Work Breakdown Structure WBS Template For This Project
Work Breakdown Structure Wbs Templatethis Project Wbs Template Is Fr
Work Breakdown Structure (WBS) Template This Project WBS Template is free for you to copy and use on your project and within your organization. We hope that you find this template useful and welcome your comments. Public distribution of this document is only permitted from the Project Management Docs official website at: Work Breakdown Structure (WBS)
There are many ways you can present the WBS for your project; this template provides many of the most popular layouts from which you can choose. Depending on where in the Project Plan you're putting the WBS a different layout may be more suitable for you. For instance many Project Managers include a high level WBS within the project plan, then a detailed version as an appendix to the plan. You may find that you prefer one layout for a high level WBS and a different one for a detailed WBS. In order to save space in this template we only developed the WBS examples down to the third level.
In your project you will want to develop them down to a much more detailed level using the 8 to 80 rule (where the WBS is broken down to where a work package contains between 8 and 80 hours of work to complete). The Work Breakdown Structure presented here represents all the work required to complete this project. Outline View The outline view presents an easy to view and understand layout for the WBS. It is also a good layout to use when developing the WBS because you can easily make changes, especially since the Microsoft Word auto numbering feature updates the WBS Code automatically. 1.
Widget Management System 1.1 Initiation 1.1.1 Evaluation & Recommendations 1.1.2 Develop Project Charter 1.1.3 Deliverable: Submit Project Charter 1.1.4 Project Sponsor Reviews Project Charter 1.1.5 Project Charter Signed/Approved 1.2 Planning 1.2.1 Create Preliminary Scope Statement 1.2.2 Determine Project Team 1.2.3 Project Team Kickoff Meeting 1.2.4 Develop Project Plan 1.2.5 Submit Project Plan 1.2.6 Milestone: Project Plan Approval 1.3 Execution 1.3.1 Project Kickoff Meeting 1.3.2 Verify & Validate User Requirements 1.3.3 Design System 1.3.4 Procure Hardware/Software 1.3.5 Install Development System 1.3.6 Testing Phase 1.3.7 Install Live System 1.3.8 User Training 1.3.9 Go Live 1.4 Control 1.4.1 Project Management 1.4.2 Project Status Meetings 1.4.3 Risk Management 1.4.4 Update Project Management Plan 1.5 Closeout 1.5.1 Audit Procurement 1.5.2 Document Lessons Learned 1.5.3 Update Files/Records 1.5.4 Gain Formal Acceptance 1.5.5 Archive Files/Documents Hierarchical Structure The hierarchal structure is similar to the outline view but without indentation.
Although this format is more difficult to read, it may be useful where you have many levels and indenting each level would make the table to large to fit into a document. Level WBS Code Element Name Widget Management System .1 Initiation .1.1 Evaluation & Recommendations .1.2 Develop Project Charter .1.3 Deliverable: Submit Project Charter .1.4 Project Sponsor Reviews Project Charter .1.5 Project Charter Signed/Approved .2 Planning .2.1 Create Preliminary Scope Statement .2.2 Determine Project Team .2.3 Project Team Kickoff Meeting .2.4 Develop Project Plan .2.5 Submit Project Plan .2.6 Milestone: Project Plan Approval .3 Execution .3.1 Project Kickoff Meeting .3.2 Verify & Validate User Requirements .3.3 Design System .3.4 Procure Hardware/Software .3.5 Install Development System .3.6 Testing Phase .3.7 Install Live System .3.8 User Training .3.9 Go Live .4 Control .4.1 Project Management .4.2 Project Status Meetings .4.3 Risk Management .4.4 Update Project Management Plan .5 Closeout .5.1 Audit Procurement .5.2 Document Lessons Learned .5.3 Update Files/Records .5.4 Gain Formal Acceptance .5.5 Archive Files/Documents Tabular View The Tabular View is a nicely organized table view of the WBS.
It is a good option for organizations which prefer table formats. Level 1 Level 2 Level Widget Management System 1.1 Initiation 1.1.1 Evaluation & Recommendations 1.1.2 Develop Project Charter 1.1.3 Deliverable: Submit Project Charter 1.1.4 Project Sponsor Reviews Project Charter 1.1.5 Project Charter Signed/Approved 1.2 Planning 1.2.1 Create Preliminary Scope Statement 1.2.2 Determine Project Team 1.2.3 Project Team Kickoff Meeting 1.2.4 Develop Project Plan 1.2.5 Submit Project Plan 1.2.6 Milestone: Project Plan Approval 1.3 Execution 1.3.1 Project Kickoff Meeting 1.3.2 Verify & Validate User Requirements 1.3.3 Design System 1.3.4 Procure Hardware/Software 1.3.5 Install Development System 1.3.6 Testing Phase 1.3.7 Install Live System 1.3.8 User Training 1.3.9 Go Live 1.4 Control 1.4.1 Project Management 1.4.2 Project Status Meetings 1.4.3 Risk Management 1.4.4 Update Project Management Plan 1.5 Closeout 1.5.1 Audit Procurement 1.5.2 Document Lessons Learned 1.5.3 Update Files/Records 1.5.4 Gain Formal Acceptance 1.5.5 Archive Files/Documents Tree Structure View The Tree Structure View is the most popular format for the WBS.
