Self-Audit Report on Work Breakdown Structure

Work Breakdown Structure of “GOOGLE DAY” Event

By

Athipet Abhijeet

14PGGMS002

Sri Sri University

CUTTACK – 754006

November, 2015

Work Breakdown Structure of “GOOGLE DAY” Event

By

Athipet Abhijeet

Under the guidance of

Shri Sujit Rout

Store manager

Vishal Mega mart.

Sri Sri University

CUTTACK - 754006

November, 2015

Certificate of Approval

The following Self-Audit Report titled "Work Breakdown Structure of GOOGLE DAY

Event" is hereby approved as a certified study in management carried out and presented in a

manner satisfactory to warrant its acceptance as a prerequisite for the award of Master of

Business Administration for which it has been submitted. It is understood that by this approval

the undersigned do not necessarily endorse or approve any statement made, opinion expressed

or conclusion drawn therein but approve the Self audit Report only for the purpose it is

submitted.

Event Guide : Signature…………………………………….

: Name …………………………………………

: Designation…………………………………….

: Address………………………………………..

Tel No……………………………………………

Email:

Name: Athipet Abhijeet

Roll No: 14PGGMS002.

Declaration

This is to declare that all the content in this project is self-attained and is strictly used for

academic purposes. I A. Abhijeet present this report on “Work Breakdown Structure of

GOOGLE DAY Event” as my self-audit report for evaluation. I hereby stand with norms of

the organization and my institute in evaluation of this report. Here’s my duly signed report for

the evaluation. Thanking my faculty mentor and organization support for completion of this

project.

Name:

Registration Numb:

Signature.

Date:

Evaluation Sheet

This is to certify that Mr. Athipet Abhijeet perusing MBA- General Management (Marketing

& Operations) at Sri Sri University, in 2014-2016 batch has completed his self-audit on the

subject work Breakdown structure, towards the partial fulfilment of the requirements for the

award of his MBA degree. His project titled “Work Breakdown Structure of GOOGLE DAY Event”

is being evaluated for grading his performance for the end term of 4th trimester. His evaluation is given

below.

Evaluator Marks Remarks

Organization Mentor

Faculty Mentor

Signature of External Evaluator Signature of Internal Evaluator

ACKNOWLEDGEMENT

It gives me immense pleasure to present a Self-Audit on the topic “work Breakdown Structure”

under the banner of GDG Sri Sri University, a project report as part of the curriculum of ‘Master

of Business Administration’. I would like to thank all the people who gave unending support.

I express my profound thanks to assistant professor. Kaushal Borisagar, internal faculty guide;

and event guide; and my co-organizer, Sarvani Gaddipati and all those who have helped and

helped in completion of this project. I also would like to thank Pudipeddi Sweekruth for his never

ending help in handling the operations of the event.

I would also like to extend my gratitude to all my friends, seniors who helped me in conducting

the event, teaching, non-teaching staff, batch mates of Sri Sri University, who provided moral

support and the much-needed inspiration to conclude the project in time. I would like to

especially thank my parents who are integral part of the project.

Thanking you.

Athipet Abhijeet.

Preface/ Forewords

As Students of project management it is crucial to have an on field experience of the activities

involved in the building and handling the project. As part of the university and carrying an

objective to improve its visibility, events seem to be the best way to showcase/present the inner

talent of the university to external world. “GOOGLE DAY” a one such initiative of students

was taken up the members of GDG Sri Sri University. For better understanding of theory we

planned to do this event as a prototype of a project which will help us in application the

concepts of project in real time. Hence the event was proceedings followed the stages and

norms of project management. The study is about planning and scheduling of the project which

was most crucial in this case. Though the proposal, budget, dependencies were listed they had

a limited effect on the project. Thus highlighting the time management to be most crucial for

the project. The planning and scheduling was done by the entire core team of GDG Sri Sri

University and students of project management. The take away from the project was good

understanding of WBS and resource management.

