On Site Management Meeting 7

Improving Event Performance 1. A timeline–production schedule requires the event manager to schedule every element involved in an event systematically and logically. 2. It provides a unique comprehensive communications tool for the use of other team members. 3. It enables external stakeholders such as police, fire, security, and medical to stay informed regarding event operations. 4. It is easily distributed to internal and external stakeholders via a computer modem for quick updates. 5. It provides an accurate historical accounting of the entire event.

Improving Financial Effectiveness Once you have assembled all the details in logical sequence, you can review carefully to see if there are any duplications or ways in which resources may be reallocated for greater coast savings. For example, if you notice that the installation is scheduled for Sunday at 7:00 A.M. and that will result in paying time and one-half to your crews, you can try and rearrange your friday activities to schedule the setup within the straight-time rate.

The Production Schedule Creating the Schedule There are three important resources to incorporate when creating your draft document. First, you must check with key informants to make certain that you have incorporated all critical information. Second, you will want to explain the production schedule at an upcoming group meeting to receive feedback from the entire group. Finally, you must recheck the timing, function, and assignment to check for gaps and make certain that your production schedule is logical.

Testing, Timing, Function, and Assignment Group Meetings Solicit feedback from the group on how best to depict the schedule as well as ways to consolidate operations and improve efficiency. Testing, Timing, Function, and Assignment It is critical that you test your production schedule by seeking input from critical friends who have produced similar events of the same size and scope. Make certain that timeline production schedule includes the five phases of event management: research, design, planning, coordination, and evaluation.

IMPLEMENTING THE SCHEDULE After you have completed the production schedule you must circulate a series of drafts to key constituents to ensure that approvals are received before issuing the final document. MONITORING THE SCHEDULE This kind of information is extremely important when planning future events and budgeting adequate time to the various elements you will use.

HANDLING CHANGES About the only thing you can count on today is that things will change and sometimes far too rapidly to update the production schedule. When a change must be made quickly, use a printed bulletin headlined “CHANGE NOTICE” to ensure that every member of your team is aware and able to adjust their schedule to accept this change.

Using the Timeline–Production Schedule to Manage Change One of the most useful aspects of the production schedule is its ability to assist you in managing change. As literally hundreds of decisions must be made on a daily basis, the production schedule provides a solid framework for decision making.

Monitoring vs evaluation What are the differences? similarities? Monitoring is a long term process / on going in order to ensure activities are taking place according to standarts and to find out weaknesses and gaps within the project Monitoring involve the team that is implementing the project Monitoring is activity based (??) Evaluation: after the end of the project (or at mid term) to find out the weaknesses and the results of the project (positive outcomes) evaluation can be used as a point of reference for futur projects (measure outputs, outcomes and impacts) Evaluation involves external people Evaluation is a one time event (happens at the end of the project) Evaluation is result based (???) measures the results through indicators

EVALUATING THE SCHEDULE The best way to evaluate the use of the production schedule is to ask the key stakeholders if the process was effective: “Did the schedule help you understand the big and little picture of the event? Was the production schedule useful in keeping track of start and stop times? Were there any deficiencies in the timeline–production schedule? How could the schedule be improved next time?”

What are the objectives of monitoring? Evaluation? Gather informations for evaluation Know what are the objective Help you to find the gaps and weaknesses according to the LFA Evaluation helps you figure out if you can carry out the same activities in the future and to establish weaknesses and strengths Why is monitoring important? Why is evaluation important? To know how the project is evolving Gather information for evaluation What kind of informations do we need to monitor a project? Project documents: timetable, budget, list of activities, field data Activity plans , cost breakdown, specificities of the area

Conventional Management Organization Employer Engineer / Consultant Main Contractor Nominated Sub- Contractors Domestic Sub- Contractors Contractual Relationship Managerial Relationship

Relationships in Design and Build Employer Contractor Design Team Construction Team

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