It presents an easy to understand view into the WBS; however, it is also tricky to create without an application specifically designed for creating this organizational chart structure. The Tree Structure below was created using only Microsoft Word and the SmartArt graphics option under the insert menu. WBS Dictionary The WBS Dictionary contains all the details of the WBS which are necessary to successfully complete the project. Most importantly it contains a definition of each Work Package which can be thought of as a mini scope statement. Resources on the project will look at the WBS dictionary to determine the scope of the Work Package they've been assigned, so it's important to be clear when writing the definition.
Most WBS dictionaries contain more information than we show in our sample. These things usually include Level of Effort, Cost Control Numbers, Resource Assignments, Responsibility Assignments - just to name a few. Level WBS Code Element Name Definition Widget Management System All work to implement a new widget management system. .1 Initiation The work to initiate the project. .1.1 Evaluation & Recommendations Working group to evaluate solution sets and make recommendations. .1.2 Develop Project Charter Project Manager to develop the Project Charter. .1.3 Deliverable: Submit Project Charter Project Charter is delivered to the Project Sponsor. .1.4 Project Sponsor Reviews Project Charter Project sponsor reviews the Project Charter. .1.5 Project Charter Signed/Approved The Project Sponsor signs the Project Charter which authorizes the Project Manager to move to the Planning Process. .2 Planning The work for the planning process for the project. .2.1 Create Preliminary Scope Statement Project Manager creates a Preliminary Scope Statement. .2.2 Determine Project Team The Project Manager determines the project team and requests the resources. .2.3 Project Team Kickoff Meeting The planning process is officially started with a project kickoff meeting which includes the Project Manager, Project Team and Project Sponsor (optional). .2.4 Develop Project Plan Under the direction of the Project Manager the team develops the project plan. .2.5 Submit Project Plan Project Manager submits the project plan for approval. .2.6 Milestone: Project Plan Approval The project plan is approved and the Project Manager has permission to proceed to execute the project according to the project plan. .3 Execution Work involved to execute the project. .3.1 Project Kickoff Meeting Project Manager conducts a formal kick off meeting with the project team, project stakeholders and project sponsor. .3.2 Verify & Validate User Requirements The original user requirements is reviewed by the project manager and team, then validated with the users/stakeholders.
This is where additional clarification may be needed. .3.3 Design System The technical resources design the new widget management system. .3.4 Procure Hardware/Software The procurement of all hardware, software and facility needs for the project. .3.5 Install Development System Team installs a development system for testing and customizations of user interfaces. .3.6 Testing Phase The system is tested with a select set of users. .3.7 Install Live System The actual system is installed and configured. .3.8 User Training All users are provided with a four hours training class. Additionally, managers are provided with an additional two hours class to cover advanced reporting. .3.9 Go Live System goes live with all users. .4 Control The work involved for the control process of the project. .4.1 Project Management Overall project management for the project. .4.2 Project Status Meetings Weekly team status meetings. .4.3 Risk Management Risk management efforts as defined in the Risk Management Plan. .4.4 Update Project Management Plan Project Manager updates the Project Management Plan as the project progresses. .5 Closeout The work to close-out the project. .5.1 Audit Procurement An audit of all hardware and software procured for the project, ensures that all procured products are accounted for and in the asset management system. .5.2 Document Lessons Learned Project Manager along with the project team performs a lessons learned meeting and documents the lessons learned for the project. .5.3 Update Files/Records All files and records are updated to reflect the widget management system. .5.4 Gain Formal Acceptance The Project Sponsor formally accepts the project by signing the acceptance document included in the project plan. .5.5 Archive Files/Documents All project related files and documents are formally archived.
Paper For Above instruction
The provided project management template and description of a Work Breakdown Structure (WBS) serve as foundational tools for planning and executing complex projects efficiently. The WBS is integral in visualizing the scope of work, facilitating communication among stakeholders, and guiding various project phases from initiation to closeout. This paper explores the fundamental principles of a WBS, its various formats, and its critical role within project management, specifically in a restaurant business context.
