Project Management Flashcards
The application of knowledge, skills, tools and techniques to project activities to meet the project requirements
Project management
Challenged, restrictions or shortages that fall into one of three categories: time, cost, or performance.
Constraints
The work that must be performed to deliver a product, service or result with the specified feature and functions
Project scope
5 phases of event management
1) Initiation - research conducted, basic event purpose established; scope is outlined and goals/objectives are defined
2) Planning - requirements and specifications for the event are determined
3) Implementation- all goods and services are contracted and coordinated; synchronization if operational and logistical requirements
4) Event - risk monitoring and controls are prioritized
5) Closure - event production shut down, contractual obligations completed, feedback collected and event evaluated.
Documents how a project will be completed within a certain timeframe; serves as the roadmap for planning a project.
Project plan
A graphical illustration of a schedule that helps to plan, coordinate, and track specific tasks in a project
Gantt chart
Documented standards, policies and procedures to ensure that team members perform tasks with consistency and meet anticipated outcomes
Standard operating procedures (SOPs)
Includes managing overall project quality; it can also measure the quality of each project deliverable
Quality management
A proactive and documented approach to ensure that tasks are done right the first time
Quality planning
Documentation to record how event professionals plan to avoid error, waste, and/or service failure
Quality management plan
Auditing the quality requirements, provides confidence that the project quality was planned, that the results are reliable, and that the quality level established will be achieved
Quality assurance
An iterative process that should be performed throughout the project life to track and monitor the results of a project; following this process will determine whether results are complying with the standards previously defined; focused on detecting flaws
Quality control
Planning, executing and closing each purchase required for an event; event professional managed each detail of these purchases or has a system that enables oversight for purchases carried out by another person or department
Project procurement management
Steps of project procurement plan
Planning - Identify goods/services needed and submits RFPs
Conducting - securing goods/services by obtaining responses along with selecting and assigning a contract to a selected supplier
Administering - managing the relationship between the organization and all engaged and contracted suppliers
Closing - formal conclusion of the acquisitions process
Includes timeline, criteria for selection, and other important information for prospective supplier
Request for Proposal (RFP)
Organizes and described in detail the total scope of the project; snapshot of the project scope and scale, and it forms the basis for estimating, scheduling executing, monitoring abs controlling project work. Steps included determining tasks and milestone and estimating resources.
Work breakdown structure (WBS)
Key events that occur during the project and ultimately drive the project schedule
Milestones
The process of anticipating the amount of time needed to complete each of the tasks and assign a unit of time to each activity in the project schedule
Forecasting
Represents the chain of activities that must begin on time and stay on track in order to achieve project milestones and ultimately execute the project on time
Critical path
Approach to communication defining-
What needs to be communicated?
To whom? Who is responsible for communicating? When/how often? How will the content be communicated? Why does this information need to be communicated?
Communication matrix
Offers maximum accountability in project evaluation
Audit
Reporting results if event evaluation and audit to stakeholders
Post event reporting (PER)
Regular updates concerning event progress; generally on a weekly basis from the project team and recorded for historical purposes
Project status report
Unforeseen changes or issues that alter the critical path and expand the project’s scope
Scope creep
