At the top of the form general details should be listed, such as project name, subproject name and work package name including work package number. Where possible the number and name should be clear in order to avoid misunderstanding. In addition, a person responsible should be identified for each work package.
The second block of the form is dedicated to resources. Here there should be initial details of the overall budget, with these then broken down into various costs and investments. Whether this detailed cost planning is necessary or whether an overall figure is sufficient for smaller projects must be decided within the context of the project.
Generally speaking, the estimation of future costs for the achievement of a work package objective is always fraught with a degree of uncertainty. This uncertainty increases with the inexperience of the project team.
The next block contains details of content and the objective of the work package. What is to be achieved with the work package and, where applicable, the boundary to that which others are to provide. In this respect it is essential for the SMART criteria to be applied .
The following statements of time dimensions cannot yet be made at this point. It is only possible to estimate the overall duration of the work package. This initial estimation should be scrutinised at a later stage and supported by concrete planning of the work stages. The same also applies for details of predecessors and successors. These details, too, can only be completed in full with the conclusion of scheduling.
In the fields “Opportunities” and “Risks” the work package participants should conduct an initial analysis of the opportunities and risks associated with the work package. Where necessary, this should be joined by a detailed risk analysis, enabling the work package participants to recognise any problems at an early stage and initiate any necessary countermeasures . The field “Comments” is for recording any additional information that appears important.
The lower section of the form is designated for the individual work stages. Here the work group participants specify what individual work stages are to be completed in order for the work package objective to be achieved on time with the allocated resources. Basically, this clarifies the fact that each work package is a mini project within the project, because the procedure is analogue. It is vital that this planning stage is carried out, so that the work package participants and project management can obtain an overview of the planned activities, as well as ultimately providing a solid basis for the future project controlling.
When the work package is conclusively planned and co-ordinated with the other work packages it is signed by both the project management team and the individual responsible for the work package, consequently becoming a binding component of the project management.