Project Management Work Breakdown

A work breakdown structure is a key project deliverable that organizes the team’s work into manageable sections. The Project Management Body of Knowledge (PMBOK) defines the work breakdown structure as a “deliverable oriented hierarchical decomposition of the work to be executed by the project team.” The work breakdown structure visually defines the scope into manageable chunks that a project team can understand, as each level of the work breakdown structure provides further definition and detail.
Source: http://www.workbreakdownstructure.com/

Job Purpose

The Project Manager oversees the planning, implementation, and tracking of a specific short-term project which has a beginning, an end and specified deliverables.

Primary Duties and Responsibilities

The Project Manager performs a wide range of duties including some or all of the following:

Plan the project                                

  • Define the scope of the project in collaboration with senior management
  • Create a detailed work plan which identifies and sequences the activities needed to successfully complete the project
  • Determine the resources (time, money, equipment, etc) required to complete the project
  • Develop a schedule for project completion that effectively allocates the resources to the activities
  • Review the project schedule with senior management and all other staff that will be affected by the project activities; revise the schedule as required
  • Determine the objectives and measures upon which the project will be evaluated at its completion

Staff the project

  • In consultation with the appropriate manager, recruit, interview and select staff and/or volunteers with appropriate skills for the project activities
  • Manage project staff and/or volunteers according to the established policies and practices of the organization
  • Ensure that personnel files are properly maintained and kept confidential
  • Ensure that all project personnel receive an appropriate orientation to the organization and the project
  • Contract qualified consultants to work on the project as appropriate

Implement the project

  • Execute the project according to the project plan
  • Develop forms and records to document project activities
  • Set up files to ensure that all project information is appropriately documented and secured
  • Monitor the progress of the project and make adjustments as necessary to ensure the successful completion of the project
  • Establish a communication schedule to update stakeholders including appropriate staff in the organization on the progress of the project
  • Review the quality of the work completed with the project team on a regular basis to ensure that it meets the project standards

Control the project

  • Write reports on the project for management and for funders
  • Communicate with funders as outlined in funding agreements
  • Monitor and approve all budgeted project expenditures
  • Monitor cash flow projections and report actual cash flow and variance to senior management on a regular basis (monthly/bimonthly)
  • Manage all project funds according to established accounting policies and procedures
  • Ensure that all financial records for the project are up to date
  • Prepare financial reports and supporting documentation for funders as outlined in funding agreements

Evaluate the project*

  • Ensure that the project deliverables are on time, within budget and at the required level of quality
  • Evaluate the outcomes of the project as established during the planning phase

*Some Project Managers also have responsibilities for program Volunteers

Project Management Work Breakdown

The core responsibilities of the project manager:

  • Managing and leading the project team
  • Recruiting project staff and consultants
  • Managing co-ordination of the partners and working groups engaged in project work
  • Detailed project planning and control
  • Developing and maintaining a detailed project plan
  • Managing project deliverables in line with the project plan
  • Recording and managing project issues and escalating where necessary
  • Resolving cross-functional issues at project level
  • Managing project scope and change control and escalating issues where necessary
  • Monitoring project progress and performance
  • Providing status reports to the project sponsor
  • Managing project training within the defined budget
  • Liaises with, and updates progress to, project board/senior management
  • Managing project evaluation and dissemination activities
  • Managing consultancy input within the defined budget
  • Final approval of the design specification
  • Working closely with users to ensure the project meets business needs
  • Definition and management of the User Acceptance Testing programme
  • Identifying user training needs and devising and managing user training programme
  • Providing regular status reports

 

Learn more:

Project Management Qualifications

Become a Project Manager