Event Management Schedule and Timeline

This assignment details an event management schedule spanning from May 25th, 2018 to July 24th, 2018. It breaks down the process into phases like pre-event preparation (shortlisting candidates, mock stage show), site cleaning and stakeholder meetings. The schedule also includes event day execution, post-event activities such as equipment removal, feedback meetings, and final close-out procedures like documenting lessons learned and closing the budget file.

ORGANIZATION’S NAME
Schedule Management Plan
Project Name:
Project Number:
Prepared By: Author’s Name Here
Last Revised On: (Insert Date)
This schedule management plan is a component of the project management plan. It establishes the criteria and
the activities for developing, monitoring and controlling the project schedule.

CONTENTS
Management Approach...............................................................................................................................................2
Scheduling Method......................................................................................................................................................2
Scheduling Tool............................................................................................................................................................3
Schedule Processes......................................................................................................................................................3
Define Activities.......................................................................................................................................................3
Sequence Activities..................................................................................................................................................4
Estimate Activity Resources.....................................................................................................................................4
Estimate Activity Durations......................................................................................................................................5
Develop Schedule........................................................................................................................................................ 5
Control Schedule..........................................................................................................................................................6
Report Schedule...........................................................................................................................................................6
Assumptions................................................................................................................................................................ 6
Issues........................................................................................................................................................................... 7
Risks............................................................................................................................................................................. 7
Plan Approval...............................................................................................................................................................8
Attachments.................................................................................................................................................................8
A. Activity List......................................................................................................................................................8
B. Milestone List..................................................................................................................................................8
C. Activity Attributes...........................................................................................................................................9
D. Activity Duration Estimates.............................................................................................................................9
E. Schedule Baseline...........................................................................................................................................9
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SCHEDULE MANAGEMENT PLAN
MANAGEMENT APPROACH
NAMES / ROLES AND RESPONSIBILITIES
Names / Roles Responsibilities
Project Manager Owner of the schedule activities
Project Sponsor Approve the baseline schedule
Project Team Lead Provide inputs for developing the schedule and updates for
monitoring
Project Team Members Use schedule dates for planning their activities
Project Scheduler Update the schedule on regular basis
Project Planner Plan other activities according to this schedule and interlink it
with external schedules
SCHEDULING METHOD
For developing the schedule of the project ‘Talent Contest’ is developed as per CPM (Critical Path Method) (Stelth,
2009). The schedule has all the activities aligned with each other through the relationships provided. The final
completion date is obtained by adding the duration of the activities along with the early finish date of the
predecessors.
SCHEDULING TOOL
MS Project 2016 software is used to develop the schedule (Microsoft, 2017). The schedule after the regular
updating shall be kept at the common shared folder with updated date written there, to allow all access the right
updated file. All team members can view the file as long as they have MSP installed in their PCs but nobody shall
be able to change or modify it except the ‘Project Scheduler’.
SCHEDULE PROCESSES
DEFINE ACTIVITIES
ACTIVITY LIST
The list of project activities is included below in Attachment A.
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Project Manager and Project Team Lead have to review the project deliverables and define the activities. After the
WBS (Project Smart, 2017) is developed to cover the overall scope of work, is then decomposed level by level till
the work package level is reached, below this level are the list of activities only. Rolling wave planning can be used
to develop the schedule as and when the project related data shall get exposed (McDonough, 2013). So rolling
wave planning shall be used to modify and update the schedule. Project Manager shall validate the activities
entered in to the schedule.
MILESTONE LIST
The project milestones are set forth in the milestone list included as Attachment B. Milestones represent
significant points or events in the project.
SEQUENCE ACTIVITIES
Project Scheduler is responsible for sequencing work activities. But the dependencies and proper lags and leads
shall be provided by the project team members and team leads to projects scheduler to incorporate the
information to the schedule. Yes network schedule diagram be developed by Project Scheduler but presented by
the Project Manager. Project Scheduler shall be responsible for developing the schedule.
SCHEDULE CONSTRAINTS
Schedule need to start by 5th February 2018 to be on time, otherwise any day later can impact the event date.
All the necessary permits shall be obtained before the event day
The event date is 5th July 2018 cannot be missed at any cost
ACTIVITY ATTRIBUTES
Sequencing information is included below in Attachment C., Activity Attributes.
ESTIMATE ACTIVITY RESOURCES
The Project Manager and Team Leads are responsible to estimate the activity resources and after providing the
data to Project Scheduler, he/she shall just feed the data in the schedule.
