work breakdown structure

1. www.relaxedprojectmanager.com + Work Breakdown Structure

2. www.relaxedprojectmanager.com Deadlines www.relaxedprojectmanager.com Initiation Feasibility Organisation Execution Transfer DeliverableLessons learnedRisk • Project Charter • Stakeholder Analysis • Requirements • Service/Produc t • Risque Analysis • WBS • PERT • GANTT • Project Plan • Kanban Chart • Dashboard • Reporting • Test • Lessons learned • Work breakdown structure/ Estimation 23/03 • Sequencing Tactic/Strategy • Project Plan 30/03 • Project Control 11/04 • Meeting • Project Status • Scope Change • Test • Requirements • 16/03 • Risk • 21/03 • Project initiation 19/01 16/02 • Stakeholder • 09/03 • Transfer 20/04 • Lessons learned Gate Review Gate Review Gate Review Gate ReviewGate Review Topics ? What’s the project ? What are the needs ? What’s the best solution ? How do we organise the project ? How can i keep the project on track ? How can i make sure that the client will take over the project ?

3. 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

4. www.relaxedprojectmanager.com + Organisation Phase Charter Stakeholder Analysis Requirements Analysis Scope Statement Risk Analysis W.B.S Work Breakdown Structure Strategic Sequencing Schedule (Gantt) Service / Product

5. www.relaxedprojectmanager.com + Organisation Phase Project Charter Stakeholder Analysis Requirements Analysis Scope Statement Risk Analysis W.B.S Work Breakdown Structure Strategic Sequencing Schedule (Gantt) Service / Product

6. www.relaxedprojectmanager.com + What will the product look like?

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

8. www.relaxedprojectmanager.com + DIVERGENCE CONVERGENCE CREATIVITY DEVELOPMENT Define what the project owner will get ? 8

9. www.relaxedprojectmanager.com + Strenghts Weaknesses Sol 1 Sol 2 Sol 3 Sol 1 Sol 2 Sol 3 Opportunities Threats Sol 1 Sol 2 Sol 3 Sol 1 Sol 2 Sol 3 Criteria Key factors succes s Weight Solutions studied P1 P2 P3 Image Easy to implement Security Fiability Cost Total  Quantitative Analysis  Multicriteria choice table  Qualitative Analysis  Strenghts  Weaknesses  Opportunities  Threats 9

10. www.relaxedprojectmanager.com + Organisation Phase Project Charter Stakeholder Analysis Requirements Analysis Scope Statement Risk Analysis W.B.S Work Breakdown Structure Strategic Sequencing Schedule (Gantt) Service / Product

11. www.relaxedprojectmanager.com + What will the product look like?

12. www.relaxedprojectmanager.com + 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

13. www.relaxedprojectmanager.com + 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 13

14. www.relaxedprojectmanager.com +Web Site (Blog) Posts and Pages Edit Post Publish Post Seatings Comments Spam Comments Moderate Comments Share Content Like content Tweet content Multishare content Content Embedde d content Images Text

15. www.relaxedprojectmanager.com + Functions/Activities/Tasks

16. www.relaxedprojectmanager.com + Product WBS

17. www.relaxedprojectmanager.com + Sample WBS

18. www.relaxedprojectmanager.com + Process WBS

19. www.relaxedprojectmanager.com + Hybrid WBS

20. www.relaxedprojectmanager.com + Geographical WBS

21. www.relaxedprojectmanager.com + Outline

22. www.relaxedprojectmanager.com + Project management process

23. www.relaxedprojectmanager.com + Task oriented (verb) Types of WBS Types of Work Breakdown Structure Deliverable oriented (noun) Time phased (phases) Organisation types, geographical-types Cost-breakdown, …

24. www.relaxedprojectmanager.com + 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. 24

25. www.relaxedprojectmanager.com + Party Guests Guest List Name Tags Seatings Supervision Coordination Communicatio n Budget Refreshments Menu Caterer Reception Guest Book Gift Table Thank yous

26. www.relaxedprojectmanager.com + Party Guests Guest List Name Tags Seatings Supervision Coordination Communicatio n Budget Refreshments Menu Caterer Reception Guest Book Gift Table Thank yous Responible for task completion ? ? ? ? ? ?

