# Presentation: 009836

## From Flowchart to WBS

- Nancy Noell, PMP

**2005 Census Software Engineering **
**Process Group Conference**
**November 8, 2005**

## Theme

**“****Software Process Improvement at Census”**
**Purpose**
**How to take a traditional Software Development tool, a flowchart, and leverage it for Software Project Management tool, the WBS.**** **

## The Challenge:  How can we use a flowchart to help us define the WBS for a project?

**The Challenge:  How can we use a flowchart to help us define the WBS for a project?**

## WHAT’S THE DIFFERENCE TO BEGIN WITH?

**WBS:****  A deliverable-oriented grouping of project elements which organizes and defines the total scope of the project. (Guide to the PMBOK)**

**WHAT’S THE DIFFERENCE TO BEGIN WITH?**

## WHY IS THIS A BIG DEAL?

**Using a flowchart-like WBS to track and forecast dates in a schedule is like trying to open your front door with a hammer, when what you want is a key.**

**Project managers use schedules NOT ONLY TO TRACK, but also to FORECAST.**

## HUH?

**A flowchart helps us understand how **
**a**** case, **
**a ****dataset**
**a ****trouble ticket, **
**a**** questionnaire, **
**a**** change request **
**or some other ****unit of work**** **
**flows through a business process.**
**Or ****how parts of different processes relate to each other.**

**A WBS helps us understand what the ****deliverables ****of a project are.**

##    SO

**How can we use a flowchart to help us define the WBS for a project?**

## First let’s look at what makes a good WBS

## CRITERIA FOR A GOOD WBS

**“****Dynamic Scheduling”, E. Uyttewaal, 2005**
**PMI Practice Standard for Work Breakdown Structures, 2001**

**DELIVERABLE-ORIENTED**
**NOUN – VERB / NOUN STRUCTURE**
**REAL TASKS WITH SIGNIFICANT EFFORT**
**FORWARD PROGRESSION**

**LET’S LOOK AT EACH OF THESE in TURN....**

## CRITERIA FOR A GOOD WBS

**“****Dynamic Scheduling”, E. Uyttewaal, 2005**
**PMI Practice Standard for Work Breakdown Structures, 2001**

**DELIVERABLE-ORIENTED**
**Deliverable Item (i.e. HANDOFF—not “PHASE”)**
**Verifiable Acceptance Criteria for the Item**
**Milestone Definition**
**PMI:  All single, tangible deliverables in WBS!**

## CRITERIA FOR A GOOD WBS

**NOUN (HANDOFF)**
**Verb/Noun**
**Verb/Noun**
**...**
**M:  Noun is ready for Handoff**** **
**PMI:  Asymmetrical leveling ok in WBS!**
**PMI:  Leveling should represent work!**

**CRITERIA FOR A GOOD WBS**
**“****Dynamic Scheduling”, E. Uyttewaal, 2005**
**PMI Practice Standard for Work Breakdown Structures, 2001**

## CRITERIA FOR A GOOD WBS

**Avoid “Nano” activities!**
**Avoid “To Do” lists!**
**...****.explicitly in the WBS....**
**PMI:  Limit definition for effective control!**

**CRITERIA FOR A GOOD WBS**
**“****Dynamic Scheduling”, E. Uyttewaal, 2005**
**PMI Practice Standard for Work Breakdown Structures, 2001**

## CRITERIA FOR A GOOD WBS

**Logical Dependencies**
**    ****	****Rather than**
**Looping**
**Chronological Dependencies**
**PMI:  Define logical relationships!**

**CRITERIA FOR A GOOD WBS**
**“****Dynamic Scheduling”, E. Uyttewaal, 2005**
**PMI Practice Standard for Work Breakdown Structures, 2001**

##    SO

**How can we use a flowchart to help us define the WBS for a project?**

## GATE 1

**Is the flowchart even a candidate to help with the WBS?**

## GATE 1

**Good candidates are flowcharts that depict**
**Overall flow of data collection**
**Overall flow of data processing**
**Overall flow of data dissemination**
**Overall flow of your project!**
**Poor candidates are flowcharts that depict**
**Flow of a “unit of work”**
**Trouble ticket**
**Interview**
**Failed edit case**
**Etc....**