List of Contents

Introduction

1.1 Introduction to Project Management

1.2 Introduction to Work Breakdown Structure

1.3 Introduction to GOOGLE DAY Event at Sri Sri University.

Study on “Google Day” Event at Sri Sri University

2.1 Characterizing “Google Day Event” as Project

2.2 Work Breakdown Structure of Google Day

2.3 Planning and Scheduling of “GOOGLE Day” Event

Conclusion

Introduction

1.1 Introduction to Project Management:

Production of goods and services can be categorised into 3 types and each of them have a

specific characteristic.

Mass Production: Fixed orientation, difficult to change, Material handling is often

automate, Suitable for very high demand.

Batch Production: Several product are processed in the same facility, Flexibility is

achieved by using general purpose resource, Production planning and control is

complicated, Suitable for relatively small demand.

Non Repetitive production or Projects: Perform to achieved organizational objective or

strategic plans, Perform by individuals, Limited by constraints, including resource

constraints, Planned, executed, monitor and controlled, Past experience is limited value,

Extensive management effort is required, Suitable for very low demand.

Characteristics of a project:

Project has a customer/sponsor

It has stack and stakeholders

It has definable input, control parameters, purpose of end-product

It is unique (as against routine)

It is temporary in a nature

It evolve as it progresses

It involves an element of unfamiliarity

It involve uncertainties and risks

Changes in technology, organization structure, requirements

It is process of working to achieved the goals

It required varied resources

Manpower, money, material, equipment, facilities, IT

Project has defined start and finished dates

Parameters of project are Scope, Quality, Cost, Time and Resource. Among these Parameters

Time, Cost, Resource availability is called as scope triangle (Fig-1). Projects are classified

based as follows.

FIG: 1

Basic project management

Nonprofit project management

Commercial/ for profit project management

R&D project management

New product development management

Government project management: Military project management & National Park

management.

Industrial setting project management: Program management, new venture

management, Product management, Ad hoc committee/ task force management.

Service sector project management: Auditing, management consultancy, fund raising.

Any project follows a basic procedure with following steps. They are

1. Initiation- The initiation process group determines the nature and scope of the project

(i.e. what we are trying to do?). It includes the Business case, Scope and deliverables,

Objectives, Resources needed, Milestone plan and timeline, Cost estimate, Risks and

issues, Dependencies.

2. Planning and Design: The main purpose is to plan time, cost and resources adequately

to estimate the work needed and to manage risk effectively during project execution.

This information forms the project contract, used to gain formal approval to begin work.

I includes, Developing the scope statement, Developing the schedule (Gantt chart),

Developing the budget, Selecting the team, Creating a work breakdown structure,

Identifying deliverables, Risk planning, Communication planning.

3. Execution: Execution consists of the processes used to complete the work defined in

the project management plan, to accomplish the project's objectives. The execution

process involves coordinating people and resources, as well as integrating and

performing the activities of the project. The deliverables are produced as outputs from

the processes performed as defined in the project management plan.

4. Monitoring and Controlling: The monitoring and controlling process group involves

managing and tracking the project, so potential problems can be identified quickly and

corrective action taken. The monitoring and controlling process group ends once the

project has achieved its goals and objectives as detailed in the project contract. It

includes, measuring the ongoing project activities, monitoring the project variables (cost,

effort, scope) against the project management plan and the project baseline. Identifying

corrective actions to address risks and issues, managing changes using our change

control process.

5. Closing: Closing a project means finishing all activities across all process groups, splitting up

the project team, and signing off the project with the customer. A project that is not closed

will continue to consume resources. At this stage the project performance is evaluated from

the closer report. It communicates how well the project has performed against its original

business case, quality measures, cost, duration and tolerances.

Planning and scheduling is one of the most crucial stages. There are many parameters to be

considered while planning. Each activity is a combination of multiple inputs and is succeeded

and preceded by another the project development pain curve represents the ease and satisfaction

levels of project accomplishment. This gives a clear picture of hoe to plan the efforts in

accomplishing the project to customer satisfaction.

