Project Management Flashcards
Event Specifications Guide (ESG)
comprehensive document that outlines the complete requirements and instruction of an event
typically authored by the planner and shared with all appropriate vendors
Project Team
usually consists of other department managers who have direct influence on project success
Project Scope
work that must be performed to deliver a product, service or result with the specified features and functions
Key Performance Indicators (KPIs)
clear understanding of the reasons for holding the meeting as well as objectives
how can they be measured?
Standard Operating Procedures (SOPs)
checklists that ensure team members perform tasks with consistency and meet anticipated outcomes
Contract
documented agreement between two or more parties that creates in each party a duty to do, or not to do something
*defines the rights and duties of the contracted parties
Critical Path Method (CPM)
an essential process utilized by project managers
provides a timeline, tasks and relationships, and may evolve as the project lifecycle advances
Quality Management
managing overall quality of a project and measures the quality of each project deliverable
Structure of Project Management Lifecycle
- Starting
- Planning
- Doing
- Ending
Portfolio Manager
specific manager overseeing multiple projects/programs that seem independent, yet connected by their role in fulfilling the organizations goals
Work Breakdown Structure (WBS)
identifies tasks and creates a framework for a timeline for each of the tasks
ie. determine tasks and milestone and estimate resources
Contract Amendment
change to an existing contract document
*time change in schedule of events
Project Status Report (PSR)
captures regular updates concerning event progress, including registration numbers, confirmed exhibitors and sponsors and financials
Scope Creep
changes that alter the critical path and expand the projects scope
Closure Phase
event production is shutdown, contracts are completed and event is evaluated after feedback is collected
*final phase of event management
Event Phase
event itself is held and risk monitoring and controls are prioritized
*4th phase in event management
Program Manager
oversees many activities that fit into a specific domain
ie. multiple meetings held around the country for regional chapters of an association
Post-Event Report (PER)
explains unique aspects of the meeting and what the project team recommends for future meetings
Best way to minimize potential delays and risks related to project schedule/critical path
keeping all key stakeholders informed about event progress
Critical Path
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
Initiation Phase
conducted research and the basic event purpose is established
*1st phase in event management
Planning Phase
requirements and specifications for the event are determined
*2nd phase in event management
Implementation Phase
occurs when all goods and services are contracted/coordinated
synchronizing all the operational and logistical requirements
*3nd phase in event management
Event Management Phases (5)
- Initiation
- Planning
- Implementation
- Event
- Closure
