Last Updated: March 20, 2024
Figure 5.1 Create Work Breakdown Structure Activity in Project MAP.
Activity 5 - Create Work Breakdown Structure
Activity Page Outline
Application 3 - Wrap-Up Create Work Breakdown Structure (38 minutes) jump to
Review Create Work Breakdown Structure Best Practices (2 minutes) jump to
Review Microsoft Project Features Covered on Create Work Breakdown Structure (5 minutes) jump to
Ensure Your Master Project is Up-To-Date with Create Work Breakdown Structure (10 minutes) jump to
Review List of Competed Application Files for Create Work Breakdown Structure (5 minutes) jump to
Evaluate the Learning Objectives for Create Work Breakdown Structure (10 minutes) jump to
Take the Create Work Breakdown Structure Exam (6 minutes) jump to
Send Suggestions and Corrections jump to
Application 1 - Create Work Breakdown Structure Workflow (30 minutes)
Learn the Create Work Breakdown Structure Workflow (15 minutes)
Update Journal on the Create Work Breakdown Structure Workflow (15 minutes) jump to
Application 2 - Review and Create Work Breakdown Structure (1 hours 25 minutes) jump to
Exercise 1: Review WBS and Insert Recurring Task (15 minutes) jump to
Exercise 2: Review the Annual Report Template (10 minutes) jump to
Exercise 3: Review Outline Numbers and the WBS Manager (15 minutes) jump to
Exercise 4: Create Your WBS (30 minutes) jump to
Update Journal on Creating a WBS (15 minutes) jump to
There are three applications on the page. Complete each when directed in the MS Project Master Class Book.
This entire page should take 2 hours and 33 minutes to complete.
Application 1
Create Work Breakdown Structure Workflow (25 minutes)
A workflow is a set of sequential or parallel processes or steps performed to complete a specific Activity in a project life cycle. It typically involves a series of interdependent tasks that must be completed in a particular sequence, often with specific criteria or conditions that must be met before moving on to the next step. The workflow for each Activity in this MS Project Master Class is the Activity (chapter) outline.
After setting up a project by adopting project manager and Microsoft Project standards, defining the scheduling engine, and customizing elements and the software to work the way you want, the following workflow in the planning process is to create the work breakdown structure.
Learn the Create Work Breakdown Structure Workflow (15 minutes)
Navigating the Seas of Project Planning - Crafting a Work Breakdown Structure in Microsoft Project
Embark on a journey through the vast ocean of project management as we chart the course for creating an effective Work Breakdown Structure (WBS) in Microsoft Project, a crucial map in navigating your project's voyage. This chapter, called Activity 5: "Create Work Breakdown Structure," is akin to setting the sails for a successful journey, breaking down your grand voyage into navigable segments.
Plotting the Course: Project Summary (Row Zero)
Our voyage begins by hoisting the main sail and establishing the Project Summary. This step is like setting the flagship of your fleet, ensuring it stands prominent atop the WBS as the leading vessel in your Gantt Chart armada. Here, we guarantee your project's title is unique, commanding, and rightfully positioned at the helm - row zero. Like a captain naming their ship, the project title sets the course for all the adventures.
Figure 2.2 Types of tasks in Microsoft Project.
Charting the Major Phases (Level 1 Summary Tasks)
As we sail further, we reach the task of mapping out the major phases of our journey, akin to plotting key stopovers in uncharted waters. These phases, or Level 1 Summary Tasks, form the archipelagos of our project plan. In this section, we'll guide you through naming these phases with the precision of a seasoned cartographer, ensuring each island in our archipelago is defined with clarity and purpose.
Stowing the Cargo: Work Packages and Activity Identification
Delving into the depths of our project's hull, we explore the structuring of Work Packages. This step is akin to efficiently stowing cargo aboard our ships, grouping various tasks for a streamlined and manageable voyage. Naming is crucial in labeling each crate and barrel with precise, actionable verbs and nouns.
In tandem, we scrutinize the process of identifying specific activities and the bustling crewmembers of our ship. This is where the planning detail comes into play, ensuring each task is assigned with a clear scope and purpose, ready for the journey ahead.
Marking Milestones: Navigational Beacons of Progress
Navigating through the seas of project management, milestones are our lighthouses, guiding and marking our progress. In this segment, we elucidate how to characterize these milestones effectively within your project, serving as zero-duration beacons that signal significant achievements along our voyage.
Balancing the Cargo: Detailing the WBS
A crucial aspect of our journey is ensuring our ship is well-equipped and well-equipped. This section emphasizes the importance of detailing your WBS to a level that ensures confidence in your journey's plan without overwhelming the ship's capacity for management and adaptation.