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UNITS OF MEASUREMENT
Manpower – Man-Hours
Material – piece / No.
To estimate the resources requirement for the activity various tools like ‘Bottom-up estimating’, ‘Expert Judgment’,
‘Project Management Software’ can be used.
The estimated resource requirements for each activity are set forth below in Attachment C., Activity Attributes.
ESTIMATE ACTIVITY DURATIONS
The Project Manager and The Leads and Planning Manager shall be responsible for the estimation of activity
duration.
To estimate the activity duration various types of tools and techniques can be used like ‘Parametric estimating’,
‘Top-down’, ‘reserve analysis’ and the ‘expert judgment’ (Usmani, 2017)
ACTIVITY DURATION ESTIMATES
The activity duration estimates are included below in Attachment D.
LEVEL OF ACCURACY
The range used is for the milestones is Zero, whereas that of activities are 1 to 29 days (working days)
RESERVE ANALYSIS
Contingencies are been considered with the items being planner and are the part of the schedule (Knowledge,
2017). Yes the contingency reserves can be added anywhere in the schedule. They are calculated as the extra
buffer as % of extra duration required for the schedule. The contingency reserves can be either shown at the below
of the schedule of the equivalent cushion is entered in the schedule. The contingency reserves are kept to keep
buffer in the schedule and accommodate any unforeseen situation.
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DEVELOP SCHEDULE
After the developing of the schedule, all the team members, sponsors, Project manager need to review the
schedule. Only the Project manager and team leads can validate the project information.
The sponsor is required in initial schedule development period. Schedule Manager shall prepare the schedule
model along with the Project Manner
Gantt chart shall be the format of the schedule model.
CONTROL SCHEDULE
SCHEDULE BASELINE
The schedule baseline is included below as Attachment E.
VARIANCE THRESHOLD
Whenever the critical path will be impacted, the variations shall trigger the warning. Revalidations of the schedule
are require.
As date the project schedule every Monday and Thursday. On these dates, members of the project team will
provide the project manager with actual performance and completion information.
The project manager will compare the actual information to the schedule baseline and calculate the completion
percentages and any variances. The project manager will distribute the actual schedule information according to
the terms set forth in the communication management plan.
Where necessary, the project manager will meet with the project team members to determine the cause of any
variance and discuss appropriate corrective measures. Where schedule changes are necessary, the project
manager will submit a change request in accordance with the change management plan.
ASSUMPTIONS
Assumption Date Transferred to
Risk Management Plan
The fund required for the activities shall be available before the required date as per the
schedule
20/12/2017
All the statutory permits as listed in schedule shall be available before the required date
as per the schedule
20/12/2017
The auditorium shall have all the required waste management facilities, like toilets and
bathroom
20/12/2017
Event shall held on July 13, 2018 20/12/2017
Calendar for the project is 5 days week with Weekends as off day 20/12/2017
Ticketing system to generate revenue is not considered in the schedule 20/12/2017
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ISSUES
Issues Date Transferred to
Risk Management Plan
Permits availability 27/12/2017
Location availability 27/12/2017
Traffic blocking 27/12/2017
Volunteer availability 27/12/2017
Ticket selling 27/12/2017
Sponsorship found 27/12/2017
RISKS
Risks Date Transferred to
Risk Management Plan
Obtaining approval on time 27/12/2017
Equipment availability during execution 27/12/2017
Schedules 27/12/2017
PLAN APPROVAL
By signing below, I, ____________________________ in my capacity as Project Sponsor approve of this Schedule
Management Plan.
Name:
Title: Project Sponsor
________________________________________ ______________________________
Signature Date Approved
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REFERENCES
Knowledge, P. M. (2017). Reserve Analysis. Retrieved September 19, 2017, from https://project-management-
knowledge.com: https://project-management-knowledge.com/definitions/r/reserve-analysis/
McDonough, M. (2013, March 4). Basics of Rolling Wave Planning. Retrieved September 19, 2017, from
http://www.brighthubpm.com: http://www.brighthubpm.com/project-planning/48953-basics-of-rolling-
wave-planning/
Microsoft. (2017). Project management made easy. Retrieved September 19, 2017, from
https://products.office.com: https://products.office.com/en-us/project/project-management
Project Smart. (2017). Work Breakdown Structure (WBS). Retrieved August 20, 2017, from projectsmart.co.uk:
https://www.projectsmart.co.uk/work-breakdown-structure.php
Stelth, P. (2009). Projects’ Analysis through CPM (Critical Path Method). School of Doctoral Studies (European
Union) Journal, 10-51.
