Project Management - Domain B - 9 Questions

Question 1

Project Management

Answer 1

The application of knowledge, skills, tools, and techniques to project activities to meet the project requirements.

Question 2

Key Performance Indicators (KPIs) OR PM Objectives!!

Answer 2

What are the measurable objectives of the meeting or event?

Question 3

Constraints - challenges, restrictions, shortages of… money, people etc. - putting a constraint on the project

Answer 3

Usually falls under 3 categories:

1. Time
2. Cost
3. Performance

A TRIANGLE

Question 4

Project Plan - one of the first steps!

Answer 4

= the general plan BEFORE the scope - serves as the roadmap

Question 5

Project Scope - What is supposed to be done? - clearly defined!

Answer 5

• the work that must be performed to deliver a product, service or result with the specified features and functions.
• Event specialist must know the whole scope of project = goals & objectives, needs, stakeholders, constraints - will ensure event stays on course through planning process

Question 6

Project/Scope Creep

Answer 6

Someone who comes in and changes or adds to the ORIGINAL SCOPE

Changes that altar the critical path and expand the project’s scope

potential impacts of everything must be determined

Question 7

Event Management Phases

Answer 7

1. Initiation - research, events goals & objectives, purpose of event, commitment of resources, risk management strategies (Project Plan)
2. Planning - specifications of event, risk planning (Project Scope)
3. Implementation - goods & services contracted, operations and logistics of event come together
4. Event - risk monitoring & control
5. Closure - shut down, contracts completed, feedback, evaluation - what can we improve?

Question 8

Develop Project Plan - one of the first steps, roadmap of planning a project

Answer 8

Comes in various forms, depending on type of event, customizable by person - small/large event, incentive program, exhibition, product launch, training/educational

Question 9

Gannt Chart - graphical illustration of a schedule that helps to plan, coordinate, and track specific tasks in a project.

Answer 9

• there is no one way to track, depends on event and person
• must track/review constantly!
• measurements should be concrete - SMART criteria (Strategic Planning - Domain A)

Question 10

Develop Quality Standards, Policies, and Procedures
= documented!!

Answer 10

• Standard Operating Procedures (SOPs) = helps to ensure quality of event - help to perform with consistency and meet anticipated outcomes
• Checklists helps with tasks and consistency
• Keep in common area, accessible to all staff

Question 11

Quality Management - OVERALL project

Answer 11

1. Quality Planning - proactive, documented approach - record plan to avoid errors, waste, service failures = quality management plan
2. Quality Assurance - auditing the plan, used to see if quality controls are being defined and applied - focus on preventing problems I.E. monitoring that all packages are delivered and ready to be assembled
3. Quality Control - repetitive process throughout the project life-style tp track and monitor results - focus on detecting flaws I.E. inspect assembled materials for any flaws before they get to attendee

Question 12

Develop Procurement Plan (Acquisition of Goods & Services)

Answer 12

• includes planning, executing, and closing each purchase required for an event. Think Ron!
• 4 processes must be followed to create plan:

1. Plan procurements: identifies goods & services needed - in/house/external, PM should define “what, how, much and when” to procure. Suppliers also need to be identified - DMOs, RFPs
2. Conduct: securing the goods & services, hiring suppliers, contracts.
3. Administer: managing relationships, evaluating performances = ensure timely delivery of event
4. Close: Delivery! deliverables are verified, on-site staff should compare contracts, if necessary

Question 13

Work Breakdown Structure (WBS) - a snapshot of the project scope

Answer 13

= initial draft of the total scope of the project, a snapshot of the project scope and scale - forms the basis for project work

1. determine tasks and milestones - things to do, and when they are due
2. estimate resources - materials, people, equipment, supplies

forecasting = anticipating amount of time needed to complete each task and activity in the project schedule

Question 14

Establish Milestones and Critical Paths

Answer 14

Milestones - key events that occur during the project and drive the schedule
examples: date when registration is launched, date when final ESG is shared, due date for rooming list

