Work Breakdown Structure

Deadlines
Gate Review Gate Review Gate Review Gate Review Gate Review
Initiation Feasibility Organisation Execution Transfer
What are the How can i make sure

? How can i keep
What’s the project ? needs ? What’s the How do we organise that the client will take
the project on track ?
best solution ? the project ? over the project ?
• Workbreak- • Project Control

• Requirements downchart/ Estimation 11/04
• Project
Topics • 16/03 23/03 • Meeting • Transfer 20/04
initiation
• Risk • Sequencing Tactic/Strategy
• Project Status • Lessons learned
19/01 16/02
• 21/03 • Project Plan 30/03 • Scope Change
• Stakeholder
• Test
• 09/03
• Project Charter • Requirements • WBS • Kanban Chart • Lessons

• Stakeholder • Service/Produc • PERT • Dashboard learned
Analysis t • GANTT • Reporting
• Risque • Project Plan • Test
Analysis
Risk Lessons learned Deliverable
www.relaxedprojectmanager.com
+
What should you know about your
project ?
 Project Owner : « So, what will i get for my money ? When will i
get my product/my service? What will i get ? What’s your
strategy to deliver me the product/the service? How much will it
cost me?»
 Solution : description of what the product/service will look like?
 Inventory : of all the task that need to be done to deliver the
product/service
 Estimation : Cost/Duration
 Sequencing : strategy, critical path
 Schedule : start and end date
+ Organisation Phase
Stakeholder Requirements Scope Risk

Charter
Analysis Analysis Statement Analysis
Service / Product
W.B.S Strategic Schedule

Work Breakdown Structure Sequencing (Gantt)
Project Stakeholder Requirements Scope Risk

Charter Analysis Analysis Statement Analysis
Service / Product

+
What will the product look like?
 Basic Needs :
Deliverables : advices –
 How to find a job/a master/ an internship ? opportunities – take aways – How
 How to know exactly what I really want to do to’s
? Outcomes : increase credibility –
 How to get network opportunities? visibility - skills
 How to gain more practical experience? 26 – 70 euros
 How to face the competition ?
 Requirements :  Measures : Promise/Hope :
Learning from • Skilled speakers conference will give you
experienced • Learning access to the practitioners
Project managers • Relevant/useful club (recognition of
• Clear structured legitimacy, credibility)
Network contact to • Easy
Human resources  Added Value
• Informed
managers/ Criteria's : Real Life
• Time to talk
Project managers • Stories Concrete/practical Network
Experience sharing • Concrete Interactivity Variety USP
Get the big picture • Face to face Knowledge « Off the beaten
(jobs/studies) project • Good Atmosphere sucking ! track! »
manager in different • Business cards
Constraints : location (not to far
fields • Easy understanding
away), time (availability, topic (no
Learn how to manage • Exchange
bla bla)
A project ! •
Enjoyment
+ 7
Define what the project owner

will get ?
CREATIVITY
DIVERGENCE
CONVERGENCE
DEVELOPMENT
+ 8
Key Weight Solutions

Criteria factors
succes
studied
 Quantitative Analysis s P1 P2 P3
 Multicriteria choice table Image
Easy to implement
Security
Fiability
Cost
Total
Strenghts Weaknesses
Sol 1 Sol 1
 Qualitative Analysis
Sol 2 Sol 2
 Strenghts Sol 3 Sol 3
 Weaknesses Opportunities Threats

Sol 1 Sol 1
 Opportunities Sol 2 Sol 2
 Threats Sol 3 Sol 3
Project Stakeholder Requirements Scope Risk

Charter Analysis Analysis Statement Analysis
Service / Product

+
What will the product look like?
+
Definition
 A deliverable-oriented(or task oriented) hierachical

decomposition of the work to be executed by the
project team to accomplis the project objectives and
create the required deliverables
+ 12
Why use a WBS
 Visualize and organize the scope of the project
 Be sure to have 100% of the tasks
 Communicate project team and stakeholders
 Identify
problems linked to overlapping
responsibilities
 Do a precise estimation
 Decide on how to manage the project
+ Web Site (Blog)
Posts and Share

Comments Content
Pages Content
Spam Like Embedde

Edit Post
Comments content d content
Publish Moderate Tweet

Images
Post Comments content
Multishare
Seatings Text
content
+
Functions/Activities/Tasks
+
Product WBS
+
Sample WBS
+
Process WBS
+
Hybrid WBS
+
Geographical WBS
+
Outline
+ Project management process
+ Types of Work Breakdown Structure
Task oriented (verb)
Organisation types,
geographical-types
Cost-breakdown, …
Types of Deliverable oriented (noun)
WBS
Time phased (phases)
+ 23
How to build a WBS ?

1. Identify all Work packages,
2. Organize the distribution of the work and management of each activity,
3. Find skills and material means necessary to the achievement of each Work
package
 Resources are internal to the company or external. If external, the Work
package will be subcontracted.
4. Negotiate the necessary resources with their leaders,
5. Assign each Work package to a single responsible person,
6. Define the objectives and the expected results of the Work package
7. "Complete the contract" for the relationship in a Work package document.
+ Party
Guests Supervision Refreshments Reception
Guest Guest
Coordination Menu
List Book
Name Communicatio Gift

Caterer
Tags n Table
Thank
Seatings Budget
yous
+ Party
Guest Guest
Coordination Menu
List ? ? Book ?
?

Caterer
Tags n ? Table ?
Thank
Seatings Budget
yous
Responible for task
completion
+ Party
Guest Guest
Coordination Menu
List ? ? Book ?
?

