Define Activities

Summary of the "Define Activities" Process

1. Definition:

   • The Define Activities process involves breaking down work packages from the WBS into activities, which are the smallest, actionable tasks required to complete the project deliverables.
   • Activities are used to build the project schedule, allocate resources, and estimate costs.

2. Purpose:

   • To create a detailed list of activities that provide the foundation for scheduling, estimating, monitoring, and controlling project work.
   • Ensures all tasks are clearly defined and linked to project deliverables.

3. Key Characteristics:

   • Decomposition:
     • Breaks down work packages (from the WBS) into actionable tasks (activities).
   • Detailed and Actionable:
     • Activities represent specific actions needed to complete a deliverable.
   • Basis for Scheduling:
     • Activities are used to sequence tasks, estimate durations, and create the project timeline.

4. Inputs:

   • Project Management Plan:
     • Includes the Scope Management Plan and the WBS.
   • Scope Baseline:
     • Provides the deliverables and work packages from the WBS.
   • Enterprise Environmental Factors (EEF) and Organizational Process Assets (OPA):
     • Offer templates, policies, and lessons learned for activity definition.

5. Key Tools and Techniques:

   • Decomposition:
     • Breaking down work packages into individual, actionable activities.
   • Rolling Wave Planning:
     • A type of progressive elaboration where near-term work is defined in detail, while future tasks are planned at a higher level and detailed later as the project progresses.
   • Expert Judgment:
     • Engaging team members and subject matter experts to define activities accurately.

6. Key Outputs:

   • Activity List:
     • A comprehensive list of all activities required to complete the project, including detailed descriptions and unique identifiers.
   • Activity Attributes:
     • Additional information about each activity, such as who will perform it, duration, dependencies, resources, and location.
   • Milestone List:
     • A list of significant points or events in the project, such as approvals, phase completions, or deliverable milestones.

7. Examples:

   • Construction:
     • Deliverable: Build a 2-story house.
     • Work Package: Build the foundation.
     • Activities: Pour concrete, cure foundation, inspect structural integrity.
   • Software Development:
     • Deliverable: Develop a mobile app.
     • Work Package: Code login module.
     • Activities: Design UI, code login feature, test login functionality.
   • Event Planning:
     • Deliverable: Host a corporate conference.
     • Work Package: Book venue.
     • Activities: Research venues, negotiate contracts, finalize booking.

8. Key Concepts:

   • Progressive Elaboration:
     • Activities are defined in detail for near-term work and progressively elaborated for long-term tasks.
   • Unique Mapping:
     • Each activity should map back to only one work package, while a work package can have multiple activities.
   • Basis for Scheduling:
     • The activity list is the foundation for sequencing tasks and estimating durations.

9. Highlighted Points:

   • Activity List:
     • Serves as the foundation for creating the project schedule.
   • Activity Attributes:
     • Provide detailed information about tasks, improving clarity and management.
   • Milestone List:
     • Identifies key project events, enabling tracking and celebration of progress.

10. Key Takeaway:

    • The Define Activities process is critical for building a robust project schedule. By breaking down work packages into detailed activities, project managers can plan, allocate resources, and monitor progress effectively. "Break it down, plan it right, deliver on time."