What Are the Typical Activities Under the Procurement WBS?

Introduction

In any construction project, procurement plays a critical role in ensuring materials arrive on time, meet specifications, and fit within the project budget. To achieve efficiency and organization, a Procurement Work Breakdown Structure (WBS) is implemented.

This WBS helps in structuring procurement tasks, breaking them into manageable components, and ensuring smooth coordination between suppliers, contractors, and project managers. The procurement WBS typically consists of four or five key activities, depending on whether the material requires fabrication. Additionally, procurement WBS can be structured in two ways:

1. Material-Based WBS – where each material has its own WBS with 4 or 5 activities.
2. Trade-Based WBS – where materials are grouped under major trade categories like Structural, Architectural, and MEP materials with sub-WBS elements.

Let’s explore these types and the typical activities involved in the procurement of WBS in detail.

Types of Procurement WBS

1. Material-Based WBS

• This method is called WBS based on the material (e.g., Reinforcement Steel, Concrete Blocks, HVAC Ducts).
• Each material includes 4 or 5 activities depending on whether fabrication is required.
• Example Activity cycle for Steel Beams (Fabrication Required):
  • 1.1 Steel Beams – Material Submittal
  • 1.2 Steel Beams – Material Approval
  • 1.3 Steel Beams – Purchase Order
  • 1.4 Steel Beams – Manufacturing & Fabrication
  • 1.5 Steel Beams – Delivery to Site

For materials that don’t need fabrication, the fourth step is skipped, making it a 4-activity WBS.

2. Trade-Based WBS

• Materials are categorized under four main trade categories:
  1. Structural Materials (Concrete, Steel Reinforcement)
  2. Architectural Materials (Tiles, Paint, Windows)
  3. Mechanical Materials (HVAC Ducts, Plumbing Pipes)
  4. Electrical Materials (Cables, Fixture)
• Instead of naming each material separately, the WBS follows this structure:

• • Material Submittal
    • Structural
    • Architectural
    • Mechanical
    • Electrical
  • Material Approval
    • Structural
    • Architectural
    • Mechanical
    • Electrical
  • Material PO
    • Structural
    • Architectural
    • Mechanical
    • Electrical
  • Material Delivery to Site
    • Structural
    • Architectural
    • Mechanical
    • Electrical

This approach is simpler but might be less detailed compared to Material-Based WBS.

Typical Activities Under Procurement WBS

1. Material Submittal

• The contractor prepares a Material Submittal containing:
  • Technical specifications
  • Product samples (if required)
• The submittal is sent to the consultant or client for review.

2. Material Approval

• The consultant reviews the Material Submittal against project requirements.
• They may approve, reject, or request revisions.
• Approval delays can affect the project timeline, making this a critical step.

3. Purchase Order (PO)

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• Once materials are approved, the Purchase Order (PO) is issued.
• This includes:
  • Material quantity and specifications
  • Delivery timeline
  • Payment terms

4. Manufacturing and Fabrication (If required)

• If a material needs fabrication, it goes into the manufacturing phase.
• Quality checks are conducted to ensure compliance.
• Delays in fabrication often cause schedule risks.

5. Delivery to Site

• The final step is logistics and transportation.
• Upon delivery, materials undergo inspection and verification before acceptance to get ready for the construction phase.

Material-Based WBS vs. Trade-Based WBS

Conclusion

A well-structured procurement WBS ensures smooth material procurement, reduces delays, and improves project efficiency. Whether you choose a Material-Based WBS for more detail or a Trade-Based WBS for simplicity, the key is to have clear tracking and timely execution of each procurement step.

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