Fig- 2

Planning and Scheduling helps in estimating the end solution of project and taking the

customer’s satisfaction on the end product. In case of any changes, it can be made accordingly.

This process saves a lot of resources and clarify the estimated transactions required in advance.

The COS (Conditions of Satisfaction) is defined as the conditions on which client and project

manager agree as a result of their negotiations on a particular project. The negotiation ends with

a POS (project over view Statement). It states what and why are the activities to be done in a

project and what business value it adds to the organisation.

1.2 Introduction to Work Break Down Structure:

Work Breakdown Structure (WBS) can be defined as deliverable oriented hierarchical

decomposition of the work to be executed by the project team as defined in the POS. Fig-3

describes the procedure of work break down structure.

Fig- 3

Elements of work break down structure can be a product, data, service, or any combination

thereof. A WBS also provides the necessary framework for detailed cost estimating and control

along with providing guidance for schedule development and control. It is a tree structure,

which shows a subdivision of effort required to achieve an objective. In a project or contract,

the WBS is developed by starting with the end objective and successively subdividing it into

manageable components in terms of size, duration, and responsibility (e.g., systems,

subsystems, components, tasks, subtasks, and work packages) which include all steps

necessary to achieve the objective.

The WBS is often created by one of three approaches. They are

Analogy Approach.

Top-down approach.

Bottom-up approach.

The analogy approach uses a similar WBS as a starting point. If you are working for a

consulting firm that does similar projects for the same client, this approach may be simple and

effective.

The top-down approach begins with the final or largest deliverables. Then, all of the

components that make up these deliverables are identified. This process continues to greater

and greater detail until all work packages are identified. A project manager attempting to do

this alone had better have significant experience or technical background in all aspects of the

project. Input from technical team members can also be vital, especially as project activities

are mapped to lower and lower levels.

The bottom-up approach involves intense team participation. Members begin by identifying

as many specific tasks as possible, and then group these tasks into larger project activities.

These project activities may then be grouped into more and more comprehensive activities,

until the final deliverables for the project are planned. This approach can be very effective for

scope and time planning because it can potentially involve input and consensus from the entire

team. For the same reasons, however, it can be a very time consuming process for putting

together a WBS.

Criteria to test for completeness of WBS.

Measurable Status

Fully Bounded (i.e. start and end points are clearly defined.)

Activity has a deliverable

Time/ Cost is easily estimated

Activity duration is within acceptable limits

Work Assignments are independent.

The core objective of WBS is to estimate the cost, resource and time/ duration involved in

completing an activity. There are various approaches to estimate duration of an activity. The

following are a few examples.

Similarity to other activities

Historical Data

Expert advice

Delphi Technique

Three point technique

Wide Band Delphi Technique

The WBS end with a process chart or project network diagram which represents the process

and flow of resources, with estimating the time involved to complete the project. To estimate

the time required for completion of the project, these network diagram provides a clear view

maximum time taken to complete the project. There a two methodology to estimate the

duration.

CPM (Critical Path Method)

PERT

The terminology of Network diagram.

Activity: Work involved in the project.

Slack/ Float activity: activity that can be started earlier than the project date and can be finished

later to the end date without effecting time and duration of the project.

EST: Earliest start time of an activity

LST: Latest start time of an activity

EFT: Earliest finish time of an activity

LFT: Latest finish time of an activity

Critical Path: it is the largest path/sequence of activity in the network.

Activities are dependent on each other. These dependencies are classified as follows

Finish to Start dependency (FS): when A finishes B starts.

Start to Start dependency (SS): activity A and B starts together.

Start to finish dependency (SF): activity B can only finish when A starts.

Finish to finish dependency (FF): activity A and B finish at the same time.

Design principles for a project:

100% rule: The 100% rule states that the WBS includes 100% of the work defined by

the project scope and captures all deliverables – internal, external, and interim – in

terms of the work to be completed, including project management.

