The work breakdown structure (WBS) is a hierarchical decomposition of project objectives in the delivery oriented tasks that are executed by the project team to achieve overall project objectives. The PEP is the backbone of all activities of project planning. The WBS divides the scope of the project work into smaller, manageable work packages to keep better control of project activities. Over the upper levels of the WBS to lower levels, the definition of works of the project becomes more detailed with the higher levels represent the main phases of the project. It is imperative to remember that the WBS represents 100% of all work defined in project scope. Everything that is not included in the PEP is considered outside the scope of the project.
Uses of the WBS
The PEP is directed to the following project requirements:
· Define project scope in terms of performance and components
· To provide a framework that is based on the project status and progress reports
· Facilitate communication regarding the project scope, schedule, risk, performance, cost etc with stakeholders throughout the project life cycle
· Provide input to other project management processes such as estimating, planning, risk assessment, etc.
While the creation of PEP is important to ensure that the format is standardized through PEP entire portfolio. This will ensure that data of a specific project can be easily retrieved and comprising a data warehouse project can be formed for future reference for a period of time.
The components of the project structure
The essential components of a PEP are detailed below:
· Levels PEP: All work performed on the project is divided into hierarchical levels with the upper levels are the main deliverables of the project and the lowest levels that represent activities at a granular level to carry out to achieve delivery . The number and complexity of PEP levels depends on the size and nature of the project.
· WBS Dictionary: The WBS dictionary is an important part of the WBS and details to promote the activities of each element of the WBS. Provides detailed information about the work to do, activities and milestones, cost estimates, resource requirements and contract information for each element of the WBS. The basic purpose of the WBS dictionary is to remove any ambiguity about the scope of work.
· WBS code numbers: The number of WBS code is a unique identifier for each WBS element and should be such that can be easily expanded to accommodate all future revisions of the WBS.
· Format of visual representation: A WBS can be represented in a number of ways, depending on the ease of use for the project team and organization. Formats to represent a typical PEP structure are:
Schema or view: In this format, the PEP is represented by different levels of indentation, with a code number that comes EDT for each element.
or Tabular view: In this format, the hierarchical structure of the WBS is depicted with the help of the columns of a table.
Tree or tree view: In this format, the PEP is represented by a tree structure with each child, attached to the parent through a line. The father represents a higher level, which decomposes into the child.
· WBS Element: Each component of the WBS and its attributes are a WBS element.
· Work Package: The lowest level WBS component for each branch of the WBS is called the work package. The work package also includes the schedule activities and milestones to be achieved to complete the work package delivery. One of the main problems faced by project managers, while creating a WBS is to decide on the correct size for a work package. A work package is too large would lose control over the activities. Similarly, if the work package is too small, it consumes a lot of effort in management. Rule 8/80 commonly followed by project managers, spread to the size of the work package should not be less than 1 hour and not more than 80 hours.
Creating a WBS in MS Project with the top-down methodology
A WBS can be created by using a series of tools and methodologies. One of the methodologies used to create a WBS is the top-down methodology. The steps followed in the top-down approach are listed below:
1. Identify the objective of the project. This involves a detailed analysis of project scope document. In MS Project, type the name of the final goal in the Task Name field.
2. Evaluate the final results to be created to achieve the objectives identified in step 1. Enter the list of final products in the Task Name field. Indentation of all sub-features by using the arrow keys MS project forward. Now, you will have the final delivery that includes the performance of sub-MS Project.
3. Breaking down the final products in the activities and continue this exercise until it reaches a level (work package) where you can control and monitor individual tasks. You should be careful to ensure that each work package contains a single delivery. In MS Project, for each sub-delivery, type the list of activities. Repeat this process until the work package level. Make sure you keep the indentation of each level. Indent creates relationships between performance and component sub-scores. MS Project automatically creates WBS codes in the Number of scheme, based on the general structure of each task / activity. These outline numbers change when you move the task to a level or a different location.
4. Reassess the full PEP after a thorough debriefing session with the project team and key stakeholders. The aim should be to achieve consensus on the feasibility of success of the project planning process which in turn ensure the success of your project.
The top-down method to create the WBS is normally used when both the project manager and project team have little experience in creating the WBS, or project requirements are not fully understood. This method allows the project manager and team to develop progressively in the PEP after several meetings and brainstorming sessions.
Integration of the WBS in the project schedule
The PEP is the backbone of a series of project management activities. It provides valuable information for cost estimating, scheduling and evaluation of project progress.
To integrate the WBS in the project schedule with MS Project, you need to add more information to the drain of the WBS tree structure that you have created. The important information you need to add include:
· Length: The total time required to complete each task must be specified in the PEP.
· Units of Work: The relationship between the tasks specified. Can be established by analyzing dependency network diagram made in the programming phase.
· Restrictions: You must specify the restrictions or limitations (if any) for each task. Restrictions are also set in the analysis phase of schedule.
· Task Start Date and End Date Task: When specifying the duration of each task, Microsoft Project automatically calculates the task start and end.
· The resource names: You can specify the resources by clicking the Assign Resources.