## GATE 2

**Follow the steps on the next slide.........**

## STEPS– WHOA! One Step at a Time!

**Identify key milestones.**
**Articulate milestone deliverable as a NOUN .**
**Craft the milestone statement****.**
**Create the work package task which is just the noun.**** **
**Detail work steps for creating deliverable.**
**Ask yourself:  For each step, are these of significant effort to warrant remaining in the WBS?**** **
**Repeat Steps 1-6 to build out WBS****.**
**Final check:  Does WBS allow you to monitor the forward progression of deliverables in your project?**** **

**Notes:**
Study the flowchart for key milestones you need to track.
Articulate as a NOUN what deliverable is available when the milestone is reached. 
Craft the milestone statement.
Create the work package task which is just the noun. 
Articulate the steps necessary to get from the start of work on the deliverable to the milestone. 
Ask yourself:  For each “Verb/Noun” in step 5, are these of significant effort to warrant remaining in the WBS? 
Repeat Steps 1-6 to build out WBS 
Final check:  Does WBS allow you to monitor the forward progression of deliverables in your project?

## STEPS

**Identify key milestones.**
**CLUES:**** **
**Diamond-decision points**
**End-of-flow points**
**Artifacts**
**Overall flowchart product**** **

**Notes:**
Study the flowchart for key milestones you need to track.
Articulate as a NOUN what deliverable is available when the milestone is reached. 
Craft the milestone statement.
Create the work package task which is just the noun. 
Articulate the steps necessary to get from the start of work on the deliverable to the milestone. 
Ask yourself:  For each “Verb/Noun” in step 5, are these of significant effort to warrant remaining in the WBS? 
Repeat Steps 1-6 to build out WBS 
Final check:  Does WBS allow you to monitor the forward progression of deliverables in your project?

## STEPS

**Study the flowchart for key milestones you need to track.**
**Articulate milestone deliverable as a NOUN.**
**That’s pretty easy...or should be.**
**Is this really the deliverable to track?**

**Notes:**
Study the flowchart for key milestones you need to track.
Articulate as a NOUN what deliverable is available when the milestone is reached. 
Craft the milestone statement.
Create the work package task which is just the noun. 
Articulate the steps necessary to get from the start of work on the deliverable to the milestone. 
Ask yourself:  For each “Verb/Noun” in step 5, are these of significant effort to warrant remaining in the WBS? 
Repeat Steps 1-6 to build out WBS 
Final check:  Does WBS allow you to monitor the forward progression of deliverables in your project?

## STEPS

**Study the flowchart for key milestones you need to track.**
**Articulate milestone deliverable as a NOUN.**** **
**Craft the milestone statement****.**
**M:  <deliverable> is ready**** **

**Notes:**
Study the flowchart for key milestones you need to track.
Articulate as a NOUN what deliverable is available when the milestone is reached. 
Craft the milestone statement.
Create the work package task which is just the noun. 
Articulate the steps necessary to get from the start of work on the deliverable to the milestone. 
Ask yourself:  For each “Verb/Noun” in step 5, are these of significant effort to warrant remaining in the WBS? 
Repeat Steps 1-6 to build out WBS 
Final check:  Does WBS allow you to monitor the forward progression of deliverables in your project?

## STEPS

**Study the flowchart for key milestones you need to track.**
**Articulate milestone deliverable as a NOUN.**** **
**Craft the milestone statement****.**
**Create the work package task which is just the noun.**** **

**Notes:**
Study the flowchart for key milestones you need to track.
Articulate as a NOUN what deliverable is available when the milestone is reached. 
Craft the milestone statement.
Create the work package task which is just the noun. 
Articulate the steps necessary to get from the start of work on the deliverable to the milestone. 
Ask yourself:  For each “Verb/Noun” in step 5, are these of significant effort to warrant remaining in the WBS? 
Repeat Steps 1-6 to build out WBS 
Final check:  Does WBS allow you to monitor the forward progression of deliverables in your project?