Mutually exclusive elements: there is no overlap in scope definition between different

elements of a work breakdown structure. This ambiguity could result in duplicated work

or miscommunications about responsibility and authority.

Plan outcomes, not actions: The best way to adhere to the 100% rule is to define WBS

elements in terms of outcomes or results, not actions. This also ensures that the WBS

is not overly prescriptive of methods, allowing for greater ingenuity and creative

thinking on the part of the project participants.

Level of detail: One must decide when to stop dividing work into smaller elements.

This will assist in determining the duration of activities necessary to produce a

deliverable defined by the WBS.

Coding scheme: It is common for work breakdown structure elements to be numbered

sequentially to reveal the hierarchical structure. The purpose for the numbering is to

provide a consistent approach to identifying and managing the WBS across like systems

regardless of vendor or service.

Terminal element: Terminal element is one that is not further subdivided. It is the lowest

elements in a tree structure. They are estimated in terms of resource requirements,

budget and duration; linked by dependencies; and scheduled.

Consistent to Norms: The higher WBS structure should be consistent to whatever norms

or template mandates exist within the organization or domain

1.3 Introduction to Google Day Event:

Sri Sri University provides students an opportunity to explore various avenues through its

support to student initiatives. One such initiative was “Google Day”. Google Developers Group

(GDG) Sri Sri University initiated by 3 students of Sri Sri University Vibav Kethan, Kartikey

Tanna & Santosh Subba Rao of MBA 2013-2015 batch, is mow handled by Mihir Chavan,

Kalyani Sirisha, and Assistant Professor Kaushal Borisagar. The other team members who

actively participated in the activities are A.Abhijeet, Balaji Rangarajan, Sarvani Gaddipati,

P.Sweekruth, Bhavya Sree Taduri, and Divya Mohanti. GDG Sri Sri University organized

“Google Day” on 15th September, 2015 as one of its half yearly events. This project was

assigned to Abhijeet Athipet and Sarvani Gaddipati as a live project for project management

on 12th August, 2015. The project was executed using all the project management procedures

for better understanding of the subject.

Google has become a synonym for search with its most popular search engine. “Google.Inc”

was founded by Larry Page and Sergey Brin Ph.D. students of Stanford University, in 1997. It

was registered as a domain on 15th September, 1997 and was incorporated as a private limited

company on 4th September, 1998. While conventional search engines ranked results by

counting how many times the search terms appeared on the page, the two theorized about a

better system that analysed the relationships between websites. They called this new

technology PageRank; it determined a website's relevance by the number of pages, and the

importance of those pages, that linked back to the original site. Google Inc. is now an American

multinational technology company specializing in Internet-related services and products. These

include online advertising technologies, search, cloud computing, and software. Today most of

its profits are derived from AdWords (an online advertising service that places advertising near

the list of search results). Google today is well known for its search engine, mail, cloud storage

and other applications. But unknown to many, google has a versatile tool base of 42 tools for

applications in various fields. The motto of “Google Day” at Sri Sri University was to probe

students understand these tools and its applications. The event was successfully telecasted to

GDG and obtained a viewership of 2500 viewers across 115 countries.

Study on “Google Day” Event at Sri Sri University

2.1 Requirements “Google Day Event” To be a Project:

This study is focused on the work breakdown structure for “Google Day”. Before discussing

about the work break down structure of the event, it is important to understand how this event

was carried out as a project. Hence mapping of a project characteristics to this event and other

parameters is done as follows:

Project has a customer/sponsor: the sponsor of the event was GDG Sri Sri University

and management of Sri Sri University.

It has stack and stakeholders: There were many stake holders of the project starting

from the web telecast team of GDG, management of “Sri Sri University”, organizers,

various teams to arrange the event in place, presenters, jury, mentors etc.

