A Detailed Look at the Work Breakdown Structure (WBS) and Work Packages

1. Kasse Initiatives A Detailed Look at the Work Breakdown Structure (WBS) and Work Packages SEPG Conference February 2004 Orlando, Flordia

2. Welcome ようこそ WelKom Huan Yín Bienvenido Bienvenue Wilkommen ЌАΛΟΣ ΟΡΙΣΑΤΕ Bienvenuto Välkommen Witamy Tervetuloa

3. SEI Trademarks and Service Marks • ® Capability Maturity Model, Capability Maturity Modeling, CMM and CMMI are registered in the U.S. Patent & Trademark Office

4. Work BreakdownStructure

5. Objectives • Define the “work” • Develop a Work Breakdown Structure (WBS) • Begin the Work Package Specifications

6. Iterative Nature of Planning Goal Statement Work Budget Resources Risks Estimates Schedule Project Baseline

7. Project Planning Relationships Function Schedule Cost Quality

8. Define the Work Using... WBS (Work Breakdown Structure) Work Package Project Name: ID # Revision # and Date: Element Title: WBS #: Page 1 of 2 Description: Completion Deliverables/Measurements: Guidelines or Related Policies: Assumptions/Definitions COMPLETE BELOW ONLY FOR WORK PACKAGES Dependencies Predecessors Successors WBS #: Name: WBS #: Type: Name: Type:

9. Purpose of the WBS • To identify completely the project work elements that must be accomplished to achieve the project goal. • Roll up detail activity information (Schedule, Cost and Resource Usage) • Feeds the size estimate: the more detailed the WBS, the more accurate the product estimates, the better the project plan, and the more precisely it can be tracked.

10. Work Breakdown Structure • The Work Breakdown Structure defines the work or tasks to be performed and is the primary planning and analysis tool used in almost all projects • The Work Breakdown Structure is structured in accordance with the way the work will be performed and reflects the way in which project costs and data will be summarized and eventually reported

11. Work Breakdown Structure - 2 • It is the basis for • Estimating • Budgeting • Pricing • Controlling Costs • Assigning Responsibility • Scheduling • Allocating Resources • Reporting, Monitoring, and Controlling • ...

12. Work Breakdown Structure - 3 • The Work Breakdown Structure answers two major questions: • What is to be accomplished? • What is the necessary hierarchical relationship(s) of the work effort?

13. Work Breakdown Structure - 4 • The Work Breakdown Structure also aids the project management process by: • Providing a complete list of the software, hardware, services, and information technology work tasks that must be completed during the development and production of a product • Defining the responsibility, personnel, cost, duration, risk, and precedence of each work task • Providing an easy-to-follow numbering system to allow hierarchical tracking of progress

14. Work Breakdown Structure - 5 • The successful accomplishment of both contract and corporate objectives requires a plan that: • Defines all effort to be expended • Assigns responsibility to a specially identified organizational element • Establishes schedules and budgets for the accomplishment of the work

15. Work Breakdown Structure - 6 • In planning a project, the Project Manager must structure the work into small elements that are: • Manageable in that specific authority and responsibility can be assigned • Independent, or with minimum interfacing with and dependence on other ongoing elements • Integratable so that the total package can be seen • Measurable in terms of progress

16. Work BreakdownStructure - 7 • The work breakdown structure (WBS) divides the overall project into work packages that represent singular work units that can be separately assigned, performed, and tracked • Each task in the WBS should be assigned a unique identifier • The WBS includes a task dictionary that describes the work for each task

17. Work Breakdown Structure - 8 • Formation of the WBS family tree begins by subdividing the project into successively smaller work blocks until the lowest level to be supported and controlled is reached • This treelike structure breaks down the project work effort into manageable and independent units that are assigned to the various specialists responsible for their completion

18. 1 2 3 4 5 6 Work Breakdown Structure - 9 • The most common Work Breakdown Structure is the six-level indented structure shown in the figure below. Level Description Total Program Managerial Levels Project Task Subtask Technical Levels Work Package Level of Effort

19. Level 1 A/C Systems Project Summary WBS Level 2 Air Vehicle Level 3 Avionics Airframe Functional Management Level 1 2 3 4 5 Navigation Aids Fire Control Communications & Identification Level 4 Contract WBS Radar Head Up Display Fire Control Software Level 5 Test Antenna Transmitter Receiver Cost Account Mechanical Design Company Engineering Design Analytical Design Cost Account k ka Drafting and Checking Cost Account MFG Software Project & Contract WBS Functional Integration - Example

20. Work Breakdown Structure - 10 • The work breakdown structure normally contains • Scope of the work based on the requirements • Technical goals and objectives • Identification of customers and end users • Imposed standards • Assigned responsibilities • Cost and schedule constraints and goals • Dependencies between the project and other organizations • Resource constraints • Other constraints for development or maintenance

