PLANNING ENGINEERING AND

PROJECT MANAGEMENT
LECTURE 04
ASST PROF. ENGR

ALI SALMAN
alisalman@ ceme.nust.edu.pk DEPARTMENT OF ENGINEERING MANAGEMENT COLLEGE OF E & ME, NUST
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Topics Covered
Work Breakdown Structure (WBS)

WBS Functions
WBS Formats

WBS Specifications
Levels of WBS

General Process for Developing WBS

Note: More topics on WBS will be discussed in next lec

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Work Breakdown Structure (WBS)

Breakdown of a project into successive levels, in which each level is a finer breakdown of the preceding one.
PMBOK defines WBS as A deliverable-oriented hierarchical decomposition of the work to be executed by the project team.
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A deliverable is defined as any measurable, tangible, verifiable item that must be produced to complete a project.

This definition is often interpreted as meaning objects (i.e. things that can be picked up, manufactured, assembled and delivered)
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WBS-Example
Prepare Report

Prepare Draft Report

Review Draft Report

Prepare Final Report

Write Final Report

Print Final Report

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WBS Functions
The WBS may be the single most important tool and technique in the project management process, since it provides (functions as) a common framework from which:

The total project can be described

(as summation of subdivided elements)

Objectives can be linked

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Planning can be performed

Responsibility can be assigned

Budgets can be established

Information can be communicated

Time, cost and performance can be tracked (monitored)

The level of quality control / performance can be determined (specifications)
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WBS Formats/Structures
WBS can display in different formats like:

Tree Diagram/Org-Chart Format

Indented Outline Format

Bubble Format Cycling Format
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Tree Diagram/Org-Chart Format:

Prepare Report

Prepare Draft Report

Review Draft Report

Prepare Final Report

Write Final Report

Print Final Report

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WBS vs Organization Chart

After reviewing the WBS on the previous slide, an important point needs to be reviewed. Although a WBS can be depicted so as to look like an organizational chart, it IS NOT an organizational chart.
BEST Management Books 1.

Remember the WBS defines a project and groups the project elements for managing a project. An organizational chart describes the project team that will accomplish the project.
Chapter 1 1.1.1.1

Project Management - An Introduction 1.1

Writing Text Book 1.1.1

Editing Text Book 1.1.2

Publishing Text Book 1.1.3

Chapter 2 1.1.1.2

Chapter 3 1.1.1.3

Editing Chapter 1 1.1.2.1

Editing Chapter 2 1.1.2.2

Editing Chapter 3 1.1.2.3

Project Selection 1.1.1.1.1

Project Organization

1.1.1.1.2

Project Planning 1.1.1.1.3

Budget & Cost 1.1.1.2.1

Scheduling 1.1.1.2.2

Project Controls 1.1.1.2.3

Auditing 1.1.1.3.1

Administrative Closeout

1.1.1.3.2

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Tree Diagram/Org-Chart Format:

Benefits: Effectively portrays an overview of project and the hierarchical relationships of different activities, tasks, work packages etc Often good for a bird view of the project (executive summaries,...) Drawback: It can become too large and thus less effective for displaying large numbers of activities.
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Indented Outline Format:

Project
-Stage --Task

Prepare Report
1.0 Prepare draft report 2.0 Review draft report 3.0 Prepare final report 3.1 Write final report 3.2 Print final report

---Subtask
----work package

Its easier to read and understand,

When WBS contains many activities.
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Bubble Format:

The bubble in the center represents your project Lines from the center bubble lead to activities Lines from activities lead to tasks

Prepare Final Report

Prepare Draft Report

Prepare Report
Print Final Report

Review Draft Report

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Write Final Report

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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.

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Prepare Report

Prepare Report
1.0 Prepare draft report 2.0 Review draft report
Prepare Final Report

Prepare Draft Report

Review Draft Report

3.0 Prepare final report

3.1 Write final report

Org-Chart Format
Write Final Report Print Final Report

3.2 Print final report

Outline Format

Bubble Format

Prepare Final Report Prepare Draft Report

Prepare Report
Write Final Report
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Review Draft Report

Print Final Report

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Combined Formats:
Combination of org-chart and outline formats can be used to
Display

activities in org-chart format Display sub activities and tasks in outline format This way can be helpful in large projects and works well while developing a WBS using the wall method in the way shown on next slide.
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Combined Format

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Wall Planning Method for developing WBS

Developing WBS using the Wall Method has proven to be highly effective in planning large projects. It is recommended method for developing the WBS in group setting. This method involves using a number of large self adhesive notes and a blank wall. The group will utilize the notes to jointly construct the WBS on the planning wall. The wall method allows team members to:

See the complete WBS Voice suggestions and comments Quickly add, remove and rearrange tasks as necessary
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Cycling Format:
A cycling format is utilized on research projects that are performed in phases. Although WBS elements are usually thought of as representing unique, one time events, research projects present a different approach. In this case, a cycling WBS is recommended because as tasks are executed, new information may create need to repeat tasks at a new level of detail.
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WBS Specifications
The following specifications are offered to ensure that the WBS can serve its functions.

Manageable

Note: These specifications are the minimum requirements when reviewing a WBS for acceptability, and should never be disregarded.
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Integratable
Coded Measurable

Manageable Manageable (in sense) that specific responsibility can be assigned and durations/ costs can be estimated.

Integratable Integratable, so that the total project can be seen as the summation of the lower level elements.

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Coded To permit the transfer of information among the planning, accounting and reporting systems.

Measurable To offer quantifiable (scientific/proven) standards in terms of progress and performance.

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Levels of WBS

A typical WBS has three to six levels. It is of course possible to have projects that require a lot more levels. Twenty levels is considered to be the upper limit, and that is a huge project.

Occasionally, a program level (Level 1) is added in

WBS i.e. in cases where a number of projects are being managed for the same customer. The difference between a program and a project is just of one degree.
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Increasing the number of levels within the WBS will expand the level of detail at which the project is planned and controlled. However all experienced project managers know that there is a point of diminishing returns in breaking down a project.

Conversely, neglecting to break the project down for enough will make estimating and accurate tracking very difficult.
NOTE:
Finding the proper level of detail requires careful thought and experience.
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WBS Level Names

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Program Level

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General Process for Developing WBS

Developing a WBS involves subdividing a project into smaller, more manageable elements. This subdividing must be continued until work packages can be defined in sufficient detail to support project planning, execution and monitoring. The general process for developing WBS is
1. Identify the major elements (tasks and deliverables) of the project. 2. For each major element, decide if adequate cost and duration estimates can be developed at this level of detail for each element. Also determine if responsibility can easily be assigned to a single person or functional group at this level of detail.
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3. For those elements for which adequate durations and cost estimates can not be made or responsibilities can not be easily assigned, proceed to step 4. otherwise proceed to step 5.
4. Further subdivide each element into its constituent elements. Repeat step 2 and 3 for each constituent element. 5. Review the WBS for acceptability by comparing it to the WBS specifications.

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Discussion

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