Project Management is a complex discipline that requires careful planning and control to ensure successful execution of projects. Project Managers and Project Controls Analysts rely on the Work Breakdown Structure (WBS) to define and organize the project scope through a hierarchical breakdown of project tasks. Another tool used to organize work scope is Activity Codes, which are descriptors assigned to activities. Both WBS and Activity Code functionalities are available in popular scheduling systems for scope organization.
Project professionals must comprehend the advantages and disadvantages of WBS and Activity Codes such that the appropriate structure and level of detail can be applied to each unique project. It's crucial to develop a schedule consistent with the Work Breakdown Structure (WBS) to align correctly with other project management tools. Activity Codes can then be employed in combination with the WBS to enhance project analytics and reporting. For instance, in today's dynamic environment where Advanced Work Packaging (AWP) plays a pivotal role in project planning and control, activity coding can be utilized to allow schedule alignment with other AWP data.
Figure 1 - Example of using activity codes to group and sort AWP data
The Work Breakdown Structure (WBS) is a project-oriented task decomposition that assists in work planning and control. It enables cost estimators, schedulers, and managers to track and compare costs and schedules. Managing the WBS can become increasingly complicated as the project scope evolves and changes. In a construction project, the WBS may include tasks such as site preparation, foundation work, and building construction. Each of these can be further broken down into smaller elements like excavation, concrete pouring, and electrical system installation.
Activity codes are descriptors that categorize and identify specific work activities within a project. Typically, these codes are assigned to tasks or deliverables to help track progress, allocate resources, relate costs to the schedule, and perform other project management activities. Compared to the WBS, activity codes allow for a greater level of detail and customization. Multiple dictionaries of activity codes may define systems, areas, assigned engineers, work packages, or work order numbers. This approach enhances the level of detail in project management and analytics.
In the construction industry, Activity Codes play a crucial role in categorizing and organizing various projects. They help simplify the construction process and ensure the integration of all components, whether it is capital work, small projects, or turnarounds. Furthermore, Activity Codes provide non-conflicting personalized information to multiple stakeholders, making them an essential tool in the construction industry.
Capital work encompasses large-scale projects that involve major renovations, expansions, and new construction. In such projects, it is common to switch from area-driven construction to a systems-driven approach that reorganizes the construction process, ensuring the integration and functionality of all project components. By creating an activity dictionary for "Systems" at the project's outset, a scheduler can use activity codes to restructure activities with minimal effort. Once the project manager directs teams to focus on systems, the scheduler can quickly group tasks of the same system together and prioritize them. This approach allows for simultaneous reporting on systems without conflicting data.
Small projects, on the other hand, can be challenging to manage, as they do not have the same grouping requirements as capital work. Nevertheless, Activity Codes can be used to track and organize such projects, making it easier to manage multiple small projects at once. For example, "Site," "PO#," or "required completion dates" could be used as Activity Codes for managing portfolios of small projects. This level of detail can aid project managers in making resource-sharing decisions across multiple sites.
Turnarounds involve the maintenance and repair of existing facilities and require non-conflicting information tailored to multiple individual stakeholders. Activity Codes can help provide this information and ensure an organized and efficient turnaround process. By utilizing multiple layouts defined by Activity Code filtering, grouping, and sorting, personalized reporting is made possible.
The utilization of Activity Codes in combination with the WBS provides a powerful tool for project management. The WBS is generally used to give a high-level overview of the project and its major components, while Activity Codes build on this structure by facilitating data filtering, grouping, and sorting within the project. Incorporating diverse sets of codes is crucial for further enhancing the flexibility of the project structure. This approach ensures that stakeholders have a clear comprehension of the workflows, tasks, and deliverables in the project, and can analyze and report the data when necessary.
Figure 2 - CII SD-20 fig-8 modified to show how WBS and activity codes fit in a project organizational structure.
When utilized in conjunction with a Work Breakdown Structure (WBS), the implementation of Activity Codes for task management is a potent approach that enables the segmentation of tasks and the consolidation of tasks that share similar characteristics. While Activity Codes offer significant advantages, their impact is finite. Furthermore, a WBS used alone is similarly constrained in its effectiveness. It is vital to note that both Activity Codes and a standalone WBS possess limitations that necessitate careful consideration.
Utilizing Activity IDs as coding systems is an effective method for promoting organization and standardization in a schedule. However, this approach has its limitations when it comes to data analysis from multiple perspectives. The practice lacks the necessary flexibility to enable filtering and "drilling down" to analyze specific data divisions across different Activity Code dictionaries. For example, a project team can utilize the Activity Code approach to show a subset of activities that represent the work being done by a specific subcontractor in a certain area that’s related to a particular cost item.
Figure 3 - Example of filtering on activity codes to view specific tasks to be performed by a particular contractor in a particular process system.
The implementation of an Advanced Work Packaging (AWP) installation package is a critical component of project management in today’s construction industry. These work packages represent the most detailed level of a Work Breakdown Structure (WBS) and are typically assigned to teams, contractors, or trades. To enhance the process, Activity Codes can be utilized to cluster related activities within a specific work package. This grouping of related tasks with similar attributes, such as trade or location, can help simplify the construction process and reduce delays.
For instance, an AWP installation package may contain multiple tasks related to electrical installation. Within this package, Activity Codes can be used to cluster all electrical-related tasks together, such as wiring, conduit installation, and fixture installation. This allows the electrical team to focus solely on their portion of the work package, improving coordination and reducing the risk of miscommunication or delays.
Figure 4 - Visual aid showing how work packages can be developed at the crosshairs of the Organization Structure and the WBS
There may be instances where the project's standard code of accounts and Work Breakdown Structure (WBS) do not match up with control accounts. Similarly, the WBS may not align with the operation's code of accounts or work packaging. To address this issue, it is possible to create an activity code that matches the execution work package or operation's code of accounts for sorting and grouping. However, it is important to note that while Activity Codes can help with organization, they do not provide a complete solution. A thorough development and execution plan is best practice to ensure that all necessary work is planned and accounted for.
In conclusion, the Work Breakdown Structure (WBS) and Activity Codes are critical tools in scheduling systems that aid in organizing project scope. It is important for project professionals to understand the pros and cons of each tool to decide on the most suitable structure and level of detail for their project. Incorporating diverse sets of codes can improve project structure flexibility and help stakeholders comprehend workflows, tasks, and deliverables.
By integrating Activity Codes with the WBS, tasks can be segmented and consolidated, resulting in a more efficient workflow. The effective use of the WBS and Activity Codes is crucial for achieving project success by promoting organization, standardization, and flexibility in project management.
ABOUT THE AUTHOR
Zach Ledet
Zach is a Principal Associate for Pathfinder, LLC, and is a project controls expert with experience in tracking project progress utilizing Primavera P6 and Earned Value Systems.
zledet@pathfinderinc.com
856-424-7100 x140
