• PE - Implement organizational skills to improve eff iciency/workfl ow

SEM1 2.01 A - Operations

• PI - Develop production schedules for events

• PI – Schedule tournaments

Define the term production schedule

Production scheduling is the management and allocation of resources, events and processes to create goods and services Detailed timelines that allow your event to

flow smoothly A business adjusts its production schedule

based on the availability of resources, client demands and efficiencies.

http://www.youtube.com/watch?v=IpFtAGBjhr4&feature=player_embedded

Purpose of Using a Production Schedule

The goal of production scheduling is to balance client needs with available resources while operating in the most cost-efficient manner

Outline all the activities required to prepare for the event

To keep the event on schedule with minimal issues To provide timing of tasks – personnel & locations

Components of a Production Schedule

Date of the eventKey contact informationAccess to event locations – load inLights, audio & sound checksCrew/cast arrival timesRehearsal times/breaksEvent timesDeparture times – load out

Factors that Impact Production Scheduling

Personnel – absenteeism, lateness or typesMaterials – wrong types or quantitiesEquipment/facilities – bathrooms, concessions Utilities – availability, type or distance from

venueEnvironmental conditionsEmergency protocol Safety proceduresParkingSight linesRisk assessment/contingency plans

Production-Planning Tools

Knowledgeable event production team

Film editing software Film scriptsPlanning lists Necessary suppliesCell phonesPDAsLaptopsSketchbooks

Personal assistantsNotebooksPlanning toolsSite plans/mapsSignageProject evaluation &

review techniques – PERT/CPM/Gantt chart

Historical performance - evaluate and reflect

Schedule Plan

How best to make itSequencing/

synchronization of tasks – very detailed

List priorities, constraints & conflicts

Monitoring executionManaging changesAdjust the plan based

on changes

What to makeWhen to make itHow much to makeWhere to make itMaterials requiredResources requiredNo real time controlsOverview/goal of event

Relationship between a Production Schedule and a Project Plan

Procedures for Developing a Production Schedule

Research & Development Use the past as a tool Know your finances, resources, partnerships, political

climate, environmental concerns & timingRepresent your target market

Keep it focused on your target market’s demographicsDesign –

Keep it entertaining and use appropriate colors/layouts

Planning – adjust when necessaryCoordination/Implementation - communicationEvaluation - improvement

How to Develop a Production Schedule

Establish a budget, review & reflectSelect an appropriate site/venue

Checklist for site/venue & technical requirementsList all elements that should be

tracked/monitored Break the elements into individual tasks Meet with task personnel & create a list of

priorities/order/time/date Enter the tasks in a spreadsheet, record time

required & responsible personnel Meet again with task personnel and gain final feed

back

How to Develop a Production Schedule

Create an overall time line for all essential tasksEstablish risk management plan/contingency

plan Minimal, normal and worse case scenarios

Implement production schedule Communicate & feedback Prioritize & reschedule as necessary – handle

problems or issues Manage overall time schedule

Reflect and evaluate the scheduleLet’s visit the following website about schedules https://www.smartsheet.com/online-gantt-chart?s=8&c=3&m=414&a=012g&k=%

2Bgantt&gclid=CO_Lwtfel7ICFQmpnQodnSQAXg

SEM1 2.01 Production Activity – teams of 2

Create a Production Schedule for a AKHS Homecoming Dance

1. Establish a budget School is giving you $1000 plus ticket costs (You decide how much each ticket

will be)

2. Select an appropriate Venue Create a checklist of what the venue needs to include: (Sound System/Dance

floor..)

3. List all elements that should be monitored Break the elements into individual tasks: (DJ/Band, Catering, Chaperons, etc.)

4. Create an overall timeline for all essential tasks: When will caterer have to be there? When will DJ/Band need to set up? When will people

be able to arrive and leave?

5. Establish risk management plan: What is the secondary venue option if the first falls through? What happens if the caterer

doesn’t show up? What happens if the DJ/Band doesn’t show up?

6. Implement production schedule Present your plan to the class via PPT

7. Reflect and evaluate the schedule Class will review the plan for accuracy in reaching the target market, organization of

schedule, if all elements were planned for, etc.

Operations - Schedule Tournaments

Identify types of tournaments

Round Robin – everyone plays each other at least one time

Double Elimination – teams must lose twice, after one loss they move

into losers bracketSingle Elimination –

when you lose you no longer play in the tournament

Multistage – games are played during same period but at

different locations/fields over extended period of time – can compete at different levels or stages

Identify types of tournaments

Heats – a round of competition, such as a swim meet

Tournament play – seeded based on ranking-normally single elimination

Ladder – individual contests ranked on a ladder and can move

up or down based on resultsMatch play –

in golf, you either win, lose or half a hole and only count total holes won

Scramble – all golf players hit, players select the best ball and all

shoot from that spot

Describe factors to consider when planning tournament schedule

Venue(s) Inside/outsideTime of day/year Weather obstaclesLocation of participants – logistics Costs of executing the tournament The economy & discretionary incomeThe number of participants and time

allocatedLocal governmental or administration issuesVolunteer support

Explain how technologies can be used to schedule tournaments

Host of on line sites offer tournament scheduling options

www.wizehive.com/

www.allprosoftware.com/

www.tournamentsoftware.com/tournaments.aspx?id=2

Discuss ways to determine activities timeframe

Determine average length of competitionDetermine number of competitors in

tournament and number of games per day/hour, etc.

Determine time for introductions, ceremonies, songs, intermission and post game interviews

Determine amount of time concessions and merchandise sales are operating

Determine amount of time for pre (setup) and post (close down) activities

Demonstrate procedures for scheduling tournaments

Approvals of sanctioning bodiesApproval of venues/time/dayDetermination of tournament format (type) –

secure tournament software for useSeeding of tournament participantsNotification of tournament participantsProduction schedule of tournaments at

venue(s) – includes all time lines of tasksApproval of volunteers, police, administrators

and other personnel to operate the tournament