Navigating Microsoft Project's Waters: Understanding Task Types
As we near the end of our chapter, we reconcile the various types of vessels and tasks within Microsoft Project's arsenal with traditional WBS navigational techniques. We demystify how to utilize project summary tasks, summary tasks, detail tasks, milestone tasks, and recurring tasks, aligning them with the traditional nautical maps of project management.
By the conclusion of this chapter, you will be adept at steering your project ship through the intricate process of creating a Work Breakdown Structure in Microsoft Project. With these skills, you're set to navigate the turbulent waters of project planning, charting
Best Practices
Using a top-down approach, create a work breakdown structure. Start with the project’s SMART+A Objectives, outline the major phases, and create summary tasks for group activities (work packages or work tasks) and milestones.
The WBS should include all work defined by the project's scope, encompassing every task and deliverable necessary for project completion.
Figure 5.3 Create Work Breakdown Structure Workflow.
Download
Click on the Download icon above to open Activity 5 - Create Work Breakdown Structure Workflow.pdf.
Traditionally, a Work Breakdown Structure (WBS) is an organizational chart, with the project title as the top node. In Microsoft Project, the WBS is presented as an outline or a network diagram. The title or top node in an organizational chart WBS and the outline form is the Project Summary Task.
Viewing the Project Summary Task is a display option turned on under the Format tab on the ribbon when a task-based view is applied or in Options / Advanced / Display options for this project.
After displaying and appropriately naming the Project Summary Task, define the Major Phases of the project at Level 1 in the outline. In Microsoft Project, these are Summary Tasks in the structure or outline at Level 1.
Best Practices
Don’t create redundancy by adding your own Project Summary Task. Instead, toggle the display for the one that Microsoft Project calculates, regardless of whether you display it.
Level 1 of the Outline should be reserved for the project phases.
Except for notes, do not add additional details, such as links and resources, at the summary level.
Some project management practitioners call these phases major deliverables because there is a deliverable or significant deliverable at the end of each primary phase. For instance, there could be a completed Strategic Plan document at the end of Phase 1 - Strategic Plan in the figure below. Something tangible, something in your hand. A specific and measurable product, service, or result.
Figure 5.4 Level 1 and Outline Level field.
Figure 5.5 Triple Constraints with Scope defined by WBS.
A Major Phase is then broken down further into Activities and Milestones, which may be grouped under Summary Tasks.
A project is constrained by time, cost, and Scope, often referred to as the Triple Constraints of a project. The Work Breakdown Structure defines the Scope of a project by breaking the project down to the detail level. In Microsoft Project, this is called a task or detail task. It is a task of some duration, and nothing is indented below it. It is the terminal or ending WBS element.
Timing, costs, and scope also constrain each activity or detailed task in the WBS. The sum of the entire WBS is the Scope of a project.
Other names often used for Activities are Terminal Elements, Work Tasks, and Work Packages.
A question that is always asked is how far down you break down a project. These are two best practices to consider.
Best Practices
The WBS should include all work defined by the project's scope, encompassing every task and deliverable necessary for project completion.
A project should be broken down to a level so that 1) you are confident with your estimates and 2) you can communicate effectively about the project.
You should be able to confidently say, “If we complete all of the Activities and reach all of the Milestones in the Work Breakdown Structure within the triple constraints of the project, the project will be successful.”
Update Journal on the Create Work Breakdown Structure Workflow - 15 minutes
Journal Question: Reflect on a hypothetical project or one you have previously been involved with that needed a better-defined work breakdown structure. How would applying the Work Breakdown Structure (WBS) technique, as outlined in this workflow, have impacted the planning, execution, and overall management of the project?
If you are working with a Master Class Coach, send them your updated journal as scheduled.
If you are not working with a Master Class Coach but plan to apply for either of the MS Project Master Class certificates, this journal will be submitted for review by a Master Class Reviewer. Be sure to make the appropriate backups.
Return to the MS Project Master Class Book and review the next section for this Activity.
Application 2
Review and Create Work Breakdown Structure (1 hours 25 minutes)
In the next four exercises, you are going to:
Review and evaluate two Microsoft templates.
Insert a recurring task.
Use the WBS Manager.
Create the work breakdown structure for your Master Project.
Definitions
Project Summary Task: Row Zero in the task outline. (The naming convention is often determined by the organization.)
The Project Summary Task in Microsoft Project is a summary task automatically created at the top level of the project hierarchy. It represents the entire project and summarizes key information, such as the project start date, finish date, duration, total cost, and total work.
Summary Task: A task that has at least one task indented below it. (The naming convention at the phase level is short nouns, such as Initiate, Plan, and Deploy. For a summary task, the naming convention is verb-noun; for instance, Initiate Project Server, Customize Project Server, and Pilot Project Server.)
