📘 What is Work Breakdown Structure (WBS)?

WBS is a tool used in project management to break a big project into smaller, manageable
parts.

✅ Easy Definition:

WBS is like a family tree of your project, where big tasks

are divided into smaller parts so that work becomes easier to
plan, assign, and track.

🔍 Why WBS is Important?

Helps in clear planning of tasks




Makes it easy to assign work to team members




Helps in estimating time and cost




Avoids missing important work




Makes monitoring and controlling easier

🧱 Structure of WBS (Top to Bottom):

 1.

Project Name (Top level)

2.
3.

Major Deliverables (Main parts of the project)

4.
5.

Sub-deliverables (Smaller tasks under each part)

6.
7.

Work Packages (Smallest tasks that can be assigned and measured)

8.

📊 Example of WBS for "Website Development":

arduino
CopyEdit
Website Project
├── 1. Planning
│ ├── 1.1 Requirement Gathering
│ └── 1.2 Feasibility Study
├── 2. Design
│ ├── 2.1 UI/UX Design
│ └── 2.2 Client Approval
├── 3. Development
│ ├── 3.1 Frontend Code
│ ├── 3.2 Backend Code
│ └── 3.3 Database Setup
├── 4. Testing
│ ├── 4.1 Unit Testing
│ └── 4.2 Bug Fixing
└── 5. Deployment
├── 5.1 Server Setup
└── 5.2 Go Live

📎 Tips:

WBS should be clear and complete




Each task should be measurable and doable




Don’t mix “how to do” (methods) in WBS — just focus on “what to do”

🛠 Tools to Create WBS:

Paper or whiteboard




Microsoft Project


 

Trello, Jira (for visual task boards)




WBS software like SmartDraw, Lucidchart

IT Project Management - Easy Notes with Definitions

1. Project Management Basics

 Definition: It means managing tasks, people, time, and resources to complete an IT goal.
 Example: Making a website or app for a company.

2. Project Life Cycle

 Definition: The full journey of a project from start to end.

o Initiation: Starting the idea or goal.
o Planning: Making a plan of what to do and when.
o Execution: Doing the actual work.
o Monitoring: Checking progress and performance.
o Closing: Completing and delivering the project.

3. Project Scope

 Definition: Deciding what is included and what is not included in the project.
 Why Important: Helps avoid doing extra or unnecessary work.

4. Time Management

 Definition: Planning and controlling the time taken for tasks.

 Tools: Gantt charts, schedules.
 Goal: Finish the project on time.
5. Cost Management

 Definition: Estimating, planning, and controlling the budget.

 Includes: Salaries, tools, software, and other costs.

6. Quality Management

 Definition: Making sure the project meets quality standards and works well.
 Includes: Testing, reviews, user feedback.

7. Risk Management

 Definition: Finding possible problems early and planning how to handle them.
 Example: Having a backup plan if something fails.

8. Communication Management

 Definition: Sharing correct information with team members and clients.

 Examples: Meetings, emails, reports.

9. Stakeholder Management

 Definition: Managing the expectations and needs of people involved in the project (like
clients, users).
 Goal: Keep them informed and satisfied.

10. Team Management

 Definition: Leading and guiding the project team.

 Includes: Leadership, motivation, solving conflicts.

11. Project Documentation

  Definition: Creating and managing all important files and documents related to the
project.
 Examples: Project Plan, Requirement Document, Final Report.

12. Project Management Tools

 Definition: Software or tools used to plan, track, and manage the project.
 Examples: Trello, Jira, MS Project, Slack.

13. Agile and Scrum

 Agile Definition: A flexible and fast way to work on projects with regular updates and
changes.
 Scrum Definition: A method under Agile with roles like Scrum Master and Product
Owner, working in short cycles called Sprints.

14. Waterfall Model

 Definition: A step-by-step project method where each phase is completed before starting
the next one.
 Best For: Projects where everything is clear from the beginning.

15. Change Management

 Definition: Managing changes in the project like new features, tools, or goals.
 Example: Updating a feature after user feedback.

16. Success and Failure Factors

 Success Factors: Good planning, clear goals, skilled team, proper communication.
 Failure Reasons: No planning, poor communication, unclear goals, changing
requirements again and again.

i. Define project management?

Project management means planning, organizing, and managing work to complete a project goal
on time and within budget.
ii. What are the basic dimensions of project management?
Scope, Time, Cost, Quality – these are the four key areas to manage in every project.

iii. Differentiate between product and project?

 Product is something you create and use (like software).

