DAS Procurement Services, Version 2 – April 2, 2018 Page 4 of 9
Write an Effective Task
A project task is an element of work that describes what needs to be done and what needs to be
produced. Tasks produce the work products that manage the project and processes as well as the
project deliverables and outcomes. Each project task should correlate to at least one of these elements.
A work breakdown structure (WBS) is a tool that helps develop comprehensive descriptions of
deliverables, tasks, resource requirements and assignments, and acceptance criteria. The levels of detail
in each WBS will vary according to the SOW type. Tailoring the WBS tool to the contract type enables
prospective contractors to develop proposals responsive to the requirements of the SOW. Refer to the
section below on “Defining the Work” for more information on developing a WBS.
A SMART task:
• Is an action statement, beginning with a verb
• Has an estimated start date and finish date or duration
• Includes an estimate of hours to complete
• Reflects no less and no more duration than can be reasonably managed during a reporting
period (4-8 hours minimum and 40-80 hours maximum)
• Assigns responsibility and resources
• Appears in logical sequential order based on when it must be undertaken
• Relates to another task, a project milestone or a deliverable, as applicable
Defining the Work
There are many ways to identify and define the work necessary to complete a project. A well-defined
structure, organized around project deliverables that are labeled and traceable throughout the project
life cycle, will enable the procurement team to define exactly “what” needs to be built and the
acceptance criteria for each product. After identifying, defining and agreeing to the deliverables, use this
same model to develop descriptions of the tasks that define “how” to build the product.
This section provides examples and methods for analyzing, documenting and organizing work,
deliverables and outcomes specified in a SOW, depending on the contract type.
Create a Hierarchy with a WBS
A WBS is a tool used to identify and define the work necessary to complete a project. A WBS is a
hierarchy organized around categories, or branches of work. Some SOWs require the contractor to
submit a WBS as a component of a project work plan. For a design-based SOW, the contracting agency
should have clear insight into the development process to describe the tasks necessary to fulfill the
requirements of the SOW.
While it might be tempting to begin identifying all of the obvious tasks related to each branch of work,
the WBS should first identify the project outcomes or deliverables. This deliverables-based approach
begins with the end in mind and enables the team to visualize the project outcomes and end-products
that must be delivered to deem the project a success.