A summary task is a higher-level task that groups related lower-level tasks together, known as subtasks, to form a hierarchical structure in the project. It serves as a header or category for these subtasks, helping to organize and outline the project in a more manageable and logical manner. Summary Tasks provide a broad overview of major sections or phases of the project, and their completion is typically dependent on the completion of the associated subtasks. They are a key component in structuring a Work Breakdown Structure (WBS) within Microsoft Project, facilitating easier tracking, management, and project progress reporting.
Detail Task: A task with some duration and no tasks indented below it. (The naming convention is verb-noun. For instance, Gather Requirements, Design Prototype, and Compile Report.)
In Microsoft Project, a "detail task" refers to the specific, individual tasks that form the basic building blocks of a project. These are the actionable, discrete elements that must be completed for the project to progress. Each detail task is typically defined by its parameters, such as start and end dates, duration, resources required, and dependencies on other tasks.
Detail tasks are positioned under summary tasks within the project's Work Breakdown Structure (WBS). Unlike summary tasks, which provide a broader overview of project phases or sections, detail tasks represent the specific work needed. They are essential for the detailed planning and tracking of a project, allowing project managers to assign specific resources, track progress, and manage the workload effectively.
Milestone: A detail task of zero duration or any task marked as a milestone. (The naming convention is subject-verb. For instance, Budget Approved, Project Started, or Signature Obtained.)
In Microsoft Project, a milestone is a specific task to mark key points along a project timeline. It represents a significant event or achievement in the project, such as the completion of a major phase, a SMART+A project objective, or a critical deliverable.
Recurring Task: A summary task with recurring tasks or milestones indented below it. (Depending on position, this is a summary task; the naming convention should be that of a phase or summary task.)
In Microsoft Project, a recurring task is a type of task that happens repeatedly at regular intervals over a specified period. This feature is handy for activities that need to occur periodically, such as weekly meetings, monthly reports, or routine maintenance checks. Key aspects of recurring tasks in Microsoft Project include:
Scheduled Repetition: Recurring tasks are set up to occur regularly (daily, weekly, monthly, etc.). The project manager defines the frequency and the pattern of repetition when setting up the task.
Automated Scheduling: Microsoft Project automatically schedules these tasks according to the specified frequency and pattern once a recurring task is defined. This saves time and effort in project planning, especially for long-term projects with routine tasks.
Adjustable Duration and Resources: Each occurrence of a recurring task can be assigned a specific duration and allocated resources. This allows for efficient planning and allocation of resources for these repetitive activities.
Flexibility in Management: Project managers can edit, delete, or individually adjust occurrences of a recurring task. This provides flexibility to accommodate changes or exceptions within the project's lifecycle.
Best Practice
The idea behind naming conventions for elements in the WBS is to standardize them across all projects and to recognize elements easily by the convention used.
Project Summary Task - The naming convention is often determined by the organization.
Phase - The naming convention at the phase level is short nouns, such as:
Initiate
Plan
Deploy
Summary Task - For a summary task, the naming convention is verb-noun; for instance:
Initiate Project Server
Customize Project Server
Pilot Project Server
Activity - The naming convention is verb-noun. For instance:
Gather Requirements
Design Prototype
Compile Report
Milestone - The naming convention is subject-verb. For instance:
Project Started
Budget Approved
Signature Obtained
Project Completed
Recurring Task - Depending on position, this is a summary task; the naming convention should be that of a phase or summary task
Exercise 1: Review WBS and Insert Recurring Task (15 minutes)
This first exercise will look at several WBS management features and you will insert a recurring task. In addition, we will review a scheduling engine calculation that is called duration conversion.
Download
Click on the Download icon above to download and open the Residential Construction.mpp file.
This project plan is based on a template file downloaded from Microsoft.
Notice the following:
The Project Summary task is a display feature that can be toggled on and off. Format / Show/Hide group / Project Summary Task.
The numbers in the far left column are called ID numbers. The first row is zero; this is the Project Summary task. The top node in a work breakdown structure. Notice it is zero in the WBS field, too. (To show the WBS field, select the Task Name header, right-click, select Insert Column, and type WBS.) It is called a project summary task because it summarizes the entire project. Zoom the entire project; as you can see, it summarizes the timeline. The project is 152 working days as defined by the project calendar, starting 1/2/23 and finishing 8/1/23.
(Inserting a column in a table and zooming the entire project are commands on the Quick Access Toolbar.)
Figure 5.6 Project Summary Task.