21. Work Breakdown Structure - 11 • Identified risks • Deliverables • Supporting activities and associated plans • Configuration Management • Quality Assurance • Required skills and knowledge • Integration and life-cycle management of non-developmental items

22. Work Breakdown Structure - 12 • Work products that will be externally acquired • Work products that will be reused • Work products that will be placed under configuration management and ones that will be placed under version control

23. 1 Project Goal Level1 Objectives Milestones Level 2 1.4 1.1 1.3 1.2 Tasks Level 3 Level N Activities . Work Packages Work Breakdown Structure(Example to 3 Levels) 1.1.3 1.2.1

24. Functional WBS Some Project Engineering Manufacturing Marketing Services

25. Some Project Hardware Package Software Package Maintenance Program Documentation Product WBS

26. Some Project Engineering Manufacturing Marketing Services Hardware Engineering Activities Hardware Manufacturing Activities Hardware Document- tation Software Documen- tation Software Engineering Software Marketing Hardware Maintenance Software Maintenance Integrated WBS

27. Life-Cycle WBS Some Project Phase 1 Phase 2 Phase 3 Task 1.0 Task 1.2 Task 2.0 Task 2.1

28. Types of WBS Elements • Summary Element • 1.2 Develop Functional Specification • Work Package • 1.2.2 Develop physical model for Automated Control

29. The Work Package • After the WBS is constructed, the finishing touch is added in the form of the work package (dictionary) • The work package is a description • Of what must be performed • By whom • In what time duration • The work package is always prepared for each bottom-level element of the WBS

30. Types of Work Packages • Discrete • Discrete Unit of Work • Effort is independent of total project • Level of Effort • Amount of Effort is Based on Project Size and/or Duration • Repetitive/Ongoing Activities • Apportioned Effort • The effort is charged or tracked as a percentage of several tasks or resources

31. Signal Status Pattern Store Traffic Count Store Example: Logical Model of TCS Traffic Signal Safety Interlock Manual Override Choice Screen Confirm Screen Scheduler Timer Choice Screen Update Pattern Store Counter Update Screen Confirm Screen Turn Lane Sensor Lane Sensor

32. Traffic Control System Implement TCS Project Control Design TCS Test TCS Acceptance Implement Safety Interlock Implement Manual Override Implement Counter Implement Timer Implement Scheduler Implement Update PS Example: WBS for TCS

33. Design TCS Create Physical Model Create Detailed Design Design Test Cases and Data Create Hierarchy Chart Create Data Dictionary Create Mini-specs Example: WBS for TCS Design

34. Implement Update PS Code Update PS Peer Review Update PS Unit Test Update PS Example: WBS for TCS - 2Update Pattern Store Module

35. Project Control Status and Tracking Plan and Manage Configuration Control Change Control Release Control Version Control Example: WBS for TCS - 3Project Control

36. Which Model to Choose? • If no standard is imposed by the customer or the process, project leaders need to choose the model they are the most comfortable with and can more easily understand and explain. • If several models are used, the numbering of the elements needs to be standardized and consistent throughout the whole project.

37. Work Package Form Page 1 of 2 Work Package Form Project Name: ID # Revision # and Date: From Work Breakdown Structure From Work Breakdown Structure Element Title: WBS #: Work Description: Clear, uncomplicated statement of work involved Deliverables/Measurements: What does “doneness” look like? Guidelines or Related Policies: Engineering specifications, policy guidelines, etc. Assumptions/Definitions COMPLETE BELOW ONLY FOR WORK PACKAGES Dependencies From network diagram From network diagram Predecessors Successors WBS #: Name: WBS #: Type: Name: Type:

38. Work Package Form - 2 Page 2 of 2 Work Package Form As defined by Delivery Manager As agreed Estimates # Of People Skill Set Work Day % Duration Budget 1. Internal Labor (Labor Hours, Rate, Total Dollars) 2. Internal Material (Dollars Only) 3. Subcontractor Labor (Dollars Only) 4. Subcontractor Material (Dollars Only) 5. Other (Explain in Detail) Negotiated with Delivery Manager Total Budget $ Print Name Signature Date Functional Estimator Delivery Manager Project Manager Finance Manager

39. Example: TCS Work Package Revision # and Date: Smalltown TCS Project Name: ID # STCS V1.0 1-2-96 WBS #: Element Title: 1.3.1.1 Code Scheduler Description: Code the Scheduler Module for the Smalltown Traffic Control System. Completion Deliverables/Measurements: Develop C code as documented in the STCS Design specification V1.0 . The program must be written and compiled and submitted for Peer Review. Guidelines or Related Policies: TSC V3.3 Coding Stds, V2.1 SQA Stds Assumptions/Definitions

40. Summary • Defining the Scope: the Work Breakdown Structure • The WBS facilitates the project management, including estimating, scheduling, budgeting • The WBS can be based on a number of easy to understand concepts, such as the life cycle, the functional components, the different deliverables,...