WBS and Gantt Chart

WBS and Gantt Chart
Overview
It is now time to prepare a work breakdown structure (WBS)--creating a task hierarchy describing all
work necessary for carrying out and completing project work.
For Assignment 4, you are the project manager with the contracted company selected by the City of
Metropolis to work with the City’s project team to carry out the work on the Geodatabase Design and
Development Project. Your company responded to the City's RFP and was selected to perform the work.
The contracted work for which you are responsible is summarized in section 1.2 of the RFP with more
detailed explanation in subsequent RFP sections. This purpose of this Assignment is to:
lay out the tasks and subtasks and their timing (the Work Breakdown Structure or “WBS”), and
present the results in the form of a Gantt Chart.
The work breakdown structure (WBS) you create should include a hierarchical organization of tasks (toplevel
tasks and subtasks), with planned start and end dates, that take into account estimated durations
of time to complete the work with whatever timing constraints may influence the starting and
completion of tasks. Please note that the RFP describes the overall scope and deliverables but does not
provide a specific set of tasks or approach to accomplish the work. That is your job as the contracted
project manager—to prepare a plan that, based on your experience in similar projects, will provide an
organized and efficient way to get the work done and which includes necessary project monitoring,
status reporting, communications, quality control, and other necessary project activities. Before jumping
into this assignment, take another look at the Metropolis RFP--particularly Table 2 summarizing the
Main and Supporting deliverables. Then review again the "Work Breakdown Structure" page of this
Lesson to make sure you understand the concept behind the WBS--with the Summary Tasks establishing
organized "headings" for the work and the "Work Tasks" (the lowest level in the task hierarchy) defining
how the works gets done.
Submittal
Create a work plan (a WBS) task hierarchy and timing (start and end dates for each task) for the City of
Metropolis project. You are contracted project manager tasked by the City to prepare this work plan--
that includes tasks for all project work carried out by your contracted team AND support work done by
the City's project team members (e.g., formal deliverable quality review and comment).
In this assignment, use the concepts of task relationships with lags and leads to control task timing. In
general, your WBS should be broken down into 3-levels (main summary task, subtask, sub-subtask)
although for some main summary tasks, 2 or 4 subtask levels may be appropriate. Your WBS should
include tasks necessary to complete all main deliverables (MD) and supporting deliverables (SD)
summarized in Table 2 of the RFP. As identified in the RFP (see SD1), the City is requiring you to design
and carry out a pilot project to test, confirm, and refine the database development work. For the field
data collection and quality control work for this type of project, it is typical for contractors to organize
work into specific geographic zones or sectors that correspond to data deliverables (MD2) that are
submitted to the City. This work plan should cover all work carried out by the contractor AND the City's
project team. For example, in addition to covering contractor field data collection and quality control, it
should show the quality assurance review work that the City team performs after deliverable submittal
by the contractor (with formal acceptance or possible rejection of that deliverable). The WBS should
also include tasks for project management and control (monitoring and reporting on status, project
communications, formal project closure, etc.).