Some people struggle to grasp what 152 working days mean, so let’s display the summary task durations in weeks. Open Project Options and select Schedule / Scheduling options for this project / Duration is entered in: and select Months. That makes more sense: about 7.5 months to build the house, about how long it takes to build an average stick house in the U.S.
Figure 5.7 Duration in days, converted to months on the summary level.
Next, collapse all tasks to Level 1 in the outline or WBS. Do this by selecting the View tab / Data group / Outline and selecting Level 1. Notice the features under the Outline command.
(Project Options and the Outline commands are on the Quick Access Toolbar)
Figure 5.8 Outline Level 1.
Level 1 should be reserved for the phases of your project, but there is nothing unique about these tasks other than that they are Summary Tasks when tasks are indented below them. They are summary tasks in Microsoft Project because they have tasks indented below them. Microsoft Project does not enforce any WBS criteria. You could place detail tasks and milestones at Level 1.
Go down to the Interior Finishes task and expand that summary task. The next level is more summary tasks. Below those are detail tasks and milestones.
A detail task is a task of some duration with nothing indented below it. Milestones are detail tasks with zero duration. You do all of your work in Microsoft Project at this detail level. It is where you enter estimates, assign resources, enter timing constraints, and link. Typically, you don’t do anything to summary tasks; just let those tasks do their job and summarize.
There is one other type of task in Microsoft Project that you might include in your work breakdown structure: a recurring task. For example, if you like to meet with your project manager every two weeks and the customer you are building the house with, you could make that a recurring task.
Go to the blank row below the Final Acceptance phase and insert a Recurring Task (Task / Insert group / Task / Recurring Task).
Name this On-site Review.
Enter a Duration of 3hrs.
It is going to Recur every 2 weeks on Friday.
Click Ok, and then Zoom Selected Task.
(The Insert Recurring Task and Zoom Selected Task are commands on the Bridge Quick Access Toolbar.)
You have just scheduled 15 on-site meetings.
Next, collapse the On-site Review summary task and move it to the top of the phases. Do this by selecting the entire row and moving your cursor to the ID number (111). When the move tool appears, click hold and drag the row to the top. The figure above shows the gray line when you move the row. A task or summary task can be moved like this.
Figure 5.9 Recurring task.
Figure 5.10 Moving a summary task.
Let’s review a topic we covered in Activity 4 - Adopt PM/Software Standards related to the scheduling engine.
In this exercise, you changed the summary tasks to display months in the duration column, converting the duration to 7.6 months for the project. How did the software know how to do that? What was the basis of the conversion? Where are those calculation settings?
You would be correct if you answered duration conversions in the Options / Schedule / Calendar options for this project.
The default number used in the Days per month field is 20. Perhaps that is the average number of working days each month at Microsoft. In the book “The Everything Store,” on the history of Amazon by Brad Stone of Bloomberg Businessweek claimed that Jeff Bezos liked to say that he didn’t want the company to become “a country club” like Microsoft on the other side of the lake (Washington), where people who had worked hard to build their careers went “to retire.” My guess this perspective Bezos had or has isn’t accurate, but the point is that for many Americans, the average number of workdays per month is closer to 21.5 per month. The entry in the software does not allow fractions, so let’s round up and enter 22, and click OK.
What changed in the calculation on the Project Summary Task level? The project's duration decreased from 7.6 to 6.91 months.
In some countries, the number of workdays is less than in the U.S. Costa Rica, which I frequent, has ten national holidays, but with two weeks of vacation, a week off at Christmas, and a week off for Easter, the number of workdays per month is closer to 19. In some European countries, the weekly hours are 37 - 38, and the monthly workdays are slightly less than 19.
These differences are significant for longer projects.
A medium-sized company that builds 300 production homes a year could have a template project for each type of home they build for a particular municipality. It doesn’t take a lot of imagination to visualize how they could streamline the planning process with well-developed project templates. In addition, templates would standardize many of their project management practices and also improve the onboarding of new project managers, integrating them faster into the workplace,
Let’s evaluate more aspects of WBS for this template.
Click the Zoom Entire Project command on the toolbar and show or display just Level 1.
Level 1 looks pretty good, and the phases are in chronological order. I think an improvement would be to make these changes to the naming convention:
General Conditions = Conditions
Site Work = Site Work
Foundation = Foundation
Framing = Framing
Dry In = Dry In
Exterior Finishes = Exterior
Utility Rough-Ins and Complete Concrete = Infrastructure
Interior Finishes = Interior
Landscaping and Grounds Work =Landscaping
Final Acceptance = Acceptance
Expand the project. The only milestones in this project are those for applying for permits. It is unclear why permits would be considered milestones since they take time, money, and effort. This might mean that another department does this permitting work and only provides the project manager with the dates. Of course, you could easily change these milestones.
