Work Breakdown Structure (WBS)
Work Breakdown Structure (WBS): This is a top-down division into pieces of a managing project. It would represent the project in the smallest, manageable units or activities. The WBS purpose is to aggregate the project scope to work packages that are manageable, which can be simpler to plan, implement, track and manage, by the use of each individual work package. One of the most important tools in the field of project management is the WBS which contributes to the clarity of the work that has to be done to complete the project successfully, as well as offers a well-thought-out system of project administration of work and timescales and resources.
Principles of WBS
1. Hierarchy: WBS is usually depicted in a tree like form wherein, different levels indicate a more detailed description of work in the project.
2. Decomposition: this is the method used to produce the WBS: whereby they are divided into smaller work packages. This goes on until tasks become small to be handled and delegated.
3. Deliverable-based: An effectively organized WBS is deliverable-based (i.e., the outcomes provided are deliverables, and not activities or tasks).
4. The WBS shall contain every bit of work needed by the project-100% Rule. It must incorporate 100 percent of the work such as project management works so that no work is left unaccounted.
5. Measurable Work Packages: WBS should show work packages that are as pieces of work that could be easily measured, allocated and monitored.
Elements of a WBS
WBS normally consists of a number of levels, which constitute a further breakdown of work. A typical breakdown is the following:
1. Level 1: Project Title or Objective
This is the project goal or deliverable or the overall project (the top of the WBS).
2. Level 2: High Level Deliverables or Milestones
This level comprises the key deliverables or stages that must be delivered in order to complete the goal of the project. These are the major segments of work or major project milestones.
3. Level 3: Sub-deliverables or Work Packages
This level further subdivides the huge deliverables into less weighty ones which are usually referred to as work packages. The smallest unit of work in the WBS, work packages are the items allocated to individual team member or to groups.
4. Level 4: Specific jobs
This level may subdivide the work packages that make up large projects into even smaller tasks/activities.
The development of a Work Breakdown Structure
The following is one way of developing a WBS of a project:
1. Report Project Scope
Gain an actual picture of the project; deliverables, objectives and requirements.
2. Break Scope into Large Deliverables
Find out some of the main deliverables or phases that should be accomplished in order to productively accomplish the project objectives.
3. Break down Deliverables into Smaller Pieces
Group each of your major deliverables into smaller and more specialized work packages. Every work package ought to exhibit a unique piece of work, which may be planned and monitored and executed.
4. Assign Responsibilities
Make sure every work package has a proper owner who is in charge of the completion of a work package.
5. Revise and Edit
Once WBS has been developed, you should look through it with the project team and stakeholders to make sure that all the necessary work is covered, and the structure is logically organized. Work it over.
Example of a Work Breakdown Structure
Let’s say the project is to develop a new website. Here's an example of a WBS for such a project:
Level 1: Project Title
Website Development Project
Level 2: Major Deliverables or Phases
2.1 Planning Phase
2.2 Design Phase
2.3 Development Phase
2.4 Testing Phase
2.5 Deployment Phase
2.6 Project Closure
Level 3: Sub-deliverables or Work Packages
2.1 Planning Phase
3.1 Define project scope and objectives
3.2 Identify stakeholders
3.3 Develop project schedule
3.4 Set project budget
2.2 Design Phase
3.5 Create wireframes
3.6 Develop website prototype
3.7 Finalize website design
2.3 Development Phase
3.8 Set up development environment
3.9 Develop website backend
3.10 Develop website frontend
3.11 Integrate third-party tools (e.g., payment gateway, analytics)
3.12 Perform website testing
2.4 Testing Phase
3.13 Conduct unit tests
3.14 Perform integration tests
3.15 User acceptance testing (UAT)
2.5 Deployment Phase
3.16 Deploy website to staging environment
3.17 Deploy website to production
3.18 Perform post-deployment checks
2.6 Project Closure
3.19 Final project review
3.20 Handover documentation
3.21 Close project
Level 4: Detailed Tasks (if necessary)
3.9 Develop website frontend
4.1 Create HTML structure
4.2 Implement CSS styles
4.3 Develop JavaScript functionality
4.4 Ensure cross-browser compatibility
WBS Structures Types
1. Deliverable-Based WBS:
A deliverable-based WBS has units-of-control around the end-deliverables of the project i.e. Software, Reports, or Training Materials. This is a WBS normally applicable to a project that is involved in creating products or services that are tangible in nature.
2. Phase-Based WBS:
Phase-based WBS logically contains the work on the basis of phases or project stages, e.g. planning, design, development, testing. This method is applicable to those projects that are easily identifiable by stages.
Advantages of Work Breakdown Structure
1. Its clear and focused.
The WBS gives a clear pathway to what is to be undertaken and thus keeps the project team concentrated in the objectives of the project.
2. Better Project Planning:
The WBS is used in detailed planning, resource allocation and scheduling by disintegrating the project into small pieces.
3. Enhanced Communication:
WBS is a graphic solution that could incorporate all stakeholders, thus enhancing communication and demonstrating that each has a vision of the boundaries of the project.
4. Effectiveness in resource management:
The WBS essentially assists in determination of the team members, resources or tools required within each work package.
5. Risk Management:
The WBS assists in defining the risks or bottlenecks since it divides the project into small chunks.
6. Tracking and control:
The WBS enables one to very easily track progress against specific deliverables, as such it is easier to manage the project and even take corrective actions as they come.
Conclusion
Work Breakdown Structure (WBS) represents the basic project control mechanism of project structure and project work in a clear structured manner. WBS allow addressing key issues such as breaking down big projects into small ones to facilitate the whole undertaking of the project, allocating resources in the correct ways, and keeping the project on schedule. Managing a simple project or a complex project, the WBS will help define clear expectations, minimize scope creep and achieve greater control of the project.
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