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Conference Planning. What ?  How ? Work Breakdown Structure Estimation of re sources Defin ition of dependencies between planning a c tiviti es Assignment of responsibilities. Work Breakdown Structure (WBS). Proje c t - Hierarchical syst e m ( tree ): Goa l Objectives

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Conference planning
Conference Planning

  • What?  How?

  • Work Breakdown Structure

  • Estimation of resources

  • Definition of dependencies betweenplanning activities

  • Assignmentof responsibilities


Work breakdown structure wbs
Work Breakdown Structure (WBS)

  • Project - Hierarchical system (tree):

  • Goal

    • Objectives

      • Workpackages

        • Tasks


Task

S.M.A.R.T. Criterion:

  • Specific

  • Measurable (costs, work, time)

  • Assignable (responsibility)

  • Realistic

  • Time-related


Task description
TASK DESCRIPTION

  • Task ID, title, description

  • Input (outcomes of other tasks)

  • Title,type, description of a deliverable

  • Start and end time

  • Effort (e.g. in person-months)

  • Costs

  • Responsibility


Example c onference planning
Example: Conference planning

  • 1. Conference programme

    • 1.1 Define programmeof conference

    • 1.2 Obtain speakers

    • 1.3 Prepareconference materials

      • 1.3.1 Obtain presentations fromspeakers

      • 1.3.2Prepare and print conference materials


Example c onference planning 2
Example: Conference planning (2)

  • 2. Set theconference site & date

    • 2.1 Set the conference date

    • 2.2 Select & commit conference site

    • 2.3 Confirm arrangements


Example c onference planning 3
Example: Conference planning (3)

  • 3. Develop marketingplan

    • 3.1 Developandprintconference brochure

    • 3.2 Obtain Label Sets for Direct mailing

    • 3.3 Mail brochures

    • 3.4 Receive & acknowledgeregistrations


Duration of a task
Duration of a Task

  • Task duration = Effort / No of persons

  • Random character

    Average time of activity duration:

    TA = (O + 4.M + P) / 6

  • O - optimistic completion time

  • P - pesimistic

  • M – most likely completion time


Costs categories
COSTS CATEGORIES

  • Personnel costs

  • Equipment

  • Travel and subsistence

  • Consumables

  • Other directcosts

  • Subcontracting

  • Indirect Costs (overheads)


Sequencing the project activities
SEQUENCING THE PROJECT ACTIVITIES

  • Logical / time dependencies

  • Types of dependencies:

    • Finish  Start („Immediate predecessor“)

    • Start  Finish


Example: Conference planning

Activity

Title

Imm. Pred.

A (2.1)

Date

-

B (1.1)

Programme

-

C (2.2)

Site

A

D (1.2)

Speakers

B

E (3.1)

Conf.broch.

C, D

C, D

F (3.2)

Database


Example: Conference planning(2)

Activity

Place

Imm.Pred.

G (3.3)

Mailing

E, F

H (1.3.1)

Obtain

D

I (3.4)

Process

G

J (2.3)

Finish

H, I

K (1.3.2)

Print

J


Example conference planning
Example: Conference Planning

A

C

E

G

I

start

F

J

K

end

B

D

H


A ssignments
ASSIGNMENTS

  • Planning – activity scheduling, assigment team members to tasks

  • Implementation – realocation of resources

  • Control – Comparision of plan and current status quo


Summary
Summary

  • Work break down structure (Tasks - S.M.A.R.T.)

  • Estimation of time and costs (duration, effort, costs)

  • Sequencing of activities

  • Project Proposal


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