Developing the Work Breakdown Structure (WBS)

Developing the Work Breakdown Structure (WBS) - Complete Guide

Why the Work Breakdown Structure (WBS) is Important

The Work Breakdown Structure (WBS) is a critical project management tool that serves as the foundation for effective planning, execution, and control. It's important because it:

• Provides a clear visualization of the entire project scope
• Helps ensure no deliverables are missed or forgotten
• Facilitates accurate resource allocation and scheduling
• Enables more precise cost estimation
• Creates a framework for tracking progress and managing changes
• Establishes a common vocabulary for all project stakeholders
• Forms the basis for risk identification and management

What is the Work Breakdown Structure (WBS)?

The WBS is a hierarchical decomposition of the total scope of work to be carried out by the project team to accomplish the project objectives and create the required deliverables. It organizes and defines the total scope of the project by breaking down the work into smaller, more manageable components.

Key characteristics of a WBS include:

• Hierarchical structure with progressive elaboration of details
• Product or deliverable-oriented grouping of project elements
• Mutually exclusive work packages (no overlap)
• 100% rule application (sum of child elements equals parent)
• Code of accounts for clear identification of components
• WBS dictionary that provides detailed descriptions of components

How the WBS Development Process Works

Step 1: Identify Major Deliverables
Begin by identifying all the major project deliverables and objectives from the project scope statement and requirements documentation.

Step 2: Decompose Deliverables
Break down each major deliverable into smaller, more manageable components. Continue this decomposition until components are at an appropriate level of detail for planning and control (work packages).

Step 3: Develop WBS Structure
Organize the decomposed work elements into a logical hierarchy. This typically follows an organizational structure with the project at the top level, major deliverables at level 2, sub-deliverables at level 3, and so on down to work packages.

Step 4: Assign Identification Codes
Create a coding system that uniquely identifies each component in the WBS, facilitating tracking and reporting.

Step 5: Create WBS Dictionary
Develop detailed descriptions for each WBS component, including scope statement, responsible party, schedule milestones, required resources, cost estimates, quality requirements, and acceptance criteria.

Step 6: Verify Completeness
Review the WBS with stakeholders to ensure it captures all required project work - applying the 100% rule that all work must be included.

Exam Tips: Answering Questions on Developing the Work Breakdown Structure (WBS)

Know the Key Principles:
• The 100% Rule - The WBS includes 100% of the work defined in the project scope
• Progressive Elaboration - Details increase as you move down the hierarchy
• Work Packages - Lowest level components that can be estimated and managed
• WBS Dictionary - Complements the WBS with detailed descriptions

Common Question Types:
• Scenario-based questions asking how to handle WBS development challenges
• Questions about the appropriate level of decomposition
• Questions on WBS component relationships and organization
• Questions testing knowledge of WBS creation tools and techniques

Key Points to Remember:
• The WBS is deliverable-oriented, not action-oriented
• It should reflect what will be produced, not how it will be produced
• Work packages should be small enough to estimate and manage but not too small to cause excessive management overhead
• Each component should be assigned to a specific responsible party
• The WBS is a dynamic document that may evolve as the project progresses

Application in Exam Answers:
• For scenario questions, focus on the deliverable structure rather than activities
• When choosing between answers, select options that emphasize decomposition of scope rather than scheduling or resource allocation
• Look for answers that respect the 100% rule and avoid duplication of work
• Remember that the WBS precedes detailed activity definition and sequencing

With thorough understanding of the WBS development process, you'll be well-prepared to answer exam questions on this fundamental project management tool.