Another possibility is that these permit milestones represent permits in another project, and the project manager will link these milestones to tasks in that project.
Save the project.
Project Example
I was deploying Project Server for a company in Orlando that built apartment complexes. They ran two concurrent projects for each building project. One contained all the permitting tasks, and the other the actual construction. Corporate ran the permitting project, and project managers ran the construction schedule. The permit tasks in the permitting schedule were external predecessors to permit milestones in their construction projects. The permit milestone in this New House.mpp project could be used this way, with external tasks from another project file driving when these milestones are scheduled in this project.
When Finished with the Exercise
The Residential Construction.mpp file should have an On-Site Review recurring task. These tasks are each 3 hours long and Recur every two weeks on Friday.
Phases have one or two-word nouns.
In addition, the duration of the project should be 6.91 months.
Figure 5.11 Duration conversion in Microsoft Project.
Exercise 2: Review Annual Report Template (10 minutes)
You likely already know how to insert and indent tasks, so based on what you have learned about WBS, let’s critique several of the Microsoft Project Templates.
This next review is based on a Microsoft template file for creating a company annual report.
Download
Click the Download icon above to download, then open the Annual Report Preparation.mpp file.
Things to notice:
Does the template show the Project Summary Task? Add the Project Summary Task
Is Level 1 just Phases or Major Deliverables? In this case, the finish milestone is at Level 1. Indent Annual Report Completed under Produce Annual Report, placing this milestone in the proper location.
Also, change the naming conventions used to the following simple nouns:
Perform Initial Planning = Plan
Design Annual Report = Design
Define SEC 10-K… = Schedule
Develop Annual Report = Develop
Perform Financial Closing Activities = Close
Produce Annual Report = Publish
Next, format the background of all milestones in a light green. Format / Text Style / Milestone Tasks.
Then, expand the WBS by selecting View / Outline / All Subtasks. Review the milestones. There seems to be a milestone after each phase, but that seems a bit excessive for a project with only 110 elements in the WBS. In addition, one milestone, External Audit Complete, is redundant. That said, some organizations standardize around milestone reporting, meaning they tend to report against milestones mostly. In that case, a milestone after each phase in the project might be appropriate.
(The All Subtasks command is on the Bridge Quick Access Toolbar.)
When finished, show Level 1, and then expand the Publish phase.
Save the project.
Best Practice
All elements in a Work Breakdown Structure should have unique names.
We will not make any improvements to this template, but if you open the Marketing Campaign Plan template and copy the outline to Level 1, not everything listed here is a phase, but rather a summary task that should be placed under a phase. For a marketing campaign, I would have expected to see something more this for the level 1 phases:
Strategy
Audience Research
Creative Planning
Execution
Performance Analysis
Figure 5.12 Example of poor WBS at Level 1.
When Finished with this Exercise
In the Annual Report Preparation.mpp project, you should have:
Displayed the Project Summary Task.
Renamed the phases at Level 1.
Indented the Annual Report Complete milestone.
Highlighted the background of all milestones in a light green.
3
Figure 5.13 Annual report project.
Project Example
I had been doing a lot of work for the Center for Veterinary Medicine, a U.S. Food and Drug Administration branch. One of my contacts had published the annual report for years and was retiring after he finished one more yearly report. He wanted a perfect project plan to hand off to the next person who would publish the annual report.
The idea of an expert plan is a mainstay in project management. Following an expert project plan can turn inexperienced people into expert project managers faster than anything else.
Exercise 3: Review Outline Numbers and the WBS Manager (15 minutes)
As mentioned throughout this Activity or chapter, the central purpose of Microsoft Project is to validate the primary constraints of time, cost, scope, work, and resources.
Download
Click the Download icon above to download and then open the WBS Manager.mpp file.
There are four sets or types of numbers for all elements in a Microsoft Project WBS.
A - There are four types of numbers associated with tasks. Those numbers are ID, Unique ID, Outline Number, and WBS code. In the figure below, two ID columns are displayed. The table definition locks the first one, and the other is inserted as a regular column in the table.
Insert all of these columns.
B - All rows, or tasks, have unique IDs. Microsoft Project generates these numbers. A task ID, Outline Number, and WBS renumber based on changes to the WBS. Unique IDs never change and are typically used for importing/exporting and database management. I moved Unique ID 10 up the WBS in the figure below. The ID changed to 9, but the Unique ID stayed the same.
C - There is an Outline Number. Microsoft Project generated these outline numbers based on a task’s position in the WBS. Under Gantt Chart Format, if the Outline Number is checked, those numbers appear in front of each task name.