While integration of PEP in the project plan is essential to add the WBS dictionary. The WBS dictionary help in the integration of other project management processes, with the scope of the project and serves as a useful tool to clarify the project requirements in terms of the exact scope of work, cost, milestones, etc.
A well defined WBS can be a major contributing factor to the success of your project. Serves as the key factor for integration between the different processes of project management and is considered to be the foundation stone for the project.
Uses of the WBS
The PEP is directed to the following project requirements:
· Define project scope in terms of performance and components
· To provide a framework that is based on the project status and progress reports
· Facilitate communication regarding the project scope, schedule, risk, performance, cost etc with stakeholders throughout the project life cycle
· Provide input to other project management processes such as estimating, planning, risk assessment, etc.
While the creation of PEP is important to ensure that the format is standardized through PEP entire portfolio. This will ensure that data of a specific project can be easily retrieved and comprising a data warehouse project can be formed for future reference for a period of time.
The components of the project structure
The essential components of a PEP are detailed below:
· Levels PEP: All work performed on the project is divided into hierarchical levels with the upper levels are the main deliverables of the project and the lowest levels that represent activities at a granular level to carry out to achieve delivery . The number and complexity of PEP levels depends on the size and nature of the project.
· WBS Dictionary: The WBS dictionary is an important part of the WBS and details to promote the activities of each element of the WBS. Provides detailed information about the work to do, activities and milestones, cost estimates, resource requirements and contract information for each element of the WBS. The basic purpose of the WBS dictionary is to remove any ambiguity about the scope of work.
· WBS code numbers: The number of WBS code is a unique identifier for each WBS element and should be such that can be easily expanded to accommodate all future revisions of the WBS.
· Format of visual representation: A WBS can be represented in a number of ways, depending on the ease of use for the project team and organization. Formats to represent a typical PEP structure are:
Schema or view: In this format, the PEP is represented by different levels of indentation, with a code number that comes EDT for each element.
or Tabular view: In this format, the hierarchical structure of the WBS is depicted with the help of the columns of a table.
Tree or tree view: In this format, the PEP is represented by a tree structure with each child, attached to the parent through a line. The father represents a higher level, which decomposes into the child.
· WBS Element: Each component of the WBS and its attributes are a WBS element.
· Work Package: The lowest level WBS component for each branch of the WBS is called the work package. The work package also includes the schedule activities and milestones to be achieved to complete the work package delivery. One of the main problems faced by project managers, while creating a WBS is to decide on the correct size for a work package. A work package is too large would lose control over the activities. Similarly, if the work package is too small, it consumes a lot of effort in management. Rule 8/80 commonly followed by project managers, spread to the size of the work package should not be less than 1 hour and not more than 80 hours.
Creating a WBS in MS Project with the top-down methodology
A WBS can be created by using a series of tools and methodologies. One of the methodologies used to create a WBS is the top-down methodology. The steps followed in the top-down approach are listed below:
1. Identify the objective of the project. This involves a detailed analysis of project scope document. In MS Project, type the name of the final goal in the Task Name field.
2. Evaluate the final results to be created to achieve the objectives identified in step 1. Enter the list of final products in the Task Name field. Indentation of all sub-features by using the arrow keys MS project forward. Now, you will have the final delivery that includes the performance of sub-MS Project.
3. Breaking down the final products in the activities and continue this exercise until it reaches a level (work package) where you can control and monitor individual tasks. You should be careful to ensure that each work package contains a single delivery. In MS Project, for each sub-delivery, type the list of activities. Repeat this process until the work package level. Make sure you keep the indentation of each level. Indent creates relationships between performance and component sub-scores. MS Project automatically creates WBS codes in the Number of scheme, based on the general structure of each task / activity. These outline numbers change when you move the task to a level or a different location.
4. Reassess the full PEP after a thorough debriefing session with the project team and key stakeholders. The aim should be to achieve consensus on the feasibility of success of the project planning process which in turn ensure the success of your project.
The top-down method to create the WBS is normally used when both the project manager and project team have little experience in creating the WBS, or project requirements are not fully understood. This method allows the project manager and team to develop progressively in the PEP after several meetings and brainstorming sessions.
Integration of the WBS in the project schedule
The PEP is the backbone of a series of project management activities. It provides valuable information for cost estimating, scheduling and evaluation of project progress.
To integrate the WBS in the project schedule with MS Project, you need to add more information to the drain of the WBS tree structure that you have created. The important information you need to add include:
· Length: The total time required to complete each task must be specified in the PEP.
· Units of Work: The relationship between the tasks specified. Can be established by analyzing dependency network diagram made in the programming phase.
· Restrictions: You must specify the restrictions or limitations (if any) for each task. Restrictions are also set in the analysis phase of schedule.
· Task Start Date and End Date Task: When specifying the duration of each task, Microsoft Project automatically calculates the task start and end.
· The resource names: You can specify the resources by clicking the Assign Resources.
While integration of PEP in the project plan is essential to add the WBS dictionary. The WBS dictionary help in the integration of other project management processes, with the scope of the project and serves as a useful tool to clarify the project requirements in terms of the exact scope of work, cost, milestones, etc.
A well defined WBS can be a major contributing factor to the success of your project. Serves as the key factor for integration between the different processes of project management and is considered to be the foundation stone for the project.
