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WBS is stand for work breakdown structure is the foundation of every project because it defines and detail all
the work necessary to accomplish a projects objectives.
A work breakdown structure (WBS) is a visual tool for defining and tracking a project deliverable and all the small
components needed to create it.
The Project Management Body of Knowledge (PMBOK), an internationally recognized collection of processes
and knowledge areas accepted as best practice for the project management profession, defines the work
breakdown structure as "A hierarchical decomposition of the total scope of work to be carried out by the
project team to accomplish the project objectives and create the required deliverables. "
Hierarchical decomposition - The scope of work is decomposed (divided & subdivided) hierarchically. The
process of decomposing a system in a top down fashion. Hierarchical means pyramid-like ranking of ideas,
individuals, items, etc., where every level has one higher and one lower neighbor. Higher level means greater
authority, importance, and influence. First the system is divided into subsystems, then into functions, and then
modules.
Scope of work - The part of project planning that involves determining and documenting a list of specific project
goals, deliverables, features, functions, tasks, deadlines, and ultimately costs. In other words, it is what needs to be
achieved and the work that must be done to deliver a project.
Deliverable - It is an element of output within the scope of a project. There can be one or several deliverables
within a single project. A deliverable is an outcome that can be perceived and holds some value. A deliverable
represented by a WBS can be intermediate outcome leading to the final outcome or the final outcome itself.
History of WBS
In 1957, the US Navy’s Fleet Ballistic Missile (Polaris) Program was behind schedule and needed help resolving the
problem. A formula was developed to determine tasks and estimate effort needed for a project based on outcome,
which became known as PERT (program evaluation and review technique).
With PERT as a model, in 1962, the Department of Defense (DOD) and NASA published the first description of
the work breakdown structure process. But it was in 1968 that work breakdown structure was first referred to by
name. The Work Breakdown Structures for Defense Materiel Items (MIL-STD-881) established work
breakdown structures as a standard across the DOD, with templates published for specific military applications, such
as aircraft or ships. Even civilian contractors working with the DOD must use the appropriate work breakdown
structure template.
Finally, in 1987, the Project Management Institute (PMI), through PMBOK, established work breakdown
structures as standard practice for a range of non-military applications.
Types of WBS
1. Verb-oriented WBS:
A task-oriented WBS defines the deliverable of project work in terms of the actions that must be done to
produce the deliverable. The first word in a given WBS element usually is a verb, such as, design, develop, optimize,
transfer, test, etc.
2. Noun-oriented WBS:
A deliverable-oriented WBS defines project work in terms of the components (physical or functional) that
make up the deliverable. In this case, the first word in a given WBS element is a noun, such as, Module A,
Subsystem A, Automobile Engine, Antenna, etc. Since the nouns are usually parts of a product, this WBS type is
sometimes called a “Product Breakdown Structure (PBS).
3. Phased-oriented WBS:
A “time-phased” WBS is one that is used on very long projects. It breaks the project into major phases
instead of tasks. In this type, a “rolling wave” approach is adopted and only the near-term phase is planned in detail.
The Importance of a Work Breakdown Structure
A work breakdown structure lets project managers plan their work more efficiently. A project is
characterized by time-limited activities and is assigned fixed time frames and costs. When it is
finished, a project must fulfill the stakeholder needs it was designed to address.
The project management has to plan for the schedule, the fixed costs and the functional
completeness of the project and assign responsibilities. The WBS helps make this planning
consistent and provides for effective project execution.
Tasks
The main purpose of a WBS is to reduce complicated activities to a collection of tasks. This is
important for the project manager because she can oversee the tasks more effectively than the
complex activities. Tasks must be measurable and independent, with clearly defined limits. All the
project work must be included in one of the tasks and the tasks must not include any non-project
work.
Costs
Because the WBS tasks are measurable, the project management can assign specific costs to
each task. The WBS lets project managers distribute the project budget into defined packages
linked to the tasks and check to make sure that the task costs in total don't exceed the total project
cost.
Schedule
The WBS is important for tracking progress in the project schedule. Because the WBS tasks
have clearly defined limits, the project management can determine how advanced the project is by
checking which of the tasks are finished. Even within each task, the project management can check
for percent completion because each task is measurable.
Scope
One of the key functions of the project management is to define the scope of the project.
The challenge is to make sure that everything within the project scope is completed without
carrying out any extra work. The WBS helps define scope by listing individual tasks that make up
the project. The project team completes all the listed tasks but no additional work.
Function
A major criterion for project success is that it fulfills its intended purpose. The tasks of the
WBS each implement a part of the overall function. A task is only complete when it fulfills its partial
function. When all tasks are finished, all the partial functions add up to a fully functional project.
Responsibility
An important part of project management is to assign responsibility for the work. With a
WBS, the project management assigns responsibility for each of the tasks. The task manager is
responsible for completing the full scope of the project on time, within the budget and with all of
its planned functionality intact.
Steps to Develop a WBS
To achieve project’s purposes properly you need to follow a specific way of executing a breakdown
system.
1. Determine and describe the project statement
It can be just a sentence or paragraph that will describe project’s vision and functions in the final stage. This
WBS breakdown structure phase is the basement of any project and it is usually developed by the whole team.
