How to Track Project Tasks Page 1 of 1
How to Track Project Tasks--The WBS
Overview. This documents explains how to organize the myriad details of a project using a tool called the Work Breakdown Structure (WBS).Key Concepts and Tools
Project. A project is collection of purposeful activities with a well defined start and end point. In the context of a team, a Project Manager (PM) is the person who assumes ownership of tracking details to ensure that progress is sustained and effective and that project outcomes are attained.
Decomposition. This is the process of breaking a large project in parts and then working on the parts. A large project is typically organized into three to six large chunks called Phases. Each phase is organized into chunks called Tasks. A task is collection of activities that can be completed in a short amount of time. A task has a goal, a deadline, an owner, and person to whom the task is delivered.
A WBS is a tool for recording and updating the tasks associated with a project. See appendix A for an example. A Gantt Chart is a visual tool that shows how project phases and tasks are sequenced in time.
Purpose
• The WBS balances project load so that everyone contributes fairly--no one is left out; no one ends up getting overwhelmed with too much of the load
• The WBS keeps all details organized and clear so that deadline are met
Who?
• The WBS is used to coordinate all people working on the project: team members, client, capstone instructor
• The project manager keeps the WBS current and manages all the details of the WBS
• The team uses the WBS to track project tasks
When?
• The WBS is set up during phase 1 and used through subsequent phases
• The WBS is updated regularly (e.g. weekly) so that it continually provides guidance to the team.
Inputs, Outputs, and Scope
• Input. The WBS is created after the project and phase deadline are set.
• Output. A WBS document that is continually updated to reflect project outcomes and needs.
• Scope. Creation of an initial WBS document takes 10 to 60 minutes. Weekly maintenance takes 10 to 30 minutes.
Methodology (Creating & using a WBS)
1. Create the WBS. [This is done by the PM. See the WBS example in Appendix A. Recommended software tools: Excel or MS Project. Take best guesses on tasks, deadlines etc.]
2. Update the WBS [During project meetings & daily activities, the PM updates details. At the project meeting, the team uses the WBS to organize & schedule all tasks].
3. Manage the WBS [Management is done by PM. When deadlines are met, cross off the task; When deadlines are not met, contact the task owner & modify. Continually maintain accountability for task delivery, but be gracious & friendly. Help team members who need help. Shift resources as needed. Balance tasks so that workloads are fair--make sure each team member is given ownership of key tasks--make sure no team member is slacking--make sure no team member is carrying too much of the load. On key issues, use a team discussion to make decisions.]
4. Report using the WBS [When you meet with your senior project people such as an advisors, an instructor, or a client, update your progress using your WBS & Gantt Chart. Report the big picture ideas by summarizing progress. Be open & honest about problems/issues you are facing--ask for help or resources when needed--this is the role of the senior people assigned to your teams.]
5. Assess performance. [On a regular basis, assess team and project manager performance in the area of managing project tasks, phases, and details.]
Tips for High Performance
• Keep it simple. Learn the WBS using logbooks and simple tools such as Excel. Go to MS project only if you need this level of sophistication.
• Assign an Owner. Each task should have a single person, called a lead, who is assumes ownership for task completion. The lead will often involve a sub-team or the full team for completion of the task. However, the lead assumes responsibility for delivery.
• Shared Leadership. Each team member should have ownership of key tasks so that overall project leadership is distributed to the team.
• Goal Driven. Each task should have a specific goal. The goal should be a result, not a method. The goal should be unambiguous so that the lead and the team understand what goal attainment means.
Last Update: 10/04/05. Author: DFE. File = how_to_track_project_tasks.pages
APPENDIX A: Example of a Work Breakdown Structure Page 1 of 1
APPENDIX A. EXAMPLE OF A WORK BREAKDOWN STRUCTURE (WBS)
This example involves a capstone team: Jake, Sue & Tom. Their faculty advisor is Don Elger & their client is Debbie Baines. In the deadline column, the normal team meeting time is 3:30 pm on Thursday. The acronym COB means Close of Business or 5:00 p.m.
ID / Owner / Deadline / Deliver to: / Description/Goal of Task
0.1 / Jake / 9/22 (3:30) / team / Set up IPS on laptop. Lead initial team meeting to complete.
0.2 / Sue / 10/1 (COB) / Tom / Set up a website address. Create an 1st draft home page.
0.3 / Elger / 9/29 (3:30) / team / Present assessment report on IPS
... / ... / ... / ... / ......
0.N / Tom / 10/5 (COB) / team, client, instructors / Post final IPS on website. Notify team members, Elger, & Baines by email.
PHASE 1 TASKS
ID / Owner / Deadline / Deliver to: / Description/Goal of Task
1.1 / Tom / 10/6 (3:30) / team / Set up needs tool on laptop. Set us specs tool on computer. Present plan to team.
1.2 / Sue / 10/6 (3:30) / team / Research high temperature fabrics; document findings; present to team; place in team binder.
1.3 / Jake / 10/7 (COB) / Baines / Research UI measurement capabilities for turbidity. Send email to client/Cc team.
... / ... / ... / ... / ......
1.N / Tom / 10/12-COB / team, client, instructors / Post final specs doc, needs doc, & project learning doc. on website. Notify team, Baines & Elger
PHASE 2 TASKS
ID / Owner / Deadline / Deliver to: / Description/Goal of Task
2.1 / Baines / 10/9(COB) / Jake / FedEx infrared thermometer to team.
2.2 / Jake / 10/13-3:30 / Team / Complete temperature rise experiment. Report findings.
2.3 / Sue / 10/13--3:30 / Team / Plan a brainstorm session. Lead the brainstorm.
... / ... / ... / ... / ......
2.N / Tom / 10/27-COB / team, client, instructors / Post all phase 2 results to website Notify team, Baines & Elger
Last Update: 10/04/05. Author: DFE. File = how_to_track_project_tasks.pages