Work Breakdown Structure(WBS) in Microsoft Project

The Work Breakdown Structure (WBS) is a key project management tool that breaks down the scope of a project into smaller, manageable components. In Microsoft Project, the WBS helps you organize and track the project's tasks. This article will cover how to create a WBS in Microsoft Project and provide examples of how to structure it with different fields.

What is a Work Breakdown Structure (WBS)?

The Work Breakdown Structure (WBS) divides a project into hierarchical levels, which can be used for planning, scheduling, and assigning resources. It helps in clarifying the project's scope and ensures that all aspects of the project are considered and completed.

Creating a WBS in Microsoft Project

In Microsoft Project, a WBS can be created by organizing tasks into summary tasks and subtasks. Each task is given a unique ID or code, typically structured numerically (e.g., 1, 1.1, 1.1.1). Microsoft Project automatically generates WBS codes, which can be customized as needed. You can view and edit the WBS using the "Gantt Chart" or "Task Usage" views.

Example 1: Simple WBS for a House Construction Project

This is a simple example of a WBS for building a house. In this example, tasks are broken down into major phases and sub-phases.

WBS Code | Task Name          | Duration | Start Date | Finish Date
-------- | ------------------ | -------- | ---------- | -----------
1        | House Construction | 180 days | 01/01/2024 | 06/30/2024
1.1      | Foundation         | 30 days  | 01/01/2024 | 01/31/2024
1.2      | Framing            | 60 days  | 02/01/2024 | 04/30/2024
1.2.1    | Walls              | 30 days  | 02/01/2024 | 02/28/2024
1.2.2    | Roof               | 30 days  | 03/01/2024 | 03/31/2024
1.3      | Electrical Wiring  | 20 days  | 05/01/2024 | 05/20/2024
1.4      | Plumbing           | 30 days  | 05/21/2024 | 06/20/2024
1.5      | Interior Finishing | 40 days  | 06/01/2024 | 06/30/2024

Explanation:

  • In this example, "House Construction" is the summary task (WBS code 1), and it is broken down into smaller tasks like "Foundation" (WBS code 1.1), "Framing" (WBS code 1.2), and others.
  • Each subtask is further broken down, for example, "Walls" and "Roof" are subtasks under "Framing".

Example 2: WBS with Resource Assignment and Cost Tracking

This example shows a WBS for organizing a software development project with resource assignments and cost tracking included.

WBS Code | Task Name            | Duration | Resource Name  | Cost    | Start Date | Finish Date
-------- | -------------------- | -------- | -------------- | ------- | ---------- | -----------
1        | Software Development | 100 days | Project Team   | $50,000 | 01/01/2024 | 04/10/2024
1.1      | Requirements         | 15 days  | Analyst        | $5,000  | 01/01/2024 | 01/15/2024
1.2      | Design               | 25 days  | Designer       | $8,000  | 01/16/2024 | 02/20/2024
1.3      | Development          | 40 days  | Developer      | $15,000 | 02/21/2024 | 04/01/2024
1.4      | Testing              | 10 days  | Tester         | $3,000  | 04/02/2024 | 04/12/2024
1.5      | Deployment           | 10 days  | Deployment Team| $5,000  | 04/13/2024 | 04/23/2024

Explanation:

  • In this example, the "Software Development" project is divided into smaller tasks such as "Requirements," "Design," and "Development."
  • Each task has resources assigned (e.g., "Analyst," "Designer," "Developer") and associated costs.
  • This WBS is useful for tracking both progress and costs throughout the project.

Example 3: WBS with Milestones for a Marketing Campaign

In this example, the WBS is used for a marketing campaign, with milestones highlighted to show key deliverables and deadlines.

WBS Code | Task Name             | Duration | Milestone | Start Date | Finish Date
-------- | --------------------- | -------- | --------- | ---------- | -----------
1        | Marketing Campaign    | 60 days  |           | 01/01/2024 | 03/01/2024
1.1      | Market Research       | 15 days  | M1        | 01/01/2024 | 01/15/2024
1.2      | Strategy Development  | 20 days  | M2        | 01/16/2024 | 02/05/2024
1.3      | Campaign Launch       | 10 days  | M3        | 02/06/2024 | 02/16/2024
1.4      | Advertising           | 15 days  |           | 02/17/2024 | 03/01/2024

Explanation:

  • In this WBS, "Marketing Campaign" is the main project, divided into subtasks such as "Market Research," "Strategy Development," and "Campaign Launch."
  • Milestones (M1, M2, M3) are used to track key events or deliverables.
  • Milestones help keep the team focused on meeting critical deadlines in the project.

Conclusion

The Work Breakdown Structure (WBS) is a vital tool for organizing and managing project tasks in Microsoft Project. It helps break down complex projects into smaller, more manageable parts, which can be easily tracked. In addition to task breakdowns, you can incorporate resources, costs, and milestones into the WBS to further enhance project planning and monitoring.




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