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On Site Management. Meeting 7. Improving Event Performance. 1. A timeline–production schedule requires the event manager to schedule every element involved in an event systematically and logically. 2. It provides a unique comprehensive communications tool for the use of other team members.
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On Site Management Meeting 7
Improving Event Performance • 1. A timeline–production schedule requires the event manager to scheduleevery element involved in an event systematically and logically. • 2. It provides a unique comprehensive communications tool for the use ofother team members. • 3. It enables external stakeholders such as police, fire, security, and medicalto stay informed regarding event operations. • 4. It is easily distributed to internal and external stakeholders via a computermodem for quick updates. • 5. It provides an accurate historical accounting of the entire event.
Improving Financial Effectiveness • Once youhave assembled all the details in logical sequence, you can review carefullyto see if there are any duplications or ways in which resources may be reallocatedfor greater coast savings. For example, if you notice that the installationis scheduled for Sunday at 7:00 A.M. and that will result in paying timeand one-half to your crews, you can try and rearrange your friday activitiesto schedule the setup within the straight-time rate.
The Production Schedule • Creating the Schedule • There are three important resources to incorporate when creating your draftdocument. • First, you must check with key informants to make certain that youhave incorporated all critical information. • Second, you will want to explainthe production schedule at an upcoming group meeting to receive feedback • from the entire group. • Finally, you must recheck the timing, function, and assignmentto check for gaps and make certain that your production schedule islogical.
Group Meetings Solicit feedback from the group on how best todepict the schedule as well as ways to consolidateoperations and improveefficiency. • Testing, Timing, Function, and Assignment It is critical that you test your production schedule by seekinginput from critical friends who have produced similar events of the same sizeand scope.Make certain that timelineproductionschedule includes the five phases of event management: research, design,planning, coordination, and evaluation.
IMPLEMENTING THE SCHEDULE • After you have completed the production schedule you must circulate a seriesof drafts to key constituents to ensure that approvals are received before issuingthe final document. • MONITORING THE SCHEDULE • This kind of information is extremely importantwhen planning future events and budgeting adequate time to the variouselements you will use.
HANDLING CHANGES About the only thing you can count on today is that things will change andsometimes far too rapidly to update the production schedule. When a changemust be made quickly, use a printed bulletin headlined “CHANGE NOTICE” to ensure that every member of your team is aware and able to adjust theirschedule to accept this change.
Using the Timeline–Production Schedule to Manage Change • One of the most useful aspects of the production schedule is its ability to assistyou in managing change. As literally hundreds of decisions must be madeon a daily basis, the production schedule provides a solid framework for decision making.
Monitoring vs evaluation What are the differences? similarities? Monitoringis a long termprocess / on going in order to ensureactivities are taking place according to standarts and to find out weaknesses and gaps within the project Monitoring involve the team thatisimplementing the project Monitoring isactivitybased (??) Evaluation: after the end of the project (or atmidterm) to find out the weaknesses and the results of the project (positive outcomes) evaluationcanbeused as a point of reference for futur projects (measure outputs, outcomes and impacts) Evaluation involvesexternal people Evaluation is a one time event (happensat the end of the project) Evaluation isresultbased (???) measures the resultsthroughindicators
EVALUATING THE SCHEDULE • The best way to evaluate the use of the production schedule is to ask the keystakeholders if the process was effective: • “Did the schedule help you understandthe big and little picture of the event? • Was the production scheduleuseful in keeping track of start and stop times? • Were there any deficienciesin the timeline–production schedule? • How could the schedule be improvednext time?”
What are the objectives of monitoring? Evaluation? Gather informations for evaluation Know what are the objective Help you to find the gaps and weaknessesaccording to the LFA Evaluation helpsyou figure out if youcan carry out the sameactivities in the future and to establishweaknesses and strengths Whyis monitoring important? Whyisevaluation important? To know how the projectisevolving Gather information for evaluation Whatkind of informations do weneed to monitor a project? Project documents: timetable, budget, list of activities, field data • Activity plans , cost breakdown, specificities of the area
Conventional Management Organization Employer Engineer / Consultant Main Contractor Nominated Sub- Contractors Domestic Sub- Contractors Contractual Relationship Managerial Relationship
Relationships in Design and Build Employer Contractor Design Team Construction Team
