Work Breakdown Structure (WBS) Help Guide

Overview

The Work Breakdown Structure (WBS) tool helps you decompose your project into manageable components. It provides a hierarchical structure starting from the overall project, breaking it down into work packages, and finally into specific deliverables. This deliverable-oriented approach ensures all project outputs are identified and organized.

Key Features

Hierarchical Structure

Organize your project in a clear, top-down manner:

• Project: The highest level, representing the entire scope.
• Work Packages: Intermediate layers grouping related deliverables.
• Deliverables: The lowest level, representing tangible outputs. Further decomposition of deliverables into tasks will be supported in future enhancements.

Flexible WBS Management

Easily create and modify your WBS:

• Insert new work packages or deliverables at any point in the hierarchy.
• Edit or delete existing WBS elements.
• Clear visualization of the project structure.

Access Rights

Access control will be similar to other ProjToolbox applications like PM Tracker and RAID Log, ensuring appropriate permissions for Project Owners, PMs, and Team Members.

Getting Started (Planned)

Creating a New WBS

1. Navigate to the WBS application from the main dashboard.
2. Select an existing project or create a new project for the WBS.
3. Start by adding the main project goal at the top level.
4. Add work packages under the project.
5. Add deliverables under the relevant work packages.

Modifying the WBS

• Click on an element to see options for adding child elements (work packages or deliverables).
• Use edit/delete options associated with each WBS element.

Best Practices

• 100% Rule: Ensure the WBS includes 100% of the work defined by the project scope and captures all deliverables – internal, external, interim – in terms of the work to be completed, including project management.
• Mutually Exclusive Elements: Ensure there is no overlap in scope definition between two elements of a WBS.
• Deliverable-Oriented: Focus on tangible outputs rather than actions.
• Appropriate Level of Detail: Decompose work to a level where progress can be accurately monitored and managed, but not so detailed that it becomes cumbersome. The lowest level should always be a deliverable.
• Consistent Numbering: Use a consistent numbering scheme for WBS elements for easy identification and reference.

Quick Links

Deliverable Management Across Tools

Understanding how deliverables work between the WBS and PM Tracker is important for effective project management:

WBS and PM Tracker Integration

• Deliverable Creation:
  • Deliverables can be created in either the WBS or PM Tracker
  • When creating a deliverable in WBS, it becomes available in PM Tracker
  • Deliverables created in PM Tracker can be linked to WBS elements
• Converting Deliverables to Work Packages:
  • When you convert a deliverable to a work package in WBS, the original deliverable remains in PM Tracker
  • This allows you to maintain task tracking in PM Tracker while reorganizing your WBS structure
  • The converted work package can then have child elements in the WBS
• Deletion Behavior:
  • Deleting a deliverable from the WBS only removes it from the WBS structure
  • The deliverable and its associated tasks remain in PM Tracker
  • To completely remove a deliverable, it must be deleted from within PM Tracker
  • Deleting from PM Tracker will remove all associated tasks and the deliverable's presence in both tools
• Best Practices:
  • Use WBS for organizing project scope and deliverable hierarchy
  • Use PM Tracker for detailed task management and deliverable progress tracking
  • When restructuring your WBS, consider the impact on existing task assignments in PM Tracker
  • Before deleting deliverables from PM Tracker, ensure all relevant WBS elements are updated