[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