Usmani, F. (2017). Three Tools to Estimate Activity Duration. Retrieved September 19, 2017, from PM Study Circle:
https://pmstudycircle.com/2012/06/three-tools-estimate-activity-duration/
ATTACHMENTS
A. ACTIVITY LIST
WBS Task Name Resource Names
1.2.1.1 Select location of the event Project Manager
1.2.1.2 Develop Charter for the project 'Talent Contest' with
defined aims & objectives Project Manager
1.2.1.3 Receive approval from Local Government for the show Team Members
1.2.1.4 Identify & approach potential sponsors Project Manager
1.2.2.1 Develop Budget requirement for the event Project Manager
1.2.2.2 Create Proposal for the sponsors Project Manager
1.2.2.3 Develop Communication Plan Project Manager
1.2.2.4 Develop Vendor Management Plan Project Manager
1.2.2.5 Develop risk management plan Project Manager
1.2.2.6 Develop the Security Plan Project Manager
1.2.2.7 Develop the Plan for the Event Management Project Manager
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1.2.2.8 Develop Selection Criteria Plan Project Manager
1.2.3.1.1 Develop web page for facilitating the on-line registration
and booking Team Members
1.2.3.1.2 Develop the on-line registration form Team Members
1.2.3.2.1 Apply for the food & noise permits for the show Project Manager
1.2.3.2.2 Apply for road closure permits Project Manager
1.2.3.3.1.1 Place order for the equipment & PA system
1.2.3.3.1.2 Book order for the equipment & PA system Equipment[1]
1.2.3.3.2.1 Place order for Volunteers Project Manager
1.2.3.3.2.2 Book Volunteers Project Manager
1.2.3.4.1 Conduct Auditions Team Members
1.2.3.4.2 Shortlist the probable candidates Team Members
1.2.3.4.3 Organize a mock stage show Project Manager
1.2.3.5.1 Cleaning of the site
1.2.3.5.2 Organize a Stakeholder meeting to discuss for the show
management Project Manager
1.3 Event Day
1.3.1 Execution
1.3.1.1 Review Event-Day Plan, just 1 day prior to the event Project Manager
1.3.1.2 Conduct Event as per the plan
Equipment[1],Project
Manager,Team
Members
1.4 Post-Event
1.4.1 Execution
1.4.1.1 Removal of equipment and cleaning site Equipment[1]
1.4.1.2 Organize Feedback Meeting Team Members
1.4.2 Close-Out
1.4.2.1 Organize meeting to document lessons learnt Project Manager
1.4.2.2 Close the Budget file
B. MILESTONE LIST
Task Name
Milestones
M1: Start Pre-event activities
M2: End Pre-event activities
M3: Start of the 'Talent Contest'
M4: End of 'Talent Contest'
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M5: Start Post-event activities
M6: End Project
C. ACTIVITY ATTRIBUTES
WBS Task Name Resource
Names Predecessors Successor
s
Duratio
n
Effort
Driven
1 Schedule for the 'Talent Contest'
event
122
days No
1.1 Milestones 122
days No
1.1.1 M1: Start Pre-event activities 11 0 days No
1.1.2 M2: End Pre-event activities 44 5 0 days No
1.1.3 M3: Start of the 'Talent Contest' 4 47 0 days No
1.1.4 M4: End of 'Talent Contest' 48 7 0 days No
1.1.5 M5: Start Post-event activities 6 51 0 days No
1.1.6 M6: End Project 55 0 days No
1.2 Pre-Event 108
days No
1.2.1 Initiation 50 days No
1.2.1.1 Select location of the event Project
Manager 3 12 15 days No
1.2.1.2
Develop Charter for the
project 'Talent Contest' with
defined aims & objectives
Project
Manager 11
16,18,20,
13,14FF+1
0 days
10 days No
1.2.1.3 Receive approval from Local
Government for the show
Team
Members 12 14 10 days No
1.2.1.4 Identify & approach potential
sponsors
Project
Manager
13,12FF+10
days 17 15 days No
1.2.2 Planning 35 days No
1.2.2.1 Develop Budget requirement