27. www.relaxedprojectmanager.com + Party Guests Guest List Name Tags Seatings Supervision Coordination Communicatio n Budget Refreshments Menu Caterer Reception Guest Book Gift Table Thank yous Responsible for task completion ? ? ? ? ? ?

28. www.relaxedprojectmanager.com + Party Guests Guest List Name Tags Seatings Supervision Coordinatio n Communicatio n Budget Refreshments Menu Caterer Reception Guest Book Gift Table Thank yous Subcontractor Responible 2 000 € 5 000 € 1 000 € 8 000 €

29. www.relaxedprojectmanager.com + Party Guests Guest List Name Tags Seatings Supervision Coordination Communicatio n Budget Refreshments Menu Caterer Reception Guest Book Gift Table Thank yous Subcontractor Responible € Budget 2 000 € 5 000 € 1 000 € 8 000 € 2 000 € 2 000 € 1000 € 4 000 € 2 000 € 2 000 € 2 000 € 2 000 € 6 000 € 7 000 € 4 000 € 25 000 €

30. www.relaxedprojectmanager.com + Party Guests Guest List Name Tags Seatings Supervision Coordination Communicatio n Budget Refreshments Menu Caterer Reception Guest Book Gift Table Thank yous Subcontractor Responible € Budget 2 000 € 5 000 € 1 000 € 8 000 € 2 000 € 2 000 € 1000 € 4 000 € 2 000 € 2 000 € 2 000 € 2 000 € 6 000 € 7 000 € 4 000 € 25 000 € 5 P/D 5 P/D 10 P/D 20 P/D 10 P/D 10 P/D 5 P/D 5 P/D 5 P/D 5 P/D 5 P/D 5 P/D 25 P/D 10 P/D 15 P/D 70 Person/Days P/D Person/Days

31. www.relaxedprojectmanager.com +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

32. www.relaxedprojectmanager.com + 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

33. www.relaxedprojectmanager.com + 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 33

34. www.relaxedprojectmanager.com + Party Guests Guest List Name Tags Seatings Supervision Coordination Communicatio n Budget Refreshments Menu Caterer Reception Guest Book Gift Table Thank yous Subcontractor Responible € Budget 2 000 € 5 000 € 1 000 € 8 000 € = 32% 2 000 € 2 000 € 1000 € 4 000 € 2 000 € 2 000 € 2 000 € 2 000 € 6 000 € = 24% 7 000 € = 28% 4 000 € = 16% 25 000 € 5 P/D 5 P/D 10 P/D 10 P/D 10 P/D 5 P/D 5 P/D 5 P/D 5 P/D 5 P/D 5 P/D P/D Person/Days

35. www.relaxedprojectmanager.com + Assigned to … Assigned to … Assigned to … Task 1 Task 2 Task 3 Responsibility Matrix

36. www.relaxedprojectmanager.com + 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.

37. www.relaxedprojectmanager.com + Project manager in a matrix organisation 37 Project Objectives Project Manager Work package Responsible Line Manager

38. www.relaxedprojectmanager.com + WBS Dictionnary 38 What do you need to start the task? What will you exactly deliver? Main risks?

39. www.relaxedprojectmanager.com + Party Guests Guest List Name Tags Seatings Supervision Coordination Communicatio n Budget Refreshments Menu Caterer Reception Guest Book Gift Table Thank yous Subcontractor Responible € Budget 2 000 € 5 000 € 1 000 € 8 000 € 2 000 € 2 000 € 1000 € 4 000 € 2 000 € 2 000 € 2 000 € 2 000 € 6 000 € 7 000 € 4 000 € 25 000 € 5 P/D 5 P/D 10 P/D 20 P/D 10 P/D 10 P/D 5 P/D 5 P/D 5 P/D 5 P/D 5 P/D 5 P/D 25 P/D 10 P/D 15 P/D 70 Person/Days P/D Person/Days

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