In addition to the WBS task hierarchy, create a Gantt Chart showing bars for task timing. The Gantt Chart
should show important information about the tasks (task number, task name, start and finish dates)
along with Gantt bars graphically showing the timing of each task and the interconnectedness of tasks
based on dependencies. We strongly recommend that you use project management software (e.g.,
Microsoft Project) to do this assignment since Gantt chart generation is automatic (although you can
apply various controls for its format).
The City would like the project completed within about 10 months from project initiation. Again, while
not mandatory, it is strongly suggested that you use a project management software package like
Microsoft Project. Project management software automates many manual steps in project planning,
Gantt chart generation, etc. If you don't have previous experience with project management software,
this is an opportunity to get some experience and begin to acquire a skill that will be useful in your
future project planning and management work. If you use Microsoft Project, your submittal for the
project may be the software's file format (.mpp) only . Be sure to set the proper level for the WBS task
hierarchy and make appropriate links (Predecessors) among tasks. Pricing options are available
from Microsoft's website. There are also quite a few third-party software vendors that offer MS Project
licenses at discounted costs (particularly for older versions of the software). MS Project version 2021 is
the most current software but past versions (v2010, v2013, v2016, or 2019) will also work for this
course. Useful resources include:
Library Resources - click on 'Library Resources' in the navigation bar for Geography related library
resources.
LinkedIn Learning (Log in with your Penn State email and password)
Microsoft Project - Full Tutorial for Beginners in 13 MINUTES!.
Free Microsoft Project Training Course.
If you do not use MS Project software, you should provide a file (in the software's native file type) as
well as a document showing tasks, task numbers and names, start and end dates for tasks, and the Gantt
Chart.
In summary, consists of:
WBS showing task hierarchy (task number and name) and start and end dates for the City of Metropolis
Geodatabase Development Project encompassing ALL project deliverable and project management
activities carried out by the contractor and the City
Gantt chart presentation of the WBS
**KEY POINTS: Be sure to name tasks well. Use verbs or "verb-derived nouns" (like, "implementation",
"submittal"). Remember the information in this Lesson about WBS task structure. Summary Tasks (any
task that have subtasks below them) are just headings to organize areas of work. The botom level tasks
("work tasks" or "work packages") describe the work activities. Subtasks under a Summary Task must
cover all work activities identified in that Summary Task. Also, there should NEVER be only one subtask
under a Summary Task. The nature of a Summary Task implies that there are multiple activities
(subtasks) under it.
Note
There are multiple ways to organize the work into a WBS hierarchy of main tasks (“summary tasks”) and
subtasks so there is not one “right response” to this assignment. It is your job to organize the task
hierarchy and establish timing in a manner that efficiently accomplishes the necessary work. Think of
the WBS hierarchy like a written report that has main sections and subsections. Start first with the toplevel
tasks and then add the detail of subtasks down to the recommended three levels. Start with a
review of the RFP (particularly Sections 5 and 6). Make sure your work plan includes tasks necessary to

produce all main and support deliverables as well as tasks for ongoing project management, monitoring,
plan adjustment, and reporting of the work. It is also recommended to include a set of "start up" tasks
that can include this work plan deliverable (SD1) and review by the City, a kick-off meeting, and perhaps
other early activities to prepare for detailed project work. To help you out with structuring your WBS
work plan, here is a possible high-level organization of tasks for this project that cover all project work
and project management activities. You may use this as a basis, modify as necessary, and fill in detail
with subtasks to cover specific areas of work:
SAMPLE TOP LEVEL TASK ORGANIZATION FOR METROPOLIS PROJECT:
1. Initial Project Organization, Planning, and Preparation (includes kickoff meeting, review of City data
sources, work plan finalization (SD1), setting up communication procedures and PM with City)
2. Ongoing Project Monitoring and Administration (monitoring of project during its execution, meetings
with team and City, status reports (SD2), adjustments to work plan, etc.
3. Geodatabase Design (MD4) (setting up the structure for later population of data and metadata.
Includes draft design, review by City, and finalization). Best to make reference to setting up features
classes and ArcGIS rules and geographic reference parameters. Happens as early as possible in the plan.
No data is populated here—it is just setting up the design for later population of fields data and
metadata.
4. Pilot Project Design and Execution (SD3) (plan, design and conduct pilot project, review results, make
adjustments to design and field data collection and QC procedures for contractor field data collection).
Needs to be completed before field data collection can occur.
5. Design and Develop Data QA and Tracking Tools and Procedures for City (design, prototyping, review
with City, final development, deploy for City use and train City team on how they work). This is SD4
6. Field Data Collection and QC (MD2) (all tasks to organize and plan contractor field collection work
and do QC on results and package multiple deiverables for submittal to City for their QA review). Starts
with some prep and organize of the work. Best to organize into multiple geographic zones each of which
is a subtask and corresponds to a data deliverable to the City—in each of these there is the collection of
data in the field, QC, and submittal of deliverable (corresponding to zones) to the City
7. City QA of Contractor Deiverables (City uses tools from Task 5 (SD4) to review deliverables and
accept or reject. Includes re-work by contractor if rejected). Should have subtasks for each data
deliverable submitted by contractor from Task 6. City may accept or reject the deliverable.
8. Loading of Data and Metadata in City Geodatabase (after final Deliverables and QA/acceptance by
City)
9. Design, Development, and Deployment of Custom Applications (MD4) (design and development of
custom applications for the City for them to use after the project is over (MD4). Should have subtask
breakdown for each of two applications (mobile and office-based). Includes requirements eval. design,
iterative development with review comments from City and finalization with deployment. Final step
should include formal user acceptance testing and approval by City. May Also include documentation
and training
10. Application Documentation and Training (MD5): if not included in Task 9, need to include design as
a start and delivery of training on the custom applications. Remember there are 2 applications (related
but different)--the office-based and field-based applications. So should divide these up by subtask and
then for each show some iterative development with City review and comment ending up in a final User
Acceptance Testing.
11. Project Closure: Includes subtasks for Final Report (MD6) with draft, review by City, final report. Also
includes subtasks for other activities—maybe a final project meeting, contract closure
Submitting the Assignment
View specific directions for submitting.