The WBS Manager generates the WBS codes in the figure below. If there is a change in the WBS, the Renumber… command needs to be selected.
Figure 5.14 All of the types of numbers for tasks.
Let’s suppose you are deploying a software system for your company in several different countries. You plan on having a project for each country deployment and you would like to combine all of the projects into a master project for reporting and resource leveling since some members of the team will be assigned across all projects. There are also some resources working across the deployments and you want to make sure those resources are not scheduled to be in two places at the same time.
You believe that if each project has a unique WBS code, it will be easier to distinguish one project from another.
Use the WBS Manager to develop a unique WBS code.
This feature is no longer called the WBS Manager. Now, it is just viewed as an action, and the command is Project / WBS / Define Code… A search in MSP for the WBS Manager will still return the Define Code…command.
First correct any problems you might notice with Level 1 project phases.
Open the WBS Manager at Project / WBS command in the Properties group / Define Code. Match the Code Preview to the example below.
Generate the WBS codes and save the project.
Simulation Results
The file 5 - 5 WBS Manager.mpp should have the same WBS definition at the figure above. In addition, Level 1 should be defined correctly.
Figure 5.22 Custom WBS code.
Figure 5.15 Custom WBS code.
We have looked at formatting Text Styles like milestones and summary tasks. Another way to highlight is to use the filter feature.
Notice in the figure below there is a Highlight Tasks item. The formating selected for this item is applied when using the filter feature for highlighting vs. filtering.
Let’s look at this feature. First, select the Highlight Tasks item and change the default background from bright yellow to light pink or magenta.
Figure 5.16 Formatting the Highlight Tasks filter in Microsoft Project.
Then, select the View tab, the Filter drop-down list, More Filters, and the filter you want to highlight or apply. Applying the filter would filter out all tasks except milestones and associated summary tasks. The filter could be edited so as not to show summary tasks.
Clicking the Highlight button applies the filter, but instead of filtering out, it applies to formatting associated with the Text Styles Highlighted Tasks item for those tasks that meet the filter criteria.
Save the project after you have highlighted milestones with a pink or magenta background.
Filters can be cleared or removed by selecting the Filter drop-down and then Clear Filter.
A keystroke that clears or removes filters is worth memorizing. F3 will clear any filter applied in any active view.
A technicality that is important to understand is that a filter is never really removed; instead, when you clear a filter by clicking the Clear Filter command or by pressing F3, Microsoft Project applies either the All Tasks filter or the All Resources filter, depending on what view you are in. This technicality will be relevant when creating views later in this MS Project Master Class.
Figure 5.17 Using the Filter to highlight in Microsoft Project.
When Finished with the Exercise
The WBS Manager.mpp file should have the same WBS definition as the figure above, which shows the code definitions and the WBS column. In addition, all milestones should have a background highlighted in light pink or magenta.
Exercise 4: Create Your WBS (30 minutes)
It is time to build your own WBS for your master project. You do not need to complete your WBS right now; perhaps you only have time to work on one section of one of your phases right now, but you plan to finish your WBS as you progress through the MS Project Master Class.
At least create your phases and put Project Started and Project Finish milestones (name them how you want). If you started the MS Project Master Class from the beginning, you have milestones for each SMART+A project objective, so position those milestones appropriately within your WBS.
When Finished with the Exercise
Your Master Project should have phases, at least one section of each phase built out, and milestones for the start and finish of the project.
If you have turned your SMART+A Objectives into milestones, those milestones should be positioned in the WBS correctly.
Update Journal on Creating a WBS - 15 minutes
Reflect on creating your Work Breakdown Structure compared to the templates you reviewed.
Journal questions:
What did you learn about an effective WBS's key elements and organization?
How did you decide what to include in your WBS, and were there any challenges you faced in structuring your project?
If you are working with a Master Class Coach, send them these files as scheduled.
Send them your Master Project (your name).mpp, Residential Construction.mpp, Annual Report Template.mpp, and WBS Manager files.
Send them your updated Journal.
If you are not working with a Master Class Coach but plan to apply for either of the MS Project Master Class certificates, these files will be submitted for review by a Master Class Reviewer. Be sure to make the appropriate backups.
Application 3
Wrap-Up Create Work Breakdown Structure (34 minutes)
In this last Application for Create Work Breakdown Structure:
Review Project Management and Microsoft Project Best Practices: Reflect on the fundamental principles of project management and the best practices associated with utilizing Microsoft Project as a project management tool.
Master Project Assessment: Ensure that your master project is not only up-to-date but also a testament to your understanding of the intricacies involved in effective project initiation, planning, and execution.
File Review: Examine the list of files used throughout the application to consolidate your understanding of the tools and resources that have played a role in your project management journey.