## STEPS

**Study the flowchart for key milestones you need to track.**
**Articulate milestone deliverable as a NOUN.**** **
**Craft the milestone statement****.**
**Create the work package task which is just the noun.**** **
**Detail work steps for creating deliverable.**
**Verb / Noun**
**Verb / Noun**
**Verb / Noun**

**Notes:**
Study the flowchart for key milestones you need to track.
Articulate as a NOUN what deliverable is available when the milestone is reached. 
Craft the milestone statement.
Create the work package task which is just the noun. 
Articulate the steps necessary to get from the start of work on the deliverable to the milestone. 
Ask yourself:  For each “Verb/Noun” in step 5, are these of significant effort to warrant remaining in the WBS? 
Repeat Steps 1-6 to build out WBS 
Final check:  Does WBS allow you to monitor the forward progression of deliverables in your project?

## STEPS

**Study the flowchart for key milestones you need to track.**
**Articulate milestone deliverable as a NOUN.**** **
**Craft the milestone statement****.**
**Create the work package task which is just the noun.**** **
**Detail work steps for creating deliverable.**** **
**Ask yourself:  For each step, are these of significant effort to warrant remaining in the WBS?**** **
**D. Frame “100 hour” criterion**
**E. Uyttewaal “1% - 10%” criterion**
**PMI GOVSIG “5%” criterion**** **

**Notes:**
Study the flowchart for key milestones you need to track.
Articulate as a NOUN what deliverable is available when the milestone is reached. 
Craft the milestone statement.
Create the work package task which is just the noun. 
Articulate the steps necessary to get from the start of work on the deliverable to the milestone. 
Ask yourself:  For each “Verb/Noun” in step 5, are these of significant effort to warrant remaining in the WBS? 
Repeat Steps 1-6 to build out WBS 
Final check:  Does WBS allow you to monitor the forward progression of deliverables in your project?

## STEPS

**Study the flowchart for key milestones you need to track.**
**Articulate milestone deliverable as a NOUN.**** **
**Craft the milestone statement****.**
**Create the work package task which is just the noun.**** **
**Detail work steps for creating deliverable.**
**Ask yourself:  For each step , are these of significant effort to warrant remaining in the WBS?**** **
**Repeat Steps 1-6 to build out WBS**** **

**Notes:**
Study the flowchart for key milestones you need to track.
Articulate as a NOUN what deliverable is available when the milestone is reached. 
Craft the milestone statement.
Create the work package task which is just the noun. 
Articulate the steps necessary to get from the start of work on the deliverable to the milestone. 
Ask yourself:  For each “Verb/Noun” in step 5, are these of significant effort to warrant remaining in the WBS? 
Repeat Steps 1-6 to build out WBS 
Final check:  Does WBS allow you to monitor the forward progression of deliverables in your project?

## STEPS

**Study the flowchart for key milestones you need to track.**
**Articulate milestone deliverable as a NOUN.**** **
**Craft the milestone statement****.**
**Create the work package task which is just the noun.**** **
**Detail work steps for creating deliverable.**
**Ask yourself:  For each step, are these of significant effort to warrant remaining in the WBS?**** **
**Repeat Steps 1-6 to build out WBS**** **
**Final check:  Does WBS allow you to monitor the forward progression of deliverables in your project?**** **

**Notes:**
Study the flowchart for key milestones you need to track.
Articulate as a NOUN what deliverable is available when the milestone is reached. 
Craft the milestone statement.
Create the work package task which is just the noun. 
Articulate the steps necessary to get from the start of work on the deliverable to the milestone. 
Ask yourself:  For each “Verb/Noun” in step 5, are these of significant effort to warrant remaining in the WBS? 
Repeat Steps 1-6 to build out WBS 
Final check:  Does WBS allow you to monitor the forward progression of deliverables in your project?

## So Let’s Try one now...

## Handout:  SPI Process Flow

## Slide 29

## Step 1:  Find the milestones

- Let’s hear from you!

