meeting objectives;
time frame;
budget constraints;
availability of resources;
human resources;
customer needs.
Present a critical path for a meeting, using an appropriate computerised or manual format.
Propose the responsibilities within the critical path and delegate to customer as appropriate.
Formulating a critical path
this section includes
scheduling tasks (assessment criterion 2.1)
assigning resources (assessment criterion 2.2)
presentation (assessment criterion 2.3)
Meeting Case Study - handout resources for customer project planning
Handout 2.1 A “Budgeted Activity List”
Handout 2.1 B “Task Work Sheet”
Handout 2.1 C “Meeting Project Master Plan Stages 1-5”
Handout 2.1 D “Meeting Project Master Plan Stage 6 Last Month”
Handout 2.1 E “Meeting Project Master Plan Stages 1-6 Critical Path”
Handout 2.1 F “Meeting Project Master Plan Resource Usage”
Meeting Case Study - handout resources for PCO project planning
Handout 2.1 G “PCO Sub-project Stage 6 Last Month”
Handout 2.1 H “PCO Sub-project Stage 6 Last Week”
Handout 2.1 I “PCO Sub-project Stage 6 Last 2 Days”
Handout 2.1 J “PCO Sub-project Stage 6 Critical Path”
Handout 2.1 K “PCO Sub-project Stage 6 Resource Usage”
Handout 2.1 L “PCO Sub-project Stage 6 Weekly To-Do List - Manager”
Handout 2.1 M “PCO Sub-project Stage 6 Weekly Cash Flow”
what is project management?
what is the purpose of project management software?
overview of “Microsoft Project 4”
this component should be presented in a computer room
Class Exercise 2 (3 hours). This component should be presented in a computer room
STEP 1 - COMPLETE “BUDGETED ACTIVITY LIST”
refer to Handout 2.1 A “Budgeted Activity List” and using the file generated in Class Exercise 1
use spread sheet software
copy the budget file to a new filename
create columns 2 and 3 (“classification” & “cost centre”)
prefix all tasks with appropriate cost codes. This is essential as it helps relate tasks back to the budget. We want to keep a strong budgeting and marketing plan hold on activity planning.
enter stage codes as follows:-
Stage 1 - 2 years out
Stage 2 - 1 year out
Stage 3 - 9 months out
Stage 4 - 6 months out
Stage 5 - 3 months out
Stage 6 - 1 month out (for Customer activities)
Stage 6A - 1 month out (for PCO activities)
Stage 6B - 2 weeks out (for PCO activities)
Stage 6C - 1 week out (for PCO activities)
Stage 6D - 2 days out (for PCO activities)
Stage 6E - l day before (for PCO activities)
Stage 6F - meeting day (for PCO activities)
Stage 6G - post-conference (for PCO activities)
save file, format for printing, print file to look like the handout
save to another different filename for use in the next step
the reason for referring to “customer” and “PCO” is that we will be preparing a master plan using “elapsed working days” for the whole project and treating the last months activities for the PCO as a sub-project. The latter is a different kind of project and will be in more detail concerning time (in hours), resources and costs. Basically the approach taken is for the master plan to be the main basis for communication and the PCO plan to cover the detailed management in the last month. Both projects will be dynamically linked by Microsoft 4.
STEP 2 - COMPLETE “TASK WORK SHEET”
refer to Handout 2.1 B “Task Work Sheet”
use spread sheet software
use the most recently saved file
sort rows by “stage”
insert additional tasks in the task column (and stage codes)
complete the “Plan” column by inserting the words “master “ or “sub-project” (this is optional since it purely for notation)
enter proposed responsibility areas (resource names). The idea of the prefix is to maintain a marketing management focus. This is optional for any new project but is recommended for this exercise.
