1. Project management
Learning Unit 5

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

3. Outcomes

4. 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.

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

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

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

8. 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.

9. 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…..

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

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

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

13. 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

14. Tools in project management
Planning
Earned value
Risk management
Scheduling

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

16. Method 123 project management methodology

17. 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?)

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

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

20. … 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)

21. ….. 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….

22. WBS

23. 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

25. 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…????

26. Implementation
NOW THE EVENT TAKES PLACE !!!!!!

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

28. 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

29. … 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….

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

31. 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

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

33. Are you still with me ???