SEM1 2.01 A - Operations

1. SEM1 2.01 A - Operations PE - Implement organizational skills to improve efficiency/workflow • PI - Develop production schedules for events • PI – Schedule tournaments

2. 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.

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

4. Components of a Production Schedule Date of the event Key contact information Access to event locations – load in Lights, audio & sound checks Crew/cast arrival times Rehearsal times/breaks Event times Departure times – load out

5. Factors that Impact Production Scheduling Personnel – absenteeism, lateness or types Materials – wrong types or quantities Equipment/facilities – bathrooms, concessions Utilities – availability, type or distance from venue Environmental conditions Emergency protocol Safety procedures Parking Sight lines Risk assessment/contingency plans

6. Production-Planning Tools Knowledgeable event production team Film editing software Film scripts Planning lists Necessary supplies Cell phones PDAs Laptops Sketchbooks Personal assistants Notebooks Planning tools Site plans/maps Signage Project evaluation & review techniques – PERT/CPM/Gantt chart Historical performance - evaluate and reflect

7. Relationship between a Production Schedule and a Project Plan Schedule Plan How best to make it Sequencing/synchronization of tasks – very detailed List priorities, constraints & conflicts Monitoring execution Managing changes Adjust the plan based on changes What to make When to make it How much to make Where to make it Materials required Resources required No real time controls Overview/goal of event

8. Procedures for Developing a Production Schedule • Research & Development • Use the past as a tool • Know your finances, resources, partnerships, political climate, environmental concerns & timing • Represent your target market • Keep it focused on your target market’s demographics • Design – • Keep it entertaining and use appropriate colors/layouts • Planning – adjust when necessary • Coordination/Implementation - communication • Evaluation - improvement

9. How to Develop a Production Schedule • Establish a budget, review & reflect • Select an appropriate site/venue • Checklist for site/venue & technical requirements • List 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

10. How to Develop a Production Schedule • Create an overall time line for all essential tasks • Establish 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 schedule • Let’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

11. Operations - Schedule Tournaments

12. 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 bracket • Single 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

13. 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 results • Match 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

14. Describe factors to consider when planning tournament schedule Venue(s) Inside/outside Time of day/year Weather obstacles Location of participants – logistics Costs of executing the tournament The economy & discretionary income The number of participants and time allocated Local governmental or administration issues Volunteer support

15. 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

16. Discuss ways to determine activities timeframe Determine average length of competition Determine 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

17. Demonstrate procedures for scheduling tournaments Approvals of sanctioning bodies Approval of venues/time/day Determination of tournament format (type) – secure tournament software for use Seeding of tournament participants Notification of tournament participants Production schedule of tournaments at venue(s) – includes all time lines of tasks Approval of volunteers, police, administrators and other personnel to operate the tournament