> For the complete documentation index, see [llms.txt](https://pmse.gitbook.io/pmse-dhdk/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://pmse.gitbook.io/pmse-dhdk/1.-project-charter/1.6-work-breakdown-structure-wbs.md).

# 1.6 Work Breakdown Structure (WBS)

The estimation of durations, hours, and time allocations for this project was conducted using a bottom-up approach in project management (Sommerville, 2017; Hughes and Cotterell, 2009). This method involves breaking down tasks into manageable units and estimating the time required for each based on their complexity, dependencies, and resource availability. The <mark style="color:blue;">**Work Breakdown Structure (WBS)**</mark>, a hierarchical decomposition of tasks and deliverables, provides the foundation for these estimations. The WBS adheres to the principles of the *PMBOK Guide (Project Management Body of Knowledge)*, ensuring that all components are manageable, measurable, and aligned with the project goals.

## Overview of the project's WBS

The WBS is divided into five primary phases: **Analysis**, **Design, Development**, **Testing, Deploy (Roll-Out)**. These phases align with the <mark style="color:blue;">**waterfall model**</mark> of software engineering while incorporating <mark style="color:blue;">**iterative feedback loops**</mark> to address uncertainties that may arise in the development and testing phases. The modular structure of the WBS allows flexibility for scope changes or resource adjustments, particularly for tasks involving iterative system development and deployment.

<div data-full-width="true"><figure><img src="/files/v1CdjXNc8JTdCfYreFhg" alt=""><figcaption><p>GANTT Chart made with Canvas.<br>Also accessible here: <a href="https://www.canva.com/design/DAGcfenlQdE/zMga1kvTDLRxUvKzO3jJwg/edit?utm_content=DAGcfenlQdE&#x26;utm_campaign=designshare&#x26;utm_medium=link2&#x26;utm_source=sharebutton">https://www.canva.com/design/DAGcfenlQdE/zMga1kvTDLRxUvKzO3jJwg/edit?utm_content=DAGcfenlQdE&#x26;utm_campaign=designshare&#x26;utm_medium=link2&#x26;utm_source=sharebutton</a></p></figcaption></figure></div>

## Tasks and Phases

{% stepper %}
{% step %}

### Analysis and Planning

This phase focuses on gathering and validating the requirements and preparing a foundational understanding of the project.

* **Requirements Analysis**: Identifies user needs, data sources, team roles, deliverables and technical constraints for the chatbot application.
* **Requirements Validation**: Ensures the feasibility and completeness of identified requirements through stakeholder reviews and technical feasibility studies.
* **Functional Analysis**: Maps requirements to system capabilities and outlines how the application will meet user needs.

<mark style="color:blue;">**Milestones:**</mark>

* **M1.1:** Project kickoff completed. Project goals, deliverables, and team roles finalized.
* **M1.2:** Requirements documented.
* **M1.3:** Requirements validated with stakeholders and functional analysis approved.
  {% endstep %}

{% step %}

### Design

This phase involves translating the gathered requirements into tangible system components and building the application. Define interaction patterns, both between the user and chatbot application and within system's SW components.

* **AI Pipeline Design**: Defines the architecture and functionalities of the AI system, focusing on how the SW components will interact (e.g. knowledge base, Mistral language model, FAISS vector store, UI).
* **UX Design**: Design wireframes for the user interface, ensuring usability and accessibility.
* **System Architecture Design**: Outlines the overall architecture, including API endpoints, backend infrastructure, Mistral LLM and vector store integration. This task ensures smooth interaction between components, such as setting up a RESTful APIs for CRM integration and defining how the model processes and retrieves information.
* **Prototype Design**.

<mark style="color:blue;">**Milestones:**</mark>

* **M2.1:** UX/UI design completed and approved.
* **M2.2:** System architecture design completed.
* **M2.3**: Prototype demo model defined.
  {% endstep %}

{% step %}

## **Development**

**Software Development**: Implements the application’s components, including backend infrastructure, Mistral language model integration, front-end interface, and hosting mechanism development for CRM integration. The starting point will be a demo version of the chatbot, after which the team will gather feedbacks and testing reports to proceed and develop the full system application.

<mark style="color:blue;">**Milestones:**</mark>

* **M3.1:** Prototype developed and ready for testing.
* **M3.2:** Full application development completed.
  {% endstep %}

{% step %}

### Testing and Roll-Out

This phase ensures the system meets quality standards and is deployed successfully.

* **Testing Design**: Develops unit tests for verifying the functionality of individual model components and integration tests to validate seamless API communication between the conversational AI model, the FAISS-based vector store, and the CRM system. The testing process also encompasses functional testing to confirm the system meets user requirements, performance testing to assess efficiency under various loads, and security testing to safeguard data integrity and prevent vulnerabilities.
* **Testing and Validation**: Conducts rigorous testing cycles to identify and fix potential issues, such as mismatches in query responses or performance bottlenecks.
* **Deployment**: Prepares and deploys the application to the production environment.
* **Roll-Out and Feedback Gathering**: Launches the application to end-users, collects feedback, and identifies areas for improvement for its usability and performance.

<mark style="color:blue;">**Milestones:**</mark>

* **M4.1:** Unit testing completed. All individual modules tested and validated.
* **M4.2:** Prototype demo feedback collected.
* **M4.3:** System integration (hosting) testing completed.
* **M4.4:** UAT completed and application approved by users.
  {% endstep %}

{% step %}

## **Deployment and Support**

The deployment to production marks the launch of the application in the live environment, where it becomes accessible to end-users. Post-deployment support and monitoring are crucial to ensure the system operates smoothly, allowing for quick identification and resolution of any issues.&#x20;

Concurrently, comprehensive documentation is delivered to equip both users and developers with the necessary information for proper usage and ongoing maintenance.&#x20;

This phase is closely intertwined with the testing phase, as testing not only ensures that the system meets the required specifications before deployment but also helps identify potential issues that may arise during real-world use. Effective monitoring and support are therefore built upon the foundation laid by thorough testing, ensuring a seamless transition from development to live operation.

<mark style="color:blue;">**Milestones:**</mark>

* **M4.5:** Final application deployed and user feedback gathered.
  {% endstep %}
  {% endstepper %}

The modular separation of analysis, design, testing and deployment phases ensures a logical progression of activities while maintaining flexibility for iterative improvements and refinements. For instance, tasks such as requirements validation and SW prototyping were assigned durations based on their complexity and the anticipated stakeholder involvement. Similarly, time-intensive and intricate tasks like model design and integration account for the iterative nature of AI development. This systematic approach keeps the project on track, guarantees timely delivery and adherence to quality standards, provides adequate buffers for adjustments, and ensures the final outcome aligns with stakeholder requirements and expectations.

***

#### <mark style="color:blue;">**Summary of Milestones**</mark>

1. **M1.1:** Project kickoff completed.
2. **M1.2:** Requirements documented.
3. **M1.3:** Requirements validated and functional analysis approved.
4. **M2.1:** UX/UI design completed.
5. **M2.2:** System architecture design completed.
6. **M2.3**: Prototype model defined.
7. **M3.1:** Prototype developed.
8. **M3.2:** Full application development completed.
9. **M4.1:** Unit testing completed.
10. **M4.2:** Prototype demo feedback collected.
11. **M4.3:** System integration testing completed.
12. **M4.4:** UAT completed and application approved.
13. **M4.5:** Final application deployed.


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