for the event
Project
Manager 12 19 1 day No
1.2.2.2 Create Proposal for the
sponsors
Project
Manager 14 18FF+3
days 1 day No
1.2.2.3 Develop Communication Plan Project
Manager
12,17FF+3
days 21 1 day No
1.2.2.4 Develop Vendor Management
Plan
Project
Manager 16 33 1 day No
1.2.2.5 Develop risk management
plan
Project
Manager 12 22 1 day No
1.2.2.6 Develop the Security Plan Project
Manager 18 22 1 day No
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1.2.2.7 Develop the Plan for the Event
Management
Project
Manager 21,20 23,26,29,
33,36 1 day No
1.2.2.8 Develop Selection Criteria Plan Project
Manager 22 39 1 day No
1.2.3 Execution 52 days No
1.2.3.1 Web Page Development 30 days No
1.2.3.1.1 Develop web page for
facilitating the on-line registration
and booking
Team
Members
22 27 20 days No
1.2.3.1.2 Develop the on-line
registration form
Team
Members 26 39FF+15
days 10 days No
1.2.3.2 Permits 25 days No
1.2.3.2.1 Apply for the food & noise
permits for the show
Project
Manager 22 30SS 3 days No
1.2.3.2.2 Apply for road closure
permits
Project
Manager 29SS 47 1 day No
1.2.3.3 Manage Vendors 26 days No
1.2.3.3.1 Equipment 21 days No
1.2.3.3.1.1 Place order for the
equipment & PA system 22,19 34 20 days No
1.2.3.3.1.2 Book order for the
equipment & PA system Equipment[1] 33 47 1 day No
1.2.3.3.2 Man-Power 22 days No
1.2.3.3.2.1 Place order for Volunteers Project
Manager 22 37 20 days No
1.2.3.3.2.2 Book Volunteers Project
Manager 36 47 1 day No
1.2.3.4 Pre-selection of Candidates 26 days No
1.2.3.4.1 Conduct Auditions Team
Members
23,27FF+15
days
40,43SS-2
days 20 days No
1.2.3.4.2 Shortlist the probable
candidates
Team
Members 39 41 5 days No
1.2.3.4.3 Organize a mock stage show Project
Manager 40 44,47 1 day No
1.2.3.5 Other Miscellaneous works 29 days No
1.2.3.5.1 Cleaning of the site 39SS-2 days 51 29 days No
1.2.3.5.2
Organize a Stakeholder
meeting to discuss for the show
management
Project
Manager 41 47,4 1 day No
1.3 Event Day 2 days No
1.3.1 Execution 2 days No
1.3.1.1 Review Event-Day Plan, just 1 Project 41,44,5,30,34 48 1 day No
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day prior to the event Manager ,37
1.3.1.2 Conduct Event as per the plan
Equipment[1]
,Project
Manager,Tea
m Members
47 51,6 1 day No
1.4 Post-Event 12 days No
1.4.1 Execution 4 days No
1.4.1.1 Removal of equipment and
cleaning site Equipment[1] 48,7,43 52SS+1
day 2 days No
1.4.1.2 Organize Feedback Meeting Team
Members 51SS+1 day 54 3 days No
1.4.2 Close-Out 8 days No
1.4.2.1 Organize meeting to
document lessons learnt
Project
Manager 52 55 3 days No
1.4.2.2 Close the Budget file 54 8 5 days No
D. ACTIVITY DURATION ESTIMATES
Task Name Duration Start Finish Resource
Names
Schedule for the 'Talent Contest' event 122 days Mon Feb 5, '18 Tue Jul 24, '18
Milestones 122 days Mon Feb 5, '18 Tue Jul 24, '18
M1: Start Pre-event activities 0 days Mon Feb 5, '18 Mon Feb 5, '18
M2: End Pre-event activities 0 days Wed Jul 4, '18 Wed Jul 4, '18
M3: Start of the 'Talent Contest' 0 days Wed Jul 4, '18 Wed Jul 4, '18
M4: End of 'Talent Contest' 0 days Fri Jul 6, '18 Fri Jul 6, '18
M5: Start Post-event activities 0 days Fri Jul 6, '18 Fri Jul 6, '18
M6: End Project 0 days Tue Jul 24, '18 Tue Jul 24, '18
Pre-Event 108 days Mon Feb 5, '18 Wed Jul 4, '18
Initiation 50 days Mon Feb 5, '18 Fri Apr 13, '18
Select location of the event 15 days Mon Feb 5, '18 Fri Feb 23, '18 Project Manager
Develop Charter for the project
'Talent Contest' with defined aims &
objectives
10 days Mon Feb 26, '18 Fri Mar 9, '18 Project Manager