assuming the resource named for each task
for all “master” tasks enter a duration in days eg 4.1 Preliminary Budget 34
for all PCO activities in the last month , “sub-project” tasks, enter a duration in days or hours eg
4.1 Prepare running sheet 2
2.1 Hotel staff trial run 8h (must put the “h” in)
enter sequence numbers for each stage (this is only a preliminary sequencing step and so mistakes can be tolerated)
sort rows first by stage and then by sequence number
insert rows for stage headings
save and print
in practice this work sheet would be used together with the budget as a basis for planning discussion
STEP 3 - ENTER TASK NAMES, DURATIONS & RESOURCES IN MICROSOFT PROJECT 4
refer to Handouts
Handout 2.1 C “Meeting Project Master Plan Stages 1-5”
Handout 2.1 D “Meeting Project Master Plan Stage 6 Last Month”
Handout 2.1 G “PCO Sub-project Stage 6 Last Month”
Handout 2.1 H “PCO Sub-project Stage 6 Last Week”
Handout 2.1 I “PCO Sub-project Stage 6 Last 2 Days”
load Microsoft 4 program (MP4)
provide learners with a short conducted tour and allow them time to explore
software aids (quick preview, up and running tutorial, cue card and help features)
brochures and other resource materials and manuals
explain the different views, how the split screen feature works (Window/Split and Window/Remove Split) and how scrolling and the zoom icons work. Other features should be explained as we go.
open a new file “str7comm.mpp”
click on File/Summary Information and enter the start date Jan 1 ‘97
open the spread sheet file for the “task work sheet”
mark and copy the range in the column “Tasks” for all “master” rows
switch to MP4 and make sure the mouse pointer is in the top left cell
click on Edit/Paste Special and then Paste link and then Text Data. This copies the range into the “Task Name “column. Notice this is a dynamic link (see diagonal mark on each task row). This means if you change the spreadsheet file the MP4 file changes as well. Try making a change and see.
in the same way copy
the spread sheet “days” column into the “Duration” column
the spread sheet “resource” column into the “Resource” column
save the file but do not close it.
open a new file “str7pco.mpp”
click on File/Summary Information and enter the start date Jan 1 ‘97
open the spread sheet file for the “task work sheet”
mark and copy the range in the column “Tasks” for all “sub-project” rows
switch to MP4 and make sure the mouse pointer is in the top left cell
click on Edit/Paste Special and then Paste link and then Text Data. This copies the range into the “Task Name “column.
in the same way copy the “sub-project range” for the spread sheet “days” column into the “Duration” column
we are not going to copy the spread sheet “resource” column into the “Resource” column. Instead enter the following resource names (enter any extra rows shown as tasks using the Insert key or Insert/Task)
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Stage 6A - 1 Month Out 4.1 Prepare running sheet 1.1 Update registrations, delegates list, hotel update 2.3 Finalise information materials for insertion into satchels 4.2 Train registration staff Contingency Provision (Manager) Note:- also enter 5d duration End Stage 6A Milestone Note:- also enter 0 duration Stage 6B - 2 Weeks Out 1.1 Final VIP list to hotels with instructions, update reg'ns & list 2.1 Confirm hotel hours and duties 2.4 Organise VIP transport 2.5 Check weather forecasts Contingency Provision (Manager) Note:- also enter 5d duration End Stage 6B Milestone Note:- also enter 0 duration Stage 6C - 1 Week Out 1.1 Update registrations & delegates list, list to hotel 2.2 Finalise seating plan 2.3 Prepare delegate list for satchels 4.3 Prepare nametags 2.1 Hotel staff trial run 2.4 Collect gifts 2.5 Confirm recreational transport & tours 2.5 Confirm transport to venue & storage Contingency Provision (Manager) Note:- also enter 18h duration End Stage 6C Milestone Note:- also enter 0 duration Stage 6D - 2 Days Out 2.1 Review plans with hotel management 2.4 Confirm speakers' travel 4.3 Confirm arrangements for registration desk 2.2 Review plans, delegate list, coffee breaks & menus 2.3 Check, transport to venue & store 2.4 Rehearsal - entertainment 2.5 Confirm VIP transport 3.4 Arrange press coverage 3.4 Confirm photographer 4.3 Update nametags Contingency Provision (Manager) Note:- also enter 3d duration End Stage 6D Milestone Note:- also enter 0 duration Stage 6E - Day Before 1.1 Final attendance audit & confirm with venue 4.1 