 Project is the temporary work done to create a product.

iv. What is PMIS?

Project Management Information System – a system to help plan, monitor, and manage projects.

v. Name any two types of organizational structures?

1. Functional Structure
2. Matrix Structure

vi. Define project risk?

A project risk is anything that might go wrong or cause problems in a project.

vii. Discuss the importance of identifying stakeholders?

Stakeholders can affect the project. Knowing them helps you manage their needs and avoid
conflicts.

viii. What is WBS?

Work Breakdown Structure – breaking the project into smaller tasks to make it easier to manage.

ix. What is the basic structure of V-Model?

The V-Model has two sides: development and testing, arranged like the letter “V”. Each step has
a matching test step.

x. Define risk?
Risk is the chance that something might go wrong during the project.

xi. What are the advantages of prototyping?

Early feedback from users, better understanding of requirements, and fewer mistakes later.

xii. COCOMO stands for?

Constructive Cost Model – it’s used to estimate the cost and time for software projects.

xiii. What are the problems in using LOC?

LOC (Lines of Code) can be inaccurate for measuring software size; doesn't reflect complexity.

xiv. What is a configuration control board?

A group of people who decide which changes should be made to the project or product.
xv. Define: critical path?
The longest path of tasks in a project that must be finished on time to avoid delay.

xvi. Name any two challenges for outsourcing?

1. Communication problems
2. Quality control issues

Subjective Part (Long Questions)

Q.3 Discuss in detail each PMBOK process group with a diagram.

(Answer in short here; you can draw the diagram yourself.)

1. Initiating – Starting the project.

2. Planning – Making detailed plans.
3. Executing – Doing the work.
4. Monitoring & Controlling – Checking if things are going as planned.
5. Closing – Finishing and delivering the project.

📝 Diagram: Show the five steps in a circle or flowchart.

Q.4 Table-Based Questions:

Activity Depends on Duration

A - 2
B A 2
C A 3
D B, C 4
E D 2
F D 3
G E, F 2

Let’s solve step by step:

1. What is the minimum time required to complete the project?

We find the critical path (longest duration path):

 A → C → D → F → G = 2 + 3 + 4 + 3 + 2 = 14 days (Critical Path)

✅ Answer: 14 days
2. What is the Critical Path?
Critical path: A → C → D → F → G

3. Early Start (ES) / Early Finish (EF) for activity B?

 A = 2 days
 So B starts after A →
ES(B) = 2, EF(B) = 2 + 2 = 4

✅ Answer: ES = 2, EF = 4

4. Latest Start (LS) / Latest Finish (LF) for activity A?

A affects both B and C → check latest path:

 A → C → D → F → G = 2 + 3 + 4 + 3 + 2 = 14
 Backward from G:
G ends at 14, F = 3 → start at 11
D = 4 → start at 7
C = 3 → start at 4
A = 2 → must end at 4, start at 2

✅ Answer: LS = 2, LF = 4

5. What is the Late Finish (LF) date for activity A?

✅ Answer: LF = 4

6. Discuss the different organizational structures.

Type Advantages Disadvantages

Functional Clear roles, easy management Slow communication across teams
Matrix Good team cooperation Confusion in reporting (dual boss)
Project-based Focus on results Can be costly

7. What is risk management? Discuss categories and framework.

 Risk Management: Finding, analyzing, and reducing risks in a project.
 Categories of Risk:
1. Technical – Software bugs, outdated tech
2. External – Vendors, clients, environment
3. Organizational – Lack of support, changes
4. Project Management – Poor planning, time delays
 Risk Management Steps (Framework):
1. Identify Risks
2. Analyze Risks
3. Plan Response
4. Monitor and Control Risks

1. Program Management
Handling multiple related projects together to get a big benefit.
2. Quantitative Risk
A risk measured with numbers (like 60% chance of delay, or cost overrun of $5000).
3. Two Mistakes in Project Development
o No clear requirements
o Poor time or cost estimation
4. Risks in Project Estimation
o Underestimating cost or time
o Ignoring unexpected problems
5. Difference: Project vs. Product
o Project: Temporary work to make something.
o Product: The result used by customers.
6. Cost-Benefit Techniques
o Payback Period
o ROI (Return on Investment)
7. Agile Process Model
A flexible and fast way to work. Team works in small cycles (Sprints).
8. Procurement Management
Buying or hiring services or tools for the project.
9. Two Software Estimation Techniques
o Lines of Code (LOC)
o Function Point Analysis
10. Critical Path
Longest time path in project. If delayed, whole project is delayed.
11. Project Outsourcing
Giving project work to outside companies to save cost or time.
12. Two Project Risks

 Delay in delivery
 Team member leaving

13. Configuration Management

Keeping track of all versions and changes in the software.
 14. Resource Acquisition
Getting the needed people, tools, or equipment.
15. Earned Value in Project Monitoring
A way to check if work is going as planned using cost and time.
16. PERT
Program Evaluation Review Technique. A method to plan time using optimistic,
pessimistic, and most-likely durations.

