SAMEERA MONITORING DIS
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Nov 24, 2024
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The Typical Structure Of A WBS
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I will describe a project team I was on at my previous job. Our new CRM system was
meant to improve client interactions and streamline internal processes.
Project Goals:
My project sought to transform the organization by achieving comprehensive and
strategically aligned goals. Our goals were carefully designed to address various aspects of
our operations, aligning with our commitment to customer-centricity, efficiency, data security,
and informed decision-making.
1. Improving Customer Satisfaction: The main objective was to significantly increase
customer satisfaction. This was achieved by improving services, personalizing interactions,
and efficiently meeting customer needs (
Furtak & Hebda, 2019)
.
2. Efficiency Enhancement: The project provided advanced tools to track client
interactions and manage leads, aiming to streamline operations. This optimized resource use
and smoothed processes.
3. Priority Concerns: Data security and regulatory compliance. The project aimed to
improve data security to protect sensitive data and comply with changing data protection
laws, boosting customer trust.
4. Task Automation: Automate tedious manual data entry and routine tasks to save
time. This allowed workers to focus on higher-value tasks, improving productivity and
service.
In the era of data-driven decision-making, the project prioritized real-time reporting
and analytics capabilities. This would give the company insights for more informed and agile
decision-making. These goals were the project's foundation, demonstrating the company's
dedication to technology, customer service, and data security. I saw cross-functional teams
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work hard to achieve these goals as a project team member, which led to positive change in
our organization.
Served as Project Coordinator for this initiative. My duties included gathering
requirements from various departments, managing the project schedule, and updating
stakeholders on project progress. I helped with user training and change management to ease
the CRM system transition. My role as Project Coordinator in the CRM implementation
initiative was crucial to its success and seamless integration into our organization. My duties
included many crucial tasks and functions that helped the project run smoothly. My role and
significance are expanded here:
1. Requirement Gathering: I bridged departments within the organization as a primary
responsibility. I actively gathered department heads, managers, and end-users' CRM system
requirements and expectations. To understand their needs, interviews, surveys, and
workshops were conducted.
2. Effective project management requires careful scheduling and timeline adherence. I
created and maintained the project schedule, including milestones, deadlines, and
dependencies. By monitoring the schedule, I avoided delays and bottlenecks by completing
tasks on time.
3. Stakeholder Communication: Open and transparent communication was crucial. I
maintained project progress, update, and challenge channels. Through status meetings,
reports, and newsletters, stakeholders were kept informed and engaged throughout the
project.
4. User Training: Employees may find it challenging to adjust to a new CRM system.
I designed and led user training to ease the transition. These sessions were tailored to
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different user groups to ensure that all employees received the training they needed to
maximize their new system productivity.
5. Change Management: Though often overlooked, it is crucial for project success. I
collaborated with HR and departmental managers to address concerns, manage change
resistance, and ensure employee adoption of the new CRM system. Change management
plans, impact assessments, and ongoing support were included.
6. Resolution of Issues: Every project faces challenges and obstacles. Issues were my
responsibility to identify and resolve. This required working with the project team to solve
problems, reduce risks, and avoid delays and setbacks.
Initial Project Scope: The project scope was reasonably clear. We understood the new
CRM system's high-level goals and key features. The detailed scope was difficult to define
because different departments had different needs and expectations (
Sadler, 2021)
.
Deliverables and WBS:
We have five CRM implementation project deliverables and two work packages for
each:
1. Deliverable: CRM System Deployment
• WP1: Infrastructure Setup
• The WBS Code is 1.1.
• Installing WP2 software
• WBS Code: 1.2
2. Deliverable: Data Migration
- WP1: Data Mapping and Extraction
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• WBS Code: 2.1
• WP2: Data cleansing/transformation
• WBS Code: 2.2
3. Deliverable: User Training and Documentation
• Training Material Development (WP1)
• The WBS Code is 3.1.
User Training Sessions (WP2)
• WBS Code: 3.2
4. Integration with Existing Systems as Deliverable
• WP1: Integration Design and Testing
• WBS Code: 4.1
• WP2: Middleware Implementation
• WBS Code: 4.2
5. Reports and Analytics Dashboard as Deliverable
• WP1: Dashboard development
• WBS Code: 5.1
WP2: User Acceptance Testing
• WBS Code: 5.2
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The Project Management Docs website provides a Work Breakdown Structure (WBS)
example for organizing and visualizing project components. This WBS example follows
project management best practices. Let's examine why this example fits the WBS structure:
The WBS in the example follows WBS hierarchy. Starting with the highest-level
project goal or deliverable, it iterates down to the lowest-level work packages. Hierarchical
management ensures that every project aspect is accounted for and managed.
Visual Representation: The WBS example shows the project's components, helping
stakeholders understand its scope and organization. Team members communicate and
collaborate better when they see the project hierarchy.
Task Organisation: Each WBS level organises and categorises tasks and activities.
This organization groups related tasks to simplify project planning and execution. Teams can
be assigned to WBS branches to help allocate resources. Similar to my CRM project
structure, this example shows how work packages roll up to higher-level deliverables. The
hierarchical roll-up shows how detailed tasks contribute to project goals, making it an
essential part of WBS. This lets project managers track progress at both micro and macro
levels. Project breakdown clarity and transparency are maintained in the example. Each WBS
element is labeled and described, eliminating ambiguity. Clarity is essential for team
members to understand their roles and how they fit into the project (
Su & Zheng, 2021
).
In conclusion, the Project Management Docs WBS example is a good example of a
well-constructed WBS. It emphasizes hierarchical organization, visual representation, task
clarity, and work package roll-up to deliverables. These qualities make it useful for project
managers and teams planning, executing, and monitoring complex projects.
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References
Furtak, K., & Hebda, M. (2019). Damage to an overpass bridge from WBS prefab beams.
In
MATEC Web of Conferences
(Vol. 284, p. 01002). EDP Sciences.
https://www.matec-
conferences.org/articles/matecconf/abs/2019/33/matecconf_icsf2019_01002/mateccon
f_icsf2019_01002.html
Sadler, C. L. (2021). NASA work breakdown structure (WBS) handbook.
https://ntrs.nasa.gov/citations/20210023927
Su, J., & Zheng, X. (2021, April). Application of WBS in pricing management of
prefabricated concrete construction project. In
IOP Conference Series: Earth and
Environmental Science
(Vol. 719, No. 3, p. 032014). IOP Publishing.
https://iopscience.iop.org/article/10.1088/1755-1315/719/3/032014/meta