It has definable input, control parameters, purpose of end-product: inputs of time and

dates are fixed. i.e. to be conducted on September, 15th and the event must be telecasted

to GDG over 5 hours. The monitory cost involved was for arranging the Prizes and

certificates. Human resources were constrained 2 coordinators, 1 designer, and 5 others

to arrange and work for the event.

It is unique (as against routine): Each event is unique and it is never repeated the same

way. Google day celebrated in 2015 will not be the same here further.

It is temporary in a nature: It started on august, 12th and was decided to end on

September, 15th.

It evolve as it progresses: lot of modifications evolved in designing the event from a

gaming structure to a professional presentation and article writing.

It involves an element of unfamiliarity: though everything were in place there were

challenges as there was high dependency on approvals from management and vacancy

of jury.

It involve uncertainties and risks: Involvement of technology involved technological

risk, viewership risk, communication risk, generating participation was also considered

risk dependencies on management also brought uncertainty to event’s happening.

Changes in technology, organization structure, requirements: one most faced challenge

is the feed rate for telecast. Modifications and the Indian style of jugad was helpful in

making the event move smoothly and uninterrupted.

It is process of working to achieve the goals: the goal was to showcase the budding

talent “Sri Sri University” and provide a platform to the young minds to probe into

various dimensions of GOOGLE rather than just knowing it as a search engine.

It required varied resources: Versatile resources of human intellect and effort, monetary

resources, stationary, infrastructure of university and many more resources were used

to make this event successful.

Manpower, money, material, equipment, facilities, IT

Project has defined start and finished dates: Started on 12th august, 2015 and Ended on

15th September, 2015.

2.2 Work Breakdown Structure of Google Day:

On 12th august, 2015 when Abhijeet and Sarvani were assigned with this project it was

crucial to design a time line for all the activities. The project was designed and proposed to be

completed with a live telecast on 15th September, 2015. To complete the project a Top Down

approach of WBS was followed to divide it into activities. The activities are listed as follows

1. Frame work design ( Date and duration Design)

2. Proposal Design

3. Budget Design

4. Permissions and approvals

5. Graphic Design

6. Event Launch

7. Invitation

8. Publicity and communication

9. Registration

10. Article Collection and evaluation

11. Paper selection

12. Jury invitation

13. Event design

14. Backdrop design

15. Venue management

16. Telecast.

17. End of event/ Result.

The events can be pictorially represented in the following down manner.

FIG: 4

The colours in the WBS shows different levels of detailing. The deeper the detailing the

helpful it is to maintain precision in the project. But also it is equally complex to define time

and resources. The breakdown hence by following the thumb rules of detailing is restricted to

the first level and hence schedule is designed restricted with activities in level-1.

2.3 Planning and Scheduling of “GOOGLE Day” Event:

Project management encompasses the 9 types of type of management involved in a project.

But this event is constrained to timeline management as the resources, scope, cost, risk and

other factors involved are very limited for the study. Hence planning and scheduling on the

basis of timeline has become the focus of the study. The steps to be followed for planning and

scheduling are

1. Listing of steps/ discrete actions of WBS.

2. Making the event chart with preceding events,

3. Making a network diagram.

4. Calculating and earliest start time and latest start time using PERT

5. (or) CPM method.

To make a network diagram. The following rules are to be followed.

Network Diagrams flow from left to right

An Activity cannot begin until all preceding connected activities have

been completed

Arrows on Network Diagrams depict the precedence and flow of

Activities. Arrows can cross over each other without any impact.

Each Activity should have a unique identification number

It is acceptable to leave gaps between Activity Identifiers such as: 1, 5,

10, and 15. This makes it easier to add missing Activities at a later date

without having to renumber the entire Network Diagram.

Activity Identifiers should be ascending numbers that are as simple as

possible

Looping is not allowed

Conditional statements are not allowed – the network diagram is NOT a

decision tree

Activities can only occur once on a Network Diagram. If they are to

occur a second time, they should have a different name and new

identifier.

