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Conference Planning

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

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  1. Conference Planning • What?  How? • Work Breakdown Structure • Estimation of resources • Definition of dependencies betweenplanning activities • Assignmentof responsibilities

  2. Work Breakdown Structure (WBS) • Project - Hierarchical system (tree): • Goal • Objectives • Workpackages • Tasks

  3. Task S.M.A.R.T. Criterion: • Specific • Measurable (costs, work, time) • Assignable (responsibility) • Realistic • Time-related

  4. 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

  5. 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

  6. 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

  7. 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

  8. 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

  9. COSTS CATEGORIES • Personnel costs • Equipment • Travel and subsistence • Consumables • Other directcosts • Subcontracting • Indirect Costs (overheads)

  10. SEQUENCING THE PROJECT ACTIVITIES • Logical / time dependencies • Types of dependencies: • Finish  Start („Immediate predecessor“) • Start  Finish

  11. 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

  12. 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

  13. Example: Conference Planning A C E G I start F J K end B D H

  14. ASSIGNMENTS • Planning – activity scheduling, assigment team members to tasks • Implementation – realocation of resources • Control – Comparision of plan and current status quo

  15. 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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