Conference Planning What?  How? Work Breakdown Structure Estimation of resources Definition of dependencies between planning activities Assignment of responsibilities

Work Breakdown Structure (WBS) Project - Hierarchical system (tree): Goal Objectives Workpackages Tasks

Task S.M.A.R.T. Criterion: Specific Measurable (costs, work, time) Assignable (responsibility) Realistic Time-related

TASK DESCRIPTION Task ID, title, description Input (outcomes of other tasks) Title, type, description of a deliverable Start and end time Effort (e.g. in person-months) Costs Responsibility

Example: Conference planning 1. Conference programme 1.1 Define programme of conference 1.2 Obtain speakers 1.3 Prepare conference materials 1.3.1 Obtain presentations from speakers 1.3.2 Prepare and print conference materials

Example: Conference planning (2) 2. Set the conference site & date 2.1 Set the conference date 2.2 Select & commit conference site 2.3 Confirm arrangements

Example: Conference planning (3) 3. Develop marketing plan 3.1 Develop and print conference brochure 3.2 Obtain Label Sets for Direct mailing 3.3 Mail brochures 3.4 Receive & acknowledge registrations

Duration of a Task Task duration = Effort / No of persons Random character Average time of activity duration: TA = (O + 4.M + P) / 6 O - optimistic completion time P - pesimistic M – most likely completion time

COSTS CATEGORIES Personnel costs Equipment Travel and subsistence Consumables Other direct costs Subcontracting Indirect Costs (overheads)

SEQUENCING THE PROJECT ACTIVITIES Logical / time dependencies Types of dependencies: Finish  Start („Immediate predecessor“) Start  Finish

Example: Conference planning Activity Title Imm. Pred. A (2.1) Date - B (1.1) Programme - C (2.2) Site A D (1.2) Speakers B E (3.1) Conf.broch. C, D C, D F (3.2) Database

Example: Conference planning (2) Activity Place Imm.Pred. G (3.3) Mailing E, F H (1.3.1) Obtain D I (3.4) Process G J (2.3) Finish H, I K (1.3.2) Print J

Example: Conference Planning start F J K end B D H

ASSIGNMENTS Planning – activity scheduling, assigment team members to tasks Implementation – realocation of resources Control – Comparision of plan and current status quo

Summary Work break down structure (Tasks - S.M.A.R.T.) Estimation of time and costs (duration, effort, costs) Sequencing of activities Project Proposal