For a multiple starts, a common start node can be used to indicate a clear

project beginning and a single project end node can be used to indicate a

clear ending.

There are two approaches to draw a network diagram.

AON – Activity-On-Node – uses a node to depict an Activity

AOA – Activity-On-Arrow – uses an arrow to depict an Activity

In our study activities are represented on the arrow for convenience of

calculation in multi activity junctions. There are 16 activities that resulted in 12

nodes. The EST and LST of every node is to be calculated to understand time

taken along the path to complete the project. This results in selection of critical

path for completing the project.

The EST (Earliest Start Time) and Latest start time (LST) are calculated using

the formula.

ESTt =Max [(Est-1 + Dt), (ESs-1 – Ds),……..]

LSTt = Min [(Est+1 + Dt), (ESs+1 – Ds),……...]

The critical path is decided along the activities connecting the nodes with EST= LST. Then

the maximum time taken for completing the path is given by CPM method is sum of the

durations along the path.

Table -1

SLNO ACTIVITIES PRECIDENT ACTIVITY DURATION

A Frame Work Design - 1

B Proposal Design - 5

C Budget Design B 2

D Permission And Approval A,C 2

E Graphic Design B 2

F Event Launch D,E 1

G Invitation D,E 1

H Publicity and Communications F 10

I Registration G 10

J Article Collection and

Evaluation I 7

K Paper Selection H,J 1

L Jury Invitation K 1

M Event Proceeding Design K 1

N Back Drop Design B 5

O Venue Management M,N 1

P Telecast Management O 1

End Or Result L,P End

FIG: 5

Table- 2

Nodal

Number Earliest Tart Time Latest Start Time

1 0 0

2 5 5

3 7 7

4 9 9

5 10 17

6 10 10

7 20 20

8 27 27

9 28 28

10 29 29

11 30 30

12 31 31

Critical Path is B-C-D-G-I-J-K-M-O-P and is represented by a nodal sequence 1-2-3-4-6-7-8-

9-10-11-12. The maximum time taken during the critical path is 31days.

3.0 Project Closing:

The basic objective of the closing report is to ensure that all the activities are done according

to given criteria. The time line so dated is scheduled as follows.

Table- 3

SLNO ACTIVITIES End Date Achievement

report

A Frame Work Design - Start date 12th

August

B Proposal Design August,18th Achieved

C Budget Design August, 20th Achieved

D Permission And Approval August, 22nd Partially Achieved

(Delayed by 2 days)

E Graphic Design Running parallel Pending Back Drop

F Event Launch Running Parallel

G Invitation August, 24th Achieved

H Publicity and Communications Running parallel

I Registration September, 5th Not achieved

(Delayed by 4 Days)

J Article Collection and

Evaluation

September, 10th

(Started parallel with “I”,

to compensate the delay)

Achieved

K Paper Selection September, 10th Achieved

L Jury Invitation September,14th Achieved

M Event Proceeding Design September, 14th Achieved

On 15th September as scheduled the event took place and was telecasted over 115 countries

through GDG. There was approximate viewership of 2500 and above. Sri Sri University

claimed its existence over this crowd also the internal mobility to be achieved by gaining 31

candidates to participate in the event. The host for the day was Sweda Mohen of MBA-2

batch. The best of the bachelors and Masters were awarded with a memento handed over by

our respected Vice Chancellor sir and Registrar Sir. The others were appreciated with

certificate of participation. The event vote of thanks was one of handled by the organisers and

the twitter trend campaign reached a reach of 2500 people with 900 tweets in 1 hour. This

success though could not be claimed as a project was considered as a proto type for study.

Hence the Project of google achieved all the probable deadlines and could complete the

process with in the given resource constraints. The study could replicate the prototyping of

the huge event in the form of “GOOGLE DAY Event at Sri Sri University.

N Back Drop Design September, 13th Graphics

completed

O Venue Management September, 14th Achieved

P Telecast Management September, 15th Achieved

End Or Result September, 15th End