✅ Subjective Questions – Simple Guidelines

Q2. Difference: Software Prototyping vs Agile Model

 Prototyping Model:
o Make a sample (prototype) → Show to user → Improve based on feedback.
o Good when requirements are unclear.
 Agile Model:
o Work in small parts (Sprints) → Get feedback → Improve.
o Continuous delivery and flexibility.

Q3. Economic Assessment, Project Portfolio Management, Cost-Benefit Analysis

 Economic Assessment:
Check if the project is worth the cost and time.
 Project Portfolio Management:
Manage many projects together to meet company goals.
 Cost-Benefit Analysis Example:
If a software costs $1000 to build and will save $3000, then benefit is more than cost →
Go for it.

Q4. Network Diagram and Critical Path

Use given data to:

ID Task Duration Depends on

1 Requirement 2 weeks -
2 Proposal Approval 1 week 1
3 Development 6 weeks 2
4 Integration 2 weeks 3
ID Task Duration Depends on
5 Testing 3 weeks 4
6 Revision 1 week 5
7 Deployment 1 week 6

Now:

 Draw nodes with arrows.

 Add early start and early finish using forward pass.
 Identify Critical Path (the longest duration path).

👉 I can draw the diagram for you if needed — just say so!

Q5. Estimation Techniques

 Function Point Estimation:

Count features like inputs, outputs, files to estimate size.
 COCOMO:
Use math formulas to estimate cost, time, and effort based on code size (LOC).
 Line of Code (LOC):
Count the number of lines in the code to estimate effort.

Q6. Risk and Version Control

 Risks That Delay Projects:

o Lack of staff
o Changes in requirement
o Poor planning
 Version Control:
Track and manage changes in code and documents.
Tools: Git, SVN.

More Short Answers (Simple Words)

1. Program Management: Managing many related projects together to get a bigger goal.
2. Quantitative Risk: A risk that we measure using numbers (like cost, time).
3. Two Project Development Mistakes:
o Poor planning.
o Not understanding user needs.
4. Risks in Estimation:
o Wrong time or cost guess.
o Missing steps or tasks.
 5. Project vs Product:
o Project: Temporary work to make something.
o Product: Final result that is used by users.
6. Cost-Benefit Techniques: Checking if the project benefit is more than its cost.
7. Agile Process: A flexible way of working with regular updates and feedback.
8. Procurement Management: Getting services or materials from outside companies.
9. Software Estimation Techniques:
o Lines of Code (LOC)
o Function Point
10. Critical Path: The longest time path in the project where delay is not allowed.
11. Outsourcing: Hiring outside companies to do some project work.
12. Project-Related Risks:
o Budget overrun
o Late delivery
13. Configuration Management: Managing and controlling project files and versions.
14. Resource Acquisition: Getting the people, tools, and resources needed.
15. Earned Value: Shows how much work is done compared to the plan.
16. PERT: A tool to estimate project time using 3 time estimates (optimistic, pessimistic,
most likely).

Critical Path Question Help (Easy Words)

Given Activities:
ID Task Name Duration (weeks) Precedents

1 Requirement Gathering 2 -

2 Proposal Approval 2 1

3 Development 4 2

4 Integration 2 3

5 Testing 2 4

6 Revision 1 5

7 Deployment 1 6

How to Solve:

1. Start from Task 1 and move forward (Forward Pass) to find Earliest Start (ES) and
Earliest Finish (EF).
2. Then go backward (Backward Pass) to find Latest Start (LS) and Latest Finish (LF).
3. Find tasks with zero slack (no delay allowed) — that’s your Critical Path.
4. Add the durations on that path to find Total Project Time.
✅ Critical Path: 1 → 2 → 3 → 4 → 5 → 6 → 7
✅ Total Time: 2 + 2 + 4 + 2 + 2 + 1 + 1 = 14 weeks

Would you like me to draw the full network diagram in text or image format for this?
Also, I can help with answers for long subjective questions (Q3, Q4, Q5, Q6) in short and simple
wording if you want.