SEM1 2.01 A - Operations
• PE - Implement
organizational skills to
improve efficiency/workflow
• PI - Develop production schedules
for events
• PI – Schedule tournaments
Define the term production schedule
 Production scheduling is the management
and allocation of resources, events and
processes to create goods and services
 Detailed
timelines that allow your event to flow
smoothly
 A business adjusts its production schedule based
on the availability of resources, client demands
and efficiencies.
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http://www.youtube.com/watch?v=IpFtAGBjhr4&feature=player_embedded
Purpose of Using a Production Schedule
 The goal of production scheduling is to balance client needs
with available resources while operating in the most costefficient manner
 Outline all the activities required to prepare for the event
 To keep the event on schedule with minimal issues
 To provide timing of tasks – personnel & locations
Components of a Production Schedule
 Date of the event
 Key contact information
 Access to event locations – load in
 Lights, audio & sound checks
 Crew/cast arrival times
 Rehearsal times/breaks
 Event times
 Departure times – load out
Factors that Impact Production Scheduling
 Personnel – absenteeism, lateness or types
 Materials – wrong types or quantities
 Equipment/facilities – bathrooms, concessions
 Utilities – availability, type or distance from venue
 Environmental conditions
 Emergency protocol
 Safety procedures
 Parking
 Sight lines
 Risk assessment/contingency plans
Production-Planning Tools
 Knowledgeable event
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production team
Film editing software
Film scripts
Planning lists
Necessary supplies
Cell phones
PDAs
Laptops
Sketchbooks
 Personal assistants
 Notebooks
 Planning tools
 Site plans/maps
 Signage
 Project evaluation &
review techniques –
PERT/CPM/Gantt chart
 Historical performance evaluate and reflect
Relationship between a Production
Schedule and a Project Plan
Schedule
Plan
 How best to make it
 What to make
 Sequencing/synchronizati
 When to make it
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on of tasks – very detailed
List priorities, constraints
& conflicts
Monitoring execution
Managing changes
Adjust the plan based on
changes
 How much to make
 Where to make it
 Materials required
 Resources required
 No real time controls
 Overview/goal of event
Procedures for Developing a
Production Schedule
 Research & Development
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Use the past as a tool
Know your finances, resources, partnerships, political
climate, environmental concerns & timing
 Represent your target market
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Keep it focused on your target market’s demographics
 Design –
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Keep it entertaining and use appropriate colors/layouts
 Planning – adjust when necessary
 Coordination/Implementation - communication
 Evaluation - improvement
How to Develop a Production Schedule
 Establish a budget, review & reflect
 Select an appropriate site/venue
 Checklist for site/venue & technical requirements
 List all elements that should be tracked/monitored
 Break the elements into individual tasks
 Meet with task personnel & create a list of
priorities/order/time/date
 Enter the tasks in a spreadsheet, record time required
& responsible personnel
 Meet again with task personnel and gain final feed
back
How to Develop a Production Schedule
 Create an overall time line for all essential tasks
 Establish risk management plan/contingency plan
 Minimal, normal and worse case scenarios
 Implement production schedule
 Communicate & feedback
 Prioritize & reschedule as necessary – handle
problems or issues
 Manage overall time schedule
 Reflect and evaluate the schedule
 Let’s visit the following website about schedules
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https://www.smartsheet.com/online-ganttchart?s=8&c=3&m=414&a=012g&k=%2Bgantt&gclid=CO_Lwtfel7ICFQmpnQodnSQAXg
SEM1 2.01 Production Activity – teams of 2
Create a Production Schedule for a AKHS Homecoming Dance
Establish a budget
1.
School is giving you $1000 plus ticket costs (You decide how much each ticket
will be)
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2.
Select an appropriate Venue
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3.
Create a checklist of what the venue needs to include: (Sound System/Dance floor..)
List all elements that should be monitored
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Break the elements into individual tasks: (DJ/Band, Catering, Chaperons, etc.)
Create an overall timeline for all essential tasks:
4.
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When will caterer have to be there? When will DJ/Band need to set up? When will people be
able to arrive and leave?
Establish risk management plan:
5.
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What is the secondary venue option if the first falls through? What happens if the caterer
doesn’t show up? What happens if the DJ/Band doesn’t show up?
Implement production schedule
6.
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Present your plan to the class via PPT
Reflect and evaluate the schedule
7.
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Class will review the plan for accuracy in reaching the target market, organization of
schedule, if all elements were planned for, etc.
Operations - Schedule Tournaments
Identify types of tournaments
 Round Robin –
 everyone plays each other at least one time
 Double Elimination –
 teams must lose twice, after one loss they move into
losers bracket
 Single Elimination –
 when you lose you no longer play in the tournament
 Multistage –
 games are played during same period but at different
locations/fields over extended period of time – can
compete at different levels or stages
Identify types of tournaments
 Heats –
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a round of competition, such as a swim meet
 Tournament play –
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seeded based on ranking-normally single elimination
 Ladder –
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individual contests ranked on a ladder and can move up or
down based on results
 Match play –
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in golf, you either win, lose or half a hole and only count
total holes won
 Scramble –
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all golf players hit, players select the best ball and all shoot
from that spot
Describe factors to consider when planning
tournament schedule
 Venue(s) Inside/outside
 Time of day/year
 Weather obstacles
 Location of participants – logistics
 Costs of executing the tournament
 The economy & discretionary income
 The number of participants and time allocated
 Local governmental or administration issues
 Volunteer support
Explain how technologies can be used to
schedule tournaments
 Host of on line sites offer tournament scheduling
options
 www.wizehive.com/
 www.allprosoftware.com/
 www.tournamentsoftware.com/tournaments.aspx?
id=2
Discuss ways to determine activities
timeframe
 Determine average length of competition
 Determine number of competitors in tournament
and number of games per day/hour, etc.
 Determine time for introductions, ceremonies,
songs, intermission and post game interviews
 Determine amount of time concessions and
merchandise sales are operating
 Determine amount of time for pre (setup) and post
(close down) activities
Demonstrate procedures for scheduling
tournaments
 Approvals of sanctioning bodies
 Approval of venues/time/day
 Determination of tournament format (type) – secure
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tournament software for use
Seeding of tournament participants
Notification of tournament participants
Production schedule of tournaments at venue(s) –
includes all time lines of tasks
Approval of volunteers, police, administrators and
other personnel to operate the tournament