Department of Human ServicesProject Management Office

Work Breakdown Structure (WBS) Development

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Agenda Items

What is a Breakdown Structure Where does it fit in PMBottom Up DevelopmentTop Down DevelopmentHelp and ReferencesAdditional Questions

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WBS Introduction

Training Goal To understand the process, it’s purpose and benefits.To learn enough about the process to begin using it.To know where you can access the process and any of the supporting materials.

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Applicability of DHS Core Valuesto Project Management

                                                                                                           

Professionalism

Responsibility

Stewardship

Integrity

Respect

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WBS Definition

A deliverable-oriented grouping of project elements that organizes and defines the total scope of the project work.

Work not in the WBS is not in scope of the project.

Each descending level represents an increasinglydetailed description of the project elements.

Often used to develop or confirm a commonunderstanding of project scope.

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Where the WBS Fits

Initiate

Plan

Execute

Control

CloseStrategic

Tactical

Physical

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Where WBS FitsLe

vel o

f Act

ivity

Start FinishTime

Initiate

Execute

Close

Monitoring and Control

Plan

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What does a WBS look like?Example - WBS/How?

Project

DesignRqmts Build DeliverManage

PlanExecuteControlClose••

AssessDetermineAnalyzePropose••

EngineerSpecify•••

ConstructTestValidateIntegrate•••

InstallTrain•••

Hierarchy Diagram Format

1 MANAGEMENT1.1 Initiate1.2 Plan1.3 Execute1.4 Control1.5 Close

2 REQUIREMENTS2.1 Assess2.2 Determine2.3 Analyze2.4 Propose2.5 …..

3 DESIGN3.1 Engineer3.2 Specify3.3 ….3.4 …..

4 BUILD4.1 Construct4.2 Test4.3 Validate4.4 Integrate

5 DELIVER5.1 Install5.2 Train5.3 …..5.4 …..

Table of Co ntent s For m

at

1. Write First draft of policy.2. Review with team/manager.3. Make changes as needed.4. File notice w/Secretary of the State

(SOS) 45 days before effective date.5. Formally review policy analysts and

advocates.6. Make changes as needed.7. Update program manuals and forms

to reflect changes.8. Submitted to the SOS by 5:00pm the

day before it is to be effective.

List Format

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PBS WBS OBS

Product Breakdown Structure

Work Breakdown Structure

Organizational Breakdown Structure

WHAT? HOW? WHO?

Breakdown Structures

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SteeringFuelOdometersWipersLights• •

FendersRoofHoodsDoorsWindows• •

Front SeatsBack SeatsRadio •

CAR

EngineFrame Interior ControlsCarburetorCylindersPistonCam• • •

Example - PBS/What?

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Project

DesignRqmts Build DeliverManage

PlanExecuteControlClose • •

AssessDetermineAnalyzePropose• •

EngineerSpecify• • •

ConstructTestValidateIntegrate• • •

InstallTrain• • •

Example - WBS/How?

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Staff1Staff2Staff3 Staff4

• • •

Staff1Staff2Staff3

• • •

Staff1Staff2Staff3 Staff4Staff5

•

Director

Mgr.Mgr. Mgr. Mgr.

Staff1Staff2

• •

Example - OBS/Who?

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Project

Deliverable 1.0 Deliverable 3.0Deliverable 2.0

Work Package 1.1

Work Package 1.2

Work Package 1.3

Work Package 2.4

Work Package 2.3

Work Package 2.2

Work Package 2.1

Work Package 3.3

Work Package 3.2

Work Package 3.1

E-1

WBS Diagram

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Benefits of the WBS

WBS

EstimatesSchedule

Project Plan

Risk and Contingency Plans

ProgressReports

Activity List

Risk Control

Project Control Change

Control

Communication Control

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Brainstorming all work to be done

and then grouping into a hierarchy.

Bottom Up

Using a general-to-specific structure to progressively detail the work.

Top Down

Common Approaches

Bottom up WBS Development

NO

Yes

1. Create the “to-do” list of work.

2. Organize the “to-dos”.

3. Review and Adjustwith group.

4. Correctand

Complete?

WBS Complete16

Bottom Up

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1. Create the to-do list of work

Review/Discuss “WHAT” is to be delivered. Review no-limitations brainstorming. Brainstorm list of work on a ….. End first meeting. Compile list into tool that allows all

participants easy access.

