Creating and Maintaining a WBS Dictionary

In the project scope management knowledge domain, the scope baseline is said to be a union of the Work Breakdown Structure (WBS), the WBS Dictionary, and the project scope management.

Besides the project scope statement and the WBS, there are a few questions on the WBS Dictionary in the PMP credential test. Sound knowledge of the Dictionary not only aids you in the accreditation exam but helps you manage projects with ease.

In today’s blog, we will discuss the following topics to have an in-depth understanding of the WBS Dictionary.

What is a WBS Dictionary?

It is a document that offers detailed data on each WBS element, including work packages and control accounts. In addition, for each WBS element, the WBS Dictionary may include an epigrammatic definition of work scope, defined deliverables, a list of achievements, and associated tasks.

WBS Dictionary includes responsible organization, start and finish dates, cost estimation, charge number, quality criteria, needed resources, contract information, and technical references to ease the work procedure. The WBS Dictionary is also a vital part of the scope baseline.

The Need of a WBS Dictionary

WBS being a graphic, there is a practical limitation on how much detailed data to be included in each element. However, we can solve this issue by leveraging a short title and a numbering system on the graphic and offering more details about these elements in the WBS Dictionary.

When stakeholders read these detailed interpretations in the WBS Dictionary, they get a much better understanding of the work scope due to their context within the WBS element hierarchy.

The resources will have a sound understanding of their work if they refer to the Dictionary. Lastly, linking document examples and templates from actual projects will significantly enhance compliance with company standards and improve quality.

A WBS Dictionary's advantage is ensuring we do the work right the first time by offering the team the information they require to provide quality deliverables, meeting the project criteria and company standards.

Principles in Creating and Maintaining a WBS Dictionary

Experts strongly suggest that we adopt a typical structure for giving descriptive data for each WBS element in the WBS Dictionary to ensure consistency. It will also act as a template for the reader and the author.

The details should be minimum for WBS elements higher in the hierarchy and maximum for lower-level elements.

Including the WBS and its Dictionary in the same document is an excellent technique. This way, the project team and shareholders won't be compelled to search for any information. If they're looking at the WBS, all the information that the WBS contains will be available to them in the Dictionary, inside the same document.

Because of the changing situations, the WBD Dictionary is under continuous revision. Hence, we should often review the contents of the WBS Dictionary to ensure proper project management.

Tools Needed to Create a WBS Dictionary

Most companies leverage Microsoft Word to create and maintain a WBS Dictionary, but you can also leverage its Project. It's one of the top effective methods as it offers context-relevant information, ensuring synchronization with the project WBS.

Let's see a sample WBS Dictionary:

As you can see, a WBS Dictionary offers detailed information on each WBS element. It provides the team with the data required to generate quality deliverables that fulfill project criteria and company standards.