Learning Objectives Evaluation: Reflect on the learning objectives set for this Activity, considering how well you've achieved each goal and identifying areas for further growth.
Activity Exam: Demonstrate your proficiency by tackling the Activity exam, which focuses on the key concepts and practical applications discussed in the MS Project Master Class book and this Online Applications page.
Review Create Work Breakdown Structure Best Practices (2 minutes)
Best practices in project management, including Microsoft Project, refer to a set of proven techniques, methods, or processes recognized as effective and efficient in achieving project objectives. These practices have evolved through the collective experiences of project managers and organizations across various industries. They are considered the most reliable and successful approach to managing projects and can be applied in different environments. When incorporating Microsoft Project into project management workflows, several specific best practices can further enhance project initiation, planning, execution, closing, and control.
Top-Down Approach
Using a top-down approach, create a work breakdown structure. Start with the project’s SMART+A Objectives, outline the major phases, and create summary tasks for group activities (work packages or work tasks) and milestones.
What to Include
The WBS should include all work defined by the project's scope, encompassing every task and deliverable necessary for project completion.
A project should be broken down to a level so that 1) you are confident with your estimates and 2) you can communicate effectively about the project.
You should be able to confidently say, “If we complete all of the Activities and reach all of the Milestones in the Work Breakdown Structure within the triple constraints of the project, the project will be successful.”
Naming Conventions
All elements in a WBS should have unique names.
The idea behind naming conventions for elements in the WBS is to standardize them across all projects and to recognize elements easily by the convention used.
Project Summary Task - The naming convention is often determined by the organization.
Phase - The naming convention at the phase level is short nouns, such as:
Initiate
Plan
Deploy
Summary Task - For a summary task, the naming convention is verb-noun; for instance:
Initiate Project Server
Customize Project Server
Pilot Project Server
Activity - The naming convention is verb-noun. For instance:
Gather Requirements
Design Prototype
Compile Report
Milestone - The naming convention is subject-verb. For instance:
Project Started
Budget Approved
Signature Obtained
Project Completed
Recurring Task - Depending on position, this is a summary task; the naming convention should be that of a phase or summary task
Phases and Summary Tasks
Don’t create redundancy by adding your own Project Summary Task. Instead, toggle the display for the one that Microsoft Project calculates, regardless of whether you display it.
Level 1 of the Outline should be reserved for the project phases.
Except for notes, do not add additional details, such as links and resources, at the summary level.
Review Microsoft Project Features Covered on Create Work Breakdown Structure (5 minutes)
Summary Tasks
Summary Tasks in Microsoft Project are any row item with tasks indented below.
Microsoft Project has two types of Summary Tasks, and we have added a third classification at Level 1 of the outline. Number three is a distinction we have made, not a type of task in Microsoft Project.
The Project Summary Task, or row zero.
Summary Tasks that summarize Detail Tasks and Milestones are indented below it.
The Phases or Major Deliverables of the project at Level 1 in the outline or WBS.
Detail Tasks
Detail Tasks have some duration, and no tasks are indented below them. We call these types of tasks activities. Some also call them work packages or terminal elements.
For instance, work packages are defined as the smallest unit of work into which a project can be broken down when creating a Work Breakdown Structure (WBS).
Detail tasks, activities, work packages, and terminal elements are all names used for a detail task in MS Project.
It is on these tasks that all of the additional detail is added, such as:
Estimates of duration and/or work
Links
Assigned resources and costs
Thus, the word “detail.”
Milestones
Milestones are Detail Tasks of zero duration. In Microsoft Project, milestones can be any detail task or summary task marked as a Milestone.
Figure 5.18 Mark task as a milestone feature in Microsoft Project.
Recurring Task
In Microsoft Project, recurring tasks are a feature that allows you to schedule tasks that occur regularly without the need to enter them each time manually. This is especially useful for regular meetings, inspections, or routine activities.
To create a recurring task in Microsoft Project, you typically need to:
Navigate to a Gantt Chart or Task Sheet view and select where you want to insert the recurring task.
Access the 'Task' menu, where you'll find the option for a recurring task.
Enter the details in the 'Recurring Task Information' dialog box, such as the task's name, duration, recurrence pattern (daily, weekly, monthly, or yearly), and start date. You also have options to set how the task repeats, such as every Tuesday and Thursday or every three weeks.
Once you've set up a recurring task, Microsoft Project will display it as a summary task, with each occurrence shown as a subtask. You can then assign resources, set predecessors, and manage these tasks as part of your project plan. However, it's important to note that while recurring tasks can help keep track of routine activities, they may not always be necessary for events that don't impact the project's critical path, such as status meetings.
