate areas of responsibility,
departments, or functional areas.
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• By geographically separated areas for product or activities:

Rock Tour

Europe USA Asia

New York City

October 15, 2011

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• By structural, process, system, or device components:

Airplane
Pilot
HVAC Engine
Controls
AC
Refrigerant
s
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• By “intermediate” deliverables required in the production of the “end”

deliverables:

Software
Requirements Prototype Products
Interface
Graphics

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Action Plan:

In the hierarchical planning system, the objectives are

taken from the project plan. these objectives help in
identifying the set of required activities for the objectives
to be met, a critical part of the action plan. Each activity
has a specific outcome associated with it, and these
activities are further decomposed into sub activities and
sub events, which in turn are further sub divided.

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 Action Plan

Deliverables

Measure
Accomplishment

Key Constraints

Estimated Immediate
Tasks Estimated Duration Assigned to
Resources Predecessors

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 Objective Career Day
Steps Responsibility Time Predecessor Resources
(weeks)
1. Contact Organizations

a. Print Forms Secretary 6 ----------- Print Shop

b. Contact Organizations Program manager 15 1.a Word Processing

c. Collect Display Information Office Manager 4 1.b

d. Gather College Particulars Secretary 4 1.b

e. Print programs Secretary 6 1.d Print Shop

f. Print participant certificates Graduate Assistant 8 -------- Print Shop

2. Banquet and Refreshments

a. Select Guest Speaker Program manager 14 ---------

b. Organize Food Program manager 3 1.B Career

Partial Action Plan for a

c. Organize Refreshments Director 10 1.b Purchasing

College Career Day 25

1 Actual responsibility 2 General Supervision 3 Must be Considered
4 May be Consulted 5 Must be notified 6 Final Approval 26
Simplified Linear Responsibility Chart
 MULTIDISCIPLINARY TEAMS
-- BALANCING PLEASURE AND
PAIN

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Design Structure Matrix (DSM)
• Traditional project management tools tend
to focus on which tasks have to be
completed in order for other to start.

• Another important question is what

information is needed from other tasks to
complete another task.

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Example DSM for Project with Six
Activities

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Modified DSM to Show Activities to Be
Completed Concurrently

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Empowerment and Work Teams
• Participatory management.
• Success of empowered teams depends
heavily on how team program
implemented.

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Advantages of Empowerment
• High quality solutions.
• Avoid micromanagement.
• Team has accountability for part of project
deliverable.
• Synergistic solutions.
• Tool for timely evaluation and feedback.

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