Caterer
Tags n ? Table ?
Thank
Seatings Budget
yous
Responsible for task
completion
+ Party

8 000 €
Guest Coordinatio Guest

Menu
List n Book
1 000 €

Caterer
Tags n Table
5 000 €
Thank
Seatings Budget
yous
2 000 €
Subcontractor Responible
+ Party 25 000 €
6 000 € 7 000 € 4 000 € 8 000 €

Guest Guest
Coordination Menu
List 2 000 € Book
2 000 € 2 000 € 1 000 €

Caterer
Tags n Table
2 000 € 4 000 € 2 000 € 5 000 €
Thank
Seatings Budget
1000 €
yous
2 000 € 2 000 €
Subcontractor Responible € Budget

+ 70 Person/Days Party 25 000 €
6 000 € 7 000 € 4 000 € 8 000 €

20 P/D 25 P/D 10 P/D 15 P/D
Guest Guest
Coordination Menu
List 10 P/D 2 000 € Book
2 000 € 2 000 € 10 P/D 1 000 €
5 P/D 5 P/D

Caterer
Tags 5 P/D n 10 P/D Table
2 000 € 4 000 € 2 000 € 5 000 € 5 P/D
5 P/D
Thank
Seatings Budget
5 P/D 1000 €
yous
2 000 € 5 P/D 2 000 €
5 P/D
Subcontractor Responible € Budget P/D Person/Days
+ WBS: how far down ?
WBS is decomposed to the work package level

Dividing until you can track project performance
Progressive elaboration allows to refine progressively
No longer able to define planned outcomes
Only detail remains are actions
No more than 60 WPs
Must be manageable
+ 31
WBS Pitfalls
 Using the wbs as a task list
 Organizing the wbs by organisation structure
 Time Phasing the WBS
 A lack of traceability to the WBS
 No leverage for change control
 No support activities
 Taking the wbs for granted
+ 32
WBS Pitfalls
 Too many levels or tasks
 Deliverables not activities or tasks
 Is not a plan / organisational hierarchy
 Work packages not detailed activities
 Overlapping responsibilities
 Adding requirement instead of tasks
 More than 100%
 Neglect creating WBS dictionary entry
 No change control
+ Party 25 000 €

6 000 € = 24% 7 000 € = 28% 4 000 € = 16% 8 000 € = 32%
Guest Guest
List Coordination Menu
2 000 € 10 P/D 2 000 € 10 P/D 2 000 € Book
1 000 €
5 P/D 5 P/D

Tags Caterer
2 000 € 5 P/D 4 000 € n 10 P/D 2 000 € Table
5 000 € 5 P/D
5 P/D
Seatings Budget Thank

2 000 € 5 P/D 1000 € 5 P/D yous
2 000 €
5 P/D
+
Responsibility Matrix
Assigned to Assigned to Assigned to

… … …
Task 1
Task 2
Task 3
Responsibility Matrix
+
R = Person owns the Work package

A = He or she must sign or approve the work before it is validated.
S = Can provide resources or can play a supporting role in implementation.
C = Has information and/or capability necessary to complete the work.
I = Must be notified of results, but need not be consulted.
+ 36
Project manager in a matrix organisation
Project Manager
Project
Objectives
Line
Work package
Manager
Responsible
+ 37
WBS Dictionnary
What do you need to start the task?

What will you exactly deliver?
Main risks?
+ 70 Person/Days Party 25 000 €
6 000 € 7 000 € 4 000 € 8 000 €

20 P/D 25 P/D 10 P/D 15 P/D
Guest Guest
Coordination Menu
List 10 P/D 2 000 € Book
2 000 € 2 000 € 10 P/D 1 000 €
5 P/D 5 P/D

Caterer
Tags 5 P/D n 10 P/D Table
2 000 € 4 000 € 2 000 € 5 000 € 5 P/D
5 P/D
Thank
Seatings Budget
5 P/D 1000 €
yous
2 000 € 5 P/D 2 000 €
5 P/D

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Deadlines

What are the How can i make sure

• Workbreak- • Project Control

• Project Charter • Requirements • WBS • Kanban Chart • Lessons

Risk Lessons learned Deliverable

Stakeholder Requirements Scope Risk

W.B.S Strategic Schedule

Project Stakeholder Requirements Scope Risk

W.B.S Strategic Schedule

Define what the project owner

Key Weight Solutions

 Weaknesses Opportunities Threats

Project Stakeholder Requirements Scope Risk

W.B.S Strategic Schedule

 A deliverable-oriented(or task oriented) hierachical

Why use a WBS

 Visualize and organize the scope of the project

 Be sure to have 100% of the tasks

 Communicate project team and stakeholders

 Decide on how to manage the project

Posts and Share

Spam Like Embedde

Publish Moderate Tweet

Task oriented (verb)

Time phased (phases)

How to build a WBS ?

Guests Supervision Refreshments Reception

Name Communicatio Gift

Guests Supervision Refreshments Reception

Name Communicatio Gift

Guests Supervision Refreshments Reception

Name Communicatio Gift

Guests Supervision Refreshments Reception

Guest Coordinatio Guest

Name Communicatio Gift

6 000 € 7 000 € 4 000 € 8 000 €

Name Communicatio Gift

Subcontractor Responible € Budget

6 000 € 7 000 € 4 000 € 8 000 €

Name Communicatio Gift

WBS is decomposed to the work package level

 Organizing the wbs by organisation structure

 Time Phasing the WBS

 A lack of traceability to the WBS

 No leverage for change control

 Taking the wbs for granted

 Deliverables not activities or tasks

 Is not a plan / organisational hierarchy

 Work packages not detailed activities

 Adding requirement instead of tasks

 More than 100%

 Neglect creating WBS dictionary entry

Guests Supervision Refreshments Reception

Name Communicatio Gift

Seatings Budget Thank

Assigned to Assigned to Assigned to

R = Person owns the Work package

Project manager in a matrix organisation