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[1] Jim Vandak, PMPSuccessful Event Planning thru Project Management
SUCCESSFUL EVENT PLANNING thru PROJECT MANAGEMENT SM
WELCOME06-Jan-09
[2] Jim Vandak, PMPSuccessful Event Planning thru Project Management
OBJECTIVE & INTROOBJECTIVE & INTRO
ObjectiveDemonstrate how successful event planning can be achieved through classic project management principles and practices.
Project Management ProcessesInitiate, Plan, Execute, Control, Close
Project Management Knowledge AreasQuality Risk ScopeTime Cost Communications Procurement Integration Human Resources
[3] Jim Vandak, PMPSuccessful Event Planning thru Project Management
PROJECT MANAGEMENTPROJECT MANAGEMENT
Definition of Project• Project is a temporary activity with a specific start/finish date that
produces a unique product or service.• Army Ten-Miler (ATM) - $2.2 million event with 27,500 participants
1,200 volunteers, 50 contractors, and up to 17 team members.• Ongoing, repetitive activity or operation is not a project, e.g. auto
assembly line.
Project Management• Project Management is working thru people to achieve project
objectives while controlling the project’s triple constraint and risk.
[4] Jim Vandak, PMPSuccessful Event Planning thru Project Management
INITIATE BEFORE YOU PLANINITIATE BEFORE YOU PLAN
Preliminary Scope• Vision, Goal, Broad Statement of Work, Timeline, Budget Estimate,
Key Stakeholders, and Assumptions/Constraints
Project Approval• Consider financial merit, organizational fit, market demand,
competition, legal requirements, and key stakeholder support
Project Charter• Includes preliminary scope elements, identifies lead dept/PM, and
is approved in writing by leadership
[5] Jim Vandak, PMPSuccessful Event Planning thru Project Management
EVENT PLANNING EVENT PLANNING
Planning Guidelines• Use the Preliminary Scope Document to start planning• Planning is ongoing, by team, throughout the event project• Determine how to handle changes
Baseline Plan Includes Quality Risk ScopeTime Cost Communications Procurement Integration Resourcing (HR)
[6] Jim Vandak, PMPSuccessful Event Planning thru Project Management
JFHQ-NCR/MDW will collaborate with internal and external stakeholders to produce a world class Army running event on 5-Oct in Washington, DC for 27,000 runners. The vision of the Army Ten-Miler is to promote the Army, support fitness, build morale, andenhance community relations.
Scope of activities will include a 10-mile race, sponsor/unit tents, static displays, food, entertainment, youth activities and an awards ceremony. The 10-mile race will be preceded by a two-day expo, a pasta dinner, and a VIP reception. Event goal is to meet revenue projections and achieve a 95% or better customer satisfaction rating.
Key internal and external stakeholders include MDW, WRAMC, Sponsors, Runners, Volunteers, Pentagon, National Park Service, Police Agencies, and Contractors. The proposed event budget for FY 08 is $2 million.
Assumptions• Necessary permits will be issued • Event will occur in Washington, DC• Sufficient volunteers will be recruited
Constraints• Hotel availability• Military rotation • Adverse weather
PRELIMINARY SCOPE DEFINATIONPRELIMINARY SCOPE DEFINATION
[7] Jim Vandak, PMPSuccessful Event Planning thru Project Management
EVENT WORK BREAKDOWNEVENT WORK BREAKDOWN
ARMY TEN-MILER
SALES
SPONSOR PROGRAM
MARKETING
ADV ERTISINGSALES
SPECIALPROMOS
EVENTADVERTISING
RACE OPS
COURSEMARSHALS
MEDICAL
WATERSTATIONS
SPLITTIMING
PERMITS
WAVE START
LOGISTICS FINANCE
ATM - NAFBUDGET MGMT
EXPO PROGRAM
MARKETRESEARCH
PASTA DINNER
PURCHASEREQUESTS
VIP PROGRAM
J1- APFBUDGET MGMT
COLLATERALMATERIALS
VOLUNTEERPROGRAM
FOOD/ WATER
GEAR PROGRAM
FINANCIAL REPORTING
INTERNAL CONTROLS
WEB DESIGN & CONTENT
PUBLIC RELATIONS
PRESSCONFERENCE
FINISH LINE
ACCOUNTS RECEIVA BLE
YOUTH ACTIVITIES
HOOAHTENT PROGRAM
GARMENT CHECK
PENTAGON SET-UP & RECOVERY
AWARDS DISTRRIBUTION REGISTRATION
MILE 2 MILE 4MILE 6 MILE 8
[8] Jim Vandak, PMPSuccessful Event Planning thru Project Management
EVENT WORK PACKAGESEVENT WORK PACKAGES
Race OPS - Water Stations – Mile 4 Work Package• Develop Water Station Plan • Obtain permits • Procure necessary equipment/supplies • Coordinate mission • Recruit and train volunteers• Execute activity race weekend• Close-out
Work Packages• Independent result-oriented deliverables take 80-160/hrs to complete• Create a SOW or SOP for each package• Identify who will do the work
[9] Jim Vandak, PMPSuccessful Event Planning thru Project Management
EVENT QUALITYEVENT QUALITY
Quality Control• Planning = Assurance
• Execution = Monitor & Control
• Establish quality benchmark
Cost of Quality• Cost of Conformance ($)
• Cost of Nonconformance ($$$)
• “Gold Plating” doesn’t add project value
[10] Jim Vandak, PMPSuccessful Event Planning thru Project Management
High [5]
High ProbabilityLow Impact
Score = 5
High ProbabilityMed Impact
Score = 15
High Probability High Impact
Score = 25
Med[3]
Med ProbabilityLow Impact
Score = 3
Med ProbabilityMed Impact
Score = 9
Med ProbabilityHigh Impact
Score = 15
Low[1]
Low ProbabilityLow Impact
Score = 1
Low Probability Med Impact
Score = 3
Low ProbabilityHigh Impact
Score = 5
Low [1] Med [3] High [5]
PROBABILITY
IMPACT
Identify Risk• Team reviews work packages and identifies risk elements.• Use categories, historical info, experts, diagrams (fishbone/flowchart), and brainstorming to identify risks.
