Lesson 2: Project Management Flashcards
Domain B
Define Project Management
The application of knowledge, skills, tools, and techniques to project activities to meet the project requirements
Time Management Tools
Gantt Chart, Work breakdown structure, critical path, key performance indicators, milestones
Project Management Triangle of Constraints
Time, Cost, Performance
Event Management Phases
- Initiation: research, basic event purpose established
- Planning: requirements and specifications for the event are determined
- Implementation: when all goods and services are contracted and coordinated
- Event: it is held, risk monitoring and controls are prioritized
- Closure: event production is closed down, contractual obligations are complete feedback is collected, and event is evaluated
Project Plan
1st step an event professional should take after a decision has been made to go forward with an event is to create this plan.
serves as a road map for planning a project
What is the difference between the different types of project plans?
-Quality planning: detailed decision-making to ensure product or service meets the customer expectations and standards.
Procurement Planning: when a company decides what they need, who provides, and when the orders will be filled
Event Planning: organizing and executing all details of an initial concept
Communication Planning: providing and building transparent and ongoing relationships with stakeholders
Evaluation/Audit Planning: development of a strategy that provides a detailed audit of event
Project Plan comes in various forms
- small event
- large event
- incentive program
- exhibitions
- product launch
- training / educational events
The Difference in the Personnel Roles in Project Management
Portfolio Manager vs. Program Manager vs. Project Manager
Portfolio Manager: a specific manager oversees multiple programs and projects that are independent of each other (Executive Director)
Program Manager: Oversee multiple activities (Meetings) (Director of Meetings)
Project Manager: Leads the project team (admin, booth sales, etc.) (Meeting Planner)
Gantt Chart
Graphical illustration of a schedule that helps to plan, coordinate, and track specific tasks in a project
Standard operating procedures (SOPs)
Checklists to ensure team members perform tasks with consistency and meet anticipated outcomes
Quality Management
Managing overall project quality can also measure the quality of each project deliverable.
Three processes of quality management are
- quality planning: a documented approach to ensure that tasks are done right the first time
- quality assurance: a systematic process that ensures that a product, service, or process meets or exceeds the established quality standards
- quality control: detecting the flaws
Develop a procurement plan consisting of four processes
- Planning- defining the “what,” “how much,” and “When.”
- Conducting- selecting and assigning contracts with selected suppliers
- Administering- evaluating the performance of the contract and verifying changes and adjustments
- Closing- formal conclusion
Work breakdown structure (WBS)
organizes and describes in detail the project
Contract Amendment
An amendment is a change to an existing contract document
Contract Addendum
An addendum adds a document to the original contract
Banquet Event Orders (BEOs)
Outline event details (food and beverage, room set-up, basic av, decor, etc.), with all costs quoted
Pre-Conference Meeting
Meeting before the actual meeting, held 48-72 hours before the attendees’ arrival
Program Evaluation & Review Technique (PERT)
The chart that conveys relationship tasks and how they are scheduled
Critical Path Method (CPM)
Chain of activities that need to stay on track to achieve a milestone. Provides a timeline, the tasks, and their relationships
Communication Plan
Develop a communication matrix to determine what needs to be communicated to whom and when
Evaluation / Audit Plan
Evaluation offers transparency, and audit offers accountability
Define Amendment
A minor change or addition designed to improve
Define Addendum
an item of additional material added, typically to correct, clarify
Setting policy for travel, overnight accommodations, and reimbursement procedures would be considered part of what project management knowledge area?
a. project cost management
b. project integration management
c. project procurement management
d. project quality management
c. project procurement management
What type of document provides a graphical illustration of the schedule that helps plan, coordinate and track tasks for a project?
a. a gantt chart
b. a smart chart
c. an sop guideline
d. a project timeline
a. a gantt chart
The contract clause that addresses who would be liable for any injuries that may occur while the event is proceeding would be:
a. insurance
b. slippage
c. injury protection
d. indemnification
d. indemnification
In terms of project management hierarchy, which manager oversees multiple programs which are independent yet related?
a. project team leader
b. program manager
c. portfolio manager
d. procurement officer
c. portfolio manager
The formal process where a declaration is made that a project will move forward is called the :
a. discovery and analysis phase
b. stakeholder statement
c. scope of work declaration
d. project charter
d. project charter
The contractual clause that allows a contract to be canceled without financial payment is called:
a. mutual indemnification
b. termination
c. cancellation
d. dispute resolution
b. termination
When assessing potential risk to your project, the four possible responses are:
a. exploit, enhance, accept, and mitigate
b. absorb, avoid, mitigate, and transfer
c. reduce, reuse, recycle, and mitigate
d. threaten, absorb, exploit, and share
b. absorb, avoid, mitigate, and transfer
The term that describe the chain of activities that must begin on time and stay on track in order to achieve project milestones is the:
a. critical path
b. key performance indicators
c. evaluation timeline
d. project status report
a. critical path
A contract is:
a. a verbal agreement which is binding when combined with a handshake
b. a document that defines the rights and duties of the contracting parties
c. a legal document that binds both parties without the ability to change or modify once signed
d. all of the above
b. a document that defines the rights and duties of the contracting parties
Which is not one of the three constraints that most event event professionals encounter?
a. time
b. cost
c. staffing
d. performance
c. staffing
Which step is not included in the four steps to the project procurement plan?
a. plan procurements
b. conduct procurements
c. manage procurements
d. administer procurements
e. close procurements
c. manage procurements
What clause excused non-performance of a contract without liability?
a. cancellation clause
b. termination clause
c. indemnification clause
d. attrition clause
b. termination clause
When scheduling a financial audit, the best option is to:
a. use a third-party auditing firm
b. schedule an audit only at the end of the event
c. perform an internal audit with professionals knowledgeable of the event
d. process your financial audit with the event/exhibits audit
a. use a third-party auditing firm
What provides a graphical schedule that helps to plan, coordinate, and track project tasks?
a. project plan
b. standard operating procedures
c. work breakdown structure
d. gantt chart
d. gantt chart
Once authorization to hold an event has been given, the event planner must develop all except:
a. reasons for holding the meeting
b. budget
c. KPIs
d. objectives
b. budget
A snow storm is expected to hit your event location on the scheduled arrival day. What contract clause may protect you from not meeting your obligations?
a. cancellation clause
b. force majeure clause
c. termination clause
d. attrition clause
b. force majeure clause
