Often the WBS is a foregone item in projects. This is a mistake. I have often found that good WBS structures lead to well planned and implemented projects. While most projects without one, don't have the same outcome.
A WBS is a work breakdown structure. It is a graphical or indented list of the work deliverables to be completed as a part of the project.
How does one use a WBS?
A WBS has three main uses:- Vision of the Project The WBS represents the complete vision of the project. It is the combined thoughts of the project team, sponsor and project manager. This vision lays out the project work in a picture establishing the roadmap for how the project will be completed, deliverable by deliverable
- Design and Planning Tool - The WBS lays out how the parts of the project are interrelated and what is needed to achieve a milestone. This progressive elaboration of the needed deliverables helps develop the design of the solution and the planning to achieve that solution. It is a good tool to use in a team setting to assure you have all the pieces and parts.
- Project Status Picture - Some the WBS is used to depict project status. After color coding the components according to not started, in process, completed, it depicts how much more work is to be completed.
The TakeAway
The time spent developing a WBS is well worth it. After all, is there an easier method to have a clear picture of the project deliverables which the team and sponsors collaboratively approves?Hopefully you have enjoyed this post, please also check out:
- Understanding the balance between system delivery and technical debt
- Knowing when to use agile project management
- Use the methodology which makes sense, Traditional PM or Agile PM
- The 9 principles of Agile Project Management
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3 Comments to “How to use a WBS”
Elyse,
Your first use correct. The WBS is a description of the product structure and the processes needed to produce those products.
The second use has a bit of a problem. The term "milestone" implies a tome phased description. The WBS is not this. The Milestones are contained in the "schedule."
The third is not the responsibility of the WBS. No time phasing is provided in the WBS, nor the status of the work described in the WBS.
One good source of information about the WBS is the MIL-HDBK-881A. In the early sections is clear and concise description of how the WBS is structured.
I'd also recommend Josh's WBS Coach as a good starting point as well. http://wbscoach.com/
The problem number 2 and number 3 is they belong in other documents, not the WBS. When included in the WBS there is a disconnect with measurements of Physical Percent Complete.
The end use for the WBS is to collect the "costs" for each product element and the services needed to produce that product. How and when that budget is spent is the role of the schedule and the measures of progress.
Glen B. Alleman
VP, Program Planning and Controls
Hi Glen,
First off, thanks so much for sharing your suggestions. I agree with you on all points from a purely PMI perspective, afterall PMI's WBS definition is only focused upon deliverables. However, stepping a bit out of the PMI box. Sometimes using whatever brick is available helps build the foundation needed. Expanding upon the WBS in these ways will help with the overall goal. As will the tools that you have suggested.
Thanks for sharing!
Elyse
Thanks for the great post Elyse, I certainly agree that the WBS is not used to it's full potential on many projects.
In addition to what you've articulated here, a key function of the WBS for me is managing change through 1) the scope portion of the PMB and 2) by using the WBS as a common language and central hub with traceability across all project artifacts to assess and act on change requests as they occur.
I'll also add that I agree with Glen on the time-phasing issue, and that's not a PMI stance. In fact the PMBOK 4th edition has an illustration depicting a level 2 phase-based WBS which I think is the wrong approach and leads to very specific problems. It's a controversial aspect though.
I discuss a lot of this in my free report, "Top 7 WBS Mistakes Project Managers Make"
Thanks again Elyse, I love your blog!
Josh Nankivel
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Welcome to the Healthcare IT Project Management Blog of Elyse Nielsen. This is the place where I share the ideas I have learned, the things I’d like to remember, and my thoughts for a brighter future. Find out more.
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