Double check using check-lists 4.3 Open registration desk 2.3 Unstore materials and fill satchels 2.7 Set up exhibit area 4.3 Copy room layout plans for staff 2.4 Contact speakers 2.4 Contact speakers' guests & VIPs 2.6 Check audio & brief technician 3.4 Opening news conference Contingency Provision (Manager) Note:- also enter 1h duration End Stage 6E Milestone Note:- also enter 0 duration Stage 6F - Conference Day 2.1 Final check meeting room set-up 4.3 Check all signage is in place 2.2 Final check hospitality room set-up 2.6 Final check - audio 2.6 Final check - visual 2.4 Final speakers' briefing Contingency Provision (Manager) Note:- also enter 1h duration End Stage 6F Milestone Note:- also enter 0 duration Stage 6G - Post-conference 2.7 Dismantle exhibits & transport 2.3 Transport unused delegate materials 2.6 Pick up & return audio equipment 2.6 Pick up & return visual equipment 2.1 Venue critique & feedback 2.3 Prepare transcripts & send to delegates Contingency Provision (Manager) Note:- also enter 5d duration End Stage 6G Milestone Note:- also enter 0 duration |
Manager Clerk 1 Clerk 2 Manager Manager
Clerk 1 Manager Clerk 2 Clerk 2 Manager
Clerk 1 Clerk 1 Clerk 2 Casual Manager Clerk 2 Clerk 2 Clerk 2 Manager
Manager Clerk 2 Manager Clerk 1 Clerk 2 Manager Clerk 2 Manager Clerk 1 Casual Manager
Manager Clerk 1 Clerk 1 Clerk 2 Manager Clerk 2 Clerk 1 Clerk 1 Manager Manager Manager
Manager Clerk 2 Manager Manager Manager Manager Manager
Clerk 1 Clerk 2 Manager Manager Manager Clerk 1 Manager
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save the file but do not close it
make sure by clicking Window you can switch between MP4 files
STEP 4 - ENTER TASK SEQUENCING IN MICROSOFT PROJECT 4
switch to str7comm
go to Stage 6
enter new row called “Committee Work”
enter the last row called “PCO PLAN SUB-PROJECT”
click on the information icon (or Insert/Task Information), click on Advanced and in the Sub-Project field enter the path to the file str7pco eg c:\winproj\str7pco.mpp
now str7pco is dynamically linked to str7comm
insert 2 rows at the end of each stage (click on Insert/Task)
Contingency Provision (allow default 1 day)
Stage x (insert relevant number) Complete Milestone (change the default 1 day to zero to make the activity a milestone)
go to ID2 row and click right arrow indent icon (or Tools/Outlining/Indent), notice how the Stage 1 row becomes bold
using the mouse (or shift/down arrow keys) mark out the range ID3-ID11 and indent
follow same procedure for remaining stages
in Stage 6 indent rows 74-84 again to reveal rows 73 and 85 as higher level indents
mark out the whole range and click on the link tasks icon (or Edit/Link Tasks). This links every task to a preceding task.
pause and look at how the bar chart with its link lines is taking shape
experiment with the different views and split screens
explain what a PERT chart is displaying
now to enter the right sequence of activities in the “predecessors” column as follows
Stage 1 - Long Term - 2 years out
4.1 Committee, objectives, theme, topics, speakers, date (Note:- number not entered means it starts from the project start date already set in File/Summary Information)
1.1 Budget Assumption - no. of registrants 2
1.2 Identify sponsor prospects 2
1.3 Identify exhibitor prospects 2
4.1 Preliminary budget 8
2.1 Select & negotiate - venue requirements 2
2.2 Negotiate hospitality requirements 90d 2
2.4 Invitations to speakers 2
Contingency Provision 6 (note make the duration 77 days)
Stage 1 Complete Milestone
Stage 2 - Medium Term - 1 year out 1 (note this number is already automatically entered as a link to the previous stage and this means that work will not start on this stage until all the work in the preceding stage has been completed. This is an implicit link)
2.7 Design promotional campaign (note:-no number entered which automatically links task to end of previous stage)
3.1 Exhibition brochure- design, quotes & select printer 13
3.1 Fliers - design, quotes & select printer 13
3.1 Programme/brochure design, quotes & select printer 13
3.1 Registration Form - design, quotes & select printer 13
1.2 Solicitation - sponsorships (note:-no number entered which automatically links task to end of previous stage)
1.3 Exhibition budget 14
2.2 Menu selection (note:-no number entered which automatically links task to end of previous stage)
2.3 Plan nametag holder 20
2.3 Plan satchels 21
2.4 Book entertainment 22
2.4 Plan appropriate programme -spouses & children 23