Qualitative Analysis (Prioritize Risk)
RISK – IDENTIFY & QUALIFYRISK – IDENTIFY & QUALIFY
[11] Jim Vandak, PMPSuccessful Event Planning thru Project Management
RISK – IDENTIFY & QUALIFYRISK – IDENTIFY & QUALIFY
Define Probability and Impact• Team needs to work off common definition
Courses of Action - Threats• Accept, Avoid, Transfer, Mitigate
Courses of Action – Opportunities• Exploit, Enhance, Share
Risk Register• Trigger – indicator that a risk is about to occur• Response Strategy – how you will deal with risk • Owner – who (individual/dept) owns risk
[12] Jim Vandak, PMPSuccessful Event Planning thru Project Management
SCHEDULE DEVELOPMENT(Precedence Diagram)
SCHEDULE DEVELOPMENT(Precedence Diagram)
Expo Sales
Coordinate Missions
Registration60
120
START Sponsor Sales
Work Analysis
Permits
030
40100
80 160
1020
Marketing Website 80
Contracts Recruit Volunteers
Event Set-up
Hotel Activity
ATM Race
Close Project
Promotions
160 80
80 160 100
Sequence Activities• Determine WBS activity dependencies
Estimate Activity Duration• Team determines activity duration using estimating tools
[13] Jim Vandak, PMPSuccessful Event Planning thru Project Management
EVENT BUDGETEVENT BUDGET
Estimating Guidelines• Person or dept responsible for work package develops the estimate• Estimating tools – historical, bottom up, experts, formulas• Complete risk analysis before finalizing budget
Income• Runners and Sponsorships• Other revenue streams
Expenses• Labor and Equipment/Supplies• Procurements• Direct / Indirect Costs
[14] Jim Vandak, PMPSuccessful Event Planning thru Project Management
EVENT RESOURCINGEVENT RESOURCING
Organizational Influence• Functional / Matrix / Project • Negotiate for the right people
Project Manager Must Lead• Promote project• Influence performance
Project Team• Team building is people getting to know each other• Develop S.M.A.R.T performance standards and incentives• Teams Form Storm Perform throughout project• Maslow and Herzberg Theories
[15] Jim Vandak, PMPSuccessful Event Planning thru Project Management
EVENT RESOURCINGEVENT RESOURCING
Project Phase Impacts Resourcing• Initiate, Execute, Close
Do or Contract Work• Review company resources and capabilities • Develop detailed SOW if outsourcing• Develop Resource Assignment Matrix (RAM)
Estimating Work • Completed by team • Consider labor and equipment • Estimating tools
[16] Jim Vandak, PMPSuccessful Event Planning thru Project Management
PROCUREMENTPROCUREMENT
Develop Statement of Work (SOW)• Research qualified vendors, requirements, and cost estimates• Specific team or event manager develops SOW
Solicit & Award Contract• Solicitation and Award performed by Contracting Officer
• Contract administration performed by COTR or program manager
Types of Contracts• Fixed Price – low risk to buyer
• Cost Reimbursement – high risk to buyer
• Time and Materials – moderate risk to buyer
[17] Jim Vandak, PMPSuccessful Event Planning thru Project Management
COMMUNICATIONSCOMMUNICATIONS
Identify Stakeholders• Internal and External
Communication Management• Internal reporting and info distribution
• External reporting and info distribution
Race Day Communications •Redundant COMMO plan (LMR, cell phones, etc)
•Establish Race Operations Center
•Contingency management
[18] Jim Vandak, PMPSuccessful Event Planning thru Project Management
EVENT PROJECT PROCESSEVENT PROJECT PROCESS
AAR(Internal/External)
Initiate Event
CloseEvent
Integrated Execution and Control
ExecuteEvent
Communications
Integrated Planning and Control
Preliminary Scope Definition
Resource
Procurement
ID Stakeholders(Internal/External)
Approval &Charter
CloseContracts
Update SOPs
Build Team
Control- Quality- Risk - Scope- Schedule- Cost
Risk
Quality
Schedule
Scope CoordinateWork /Change
StakeholderCommunication
Service & Recovery
StakeholderReportBudget
[19] Jim Vandak, PMPSuccessful Event Planning thru Project Management
CONCLUSION CONCLUSION
SOURCES / READING• PMBOK Guide (third edition) The Project Management Institute
• Project Management (complete guide for every manager), Clifford Gray & Erik Larson
• Project Procurement Management, Quentin W. Fleming
• Developing The Leader Within You, John C. Maxwell
• Leadership is an Art, Max De Pree
• Lincoln on Leadership, Donald Phillips
• Finance For Managers, Harvard Business Essentials
• American Mgmt Association Fundamentals of Project Management, James Lewis
• Project Management Professional Study Guide (third edition), Kim Heldman, PMP
• PMP Exam Prep (third edition), Rita Mulcahy, PMP
“he who fails to plan, plans to fail” — Proverbs