Building a Project Work Breakdown Structure: Visualizing Objectives, Deliverables, Activities, and Schedules (ESI International Project Management Series)

237 Pages·2008·4.28 MB·English

by  Dennis P. Miller

BUILDING A PROJECT WORK
BREAKDOWN STRUCTURE
VISUALIZING OBJECTIVES, DELIVERABLES,
ACTIVITIES, AND SCHEDULES
DENNIS P. MILLER
Boca Raton London New York
CRC Press is an imprint of the
Taylor & Francis Group, an informa business
AN AUERBACH BOOK
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Library of Congress Cataloging‑in‑Publication Data
Miller, Dennis P.
Building a project work breakdown structure : visualizing objectives,
deliverables, activities, and schedules / Dennis P. Miller.
p. cm. ‑‑ (ESI international project management series ; 5)
Includes bibliographical references and index.
ISBN 978‑1‑4200‑6969‑3 (hbk. : alk. paper) 1. Project management. 2. Work
breakdown structure. I. Title.
HD69.P75M536 2008
658.4’04‑‑dc22 2008014116
Visit the Taylor & Francis Web site at
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and the Auerbach Web site at
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Contents
List of Figures ...............................................................................................xv
Preface: Why, How, and What I Developed .................................................xxi
Acknowledgments .......................................................................................xxv
About the Author ......................................................................................xxvii
Opening .....................................................................................................xxix
SECTION I: PrEPLaNNINg aCTIvITIES aND ISSuES
1 Preplanning Issues ...................................................................................3
Opening Issues ...............................................................................................3
Issue: Do Not Ask if You Do Not Plan to Use! ..........................................3
Issue: Your Personal Management Style .....................................................4
Issue: How Important Is the Project to Your Organization? .......................4
Issue: Write Your Management Style into Your
Project Charter ......................................................................................4
Issue: Will Your Organization Accept Results? ..........................................5
Issue: Can You Pull This Off? ....................................................................6
2 Sources of Deliverables ............................................................................7
Project Deliverables ........................................................................................7
Requirements Document ...........................................................................7
Client’s Own Words...................................................................................8
Objective Statement Only ..........................................................................8
Your Planning Team ......................................................................................8
No Definition at All ...................................................................................8
3 Timing of Planning Session ...................................................................11
A Question of Timing ..................................................................................11
How Many Days? .........................................................................................11
How Many Hours per Day? .....................................................................12
ii
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iii  n  Contents
4 Specific Preparations ..............................................................................15
Communications .........................................................................................15
Personal Calendars .......................................................................................15
Planning Session Site ....................................................................................16
Handouts .....................................................................................................17
Supplies ........................................................................................................17
Break Materials ............................................................................................18
SECTION II: ExECuTINg THE EIgHT STEP PrOCESS
5 Step 1
Find the Project’s Deliverables ...............................................................23
Background ..................................................................................................23
Deliverable versus Activity Orientation ....................................................23
All Projects Have Physical Deliverables ....................................................24
The Best Source of Deliverables ...............................................................24
Expectations ............................................................................................24
Just-In-Time (JIT) Training ....................................................................25
Use the Client’s Words Only ................................................................25
Do Not Add Any Deliverables, Even If You Know They
Are Missing .........................................................................................25
Find the Deliverables — Nouns Only ......................................................25
Write Out the Post-Its® ............................................................................26
Let’s Practice: Step 1 ....................................................................................26
Hints........................................................................................................29
Many Documents ................................................................................29
Different Types (Colors) of Post-Its® ........................................................29
Do Not Be Concerned with Duplicates ...................................................30
A Good Method for Analyzing ................................................................30
Be as Neat as Possible ...............................................................................30
6 Step 2
Build and Review the Initial Product Breakdown Structure (PBS) ......31
Background (Build) .....................................................................................31
The Top Component of the WBS ............................................................31
JIT Training (Build) ....................................................................................33
The Initial Build of the PBS .....................................................................33
A PBS Can Have Different Depths (Level of Detail) ..............................34
Let’s Practice: Part One ................................................................................35
Build Your Working Surface ....................................................................36
Assemble the PBS.....................................................................................37
Hints (Build) ...........................................................................................39
Ready to Go? .......................................................................................39
PC Software or Not? ................................................................................39
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Contents  n  ix
Background (Review) ...................................................................................39
JIT Training (Review) .................................................................................40
Let’s Practice: Part Two ...............................................................................40
Hints (Review) .........................................................................................41
Upon Arrival .......................................................................................41
Objectives of the Presentation ..................................................................41
Play a Little Trick .....................................................................................41
Progress Reporting Style .........................................................................42
Other Display Techniques ......................................................................44
7 Step 3
Building Down the PBS .........................................................................45
Background ..................................................................................................45
JIT Training.................................................................................................45
Successive Decomposition ........................................................................45
A Question of Granularity ......................................................................46
Approaches for the Build-Down .............................................................46
Client’s Deliverables ................................................................................46
Process Deliverables ................................................................................46
Project Deliverables to the Fourth Level ..................................................47
Sources for More Detailed Deliverables ...................................................48
Exceptions ...............................................................................................48
Let’s Practice ........................................................................................48
Hints........................................................................................................49
The PBS Is a Work in Progress .................................................................50
