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Another WBS Story: Butterflies on the Floor
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Several years ago, I was called in to help jumpstart a project in southern California The lead project manager and I agreed the best way to start this project was by creating the WBS We used sticky notes to identify the activities (work packages) needed on a new Strategic Outsourcing (SO) contract We worked for about nine hours the first day and filled his office wall with the sticky notes and used a numbering system to identify the activities and deliverables When we were at a good stopping place, we called it a day The next morning when we arrived, we found the sticky notes were all lying on the floor As it turned out the paint on the office wall was old and the sticky part of the sticky
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5: Project Scope Management
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notes was unable to hold There was our work from the day before resting like butterflies on the floor I could envision the notes slowly releasing in the night one by one and drifting to the floor The only thing that saved us was the numbers on the notes, which allowed us to reconstruct the WBS in about an hour (this time, however, we used taped-together sheets of flip chart paper, so we could roll everything up and take it with us at the end of each day)
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It is best to put the results of the Create WBS process into a scheduling tool or some other digital media prior to going home to ensure you don t lose the work I have seen cases where the WBS was created on a white board or on a conference room wall and the cleaning people erased it that night (or in one case, they cleared the wall of sticky notes ouch!)
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WBS Dictionary
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The WBS dictionary is an output of the Create WBS process Just as you would think, a WBS dictionary is a document generated by this process that supports the WBS The dictionary provides a more detailed description of the activities in the WBS It provides a clear description of the work to be done for each WBS work package and helps make sure the resulting work better matches what is needed Therefore, the project manager uses this tool to prevent scope creep Here are some of the components that can be built into the WBS dictionary:
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Number identifier and related control account (for tracking and cost) Work package description Resources assigned (who is responsible for doing the work) Deliverables for the work in the work package Assumptions, interdependencies, and expected duration Schedule milestones (major events) Due date and approved by signature field
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The WBS dictionary includes work packages and control accounts It can include account codes (numbering system or a chart of accounts) that identify work packages and a detailed description of the work; in some cases it even identifies the responsible organization, even though that component usually falls into the Organization Breakdown Structure (OBS) It may also have a list of schedule milestones, quality requirements, and technical references along with key contact information as it relates to the WBS Figure 5-3 shows the WBS dictionary relationship to the WBS
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Control Accounts
Work Packages WBS Dictionary
Activities
Figure 5-3
WBS dictionary relationship to the WBS
It has been my experience that the real-world applicability of the WBS dictionary is that it is used more often on larger, more complex projects with many different applications and the need for more detail at the work package level However, the WBS dictionary can be used on projects of all sizes According to PMP Exam Prep, Sixth Edition, by Rita Mulcahy, It can be used as part of a work authorization system to inform team members of when their work package is going to start, schedule milestones and other information It can then be used to control what work is done when, to prevent scope creep and increase understanding of the effort for each work package The WBS dictionary helps the project by putting boundaries on what is included in the work package [and what is not] [4]
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