Work Breakdown Structures

Systems Analysis

9 Feb 201606:14

Summary

TLDRThis video learning session focuses on teaching viewers how to identify project tasks and create a Work Breakdown Structure (WBS). It explains the significance of WBS in project planning, management, and reporting. The session covers the concepts of tasks and milestones, and guides through creating a WBS using both top-down and bottom-up approaches. It also demonstrates how to use Microsoft Project to display a WBS, which is crucial for defining a project's scope and generating project management reports.

Takeaways

📚 A Work Breakdown Structure (WBS) is essential for planning, managing, and reporting on a project.
🔍 Tasks are defined as work with a start and end that requires resources, while milestones are reference points to monitor project progress.
🔼 The WBS can be created using a top-down approach, breaking the project into smaller task groups, or a bottom-up approach, starting with individual tasks.
📈 The objective of creating a WBS is to accurately list and describe all tasks in a logical structure.
👀 It's crucial to study the project carefully to identify and organize tasks effectively.
✍️ Tips for organizing tasks include highlighting task descriptors, converting instructions into a bullet list, and numbering tasks.
📊 Task durations can be estimated in hours, days, or weeks, and a formula can be used for a best-case scenario estimate.
💻 Microsoft Project is a tool that can display and manage WBS, aiding in project planning and management.
📈 The WBS in Microsoft Project includes task numbers, durations, and predecessor tasks, which helps in defining the project and generating reports.
📚 Further learning on project management concepts and skills will be covered in subsequent sessions.

Q & A

What is a work breakdown structure (WBS)?
-A work breakdown structure is a key project management tool that breaks down project deliverables and tasks into smaller, more manageable components. It includes task names, durations, predecessor tasks, and related information, which is used to plan, manage, and report on a project.
Why are work breakdown structures important?
-Work breakdown structures are important because they serve as the starting point for any project, helping to define the scope, timeline, and resources required. They also facilitate better project management and reporting.
What are the two methods mentioned for creating a WBS?
-The two methods for creating a WBS are the top-down approach and the bottom-up approach. The top-down approach breaks the project into smaller task groups and then into individual tasks, while the bottom-up approach identifies all tasks first and then builds them into a logical structure.
What is the difference between a task and a milestone?
-A task is any work that has a beginning and an end and requires the use of company resources such as people, time, or money. A milestone, on the other hand, is a reference point that project managers use to monitor progress and oversee the project.
How can you identify tasks from a given set of instructions?
-To identify tasks from instructions, you can highlight the words that describe the tasks themselves, such as 'reserve the meeting room' or 'order the marketing materials'. This helps to distinguish the tasks clearly.
What is the purpose of numbering tasks in a WBS?
-Numbering tasks in a WBS helps in organizing them logically and allows for easier reference and tracking throughout the project lifecycle.
How does Microsoft Project assist in displaying a WBS?
-Microsoft Project is a software application that helps in planning and managing projects. It can display a WBS by providing a structured format with columns for task numbers, durations, and predecessor tasks, which helps in defining the project and generating various charts and reports.
What is the significance of task duration in a WBS?
-Task duration in a WBS is significant as it helps in estimating the time required to complete each task, which is crucial for project scheduling and resource allocation.
How can you estimate task durations in a WBS?
-Task durations can be estimated using various methods, including expert judgment, analogous estimating, parametric estimating, or three-point estimating. The script mentions entering estimated durations without detailing the specific estimation technique.
What are predecessor tasks and why are they important in a WBS?
-Predecessor tasks are tasks that must be completed before another task can begin. They are important in a WBS because they help in defining the sequence of tasks and ensuring that dependencies are managed effectively.
How can you apply the skills learned from this session?
-You can apply the skills learned from this session by creating your own WBS for a project, using the techniques and methods discussed, and then using Microsoft Project or similar tools to display and manage the WBS.

Outlines

00:00

📚 Introduction to Work Breakdown Structures

This paragraph introduces the concept of a Work Breakdown Structure (WBS), which is fundamental for project planning, management, and reporting. It explains the importance of tasks and milestones in a project. Tasks are defined as work that requires resources and has a start and end, while milestones are reference points for monitoring progress. The paragraph discusses both top-down and bottom-up approaches to creating a WBS, emphasizing the need to accurately list and describe all tasks. An example scenario of a software launch is provided, illustrating how to identify and organize tasks. The process includes highlighting task descriptions, converting the paragraph into a bullet list, and creating a table with task numbers, descriptions, durations, and predecessor tasks. The paragraph concludes with a mention of using Microsoft Project to display a WBS, setting the stage for further learning in subsequent sessions.