Recurring tasks in Microsoft Project are a helpful way to manage and track regular activities and ensure they are not overlooked in the hustle of project management. It's a feature that aids in both organizing and visualizing routine parts of your project timeline
Figure 5.19 Inserting a recurring task in Microsoft Project.
Ensure Your Master Project and Exercise Files are Up-To-Date with Create Work Breakdown Structure (10 minutes)
First, your Master Project should be completed
Next, the Residential Construction.mpp file should have an On-Site Review recurring task. These tasks are each 3 hours long and Recur every two weeks on Friday.
Phases have one or two-word nouns.
In addition, the duration of the project should be 6.91 months.
Figure 5.20 Residential Construction.mpp exercise file.
In the Annual Report Preparation.mpp project, you should have:
Displayed the Project Summary Task.
Renamed the phases at Level 1.
Indented the Annual Report Complete milestone.
Highlighted the background of all milestones in a light green.
Figure 5.21 Annual Report Preparation.mpp exercise file.
The WBS Manager.mpp file should have the same WBS definition as the figure above, which shows the code definitions and the WBS column. In addition, all milestones should have a background highlighted in light pink or magenta.
Figure 5.22 WBS Manager.mpp exercise file.
If you plan on earning any of the MS Project Master Class certificates, archive these files. Do this by creating a folder system like the example above. Save these files to Activity 2 - Define Constraints folder. When applying for a certificate, zip up your folders and share.
Review List of Completed Create Work Breakdown Structure Application Files (5 minute)
The files used for these Master Class Online Applications are:
Your Master Project.mpp. See previous section.
Residential Construction.mpp.
Annual Report Preparation.mpp.
WBS Manager.mpp
Your updated Journal.
Create Work Breakdown Structure Learning Objectives.docx
Printed exam results.
If you are working with a coach, send them your files. For your coach or reviewer, get in the habit of putting your name in the file name of all files.
Keep a backup of these files. In the next Activity in this Master Class, start a new version of your Master Project.
Evaluate the Learning Objectives for Create Work Breakdown Structure (10 minutes)
To assess whether you have met the learning objectives outlined for the chapter on work breakdown structure, you could ask the following questions:
Project Title Importance:
How do you set and display the project title in Microsoft Project, and why must it be unique and at the top of the WBS (row zero)?
Defining Major Phases as Level 1 Summary Tasks:
Can you give an example of how to name a major phase as a Level 1 summary task in the WBS? What makes a good name for such a phase?
Developing Work Packages:
Describe the process of creating a work package in Microsoft Project. How do you ensure clarity and precision in naming these packages?
Identifying and Naming Activities (Detail Tasks):
What are the key considerations when identifying and naming activities in your project? How do you ensure each activity is scoped and estimated?
Recognizing and Defining Milestones:
How do you identify and name milestones in Microsoft Project, and what significance do they hold in project management?
Balancing Detail in the WBS:
Discuss how you determine the appropriate level of detail for the WBS. What are the risks of having too much or too little detail?
Navigating Task Types in Microsoft Project:
How do Microsoft Project’s task types differ from traditional WBS elements? Provide examples of how you would use different task types in WBS construction.
Applying WBS Concepts in Microsoft Project:
Can you describe a scenario where you applied the WBS concepts in Microsoft Project? How did this application align with the project’s goals and requirements?
These questions cover a range of cognitive levels, from understanding and application to analysis and synthesis, ensuring a comprehensive assessment of the learning objectives.
Before taking the following, click the Download icon above to open the Create Work Breakdown Structure Learning Objectives.docx and complete this assessment.
f you are working with a Master Class Coach, send them this file.
If you are not working with a Master Class Coach but plan to apply for either of the MS Project Master Class certificates, this file will be submitted for review by a Master Class Reviewer. Be sure to make the appropriate backups.
Final Score
When completed, take a screen capture of your score for verification if you are working with a Coach or plan to earn one of the two MS Project Master Class certificates.
Take the Create Work Breakdown Structure Exam (6 minutes)
Complete this Activity by taking the exam. Take the exam by clicking on the Exams button below.
Here are some essential guidelines for taking the exam:
Approach the exam as a closed-book assessment, relying solely on your memory and grasp of the subject matter.
Always select the most appropriate answer.
Keep in mind that answers carry different weights.
Feel free to attempt the exam multiple times to refine your understanding.
To attain the MS Project Master Class Certificate of Completion or the MS Project/PM Master Class Certificate of Completion, achieve a final score of 70% or higher.
A final score of 80% or above is requisite for the MS Project Certificate of Mastery (MSPCOM).
Suggestions and Corrections
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