Create WBS

The Create WBS (Work Breakdown Structure) process is a crucial element of the Scope Management Knowledge Area within the Planning Process Group. It involves subdividing the project scope and deliverables into smaller, manageable components. This hierarchical decomposition provides clarity, enables better planning and control, and ensures alignment with project objectives.

What is a WBS?

A Work Breakdown Structure (WBS) is a deliverable-oriented decomposition of the project into smaller tasks, known as work packages. Each level of the WBS provides increasing detail, helping project teams organize and define the total scope of the project. The WBS serves as the foundation for planning, scheduling, budgeting, and resource allocation.

Inputs to the Create WBS Process

1. Scope Management Plan:
   • Outlines how the WBS will be created, maintained, and managed.
2. Project Scope Statement:
   • Defines the boundaries, assumptions, and deliverables of the project.
3. Requirements Documentation:
   • Provides detailed requirements that must be included in the WBS.
4. Enterprise Environmental Factors (EEFs):
   • Includes organizational culture, tools, and market conditions that may influence the WBS.
5. Organizational Process Assets (OPAs):
   • Historical information, templates, and policies that guide the WBS creation.

Tools and Techniques

1. Decomposition:
   • Breaking down deliverables into smaller, manageable work packages.
2. Expert Judgment:
   • Involving subject matter experts to ensure completeness and accuracy in the WBS.

Outputs of the Create WBS Process

1. Scope Baseline:
   • Comprises the project scope statement, WBS, and WBS dictionary.
2. Project Document Updates:
   • Updates to project documentation based on changes or refinements to the WBS.

Different Levels in a WBS

A WBS typically has several levels, each representing greater detail:

1. Level 1: Project Level:
   • The overall project or program name.
2. Level 2: Major Deliverables:
   • High-level outputs or phases of the project.
3. Level 3: Sub-Deliverables:
   • Components or elements of the major deliverables.
4. Level 4: Work Packages:
   • The smallest units of work that can be scheduled and managed.

WBS by Phase vs. WBS by Deliverable

1. WBS by Phase:
   • Organizes work based on the phases of the project lifecycle (e.g., initiation, planning, execution).
   • Suitable for projects where phases are distinct and sequential.
   • Example: Construction Project
     • Phase 1: Design
     • Phase 2: Permitting
     • Phase 3: Construction
     • Phase 4: Inspection and Handover
2. WBS by Deliverable:
   • Structures the WBS around specific deliverables rather than project phases.
   • Focuses on the tangible outcomes of the project.
   • Example: Software Development Project
     • Deliverable 1: User Interface
     • Deliverable 2: Database
     • Deliverable 3: Testing and Deployment

The 100% Rule in WBS

The 100% Rule is a fundamental principle of WBS creation. It states that the WBS must represent 100% of the project scope, including all deliverables and tasks. This ensures:

• No work is left out.
• No unnecessary work is added.

Practical Examples of WBS in Different Industries

1. Construction Industry

• Project: Build a Residential Apartment
• WBS:
  • Level 1: Build Residential Apartment
  • Level 2: Foundation, Structure, Roofing, Finishing
  • Level 3: Excavation, Concrete Pouring, Framing, Plumbing, Painting

2. IT Industry

• Project: Develop a Mobile Application
• WBS:
  • Level 1: Develop Mobile Application
  • Level 2: Design, Development, Testing, Deployment
  • Level 3: Wireframes, Backend Development, Unit Testing, User Training

3. Event Management

• Project: Organize a Corporate Conference
• WBS:
  • Level 1: Organize Corporate Conference
  • Level 2: Venue Selection, Speaker Management, Logistics, Marketing
  • Level 3: Contract Negotiations, Travel Arrangements, Social Media Campaigns

Best Practices for Creating a WBS

1. Focus on Deliverables:
   • Structure the WBS around deliverables rather than activities.
2. Collaborate with the Team:
   • Involve key stakeholders to ensure all aspects of the project are captured.
3. Use Templates:
   • Leverage organizational templates for similar projects to save time and maintain consistency.
4. Avoid Excessive Detail:
   • Ensure the WBS is detailed enough to manage tasks but not overly granular.
5. Ensure Traceability:
   • Link each work package to specific project objectives for clarity.
6. Review and Refine:
   • Regularly review the WBS to ensure it reflects any changes in project scope.

Benefits of a Well-Defined WBS

1. Improved Clarity:
   • Breaks down complex projects into manageable components.
2. Better Resource Allocation:
   • Helps assign resources effectively to specific tasks.
3. Enhanced Risk Management:
   • Identifies potential risks associated with specific work packages.
4. Streamlined Communication:
   • Provides a clear visual representation of the project scope for stakeholders.
5. Accurate Scheduling and Budgeting:
   • Ensures timelines and costs are realistic and based on clearly defined work packages.

Conclusion

The Create WBS process is a cornerstone of effective project management, ensuring that the project scope is clearly defined, organized, and manageable. Whether structured by phase or deliverable, a well-crafted WBS provides a roadmap for the project team, aligning their efforts with the project’s objectives. By adhering to principles like the 100% Rule and following best practices, project managers can leverage the WBS to enhance planning, execution, and control, ultimately driving project success.

Knowledge Area

Scope Management

Process Group

Planning

Create WBS Inputs

• Scope Mgmt Plan
• Project Scope Statement
• Requirements Docs
• Enterprise Environmental Factors
• Organizational Process Assets

Create WBS Tools and Techniques

• Decomposition
• Expert Judgement

Create WBS Outputs

• Scope Baseline
• Project Documents Updates