05:00

📊 Utilizing Microsoft Project for WBS

The second paragraph focuses on how to use Microsoft Project to display a work breakdown structure. It mentions that the WBS will help define the project and generate various charts and reports. The paragraph summarizes the key learnings from the session, which include understanding what a WBS is, its importance, and how to create one. It also guides learners to refer to the textbook or student study tools for more information and to apply their skills through exercises provided on the course website. The paragraph ends by thanking the viewer for attending the video learning session.

Mindmap

Keywords

💡Work Breakdown Structure (WBS)

A Work Breakdown Structure (WBS) is a hierarchical decomposition of all the tasks or activities that must be executed to achieve the project objectives. It is a key tool in project management, helping to visualize the project scope and organize work into manageable parts. In the video, the creation of a WBS is emphasized as the starting point for any project, including task names, durations, and predecessor tasks, which are crucial for planning, managing, and reporting on a project.

💡Tasks

In the context of the video, tasks are defined as units of work that have a beginning and an end, and require the use of company resources such as people, time, or money. These tasks can be planned, tracked, and managed. Tasks are the building blocks of a project and are essential components of a WBS. For example, the script mentions tasks like 'conducting interviews', 'training employees', and 'testing job applicants'.

💡Milestones

Milestones are significant points or events in a project that indicate progress towards completion. They are not tasks themselves but rather reference points that project managers use to monitor the project's advancement. The video explains that milestones help oversee the project and are part of the WBS.

💡Top-Down Approach

The top-down approach to creating a WBS involves breaking the project into smaller task groups and then into individual tasks. This method starts with a broad view of the project and gradually adds detail. The video script suggests using this approach to create a logical structure that lists and describes all tasks accurately.

💡Bottom-Up Approach

The bottom-up approach, conversely, involves identifying all the tasks first, no matter how small, and then building them into a logical structure. This method starts with the details and works towards a comprehensive view of the project. The video mentions that depending on the project, one might use either method or both.

💡Microsoft Project

Microsoft Project is a project management software application that can be used to plan, manage, and report on projects. The video mentions that it can be used to display a WBS, indicating that it is a tool that helps in organizing and visualizing project tasks and their relationships.

💡Predecessor Tasks

Predecessor tasks are tasks that must be completed before other tasks can begin. They are crucial for sequencing work in a project and are included in the WBS. The video script discusses the importance of identifying predecessor tasks to ensure that project work flows logically and efficiently.

💡Duration

Duration refers to the length of time a task is expected to take, which can be measured in hours, days, or weeks. In the context of the video, task duration is a key piece of information included in the WBS and is used to estimate and manage the time required to complete the project.

💡Estimation

Estimation in project management involves predicting the time, cost, and resources required to complete a project. The video script mentions using a formula to make a 'best case estimate' for each task, which is part of the process of creating a WBS and planning the project.

💡Planning

Planning is a critical phase in project management where the project's objectives, tasks, resources, and timelines are determined. The video emphasizes the importance of planning through the creation of a WBS, which serves as a roadmap for the project.

💡Project Management

Project management is the process of initiating, planning, executing, controlling, and closing work of a project to achieve specific goals. The video's main theme revolves around project management, with a focus on the creation and use of a WBS as a fundamental tool in managing projects effectively.

Highlights

Introduction to the importance of identifying project tasks and creating a Work Breakdown Structure (WBS).

Explanation of what a Work Breakdown Structure is and its role in project planning, management, and reporting.

Definition and examples of tasks and milestones in a project context.

Differentiation between a top-down and bottom-up approach to creating a WBS.

The necessity of carefully studying the project to create an accurate WBS.

Practical example of handling a software launch and breaking down the associated tasks.

Tips for identifying and organizing tasks within a project.

Technique of highlighting task descriptions to distinguish them from other information.

Conversion of task descriptions into a bullet list for better organization.

Instruction on numbering tasks and creating a table with task details.

Discussion on task duration estimation in hours, days, or weeks.

Introduction to Microsoft Project as a tool for displaying and managing WBS.

Demonstration of entering tasks into Microsoft Project and the automatic generation of task numbers and columns.

Overview of how Microsoft Project can define a project and generate various charts and reports.

Encouragement for learners to apply their skills and check their work for understanding.

Information on where to find additional resources and support for project management learning.

Conclusion and thanks for attending the video learning session.