Show Your Work: Leave It on Post-Its® ....................................................50
The Project Management Leg® ................................................................50
Issues/Problems/Risks ..............................................................................50
The Parking Lot .......................................................................................51
An Assumption ........................................................................................51
8 Step 4
Establishing the Activities ......................................................................53
Background ..................................................................................................53
Most Project Managers Start Here ...........................................................53
Their Time Is Yours .................................................................................53
Time Boxed .............................................................................................54
Are You Ready? ........................................................................................54
JIT Training ............................................................................................54
Establishing Your Authority and Delegating It ....................................54
Restate the Project’s Purpose ........................................................................55
How Much to Plan ..................................................................................55
Assembly Points .......................................................................................56
Gaining Team Buy-In ..............................................................................56
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x  n  Contents
Let’s Practice ................................................................................................57
Hints ............................................................................................................68
9 Step 5
Building the Physical Logical Diagram (The Network) ..........................71
Background ..................................................................................................71
The Network Is a Time-Oriented Diagram ..............................................71
The Most Common Network Flaw ..........................................................72
JIT Training.................................................................................................72
Program Evaluation Review Technique (PERT) ......................................72
Critical Path Method (CPM) ...................................................................73
Precedence Diagramming Method (PDM) ..............................................73
Lag ......................................................................................................74
How the Network Goes Together ............................................................76
Where to Build the Network ...................................................................76
Organized Sub-teams if Necessary ...........................................................76
How to Get Started..................................................................................76
Ask the Right Question ...........................................................................78
Parallel Paths ...........................................................................................78
Interconnect the Sub-team Networks ......................................................79
Now Combine It All ................................................................................79
How to Draw Arrows ...............................................................................81
Keep the PBS Current ..............................................................................82
Let’s Practice ................................................................................................82
Hints ............................................................................................................96
The Quality Step ......................................................................................96
Do Not Let It Drag Out ..........................................................................96
Another Value ..........................................................................................97
Your Facilitation ......................................................................................97
Do Not Get into Details ..........................................................................97
Not Needed .............................................................................................97
10 Step 6
Assigning the Resources ..........................................................................99
Background ..................................................................................................99
JIT Training.................................................................................................99
Who Defines the Resources? ....................................................................99
Where Do the Resources Go? ................................................................100
Keep Track of Any Codes ......................................................................101
Let’s Practice ..............................................................................................101
Hints......................................................................................................104
Appears Simple ..................................................................................104
Later, Combine Steps .............................................................................104
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Contents  n  xi
11 Step 7
Estimate the Durations ........................................................................105
Background ................................................................................................105
Questions and Doubts ...........................................................................105
JIT Training...............................................................................................106
Handling a “Stiff Arm” ..........................................................................106
The Critical Path ....................................................................................107
No Estimate? There Can Be Reasons .....................................................107
A PERT Estimate ...................................................................................107
Handling Multiple Resources ................................................................108
Best Estimates but Not Their Tightest ...................................................108
Estimates in Days ..................................................................................108
Where to Place the Duration .................................................................109
Duration versus Workload .....................................................................109
Let’s Practice ..............................................................................................110
Hint ...........................................................................................................113
12 Step 8
Verify the Project Timeline ..................................................................115
Background ................................................................................................115
JIT Training...............................................................................................115
Three CPA Methods ..............................................................................115
Dates versus Absolute Days ....................................................................116
All Paths Method ...................................................................................116
The Zero Method ...................................................................................116
The One Method ...................................................................................118
Critical Path Analysis (CPA) ..................................................................118
Early Dates ............................................................................................118
Late Dates ..............................................................................................119
Forward Pass ..........................................................................................120
Backward Pass........................................................................................120
Float .......................................................................................................122
Different Floats ......................................................................................124
Resource Allocation ...............................................................................125
Different Critical Paths ..........................................................................127
Show Your Work ....................................................................................128
Let’s Practice ..............................................................................................128
Hints......................................................................................................138
Observe and Note ..............................................................................138
Tendency to Make Changes ...................................................................138
The Second Pass .....................................................................................138
First Pass and Backward CPA ................................................................138
CPA and the Project’s Target Date .........................................................138
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xii  n  Contents
