EVENT MANAGEMENT PROCESS

Presentation By

Anita T.A

STS, MGU, Kottayam

FIVE PHASES INVOLVED IN THE

PROCESS

Initiation

Planning

Execution

Controlling

Closure

PROCESS SEQUENCE

Initiation Planning Executing Controlling Closing

ACTIVITY

T

I

M

E

I. INITIATION PROCESS

Project Charter

Announces Project

States Purpose

Identifies Project Manager

The initiation process consists of formally

validating or authorizing the Project.

Includes feasibility study, a preliminary

requirement study, a concept of

operations or a preliminary Plan.

Definition Phase

Determine Goal and

scope of the Project

Identify core team

members (individuals and

Groups ) and their roles

Define communication

Channels, methods,

frequency and content

II. PLANNING PROCESS

Planning Phase

Identify the task required to achieve project

goals. Estimate effort required.

Identify risks and develop plan to control them

Estimate required staffing levels and specialties

Estimate quantity and timing of materials and

equipments needed..

Define task sequence and develop a schedule

Estimate cost ,labour, materials facilities.etc

and develop Budget

III.EXECUTION PROCESS

Project Plan

(Execute

Project Plan

and

Accomplish

Project

Goals)

Execution

Phase

Product/

Goal

The execution process involves directing

various work groups in their activities,

monitoring their progress, solving

problems and resolving issues, making

changes to the plan if necessary and

coordinating these changes

Pre- Event

Activities

Activities on

the Scheduled

Days

IV. CONTROLLING PROCESS

Controlling Process

Monitoring,

measuring and

reporting the

performance of

project activities

Verifying that the

project is continuing

within scope

Controlling

changes to the

project scope

Schedule Control

Cost Control

Quality Control

Risk Monitoring and

Control

Controlling processes are ongoing throughout

most of the project. They include verifying that the

project is proceeding according to the plan or

determining where and how much a deviation is

occurring. Absolutely essential to the success

and progress of the project.

V. CLOSURE

Close-out Phase

Resolve Open

issues

Complete

contractual

Obligations

Complete any

paperwork

required for

formal completion

of the project

Evaluating

project

performance

Stakeholders

satisfied:

Coordinator,

guests,

participants,

studentsContract closed:

All bills settled,

Contracts closed ,

client, suppliers

etcAdministrative

Closure: Budget –

expenditure

Statement,

equipments

returned, Venue

Cleaned etc

Project History

and

Documentation :

Appraisal Meeting,

Report Writing,

Product

is

delivere

d and

goals

are met

Contract closure involves settling any

remaining contract issues like bills payment

and administrative closure involves

generating formal documents terminating the

project and an appropriate history of project

performance and lessons learned is gathered

END OF THE PRESENTATION