Critical Path - represents the chain of activities that must begin on time and stay on track to achieve milestones, and execute project on time, schedule regular reviews of tasks

Question 15

Develop Integrated Communication Plan

Answer 15

• should be created in the planning phase of the event
• simple approach: communication matrix = what, to whom, by whom, when and how often, how and why?
• approved by key stakeholders, made available and easily accessible, updated as needed

“Integrated Communication” - specific for marketing, PR, communication professionals - seamless blend of communication displaying a positive and similar image across shareholder’s

Question 16

Develop Evaluation/Audit Procedures = mandatory task, support monitoring event through lifecycle, taking corrective measures, anticipating potential issues in the rest of the lifecycle

Answer 16

• processes for event evaluation are set during the planning stage, but can be adjusted or modified throughout event
• project monitoring phase - early on in project lifecycle - can be evaluated on: meeting goals and objectives, meeting financial goals, etc.
• meeting professional can hire someone to audit event

Evaluation Process = goal is to offer maximum transparency
Audit Process = goal is to offer maximum accountability
- both help establish event’s sustainability/social responsibility

Question 17

Audits

Answer 17

• helps stakeholders determine whether project was managed appropriately to meet goals and objectives.
• must be conducted throughout the lifecycle (before, during, after)
• financial audits - was event produced at cost (no profit), broke even, profit generating?
• can be internal, external or combined
• usually event audits are internal
• audits should be scheduled as part of the planning process, earlier data collection and analysis may help identify problems early = corrective actions before event ends
• 3rd-party = most objective, yet most expensive and hard to find someone in the area of expertise

Question 18

Post-event Reporting

Answer 18

• results to stakeholders

Question 19

Skill 5: Manage Meeting or Event Project

Answer 19

manage critical path:

Team Org. chart helpful - elaborates roles and responsibilities of stakeholders

Project Status Report - captures regular updates concerning event progress - on a weekly basis, helps execute the critical path, identify any risks in this report

Regular meetings - progress updates, critical path activities and milestones

Question 20

Manage Contracts - a contract should be a clear roadmap of the parties’ expectations and responsibilities.

• Important dates from contracts should be incorporated into the critical path!

Answer 20

Negotiate Contracts - should always be done in good faith and in accordance with ethical business practices.

• ensures that each party has the opportunity to specify what their most important issues are.
• make sure you are giving as much as asking

Question 21

Contract Clauses

Answer 21

Termination = essentially the contract can be terminated (non-performance) without liability - must include how can terminate, why, who and when?!

Cancellation Policy

Force Majeure = “Act of God”

Attrition =

Indemnification = one party agrees to protect another party from liability, as a result of a law suit from a third-party. Also, if event sponsor is indemnifying the venue, the venue should also indemnify the sponsor! Both clauses should be identical = same protection.

Insurance Clause - THINK RISK MANAGEMENT

Dispute Resolution and Governing Law = How and where disputes are to be resolved - arbitration, mediation, private judges, court etc.

Question 22

Manage Implementation of Event

Answer 22

• operational phase of event management stage
• starts when staff arrives on location
• team-training meeting or advance briefing - 3 to 5 days before event, include all logistics of event
• manage costs = event budget must match all contracts and BEOs at this point, any additional goods or services needed - who is to sign off on these?
• change management = typically required during this stage - need to establish a formal process through which changes are handles, then needs to be properly RECORDED
• communicate, communicate, communicate!
• Change Management is required as an event is implemented, and formal process is necessary
• Communication Management = key to event’s success!

Question 23

Pre-conference Meeting

Answer 23

2-3 days before event
- includes all major suppliers and stakeholders
- usually held at venue or hotel
- led by the event professional going over ALL logistics, detailed walk-through of the daily itinerary

• BEOS must match event budget! (Manage Costs)
• Procurement Management - time to record actual items and services received compared to what was planned and budgeted