Templates make the job easier. Your team or company may already have a template. If not, you can create
your own WBS or download one of the templates from the web and customize it. Some useful features in a template
include:
WBS coding field
Component label field
Company logo block
Space for the team name
Section for the project manager’s name
Information technology projects translate well into WBS diagrams, whether the project is hardware or
software based. That is, the project could involve designing and building desktop computers or creating an
animated computer game. Both of these examples have tasks that can be completed independently of other project
tasks. When tasks in a project don’t need to be completed in a linear fashion, separating the project into individual
hierarchical components that can be allotted to different people usually gets the job done quicker.
If we try to classify the teams who may use WBS tools, we can get the following list:
1. Creative Teams.
2. Technical Teams.
3. Teams that work directly with customers.
4. Internal projects teams.
5. Remote Teams.
Good project managers will always make it a point to breakdown the tasks, deliverables and activities that are
related to the project into chunks that are manageable and can be used at work.
This will also allow the team members to understand what is needed and what must be done in order to get
the desired results.
5. The orientation:
The structure of work breakdown could become the outcome of oriented but not prescriptive methods.
Methodology may change without any changes of the planned outcomes. Deliverables or maybe planned
outcomes must never be closely blended with the other methods and actions.
6. Having more than 100% of WBS:
A very important design principle of WBS is applying 100% percent rule which will state what it includes and
its project scope at the same time. But there are times when we actually hear people say they have around a 110%
of themselves during a certain project. Even though that is perfectly alright for individual, a project could be
doomed to failure in case the WBS may be included more than 100% of the scope. It is also a good measure against
scope creep and we have a good idea of the problems that such a creep can cause.
1. Terminal elements (aka work packages): Terminal elements, usually referred to as work packages, are the lowest
parts in a WBS, beyond which a deliverable cannot be decomposed further. Work packages should be independent of
other tasks, and they should not be duplicated elsewhere in the project. Another way to think of work packages is as
the smallest manageable task that can be worked by an individual or team. Break the task down any further, and you
run the risk of creating a to-do list and micromanaging team members.
2. WBS coding: Work breakdown structure elements are usually numbered in decimal sequence from top to bottom.
For example, the 1.1.1.3 indicates that the element is on the fourth level of the hierarchy. Numbering makes it easier
to identify the level of the task the element represents when referring to it out of context of the WBS chart.
3. WBS dictionary: The WBS dictionary describes in detail each component or task in the WBS hierarchy. It can even
link to documents that further define and support the element. The WBS dictionary supports the principle of mutual
exclusivity of work, in other words, no overlap, because each deliverable and sub-deliverable is so well defined that
little duplication of work or responsibility is possible.
2. Hierarchical Structure
The hierarchal structure is similar to the outline view but without indentation. Although this format is more
difficult to read, it may be useful where you have many levels and indenting each level would make the table too
large to fit into a document.
3. Tabular View
The Tabular View is a nicely organized table view of the WBS. It is a good option for organizations
which prefer table formats.
WBS Dictionary
The WBS Dictionary contains all the details of the Work Breakdown Structure which are necessary to
successfully complete the project. Most importantly it contains a definition of each Work Package which can be
thought of as a mini scope statement. Resources on the project will look at the WBS dictionary to determine the
scope of the Work Package they've been assigned, so it's important to be clear when writing the definition. Most
WBS dictionaries contain more information than we show in our sample. These things usually include Level of
Effort, Cost Control Numbers, Resource Assignments, Responsibility Assignments - just to name a few.
WBS
Level Code WBS Code Definition
1 1 Widget Management System All work to implement a new widget management system.
2 1.1 Initiation The work to initiate the project.
3 1.1.1 Evaluation & Recommendations Working group to evaluate solution sets and make recommendations.
3 1.1.2 Develop Project Charter Project Manager to develop the Project Charter.
3 1.1.3 Deliverable: Submit Project Charter Project Charter is delivered to the Project Sponsor.
3 1.1.4 Project Sponsor Reviews Project Charter Project sponsor reviews the Project Charter.
Project Charter The Project Sponsor signs the Project Charter which authorizes
3 1.1.5 Signed/Approved The Project Manager to move to the Planning Process.
2 1.2 Planning The work for the planning process for the project.
3 1.2.1 Create Preliminary Scope Statement Project Manager creates a Preliminary Scope Statement. Statement
3 1.2.2 Determine Project Team The Project Manager determines the project team and requests the resources.
The planning process is officially started with a project kickoff meeting
3 1.2.3 Project Team Kickoff Meeting which includes the Project Manager, Project Team and Project Sponsor
Under the direction of the Project Manager the team develops
3 1.2.4 Develop Project Plan the project plan.
3 1.2.5 Submit Project Plan Project Manager submits the project plan for approval.
The project plan is approved and the Project Manager has permission to
3 1.2.6 Milestone: Project Plan Approval proceed to execute the project according to the project plan.
2 1.3 Execution Work involved to execute the project.
Project Manager conducts a formal kick off meeting with the
3 1.3.1 Project Kickoff Meeting project team, project stakeholders and project sponsor.
The original user requirements is reviewed by the project
3 1.3.2 Verify& Validate User Requirements manager and team, then validated with the users/stakeholders.
3 1.3.3 Design System The technical resources design the new widget management system.
3 1.3.4 Procure Hardware/Software The procurement of all hardware, software and facility needs for the project.
3 1.3.5 Install Development System Team installs a development system for testing and customizations of user interfaces.
3 1.3.6 Testing Phase The system is tested with a select set of users.
3 1.3.7 Install Live System The actual system is installed and configured.