Big Problem or Error? ............................................................................139
When to Use PC Software .....................................................................139
When Not to Use PC Software ..............................................................139
Keep Their Attention .............................................................................139
What Are You Changing Now? .............................................................140
Do Not Schedule Yet .............................................................................140
SECTION III: POST-PLaNNINg aCTIvITIES
13 Second Pass ..........................................................................................143
Why a Second Pass? ...................................................................................143
Adjust the Timings ................................................................................143
New Rules .............................................................................................143
New Rule Applied and Added Value ......................................................145
Another Timing Parameter ....................................................................145
Kickoff .......................................................................................................145
14 Manual Scheduling ..............................................................................147
Shop Calendar ...........................................................................................147
Early Start ..............................................................................................148
Early Finishes .........................................................................................148
Float ...........................................................................................................148
Hint .......................................................................................................149
15 Scheduled Network ..............................................................................151
Background ................................................................................................151
PC Software versus Manual ...................................................................151
Clean It Up ............................................................................................152
Lay Out the Gantt Chart .......................................................................152
Other Orders .........................................................................................154
Where to Put the Scheduled Network ........................................................154
16 Tracking and Reporting .......................................................................155
Keeping Track of Progress ..........................................................................155
Who Reports Actual Performance? ........................................................156
An Additional Value of Progress Reporting ...........................................156
Reporting Project Starts .....................................................................157
Reporting Project Finishes .................................................................157
Time-now ..............................................................................................157
Other Uses .............................................................................................158
Analysis..................................................................................................158
17 Resource Allocation .............................................................................161
Rough Cut .................................................................................................161
Review the Situation ..............................................................................161
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Contents  n  xiii
SECTION Iv: SOmE BaSIC PrOjECT maNagEmENT ISSuES
18 Let’s Practice
Case Study Summary ...........................................................................167
Step 1 .........................................................................................................167
Step 2: Part One (Build) ............................................................................167
Step 2: Part Two (Client Presentation) .......................................................170
Step 3 .........................................................................................................171
Step 4 .........................................................................................................172
Step 5 .........................................................................................................174
Step 6 .........................................................................................................178
Step 7 .........................................................................................................181
Step 8 .........................................................................................................183
History and Lessons Learned .....................................................................183
History ..................................................................................................183
Lessons Learned .....................................................................................187
Demography ......................................................................................187
Safety .................................................................................................187
Program .............................................................................................187
Food Service ......................................................................................188
Area Controls ....................................................................................188
Timing .......................................................................................................189
19 Frequently Asked Questions (FAQs) ....................................................191
FAQs Related to the Session .......................................................................191
FAQs Regarding Post Session .....................................................................199
FAQs Regarding Project Management in General ......................................202
20 Essay
The WBS — Worth a Second Look ......................................................207
The WBS and Its Origin ........................................................................207
Our Understanding of How the WBS Has Evolved ...............................212
The Search .........................................................................................213
Sources of Our Understanding ..........................................................213
How to Best Build and Use the WBS ....................................................217
Index ................................................................................................................223
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List of Figures
Figure O.1 Earliest version of the WBS .....................................................xxx
Figure O.2 The artifacts of project planning .............................................xxxii
Figure O.3 The Eight Step Process ..........................................................xxxiii
Figure 5.1 3 × 3-inch Post-It .......................................................................26
Figure 5.2 A note from your boss ................................................................26
Figure 5.3 Circle the deliverables ................................................................26
Figure 5.4 Some meeting notes ...................................................................27
Figure 5.5 Highlight the additional deliverables .........................................27
Figure 5.6 The next day you meet (notes) ....................................................28
Figure 5.7 Find the added deliverables ........................................................28
Figure 5.8 Write the source .........................................................................29
Figure 6.1 Earliest version of WBS .............................................................32
Figure 6.2 The organizational chart ............................................................32
Figure 6.3 The outline format .....................................................................32
Figure 6.4 Topmost level deliverable ...........................................................33
Figure 6.5 Levels of deliverables ..................................................................34
Figure 6.6 Your initial PBS .........................................................................35
Figure 6.7 Assembling the PBS ...................................................................35
Figure 6.8 A more complete form................................................................36
Figure 6.9 Use lots of masking tape ............................................................37
Figure 6.10 Organizational chart format ......................................................37
Figure 6.11 The “Automobile” is the topmost deliverable ..............................38
Figure 6.12 A line will signify a start ............................................................42
Figure 6.13 An “X” will signify completion ..................................................43
Figure 6.14 WBS Chart Pro™ .......................................................................43
Figure 7.1 The fourth level ..........................................................................47
Figure 7.2 More deliverables defined ...........................................................48
Figure 7.3 You eliminated several items ......................................................49
x
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