Introduction to WBS and Its Significance in Project Management
The Work Breakdown Structure (WBS) is a hierarchical decomposition of the total scope of work to accomplish project objectives and create deliverables. In essence, it breaks down complex projects into manageable sections, allowing project teams to organize tasks effectively. Within a restaurant setting, implementing a new kitchen management system or launching a new menu can be structured using a WBS to ensure all activities are accounted for and executed systematically.
Formats of WBS and Their Practical Applications
The WBS can be presented in multiple formats, including outline, hierarchical, tabular, and tree structure views. Each format serves different project management needs; for example, the outline view is effective for initial planning as it allows easy editing and updating. The hierarchical structure, though more complex visually, helps in understanding the relationships between different project components—crucial when coordinating multiple department activities in a restaurant.
The tabular format offers a clear, organized way to document tasks and responsibilities, making it suitable for tracking resource allocation and timelines. Meanwhile, the tree structure provides an intuitive chart of project phases, which is valuable for visual presentations to stakeholders who prefer graphical representations of progress. For restaurants, these formats help map out phases such as menu redesign, staffing, equipment procurement, and marketing campaigns.
Process of Developing a WBS
The development of a WBS begins with identifying the project’s scope, followed by breaking down high-level deliverables into smaller units based on the 8 to 80 rule. This rule ensures each work package involves a manageable amount of effort—generally between 8 to 80 hours. In a restaurant project, this could involve dividing the work into tasks like sourcing ingredients, training staff, designing marketing materials, and purchasing equipment.
Effective WBS development involves collaboration among project team members to ensure comprehensive coverage of all necessary activities. Each element in the WBS is assigned a unique code, facilitating tracking and management. The WBS dictionary, an accompanying document, provides detailed descriptions of each element, clarifying their scope and responsibilities, essential for smooth project execution.
Role of WBS in Resource Allocation and Cost Management
A well-structured WBS directly influences efficient resource allocation and cost estimates. By delineating tasks and potential dependencies, project managers can identify resource needs, assign responsibilities, and estimate costs accurately. For example, in a restaurant project, detailed WBS elements help determine staffing requirements for opening day, budget for kitchen equipment, or marketing expenses, thereby preventing scope creep and budget overruns.
Additionally, the WBS supports scheduling by defining task sequences and durations, which are vital for establishing realistic timelines in restaurant launches or renovations. Properly managed WBS promotes accountability, as each task and responsibility is clearly assigned, leading to a smoother workflow and timely project completion.
Importance of WBS in Project Control and Quality Assurance
Monitoring progress is simplified through the WBS, as project managers can track completion status at each level of the hierarchy. It also provides a basis for quality control, ensuring that all deliverables meet predefined standards before moving to subsequent phases. For restaurants, this might mean verifying that kitchen equipment is installed and operational before staff training begins or that menu testing is completed before grand opening.
In a restaurant project, any deviations or delays can be quickly identified by reviewing WBS components, enabling responsive adjustments. This systematic control ensures project objectives are achieved on time, within scope, and within budget, ultimately contributing to a successful restaurant operation.
The WBS Dictionary and Its Role in Clarifying Project Scope
The WBS dictionary complements the structure by providing detailed descriptions of each element, including objectives, resources, and responsible parties. In restaurant projects, this document clarifies tasks such as defining culinary standards, layout designs, or staff training criteria. Clear definitions help mitigate misunderstandings, facilitate resource planning, and assign accountability, which are critical for project success.
Challenges in WBS Implementation and Strategies to Overcome Them
Developing a comprehensive WBS can be challenging due to scope complexity, stakeholder disagreements, or inadequate planning. To address these issues, involving all relevant stakeholders early in the development process ensures buy-in and comprehensive coverage of all activities. Regular reviews and updates of the WBS are necessary to reflect project changes and prevent scope creep.
Moreover, training team members on WBS principles and tools fosters consistency and accuracy. In restaurant projects, ensuring that kitchen staff, management, and suppliers understand their roles within the WBS framework enhances coordination and reduces delays.
Conclusion
The Work Breakdown Structure is an indispensable tool in project management, particularly for complex endeavors like opening a new restaurant or implementing a new management system. Its various formats facilitate clear communication, resource planning, and control, all contributing to the overall success of the project. Leveraging a detailed WBS and its dictionary ensures that all project activities are well-understood, properly managed, and successfully completed, ultimately leading to a well-executed restaurant operation that meets its objectives efficiently.
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