WBS Notes

Work Breakdown Structure (WBS)

  • WBS is the foundation of every project.
  • It defines all the work necessary to accomplish a project's objectives.

WBS Levels

  • Level 1: Project name and objective.
  • Level 2: Major deliverables.
  • Level 3: Deliverables within the major deliverables.
  • Lowest level elements are called work packages.

WBS Depth

  • Software development projects: mostly stop at level 4.
  • Large construction projects: can be developed up to level 12.

Approaches to Developing WBS

  • Component
  • Phasing
  • Functional use
  • Geographical area
  • Combinations of these
Component Approach
  • Best for physical output projects (e.g., airplane construction).
  • Based on the product breakdown structure.
  • Example: Building a bicycle
    • Major parts: wheels, frame, diff, and accessories.
    • Wheels consist of rim, hub, spokes, and tires.
Phasing Approach
  • Appropriate for very large construction projects or some software development projects.
Functional Use Approach
  • Suitable for constructing a process manufacturing plant (e.g., petrochemical plant or cement plant).
Geographical Area Approach
  • Good for projects with large area coverage.

Creating WBS

  • Brainstorming session using sticky notes is recommended.
  • Materials: flip chart paper, sticky notes, and a marker.
    1. Write deliverables or work packages on sticky notes.
    2. Rearrange the structure.

Exercise: Wedding Party Project

  1. Project Objective: wedding party
  2. Deliverables:
    • Program
    • Invitation with souvenir
    • Receptionist ('pagara' in Indonesian)
    • Photos and videos
    • Reception
    • Food
    • Beverages
    • Venue (including chairs and tables)
    • Decoration
    • Drinks (same as beverages)
    • Documentation
    • Party place (same as venue)

Steps to Develop WBS

  1. Put the project objective at the upper center of the paper.
  2. Figure out the major deliverables.
  3. Identify constituents of each major deliverable.
Example Breakdown
  • Invitation:
    • Guest list
    • Printing
    • Distribution
  • Program:
    • Traditional ceremony
    • Master ceremony
  • Documentation:
    • Album creation

Important Major Deliverable: Project Management

  • Project management elements must exist in every WBS.
  • Represents the work to be done in managing all the processes of other elements in the project's WBS.

Importance of WBS

  • Provides a foundation for estimating cost, developing schedules, identifying resources, determining risks, and measuring project status using earned value management.
  • A good WBS represents 100% of the deliverables to achieve project objectives.

WBS Focus

  • Answers "what" or sometimes "how" questions.
  • Does not answer "why," "who," "how much," "whom," "when," or resources/materials questions.

Common Practices in Drawing Lines in WBS

  • If you have enough room, then you can create an organization chart.
  • If you don't have enough room, then you do this: it is like a subfolder in a computer user interface.
  • Incorrect line drawing example explained.

WBS Samples from Real Projects

  • Building a cement plant (functional use approach).
  • Outlet expansion (Indonesian bank, multi-year project).
  • Software development and implementation (consultant hired).
  • Construction project (typical).

Tips in Creating WBS

  1. Involve your core team.
    • Advantages: various perspectives, building a robust project team.
  2. Don't jump to scheduling software immediately.
    • Using sticky notes stimulates collaboration and gives a helicopter view.