Events Planning: Project Management (Notes)

What is a project?
a project is a complex, non-routine, one-time effort limited by time, budget, resources, and performance specifications designed to meet customer needs

project management is a ...
system that describes the work before the event happens, the event itself and the shutdown of the event

project management is called the 'overlay' because ...
it integrates all the tasks of management so they work towards the event objectives

phases of the project management of events include (5 things)
Initiation
Planning
Implementation
Event
Shutdown

inflation
-feasibility study

planning
-project management's role is to integrate the plans of the knowledge management areas

implementation
-application of all the plans
-monitoring and controlling
-making decisions
-reporting to stakeholders on work in progress
-active risk management

the event
-management cannot rely on the same management techniques used during the lead-up to to the event

shutdown
-event manager responsible
-on-site shutdown and management closure

knowledge areas
scope, marketing, finance, time management, design, risk management, procurement, HR, stakeholder management, communication

role of the project manager:
The collection of skills and knowledge that allows the integration of various contractors to deliver the project

key competencies of a project manager in events
A move towards a competency approach to training and employment

project management techniques
project definition -> scope of work -> work break down structure -> task analysis -> schedule -> gantt -> responsibility -> activity sheets or work packages

defining the project and scope of work
initiation stage

creating a work breakdown structure
categorizing the work scope into task groups and headings or management units

project management techniques: work breakdown structure
legal political, economic and cultural environment -> clients brief for the event -> work breakdown structure -> (all come out of this) 1. risk -> risk management plan 2. finance -> financial plan budget 3. resources -> resource analysis, contract management 4. time -> schedules 5. checklists 6. HR -> task responsibility

analyzing the resources:
-outsourced to suppliers
-sourced from the client or sponsor
-specially created for the event

identifying tasks and responsibilities scheduling:
-gantt chart
-network analysis: critical path

responsibilities- from documents to deliverables
-communicating to the management team and stakeholders when tasks are completed

payback period and ROI
-payback period is the length of time needed to pay all the costs of the event
-after the payback period, the consequences of the event produce a surplus

monitoring the project:
-establishing standards of performance
-identifying deviations from standards of performance
-correcting deviations
-reports and meetings

delegation and self-control
-sub committees

quality
-gaining and responding to customer feedback
-event personnel delivering quality service

work in progress report
-a snapshot of the project's progress including a risk register
-earned value

project evaluation
-comparing task descriptions and planned timelines with actual performance
-assessing the flexibility of the system
-evaluating the timelines of reports
-assessing the effectiveness of management decisions
-comparing planned milestones with the reality