Grading
This assignment is worth 70 points. The grading approach is explained in the rubric table below.
The instructor may deduct points if the Assignment is turned in late, unless a late submittal has been
approved by the Instructor prior to the Assignment submittal date.
Assignment 4 Grading Rubric
Grading Category Basis for Scoring Total
Possible
Points
Point Award Explanation
A. Completeness
and Organization
of WBS Tasks
B. Clarity in Task
Naming
C. Task Types
Relationships and
Timing
Task hierarchy includes tasks that
cover all elements of work
necessary to complete project
work.
Tasks include important project
management activities (e.g.,
monitoring, status reporting,
communications, closure, etc.).
WBS hierarchy (arrangement of
tasks, subtasks) shows complete
and organized approach to the
project work.
WBS task hierarchy detail is
appropriate and builds upon more
general summary tasks identified
in previous documents such as the
RFP.
Task/subtask names are
explanatory and concisely worded.
Task/subtask names are “verboriented”
(use of verb or verbderived
noun) to convey the
action occurring in the task.
Proper use of task types
(Summary Tasks, Work Tasks,
Recurring Tasks).
Effective use of task relationships
(“predecessors” in MS Project
software) to establish relative
timing among tasks.
Effective use of lags and leads in
task timing.
Durations of tasks and overall
24 EXCEPTIONAL: 23 to 24 points for an
extremely well-organized and
comprehensive WBS hierarchy covering all
project work and PM activities presented
at an appropriate level of detail.
INADEQUATE: 1 to 3 points if there are
major deficiencies—significant parts of
project work or PM activities are NOT
included and/or there are significant
problems with task sequence or
organization.
MINIMALLY ADEQUATE to VERY GOOD: 4
to 22 points if there are deficiencies that
fall between the “Exceptional” and
“Inadequate” categories above.
12 EXCEPTIONAL: 11 to 12 if all task names
are clear and verb-oriented.
INADEQUATE: 1 to 2 points if there are
major and frequent problems in task
naming.
MINIMALLY ADEQUATE to VERY GOOD: 3
to 10 points if there are deficiencies that
fall between the “Exceptional” and
“Inadequate” categories above.
24 EXCEPTIONAL: 23 to 24 points if all task
types are appropriate; effective task
relationships with lags/leads occurs
throughout WBS; and task/project timing is
appropriate.
INADEQUATE: 1 to 3 points with
significant, frequent problems in
introduction, word choice, sentence
construction, grammar, and length.
MINIMALLY ADEQUATE to VERY GOOD: 4

Assignment 4 Grading Rubric
Grading Category Basis for Scoring Total
Possible
Points
timing for project is realistic and
efficient.
Point Award Explanation
to 22 points for deficiencies in assignment
of task types, relationships and timing that
fall between the “Exceptional” and
“Inadequate” categories described above.
D. Gantt Chart
Formatting
Appropriate use of columns for
task information and column
width and height.
Choice of fonts for tasks that
effectively conveys task hierarchy
(different font style or size for
different task/subtask levels).
Effective use of column headings
for task information and time
scale labeling for Gantt bars.
Effective formatting of Gantt bars
that differentiates task types and
is visually attractive.
10 EXCEPTIONAL: 9 to 10 points for an
extremely well-formatted Gantt Chart
applying effective choice of columns, text
fonts and headings, and visually appealing
Gantt bar formatting.
INADEQUATE: 1 to 2 points for major
problems in column, font, or Gantt bar
formatting that result in major difficulty in
gleaning content and meaning.
MINIMALLY ADEQUATE to VERY GOOD: 3
to 8 points for deficiencies in selection of
format rules and their consistent
application between the “Exceptional” and
“Inadequate” categories described above