Project Mgmt_Sauder Unlimited_Final

Project Planning &
Management
Shannon Sterling
Associate Director, Student Engagement and Development
Amal Hatmi
B.Com Orientation and Events Coordinator
What is a
Project?
What is Project
Management?
Project Management
“ A project is temporary in that it has a defined beginning
and end time… it is unique in that it is not a routine
operation, but a specific set of operations designed to
accomplish a singular goal”
The application of skills, knowledge, tools and techniques to
project activities to meet the project requirements.
Definitions taken from the Project Management Institute: www.pmi.org
Where do you see
Project Management?
5+ Stage Model
of Project Management
Don’t forget to document! EVALUATE IMPLEMENT ANALYZE DESIGN DEVELOP The MABAL Model
Project Management in Action
Mission
Audience
Barriers
Action Plan
Logistics
The MABAL Model
Project Management in Action
Mission
Where can you find your mission?
Club manifesto
Mission statement
Values
Specific needs identified through previous evaluation
ANALYZE The MABAL Model
Project Management in Action
Audience
Who is your event/program/goal targeted to?
What do they bring?
Is there context you need to know about them?
How do they feel about this?
How do you want them to feel?
ANALYZE The MABAL Model
Project Management in Action
Barriers
Hard Barriers
Tangible elements you cannot change.
You are usually aware of hard barriers during your planning
process.
Soft Barriers
These are unique to stakeholders and are not always visible or
tangible, but must be considered during the planning process. ANALYZE The MABAL Model
Project Management in Action
Action Plan
Using The Objective Chart to Decide DESIGN The MABAL Model
Project Management in Action
Action Plan meets Logistics: 3 months
away
2 months
away
Work backwards
1 month
away
Event/
Project/
Goal
(September)
Postproject
Start here
DEVELOP The MABAL Model
Project Management in Action
1 month previous
Break it down:
•  Context
•  Contacts
•  People
1 month away
Training
Volunteers • 
• 
• 
• 
• 
• 
Leaders • 
• 
• 
• 
• 
• 
Staff • 
• 
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• 
DEVELOP The MABAL Model
Project Management in Action
Logistics
The details that make things happen
–  Payment
–  Nametags & signage
–  Volunteer assignments
DEVELOP What do you see?
Understanding the
“Onion’s” Layers
WHAT DO YOU
NEED TO KNOW?
ations?
t
i
m
i
l
e
u
Ven
?
eadliners sts?
H
h
c
i
h
W
the Arti
e
b
l
l
i
w
Who
es?
Outhous cilities?
fa
Camping
Parking?
venue?
m
o
r
f
d
To an
?
Licenses es?
vic
Food ser
… etc …
Food
Services
Attendees
Venue
Equipment
Camp
grounds
Squamish
Valley
Music
Festival
Licenses
Security
Artists
DEVELOP Understanding the “Onion’s” Layers
ON
M
COM
E
R
THE S?
E
R
A
NT
E
M
A
D
ELE
E
I
F
UR
TI
O
N
Y
E
ID
OF
E
Y
V
’
T
I
YOU PRIOR
E
.
COR K PLAN
R
WO
Ticket
Sales
VIP
Passes
Camp
purchase
Attendees
(guests)
19 +
Parking
passes
???
DEVELOP Relay Race
Why is time lining like a relay race?
Collaborative
partnership
Communication
Forward thinking
Anticipating needs
The RACI Model
Exploring roles and responsibilities
Responsible
Accountable
Consulted
Informed
DEVELOP The RACI Model
Exploring roles and responsibilities.
R
A
C
I
You
Teammate
Teammate
Supervisor
Ar@sts
I
R
C
A
Food Vendors
R
C
I
A
Equipment
C
I
R
A
Security
I
I
I
R/A
DEVELOP Foot Stepping
Run Throughs & Details
Students enter
event
•  Check in table
•  Signage
•  Check in
sheets
•  Pens
•  Name tags
•  Markers
•  Coat check
•  Volunteers
•  Coat check
tickets
•  hangers
Students move to
resource tables
•  Signs for
resources
•  tape
•  Table set up
•  Volunteers to
greet & direct
Students have
refreshments
•  Catering order
•  Napkins, cutlery,
cups, serving
utensils
•  Garbage,
recycling,
compost
•  Refilling serving
platters
•  Hand sanitizer
IMPLEMENT Developing a Run Sheet
Evaluate
EVALUATE Evaluate
Debrief with each
group of stakeholders.
Be open.
Recognize limitations.
EVALUATE Houses Need Keys
Document, document, document!
Glossary of Terms
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Stakeholders
Run-sheet
Tasks vs. Deliverables
Frontloading
Contingency planning
Transition reports
Accessibility checklist
Technology
THANK YOU!
CONTACT US IF YOU NEED ANY MORE
INFORMATION
Shannon Sterling
shannon.sterling@ubc.ca
Amal Hatmi
amal.hatmi@sauder.ubc.ca