Project Management

Lect#4

Scheduling
Work Breakdown Structure
(WBS)
 Create WBS
A work breakdown structure (WBS) is a tool used to graphically display the
deliverables of the project in a hierarchical fashion. It organizes the work of
the project into logical groupings and displays the information in a tree form
or an outline form.

A deliverable-oriented hierarchy that defines all the work of the project. Each
succeeding level has more detail than the level above it.

The work package level is the lowest level in the WBS, and is the point
at which the cost and schedule for the work can be reliably estimated. The
level of detail for work packages will vary with the size and complexity of the
project.

The WBS organizes and defines the total scope of the project.
 Create WBS
It is common to have four to six levels in designing WBS.

The entire project team should be involved in developing the work

breakdown structure. When completed, it should be reviewed with the
customers as well.
WBS to Project schedule transition
Displaying Work Breakdown Structures
 Three different formats are usually used
 Organization-chart format:
 Effectively portrays an overview of your project and the
hierarchical relationships of different activities and tasks.
 Outline format
 Sub-activities and tasks are indented
 Bubble format
 The bubble in the center represents your project
 Lines from the center bubble lead to activities
 Lines from activities lead to tasks
Displaying Work Breakdown Structures
Prepare Report
Prepare Report
1.0 Prepare draft report
2.0 Review draft report
Prepare Review Prepare
3.0 Prepare final report
Draft Report Draft Report Final Report 3.1 Write final report
3.2 Print final report

Write Print
Final Report Final Report

Prepare
Final Report
Prepare
Draft Report Prepare
Report

Review Write Print

Draft Report Final Report Final Report
 Best format for displaying WBS?
 Org-chart format:
 Often good for a “bird view” of the project (executive summaries)
 Less effective for displaying large numbers of activities
Outline format:
 Easier to read and understand if WBS contains many activities
Bubble format:
 Effective for supporting the brainstorming process
 Not so good for displaying work breakdown structures to audiences who are
not familiar with the project.
 Use bubble format to develop the WBS, then turn it into Org-Chart or outline
format.
In large projects:
 Use a combination of org-chart and outline formats:
 Display activities in org-chart format,
 Display sub-activities and tasks in outline format.
 Create WBS
Identification Codes:
Identifiers or WBS codes, allow you to uniquely identify each element of WBS. This
information is used to track the cost of the work or may also serve as the
reference number to other planning information, e.g., WBS dictionary.

Some project managers include enough detail so that WBS can be used as
an instrument for scheduling, personnel assignment, resource allocation,
monitoring project progress and controlling how and when tasks are
accomplished.

 WBS is the foundation for all the future work. After work has actually begun
it is really frustrating to discover that an essential task has not been
considered. Re-planning a project again and again is both difficult and
expensive.
 Create WBS
What’s important in creating WBS
 You get the WBS to a point where the components in the lowest
level of the hierarchy are easily estimated, scheduled and
assigned.

 The idea is to keep adding levels to the WBS until you have broken
the work out to the point where responsibility for each unit of
work can be assigned to a specific person or to a team.
 Approaches to Developing WBSs
• Analogy approach: Review WBSs of similar projects and tailor to
your project.

• Top-down approach: Start with the largest items of the project and
break them down.

• Bottom-up approach: Start with the specific tasks and roll them up.

• Mind-mapping/Brainstorming approach: Write tasks in a non-

linear, branching format and then create the WBS structure.
Sample Mind-Mapping Approach
Resulting WBS in Chart Form
The WBS Dictionary and Scope Baseline
• Many WBS tasks are vague and must be explained in more detail so
people know what to do and can estimate how long the work will
take and what it will cost.

• A WBS dictionary is a document that describes detailed

information about each WBS item.

• The approved project scope statement and its WBS and WBS
dictionary form the scope baseline, which is used to measure
performance in meeting project scope goals.
Advice for Creating a WBS and WBS Dictionary

• The work content of a WBS item is the sum of the WBS items
below it.

• A WBS item is the responsibility of only one individual, even

though many people may be working on it.
Advice for Creating a WBS and WBS Dictionary

• Project team members should be involved in developing the

WBS to ensure consistency.

• Each WBS item must be documented in a WBS dictionary to

ensure accurate understanding of the scope of work that is
included and not included in that item.

• The WBS must be a flexible tool to accommodate inevitable

changes while properly maintaining control of the work
content in the project according to the scope statement.
 WBS Dictionary

WBS Code WBS Element

[WBS code] [WBS element name]
WBS Element Description
[include a brief definition of the WBS element (function, deliverable, etc.)
associated activities, milestones, and other information such as performance
measurement criteria, contract line item, start and end dates, resource
requirements, cost estimates, quality requirements, technical content, contact
information etc.]
WBS for the construction of a table
WBS Chart
Sequencing/Dependencies
 Example 1
Let’s do an example now to “Serving the breakfast in a Room”

1. WBS in a Tree form

2. WBS as an Outline View
 WBS (Work Breakdown Structure)

Serve breakfast in a Room

Produce glass Produce boiled Produce Arrange

of orange juice egg in egg cup butter toast tray

Obtain Obtain Produce Obtain Produce Obtain

Produce Obtain Plates &
glass juice Boiled egg egg cup toast butter tray
cutlery

Obtain egg Obtain water Obtain bread

 Example 2
You have been assigned as the project manager for your
company’s upcoming annual conference. Customers from all
over the world fly to your city to attend this conference and
learn about your company’s products, take some training classes
And meet with vendors.
Develop:

1. WBS in a Tree form

2. WBS as an Outline View
 WBS (Work Breakdown Structure)
Annual Conference Project

10.0 20.0 30.0

PCs Set up Brochures mailed Training Prepared

20.1 20.2 30.1 30.2

10.1 10.2
Prepare Mail Prepare Prepare
Obtain PCs Set up PCs
Brochures Brochures Content media

10.1.1 10.2.1 20.1.1 20.2.1

Sign lease Install Design Prepare 30.1.1 30.2.1
agreement Power Strips Brochures mailing list Write Print
Content materials
20.1.2 20.2.2
10.1.2 10.2.2 Print Affix 30.1.2 30.2.2
Arrange Load Brochures labels Review Prepare
Delivery Software content notebooks