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Instructional Objective

Module 6 Preparing the Work Breakdown Structure (WBS), Responsibility Matrix, and Master Summary Schedule Session 6.1 Preparing the Work Breakdown Structure. Instructional Objective.

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Instructional Objective

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  1. Module 6Preparing the Work Breakdown Structure (WBS), Responsibility Matrix, and Master Summary ScheduleSession 6.1 Preparing the Work Breakdown Structure

  2. Instructional Objective Given project objectives, process structure, product structure, and organization chart, the learner will develop three planning aids: a work breakdown structure (WBS), a responsibility matrix (RM), and a master summary schedule (MSS).

  3. Why is the WBS important? • Continues planning process • Provides a common structure for • Organizing work • Assigning responsibilities • Developing rough schedule • Controlling costs • Supplies information required for the critical path method (CPM), which integrates activities, schedule, resources, and responsibilities

  4. Units of analysis • Module 5Deliverables Components and elements Phase Subphases and process elements • Module 6 • Components and elements • Subphases and process elements • Work packages • Summary activities

  5. Terminology • Activity • Chart of accounts • Master summary schedule • Responsibility matrix • Summary activity (Subproject) • Work breakdown structure • Work package

  6. On-the-job tasks The module will prepare participantsto perform these tasks: • Determine an appropriate control period (set unitof time) • Convert the product structure into a tree diagram (WBS) • Review the process structure of the implementation phase of the project life cycle to make sure nothing is left out of the WBS • Review the organizational structure to make sure nothing is left out of the WBS • Determine if additional levels of detail would be useful

  7. On-the-job tasks (continued) • Code the WBS • Determine if the WBS can be modified to better fit the chart of accounts or if a special accounting system for the project will have to be created • Create a responsibility matrix • Create a master summary schedule

  8. PROJECT PROJECTMANAGEMENT HARDWARE SOFTWARE SERVICES DOCUMENTATION PLAN From product structure From process structure From organization chart Work breakdown structure • All project work is accounted for on the WBS • The WBS displays the scope of the project

  9. Format • Highlights deliverables (objects to be developed or produced) • Each phase of life cycle may have different products • Best when project includes more than one deliverable • Better for CPM planning • Display as tree diagram or outline Styles: product, process, geographical, or combinations Recommended: product orientation

  10.  The work breakdown structure (WBS) Level • Structured from the top down • More detail at each successive level • Stops before reaching individual activities (Project) 0 1 2 3 *** n

  11.  Labeling convention Name Level of Indenture Project 0 • Deliverables • Subphases • Organizational work 1 2 • Components • Process elements • Subcomponents (elements) • Process subelements 3 *** n +Some branches will have more levels than others

  12.  Work packages Work packages are at the lowest level of a branch. = Work package

  13. Work package attributes • One clear accomplishment • One owner • Easy to identify expenses • Bounded • Easy to assess quality • Unique • Can formally or informally assign work

  14. Level Label HOUSE PROJECT MANUALS 2 HOUSE 3 LANDSCAPING 4 PLAN (Process work) 1 PROJECT MANAGER (Organizational work) 5 2-10 SITE 2-30 FRAME 2-40 ROOF 2-50 SYSTEMS 2-20 FOUNDATION 2-510PLUMBING 2-520ELECTRICAL 2-530TELEPHONE House project Work breakdown structure (WBS) Project 0 Deliverablesor Subprojects 1 ComponentsorWorkpackages 2 Subcomponents or Work packages 3

  15. Coding • Use numbering system • Numbering system should • Give each entry a unique identification number • Provide a structure for planning the budget and tracking systems • Indicate family relationships for computer planning and reporting • Relate to organizational chart of accounts • Take into account a variety of project needs

  16. Benefits of WBS • Graphically depicts all project work • Relates work elements to each other and to the end product • Provides structure for organizing • Cost summary system • Project budget • Work package management • The detailed schedule (CPM) • Improves manageability of project

  17. Making the WBS (for each phase) Draw product structure as a tree diagram • Include soft items such as documentation and training • Check for appropriate detail • Do not include activities on WBS • Utilize team expertise

  18. HOUSE PROJECT MANUALS HOUSE LANDSCAPING SITE FRAME ROOF SYSTEMS FOUNDATION PLUMBING ELECTRICAL TELEPHONE House project product structure Transform outline form To Tree diagram • House project • Manuals • Landscaping • House • Site • Foundation • Frame • Roof • Systems • Plumbing • Electrical • Telephone

  19. Preparing the WBSCheck process and organization structure • Check the process structure for work missing on the WBS • Inspection/test/review • Assemble • Initial planning • Add missing work to appropriate level of WBS • Determine if additional disaggregation needed

  20. Preparing the WBS Check process and organization structure (continued) • Review organization chart for work missing from the WBS. Look for items such as: • Project management • Legal and accounting support • Contracts • Quality assurance • Reminder: Level of detail will vary from branch to branch • Code the WBS

  21. Process structure PLAN CONSTRUCT INSPECT Organization chart HOUSE PROJECT ARCHITECT PROJECT MANAGER OWNER CONTRACTOR MANUALS HOUSE LANDSCAPING SITE FRAME ROOF SYSTEMS FOUNDATION PLUMBING ELECTRICAL TELEPHONE House project WBS From product structure

  22. Process structure PLAN CONSTRUCT INSPECT HOUSE PROJECT Organization chart MANUALS 2 HOUSE 3 LANDSCAPING 4 PLAN (Process work) 1 PROJECT MANAGER (Organizational work) 5 ARCHITECT PROJECT MANAGER OWNER CONTRACTOR 2-10 SITE 2-30 FRAME 2-40 ROOF 2-50 SYSTEMS 2-20 FOUNDATION 2-510PLUMBING 2-520ELECTRICAL 2-530TELEPHONE House project WBSAdding process and organizational elements

  23. HOUSE PROJECT MANUALS 2 HOUSE 3 LANDSCAPING 4 PLAN (Process work) 1 PROJECT MANAGER (Organizational work) 5 2-10 SITE 2-30 FRAME 2-40 ROOF 2-50 SYSTEMS 2-20 FOUNDATION 2-510PLUMBING 2-520ELECTRICAL 2-530TELEPHONE House project WBS with coding added

  24. Common mistakes: Don’t make them! • Skipping the WBS • Not focusing on the deliverables • Omitting some of the work on the project • Forgetting opening and closing phases such as planning and assembly • Overlooking soft end items such as services, information, or software

  25. Common mistakes: Don’t make them!(continued) • Forgetting that groupings must be mutually exclusive - Work can only appear in one place • Including too much or too little detail • Overlooking the requirements of computer programs

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