Step 3 — Define the Work — WBS

Step 3 Define the Work Breakdown Structure

The WBS should be established before adding activities and logic to the schedule, this will help to ensure a clear definition of scope.

The is a visual project breakdown that organises deliverables into different levels based on dependencies. It is essentially a project plan in a visual form, with the project objective at the top and sub-dependencies below.

Project managers use the WBS to break down complex scopes, visualise dependencies, and provide team members with a project overview. There are two types of WBS:

Deliverable based (which supports the project scope) and Phase based (which organises work based on phases & the overall time-line).

The WBS should accurately capture all the time phased deliverables and components of a project and the following points need to be considered carefully when setting up a project’s WBS.

  • Project reporting requirements

  • Project phases and stages

  • Project areas and zones

  • Contracts, subcontracts, and packages of work

  • Disciplines of work (e.g. civil works)

 

Cost control and earned value management (if required)

Structured to provide flexibility to accommodate new and additional scope or requirements.

If there is a project requirement to align the program with financial and cost tracking tools (e.g. earned value, cash flow etc.) then there needs to be enough flexibility in the program’s WBS or Activity Codes so that they can be aligned with coding systems used elsewhere such as the Cost Breakdown Structure (CBS).

This often requires workshops and meetings with various departments (e.g. Planning Team, Cost Team, and Design Team) to ensure the differing needs and requirements of each department are met. 

WBS and CBS alignment is often only practical and achievable at the higher levels of the WBS and needs to be done in the initial stages of the project, before the schedule, cost estimate and scope of works have been developed in detail.

Recasting or revising a WBS for a project part way through delivery can be very difficult and is often not feasible.

Lower levels of alignment between the WBS and CBS are best achieved using CPM software Activity Codes to map the discrete systems and deliverables within the CBS to the schedule.

Examples of WBS:

Deliverable based WBS for a simple house construction

  • Foundation

    • Excavation

    • Footings

    • Concrete slab

  • Structure

    • Framing

    • Roofing

    • Windows and doors

  • Interior

    • Plumbing

    • Electrical

    • Drywall

    • Flooring

  • Exterior

    • Siding

    • Landscaping

    • Driveway

Phase based WBS for a construction project

  • Planning Phase

    • Define project scope

    • Conduct feasibility study

    • Develop project charter

  • Design Phase

    • Architectural design

    • Structural engineering

    • Electrical and plumbing design

  • Procurement Phase

    • Material sourcing

    • Vendor selection

    • Contract negotiation

  • Construction Phase

    • Site preparation

    • Foundation work

    • Framing and roofing

  • Control Phase

    • Quality assurance

    • Progress monitoring

    • Issue resolution

  • Closeout Phase

    • Final inspections

    • Handover to client

    • Completion Documentation

    Quiz

    1. What is the primary purpose of a WBS?
    2. The WBS is a:
    3. Which of the following is NOT a characteristic of a well-defined WBS?
    4. The lowest level of a WBS is called a:
    5. What is the relationship between the WBS and the project scope?
    6. Explain the benefits of using a WBS in project management.
    7. Describe the process for developing a WBS for a project.
    8. Imagine you are the project manager for developing a new mobile app. Briefly outline the first 3 levels of your WBS.
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