Bottom Up

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Step 1 - TIPS

Sit down and participate as a peer.Have someone else write on the board.Encourage starting with a verb. Don’t correct or worry about wording. Capture all phrases, thoughts.Explanation not required.

Bottom Up

19E - 2

Assessment Review, Research, Collect, Analyze, Assess,

Determine, Identify

Requirements Define, Describe, Design, Develop work activities,

Choose, Obtain, Prepare, Approve

Construction Construct, Build, Write, Obtain, Create

Validation Validate, Pilot, Check, Test

Implementation Implement, Move, Train, Replace, Evaluate

Useful Brainstorming Verbs

Bottom Up

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2. Organize the “to-do” list.

Back at a desk have someone organize the list.

Take very detailed, but related steps and group them into tasks. Name the task.

Take related tasks and group them into activities. Name the activity.

Group activities into phases.

Bottom Up

Step 2 - TIPS

Do what appears easiest first.Go back & adjust as you go through it.Adjust the wording now, not intent. Create a miscellaneous activity.For the under-developed tasks or activities leave space for adding later.

Bottom Up

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3. Review/adjust structure with group

Tell the group what has been done.

Go through structure, fix and confirm groupings. Adjust names.

Add additional forgotten tasks or activities.

Bottom Up

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Step 3 - TIPS

Constrain Level of Detail Lowest level should be completedin approximately 1-3 weeks. Lowest level should contain a definition that includes the detailed steps.

Bottom Up

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4. Verify Correctness /Completeness

At the lowest level you should be able to:

Name all the work packages; e.g. scope definition document, code specification #1, painted exterior.

Indicate Dependencies.Apply approximate duration.Assign a resource role; e.g. carpenter, tester.

Bottom Up

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4. Common Obstacles

Discussing or setting requirements. Talking about solutions rather than the work.Wanting to sequence and assign resources too early.Level of detail issues.Other issues.

Top Down WBS Development

1. Choose your model.

2. Verify highest levelDeliverables/Phases.

4. Review, Verify and or modify the

next subsequent level.

3. Can adequate

ests. be made atthis level?

WBS CompleteYes

No

5. Confirm lowest level.

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Top Down

Note* Various life cycle templates and examples

from other projects are

available on the PMO web site.

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Review various: life cycle models, similar project’s WBS, or life cycle templates.

Choose a model closest to your specific project.

1. Choose your model

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Top Down

Start at the top of a model - Deliverables

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Verify deliverables represent the major phases of your project,

Verify purpose/need of each major deliverable or phase,

Determine if a previous project completed a major deliverable, e.g. Feasibility.

Choose to: eliminate or modify deliverable after review of previous completed work

2. Verify highest level phases/deliverables

Note* This step’s question means - different levels of decomposition are appropriate for each of the major deliverables/phases.

Top Down

“Yes” Decisions Guidelines

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3. Can adequate estimates be made at this level?

Can it be completed within a 2 – 3 week period?

Adequate may change over the course of the project.

Estimating a major work package that will be produced 6 – 12 months out may not be possible.

Top Down4. Review, verify and or modify the next subsequent level.

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Very, from the model, the next subsequent level’s, more specific work detail.

Choose the appropriate work elements. elements should be described in tangible,

verifiable results in order to facilitate the project progress.

Repeat step 3 for each work element that you have chosen necessary for the project.

5. Confirm lowest level

Can the item be scheduled? Budgeted? Assigned to a specific organizational unit (e.g., department, team, or person)?

If no, combine items, add to, delete, redefine.

If no, revise or expand the descriptions

If no, the item must be modified,split, redefined.

Top DownAre the lower-level items both necessary and sufficient?

Does the work item description provide a scope?

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Top Down

• Requires more up front discussion.

• Terminology & structure can get in the way.

• Decreases participation. • Slower to start.

Lesson Learned

Bottom Up

• Easy to start.• No terminology issues.• Higher participation. • What do we do with this?

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What’s Next?

Briefly describe each item Reference by number List associated activitiesList milestonesList other information needed

to facilitate work

Further decomposition into a WBS Dictionary

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Closing

The greatest benefit of developing a work breakdown structure is providing a common understanding of all the work required to deliver the product or service.

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Additional Questions?

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Please take some time for Class Evaluation!

Please fill out both sides.