## Step 1:  Here’s what I see

**Step 1:  Here’s what I see**

## Step 2:  Name the milestones

**Process Improvement (PI) Plan**
**Policies**
**Plans**
**Procedures**
**Templates**
**Work Instructions**
**Process Asset Library (PAL)**
**Lessons Learned (LL)**
**Status Reports**
**Assessment Report**
**Upper Management Report**

## Step 2:  Are ALL of these tracked separately?  

**For Instance:**
**Process Assets**
**Policy **
**Plans**
**Procedures**
**Templates**
**Work Instructions**

## Step 3:  Craft milestone statement

**M: PI Plan is Baselined**
**M: PAL is accessible to staff**
**M: Process Assets are on PAL**
**M: Lessons Learned Distributed **
**M: Assessment Report Complete**
**M: Upper Mgt Report Delivered**
**...****.etc....**

## Step 3:  Craft milestone statement

- This raises an interesting question:
- Is there just ONE of each
- or
- Perhaps several???

## Step 4:  Craft Workpackage Task

-   Process Improvement Plan
-   PAL Repository
-   Process Assets (PA) for <Topic>
-   Lessons Learned for <Topic>
-   Assessment Report
-   Upper Mgt Report
- ....etc.....

## Step 5:  Craft Steps

- PA for Requirements Mgt
- Develop draft and route
- Comment and walkthrough
- Update draft and finalize
- M: PA for Req Mgt are on PAL

## Step 6:  Are steps significant?

**Well, what’s the real work involved in each?**

## Develop PA Req Mgt draft and route for comment

** ****Research different Req Mgt techniques**
** ****Present Req Mgt techniques @ SPI meeting**
** ****Consult with other SPI groups**
** ****Type up, post to repository and email link to our SPI group**
** ****Policy for Req Mgt**
** ****Plans for Req Mgt**
** ****Procedures for Req Mgt**
** ****Templates for Req Mgt**
** ****Work Instructions for for Req Mgt**

## Step 6:  Are steps significant?

**D. Frame “100 hour” criterion**
**E. Uyttewaal “1% - 10%” criterion**
**Min Duration = 1% Project duration (rounded)**
**Max Duration = 10% Project duration (rounded)**
**PMI GOVSIG “5%” criterion**
**Task duration is about 5% of project duration (rounded)**

## Step 7:  Repeat!

**PI Plan**** **
**Develop draft and route**
**Comment and walkthrough**
**Update draft and finalize**
**M: PI Plan is Baselined**
**PAL Repository**** **
**Requirements**
**Design**
**Construction and Release**
**M: PAL is accessible to staff**

## Step 7:  H-m-m-m

**PAL Repository**** **
**Requirements**
**Design**
**Construction and Release**
**M: PAL is accessible to staff**

**Does this need further decomposition?**

## Step 7:  It’s your decision

** ****Consider Size advice**
** ****Consider asymmetry advice**

**PAL Repository**** **
**Requirements**
**Develop draft and route**
**Comment and walkthrough**
**Update draft and finalize**
**M: PAL Repository Req are Baselined**
**Design **
**Develop draft and route**
**Comment and walkthrough**
**Update draft and finalize**
**M: PAL Repository Design is Baselined**
**...****.etc....**

## Step 8:  Forward progression?

## So what about those “nano” activities?

**WBS Dictionary !**

## WBS Dictionary: 

**when can you say you are done?**
**Definition of the work**
**Exit or Acceptance Criteria**
**Checklist**

## WBS Dictionary 

## Now it’s YOUR turn.....

## At your table you will find:

**  ****A set of flowcharts**
**  ****A set of post-its**
**  ****A marker or two**
**  ****A flipchart**

## Your assignment:

**  ****Pick a presenter**
**  ****Pick ****ONE**** flowchart**
**  ****Craft a WBS from the flowchart**
**  ****Put your WBS on the flipchart**

## Questions

- ?

## Contact Information

**Name:  Nancy Noell**
**Division:  HRD**
**Phone Number:  301-763-3269**