Project Toolkit

Deliverables / WBS / PBS

Deliverables / WBS / PBS

How to define project deliverables and create Work Breakdown Structures and Product Breakdown Structures.

Deliverables / WBS / PBS

Clearly defining what the project will produce is essential for planning, estimation, and stakeholder alignment. This page covers the key tools for breaking down project scope.

What is a Deliverable?

A deliverable is a tangible or intangible output produced as a result of project work. Deliverables can be:

Type Examples
Products Software application, building, report
Services Training delivery, support capability
Results Process improvement, cost reduction
Documents Business case, design specification

Deliverable Characteristics

Good deliverables are:

  • Measurable - Can be verified as complete
  • Specific - Clearly described
  • Achievable - Within project capability
  • Relevant - Aligned to project objectives

Product Breakdown Structure (PBS)

The PBS shows what the project will produce - the products and their components.

flowchart LR P[Final Product] --> C1[Component 1] P --> C2[Component 2] P --> C3[Component 3] C1 --> S1[Sub-component 1.1] C1 --> S2[Sub-component 1.2] C2 --> S3[Sub-component 2.1] classDef blue fill:#108BB9,stroke:none,color:#fff class P,C1,C2,C3,S1,S2,S3 blue

Creating a PBS

  1. Identify the final product - What is the project ultimately delivering?
  2. Break into major components - What are the main parts?
  3. Decompose further - Continue until manageable pieces
  4. Verify completeness - Does this cover everything?

PBS Example: Website Project

Website
├── Front-end
│   ├── Homepage
│   ├── Navigation
│   └── Contact Form
├── Back-end
│   ├── Database
│   ├── API
│   └── Admin Panel
└── Documentation
    ├── User Guide
    └── Technical Docs

Work Breakdown Structure (WBS)

The WBS shows all the work needed to create the deliverables - including management activities.

flowchart LR P[Project] --> D1[Deliverable 1] P --> D2[Deliverable 2] P --> PM[Project Management] D1 --> WP1[Work Package 1.1] D1 --> WP2[Work Package 1.2] D2 --> WP3[Work Package 2.1] PM --> WP4[Planning] PM --> WP5[Reporting] classDef blue fill:#108BB9,stroke:none,color:#fff class P,D1,D2,PM,WP1,WP2,WP3,WP4,WP5 blue

The 100% Rule

The WBS must capture 100% of the project scope:

  • All deliverables included
  • All work to produce them
  • Project management activities
  • If it’s not in the WBS, it’s not in scope

WBS vs PBS

PBS WBS
Products only Products + all work
What we’re building How we’ll build it
Technical focus Complete project scope
Input to WBS Used for planning & control

Tip: Create the PBS first to understand products, then expand into WBS by adding management work.

Work Packages

The lowest level of the WBS is the work package - a unit of work that can be:

  • Estimated - Duration and effort
  • Scheduled - Start and end dates
  • Assigned - To a person or team
  • Tracked - Progress measured

Work Package Guideline

A common rule is the 8-80 hour rule:

  • No less than 8 hours (1 day)
  • No more than 80 hours (2 weeks)

This ensures packages are small enough to manage but not so detailed as to be burdensome.

Creating Your Breakdown Structures

Step-by-Step Process

flowchart LR A[Define
Scope] --> B[Create
PBS] B --> C[Expand
to WBS] C --> D[Define Work
Packages] D --> E[Assign
Owners] E --> F[Estimate &
Schedule] classDef blue fill:#108BB9,stroke:none,color:#fff class A,B,C,D,E,F blue
  1. Start with scope statement - What are the project objectives?
  2. Identify major deliverables - What products will we create?
  3. Build the PBS - Break down products into components
  4. Expand to WBS - Add management and support work
  5. Define work packages - Decompose to manageable units
  6. Assign ownership - Who is responsible for each package?

Common Mistakes

Mistake Solution
Missing project management Include planning, reporting, closure
Too detailed too early Start high-level, elaborate progressively
Activity lists not structure Group into logical hierarchy
Forgetting quality activities Include testing, reviews, sign-offs
No ownership assigned Every work package needs an owner

Templates

Consider documenting your breakdown structures using:

  • Spreadsheet - Tabular format with WBS codes
  • Mind map - Visual hierarchical view
  • Project tool - MS Project, Smartsheet, etc.

Key fields to capture:

  • WBS Code (e.g., 1.2.3)
  • Name
  • Description
  • Owner
  • Estimated effort
  • Dependencies
Last updated: 13 January 2026
Themes

quality

planning