© ISIPM – Istituto Italiano di Project Management – Via Vallombrosa , 47/a – 00135 Roma
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© ISIPM – Istituto Italiano di Project Management – Via Vallombrosa , 47/a – 00135 Roma
PROJECT PLANNING
SCOPE, ROLE, RESPONSIBILITIES
© ISIPM – Istituto Italiano di Project Management – Via Vallombrosa , 47/a – 00135 Roma
3
Summary
•
What is a WBS?
•
What is a OBS?
•
What is a RAM?
www.isipm.orgWhat is a WBS?
© ISIPM – Istituto Italiano di Project Management – Via Vallombrosa , 47/a – 00135 Roma
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What is a WBS?
• Definition:
“A
WBS
is the primary tool used to define
“what to do” in the project …
in a few words, it describes project scope
(ISIPM)
“A
WBS
is a deliverable-oriented hierarchical
decomposition of the work to be executed
by the project team to accomplish the project objectives
and create the required deliverables.
It organizes and defines the total scope of the project
(PMI)
The planned work is contained within the lowest level
WBS components, which are called work packages
www.isipm.org
© ISIPM – Istituto Italiano di Project Management – Via Vallombrosa , 47/a – 00135 Roma
6
WBS … the “magic tree”
ICT PROJECT (an example)
FEASIBILITY ANALYSIS NEEDS ANALYSIS SOFTWARE ANALYSIS HARDWARE ANALYSIS REQUIREMENTS ANALYSIS MODULE 1 MODULE 2 MOULE N MODULES HELP TECHNICAL DOC USER MANUAL TRAINING MANUAL DOCUMENT DEVELOPMENT HARDWARE TEST SOFTWARE TEST TESTING HARDARE DEPLOY SOFTWARE DEPLOY DEPLOY ROLL-OUT
ICT
PROJECT
16 work packages
A work package can be
scheduled,
cost estimated,
© ISIPM – Istituto Italiano di Project Management – Via Vallombrosa , 47/a – 00135 Roma
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WBS & Decomposition Criteria
(1/4)
• Decomposition
is the
subdivision of project deliverables into
smaller, more manageable components
until the work and
deliverables are defined to the work package level
• The
work package level
is the
lowest level in the WBS
, and is the
point at which the cost and activity durations for the work can be
reliably estimated and managed
• Steps
– Identifying and analyzing the deliverables and related work
– Structuring and organizing the WBS
– Decomposing the upper WBS levels into lower level detailed
components (
measurable/controllable, assignable to a single resp.)
– Developing and assigning identification codes to the WBS components
– Verifying that the degree of decomposition of the work is necessary
and sufficient
www.isipm.org
WBS & Decomposition Criteria
(2/4)
• The WBS structure can be created in a number of forms
– Using phases of the project life cycle as the first level of
decomposition, with the product and project deliverables inserted
at the second level (see slide 9)
– Using major deliverables as the first level of decomposition (see
slide 10)
– Using subprojects which may be developed by Organizations
outside the project team, such as contracted work
• As the work is decomposed to greater levels of detail, the
ability to plan, manage, and control the work is enhanced
• The total of the work at the lowest levels must roll up to the
higher levels so that nothing is left out and no extra work is
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9
WBS & Decomposition Criteria
(3/4)
FEASIBILITY ANALYSIS NEEDS ANALYSIS MODULE 1 FUNCTIONAL ANALYSIS MODULE 2 FUNCTIONAL ANALYSIS FUNCTIONAL ANALYSIS MODULE 1 TECHNICAL ANALYSIS MODULE 2 TECHNICAL ANALYSIS HARDWARE TECHNICAL ANALYSIS TECHNICAL ANALYSIS REQUIREMENTS ANALYSIS MODULE 1 DEVELOPMENT MODULE 2 DEVELOPMENT MODULE DEVELOPMENT HELP TECHNICAL DOCUMENTS
USER MANUAL TRAINING MANUAL DOCUMENTS DEVELOPMENT HARDWARE TEST MODULE 1 TEST MODULE 2 TEST MODULE TEST TESTING HARDWARE DEPLOY SOFTWARE DEPLOY
DEPLOY ROLL OUT
ICT
PROJECT
19 work packages
www.isipm.org
© ISIPM – Istituto Italiano di Project Management – Via Vallombrosa , 47/a – 00135 Roma
10
WBS & Decomposition Criteria
(4/4)
19 work packages
FEASIBILITY ANALYSIS NEEDS ANALYSIS ANALYSIS MODULE 1 FUNCTIONAL ANALYSIS MODULE 1 TECHNICAL ANALYSIS NODULE 1DEVELOPMENT MODULE 1TEST
MODULE 1 MODULE 2 FUNCTIONAL ANALYSIS MODULE 2 TECHNICAL ANALYSIS MODULE 2
DEVELOPMENT MODULE 2TEST
MODULE 2 MODULES HELP SOFTWARE DEPLOY ROLL OUT SOFTWARE HARDWARE TECHNICAL ANALYSIS HARDWARE TEST HARDWARE DEPLOY HARDWARE TECHNICAL DOCUMENTS USER MANUAL TRAINING MANUAL DOCUMENTS ICT PROJECT
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WBS … a roll-up aggregation
FEASIBILITY ANALYSIS . (3 days) NEEDS ANALYSIS . (2 days) ANALYSIS . (5 days) MODULES . . (35 days) HELP . . (4 days) SOFTWARE DEPLOY . (1 day) ROLL OUT . . (2 days) SOFTWARE . (42 days) HARDWARE TECHNICAL ANALYSIS (4 days) HARDWARE TEST . (1 days) HARDWARE DEPLOY . (1 day) HARDWARE . (6 days) TECHNICAL DOCUMENTS . (3 days) USER MANUAL . . (4 days) TRAINING MANUAL . (2 days) DOCUMENTS . (9 days) ICT PROJECT (62 days)”B
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”
P
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www.isipm.orgWBS … a drill-down control
FEASIBILITY ANALYSIS . (3 days) NEEDS ANALYSIS . (2 days) ANALYSIS . (5 days) MODULES . . (35 days) HELP . . (4 days) SOFTWARE DEPLOY . (1 day) ROLL OUT . . (2 days) SOFTWARE . (42 days) HARDWARE TECHNICAL ANALYSIS (4 days) HARDWARE TEST . (1 day) HARDWARE DEPLOY . (1 day) HARDWARE . (6 days) TECHNICAL DOCUMENTS . (3 days) USER MANUAL . . (4 days) TRAINING MANUAL . (2 days) DOCUMENTS . (9 days) ICT PROJECT (62 days)Description: Documents
Responsibility: Mr. Rossi
Duration: 9 days
Start: 06-04-2012 End: 06-14-2012
Budget: € 2.000
Effort : 15 man/days
Resources: 2
Attività X Attività Y Attività Z MARZO 1999Time Baseline
Cost Baseline
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Work Package Description
(1/2)
• A WP Description
is a “card” which should contain
– Responsible/Actors – who responds?
