Project management Learning Unit 5

Introduction Project management and events? 1950’s WBS PMBOK - helps to track changes and progress Event is a project – Thus Project management

Outcomes

Project Temporary endeavour to create unique product or service. Carefully designed set of activities using resources to meet pre-defined objectives Length of project = commencement to completion. = Days, weeks, months, years. Events: Unique, perishable, intangible time-driven happenings that deliver memorable experiences to the attendees.

Project Management Defining and achieving targets While organising and managing Available resources over the run of project. 5 CONSTRAINTS …….. TIME COST QUALITY SCOPE RISK

Time Amount of time is numbers of hours, days, weeks to complete the project.

Cost Time variable (time is money) (using staff hourly) Cost of disbursements – real expenses

Quality What does the client expect regarding value? Time and money = quality More quality….. Need more time….. But time is money……. All has to balance out.

Scope Being able to identify the detail description of what is required of the event. What is going to happen at the event….. What does the client want at the event…..

Risk Potential points of failure…. Can influence an event / project Can be overcome or resolved

THUS Time, quality and cost = balanced This is known as: Perfect triangle p. 8

Ice Questions: Question 1 Do you think there is a perfect triangle in events?

Project management activities STEPS IN PROJECT MANAGEMENT Plan the work Estimate the resources required Organise the work Get staff and material (resources) Assign tasks Direct activities Control the project (as it is happening) Report progress (to the client) Analyse results based on achievements CARPEGADO

Tools in project management Planning Earned value Risk management Scheduling

Event management lifecycle The steps needed to complete the event P. 85 Initiation Planning Implementation Evaluation Implementation: Setup Event this leads to…..

Method 123 project management methodology

Initiation (Starting up the event) Client meeting Feasibility study - do proposal 4m’s (manpower, money, materials & machinery) Signing of contract Identifying scope objectives (individual elements) Identify goals Team selection (team leader?)

Ice Question 2 What does the 4m’s stand for in the feasibility study?

Planning Project planning phase…… Documents to help you plan….. EVENT MANUAL Administration HR Operations Logistics Risk management Communications

… planning Planning phases: Budgeting WBS (Work breakdown structure) Defining targets (what you want to achieve… the target) Quality expected Risk assessment Buying decisions What suppliers / vendors to use…. BBBEE statuses… Scheduling Timelines for each task… (GANTT CHART)

….. Planning tree structure see p. 92 examples Planning TOOLS : WBS tree structure see p. 92 examples It helps to determine each task that needs to be done, and who is responsible for each task. See if there is overlapping tasks… How do I make a wbs? Software available, whiteboard….

WBS

GANNT chart Useful tool for analysing and planning complex projects. Help to plan tasks Basis for scheduling Plan allocation of resources Critical path – need to be done by certain date Terminal and summary elements: Shows timing between certain tasks. It represents phases, tasks and activities on a timeline

How do I design Gantt Chart? Show earliest start date Show estimated length of time to complete Sequential…. Activities dependant on each other? Parallel … activities not dependant NOW - PLOT your tasks on the GANNT CHART After that…. Schedule all your activities This helps monitoring your progress… is all things done…????

Implementation NOW THE EVENT TAKES PLACE !!!!!!

Consists of: Set-up of event The actual event Breakdown

Implementation phases Manage contracts (all contractual obligations) Who must do what? When? Deadlines Where and in what quantities and quality? Monitor all phases of the event Time, cost, quality triangle Timelines, budgets and client requirements Changes, risks… Suppliers…. Clients and delegates Communication

… implementation phases Identifying problems… What happens when there is problems…. p. 98 Problem solving? Combine ideas to build a solution Use different perspectives Brainstorm Pull problems apart and put back together Storyboard….

…implementation phases Adjust targets: If you cant achieve something…. Make another plan. Manage subcontractors: Manage them… policies in place?

Closure / evalution Event not done until…. Hand-over of documentation to client Show you delivered on the goals of the event Have meeting with sponsors …. Give them feedback

Ice Question 3 3.1 What does a GANNT chart help with? 3.2 What is a sequential activity?

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