2.5 Identify transport requirements & bookings 24
2.5 Plan recreational programme, book tours 25
2.5 Plan technical site visits 26
3.1 Booster - design & produce 13
4.1 Invite VIP's, revised budget 28
4.2 Organise cheque and credit card facilities 28
Contingency Provision 30 (note make the duration 29 days)
Stage 2 Complete Milestone
Stage 3 - Short Term - 9 months out 12 (note this number is already automatically entered as a link to the previous stage and this means that work will not start on this stage until all the work in the preceding stage has been completed. This is an implicit link)
2.4 Confirm speakers (note:-no number entered which automatically links task to end of previous stage)
1.3 Exhibitor confirmation (note:-no number entered which automatically links task to end of previous stage)
1.1 Finalise registration fees (note:-no number entered which automatically links task to end of previous stage)
1.2 Follow up sponsorship (note:-no number entered which automatically links task to end of previous stage)
3.1 Post fliers 37
2.4 Select gifts 38
2.6 Confirm speakers' audio requirements 39
2.6 Confirm speakers' visual requirements 40
4.1 Revise budget 37
3.4 Arrange photographer 41
Contingency Provision 43 (note make the duration 36 days)
Stage 3 Complete Milestone
Stage 4 - Short Term - 6 months out 33 (note this number is already automatically entered as a link to the previous stage and this means that work will not start on this stage until all the work in the preceding stage has been completed. This is an implicit link)
3.2 Arrange targeted advertising (note:-no number entered which automatically links task to end of previous stage)
1.1 Organise registration system (note:-no number entered which automatically links task to end of previous stage)
1.2 Finalise sponsors (note:-no number entered which automatically links task to end of previous stage)
1.3 Finalise exhibitors 49
2.3 Organise door prizes 50
2.4 Obtain speakers' notes, send copy programme 51
2.5 Survey attractions brochures 52
3.1 Programme/brochure - printing (note:-no number entered which automatically links task to end of previous stage)
3.1 Registration Form - printing (note:-no number entered which automatically links task to end of previous stage)
4.2 Plan insurance 48
4.2 Plan licenses 56
4.2 Plan security 57
4.1 Revise budget 58
Contingency Provision 59 (note make the duration 16 days)
Stage 4 Complete Milestone
Stage 5 - Short Term - 3 months out 46 (note this number is already automatically entered as a link to the previous stage and this means that work will not start on this stage until all the work in the preceding stage has been completed. This is an implicit link)
3.1 Send out registration & brochure (note:-no number entered which automatically links task to end of previous stage)
3.4 Plan press statements (note:-no number entered which automatically links task to end of previous stage)
1.3 Finalise exhibitor arrangements & signage (note:-no number entered which automatically links task to end of previous stage)
1.1 Record responses & hotel bookings 63
2.6 Plan audio 66
2.6 Plan visual 67
4.3 Organise on-site signage 68
Contingency Provision 69 (note make the duration 3 days)
Stage 5 Complete Milestone
Stage 6 - Last month 62 (note this number is already automatically entered as a link to the previous stage and this means that work will not start on this stage until all the work in the preceding stage has been completed. This is an implicit link)
Committee Work (leave blank)
2.1 Confirm room details at venue (note:-no number entered which automatically links task to end of previous stage)
2.2 Confirm menu details (note:-no number entered which automatically links task to end of previous stage)
2.4 Confirm speakers' details, distribute speakers' instructions 75
4.3 Organise equipment hire 76
4.3 Organise telephone/fax 77
2.4 Finalise contingency plan for speakers 78
3.4 Press release 79
2.3 Finalise materials for delegates & confirm supply 80
4.4 Thank-you letters 84
4.2 Verify & pay accounts 85
4.1 Final evaluation & reports, committee meeting 83
PCO PLAN SUB-PROJECT (Note:- There is no contingency provision or milestone in the master project because they are in the sub-project and therefore automatically accounted for in the master project. Also do not enter or change the duration number, this is picked up automatically from the Str7pco file.)
make sure the Gantt entry view is on (View/Gantt Chart & then View/Table/Entry)
click on Window /Split