– Basic Activities – what to do?
– Requirements/Deliverable – what should be produced?
– Deadine – by when?
– Budget – how much?
– Resources Commitment – with whom?
– Inputs
– Outputs
– ……..
www.isipm.org
© ISIPM – Istituto Italiano di Project Management – Via Vallombrosa , 47/a – 00135 Roma
14
Work Package Description
(2/2)
WP Title:
NA – Needs Analysis
WP Description:
Customer Needs & Expectations Analysis
Responsible:
Mr. Viola
Business Analyst
Budget:
€ 1,000
Inputs:
Initial Idea (Concept)
Feasibility Analysis/Business Plan
………
Outputs:
Requirements Analysis
Requirements Traceability Matrix
…….
Deadlines:
Within 1 week
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WBS … a Summary
• Define the “boundaries”
of the scope of project work (the
work to be done and what should not be done)
• Decompose
the work in modular elements of small entity
… more
manageable, measurable, controllable
• Describe
project products/services/results (
deliverables
)
• Create a rational and rigorous basis
for Project Planning &
Control in terms of time, cost, quality
• Identify the project
without depending on involved actors
• Constitute
the basic reference for Project Communication
Management
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© ISIPM – Istituto Italiano di Project Management – Via Vallombrosa , 47/a – 00135 Roma
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What is a OBS?
• Definition:
“A
OBS
is the organizational structure
of the project …
it is independent of the Enterprise Organization
(ISIPM)
“A
OBS
is a hierarchically organized depiction
of the project organization arranged so as to
relate the work packages to the performing
organizational units
(PMI)
www.isipm.org
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© ISIPM – Istituto Italiano di Project Management – Via Vallombrosa , 47/a – 00135 Roma
What is a RAM?
19
www.isipm.orgWhat is a RAM?
• Definition:
“A
RAM
is the tool (matrix chart) used to facilitate the
assignment of project responsibilities …
it is obtained by crossing WBS (what) & OBS (who does)
(ISIPM)
“A
RAM
is a structure that relates the project
organizational breakdown structure to the work breakdown
structure to help ensure that each component of the
scope of work is assigned to a person/ team
(PMI)
A particular version of RAM ia a
RACI (responsible,
© ISIPM – Istituto Italiano di Project Management – Via Vallombrosa , 47/a – 00135 Roma
21
WBS, OBS, RACI … an example
(1/2)
WBS for "Charity Dinner"
Invitation € 100 Room € 700 Menù € 100 Staff € 200 Organization € 1,100 Food € 3,000 Beverage € 1,000 Provision € 800 Flower/Flowerpot € 400 Procurement € 5,200 Room € 200 Kitchen € 200 Appetizer € 100 First Course € 300 Main Course € 500 Dessert € 100 Cooking € 1,000 Appetizer € 50 First Course € 80 Main Course € 120 Dessert € 50 Service € 300 Preparation € 1,700 Charity Dinner € 8,000
OBS for "Charity Dinner"
Secretary Mrs. Bruni € 1,500 P.R. Mrs. Paoli € 800 Chef Team Mr. Marini € 5,000 Carriage € 100 Waiter € 600 Service Team Mr. Ulivi € 700 Project Manager Mr. Verdi € 8,000
WBS - Cost Aggregation
OBS – Cost Aggregation
InvitiScelta sala Scelta menùPersonale Org anizzazio ne
C ibiBevandeV ett ovaglieFior i Acq uisti
Sala CucinaCotturaS er vizio Preparazione WBS - Cena di gala Segreteri a Sig.a Salvi Uffi ci o P. R. D.ssa Paoli Sq uadra Cuci na 1° Chef
Impres a di Tras porto Squadra Ca me rie ri Uffici o S ervizi Sig. Ulivi Resp. Progetto Dott. Galante RACI MATRIX www.isipm.org
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WBS, OBS, RACI … an example
(2/2)
Secretary Mrs. Bruni P.R. Mrs. Paoli Cheaf Team Mr. Marini Carriage Waiter Service Team Mr. Ulivi Project Manager Mr. Verdi
OBS
Invitation Room Menù StaffOrganization
Food Beverage Provision Flower/ Flowerpot
Procurement
Room Kitchen Cooking Service
Preparation
Charity Dinner
WBS
R = Responsible, A = Accountable, C = Consult, I = Inform
R
A
C
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Thanks for
your attention!