Conference PlanningConference Planning

What? How?

Work Breakdown Structure Estimation of resources Definition of dependencies between

planning activities Assignment of responsibilities

Work Breakdown Structure (WBS)Work Breakdown Structure (WBS)

Project - Hierarchical system (tree): Goal

• Objectives• Workpackages

• Tasks

W BS

T ask1.1.1

T ask1.1.2

T ask1.1.3

W P1.1

T ask1.2.1

T ask1.2.2

W P1.2

T ask1.3.1

T ask1.3.2

T ask1.3.3

W P1.3

O bjec tive 1

TaskTask

S.M.A.R.T. Criterion: Specific Measurable (costs, work, time) Assignable (responsibility) Realistic Time-related

TASK DESCRIPTIONTASK DESCRIPTION

Task ID, title, description Input (outcomes of other tasks) Title, type, description of a

deliverable Start and end time Effort (e.g. in person-months) Costs Responsibility

ExampleExample: : CConferenceonference planning planning

1. Conference programme1.1 Define programme of conference 1.2 Obtain speakers1.3 Prepare conference materials

1.3.1 Obtain presentations from speakers

1.3.2 Prepare and print conference materials

ExampleExample: : CConferenceonference planning planning (2)(2)

2. Set the conference site & date2.1 Set the conference date2.2 Select & commit conference site 2.3 Confirm arrangements

ExampleExample: : CConferenceonference planning planning (3) (3)

3. Develop marketing plan3.1 Develop and print conference

brochure3.2 Obtain Label Sets for Direct

mailing3.3 Mail brochures3.4 Receive & acknowledge

registrations

Duration of a Task Duration of a Task

Task duration = Effort / No of persons

• Random characterAverage time of activity duration:

TA = (O + 4.M + P) / 6 O - optimistic completion time P - pesimistic M – most likely completion time

COSTS CATEGORIESCOSTS CATEGORIES

• Personnel costs• Equipment• Travel and subsistence• Consumables• Other direct costs• Subcontracting • Indirect Costs (overheads)

SEQUENCING THE PROJECT SEQUENCING THE PROJECT ACTIVITIESACTIVITIES

• Logical / time dependencies• Types of dependencies:

• Finish Start („Immediate predecessor“)

• Start Finish

Activity Title Imm. Pred.

A (2.1) Date -

B (1.1) Programme -

C (2.2) Site A

D (1.2) Speakers B

E (3.1) Conf.broch. C, D

F (3.2) Database C, D

Example: Conference planning

Activity Place Imm.Pred.

G (3.3) Mailing E, F

H (1.3.1) Obtain D

I (3.4) Process G

J (2.3) Finish H, I

K (1.3.2) Print J

ExampleExample: Conference planning: Conference planning (2)(2)

Example: Conference Planning

A

B D

endKJ

H

IG

F

EC

start

AASSIGNMENTSSSIGNMENTS

• Planning – activity scheduling, assigment team members to tasks

• Implementation – realocation of resources

• Control – Comparision of plan and current status quo

Summary

• Work break down structure (Tasks - S.M.A.R.T.)

• Estimation of time and costs (duration, effort, costs)

• Sequencing of activities • Project Proposal