Receive approval from Local
Government for the show 10 days Mon Mar 12, '18 Fri Mar 23, '18 Team Members
Identify & approach potential 15 days Mon Mar 26, '18 Fri Apr 13, '18 Project Manager
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sponsors
Planning 35 days Mon Mar 12,
'18 Fri Apr 27, '18
Develop Budget requirement for
the event 1 day Tue Mar 13, '18 Tue Mar 13, '18 Project Manager
Create Proposal for the sponsors 1 day Mon Apr 16, '18 Mon Apr 16,
'18 Project Manager
Develop Communication Plan 1 day Thu Apr 19, '18 Thu Apr 19, '18 Project Manager
Develop Vendor Management Plan 1 day Wed Mar 14, '18 Wed Mar 14,
'18 Project Manager
Develop risk management plan 1 day Mon Mar 12, '18 Mon Mar 12,
'18 Project Manager
Develop the Security Plan 1 day Fri Apr 20, '18 Fri Apr 20, '18 Project Manager
Develop the Plan for the Event
Management 1 day Mon Apr 23, '18 Mon Apr 23,
'18 Project Manager
Develop Selection Criteria Plan 1 day Fri Apr 27, '18 Fri Apr 27, '18 Project Manager
Execution 52 days Tue Apr 24, '18 Wed Jul 4, '18
Web Page Development 30 days Tue Apr 24, '18 Mon Jun 4, '18
Develop web page for facilitating
the on-line registration and booking 20 days Tue Apr 24, '18 Mon May 21,
'18 Team Members
Develop the on-line registration
form 10 days Tue May 22, '18 Mon Jun 4, '18 Team Members
Permits 25 days Tue Apr 24, '18 Mon May 28,
'18
Apply for the food & noise
permits for the show 3 days Tue Apr 24, '18 Thu Apr 26, '18 Project Manager
Apply for road closure permits 1 day Mon May 28,
'18
Mon May 28,
'18 Project Manager
Manage Vendors 26 days Tue Apr 24, '18 Tue May 29,
'18
Equipment 21 days Tue Apr 24, '18 Tue May 22,
'18
Place order for the equipment &
PA system 20 days Tue Apr 24, '18 Mon May 21,
'18
Book order for the equipment &
PA system 1 day Tue May 22, '18 Tue May 22,
'18 Equipment[1]
Man-Power 22 days Mon Apr 30, '18 Tue May 29,
'18
Place order for Volunteers 20 days Mon Apr 30, '18 Fri May 25, '18 Project Manager
Book Volunteers 1 day Tue May 29, '18 Tue May 29,
'18 Project Manager
Pre-selection of Candidates 26 days Tue May 29, '18 Tue Jul 3, '18
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Conduct Auditions 20 days Tue May 29, '18 Mon Jun 25,
'18 Team Members
Shortlist the probable candidates 5 days Tue Jun 26, '18 Mon Jul 2, '18 Team Members
Organize a mock stage show 1 day Tue Jul 3, '18 Tue Jul 3, '18 Project Manager
Other Miscellaneous works 29 days Fri May 25, '18 Wed Jul 4, '18
Cleaning of the site 29 days Fri May 25, '18 Wed Jul 4, '18
Organize a Stakeholder meeting
to discuss for the show management 1 day Wed Jul 4, '18 Wed Jul 4, '18 Project Manager
Event Day 2 days Thu Jul 5, '18 Fri Jul 6, '18
Execution 2 days Thu Jul 5, '18 Fri Jul 6, '18
Review Event-Day Plan, just 1 day
prior to the event 1 day Thu Jul 5, '18 Thu Jul 5, '18 Project Manager
Conduct Event as per the plan 1 day Fri Jul 6, '18 Fri Jul 6, '18
Equipment[1],Pr
oject
Manager,Team
Members
Post-Event 12 days Mon Jul 9, '18 Tue Jul 24, '18
Execution 4 days Mon Jul 9, '18 Thu Jul 12, '18
Removal of equipment and
cleaning site 2 days Mon Jul 9, '18 Tue Jul 10, '18 Equipment[1]
Organize Feedback Meeting 3 days Tue Jul 10, '18 Thu Jul 12, '18 Team Members
Close-Out 8 days Fri Jul 13, '18 Tue Jul 24, '18
Organize meeting to document
lessons learnt 3 days Fri Jul 13, '18 Tue Jul 17, '18 Project Manager
Close the Budget file 5 days Wed Jul 18, '18 Tue Jul 24, '18
E. SCHEDULE BASELINE
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