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PROJECT MANAGEMENT WORKSHOP Carol E. Lorenz, PhD March 17, 2015.

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Presentation on theme: "PROJECT MANAGEMENT WORKSHOP Carol E. Lorenz, PhD March 17, 2015."— Presentation transcript:

1 PROJECT MANAGEMENT WORKSHOP Carol E. Lorenz, PhD March 17, 2015

2 Context for workshop  Borrowing from project management  What is project management?  A structured and organized approach to accomplishing a specific effort (implement your study)  What might the effort be?  Plan, write, and submit a manuscript  Conduct a research study  Implement a major program or intervention  Write and submit a grant proposal

3 Phases of project management

4 Timelines versus milestones  Timeline: describes how work on the project plays out over time; defines where activities/tasks happen along the time continuum. Activities/tasks can be moved, but you must understand consequences.  Milestones: key events in the project that tell you whether you are proceeding as planned; once set, they should be moved only with extremely good reason to do so

5 Planning: Setting up the timeline  Timeline: describes how work on the project plays out over time; defines where activities/tasks happen along the time continuum. Activities/tasks can be moved, but you must understand consequences.

6 Planning: Setting up the timeline  Blank timelines provided—one for each group  Identify end date of project (grant submission date or date you plan to submit the manuscript)  Break time between then and now into units (can be days, weeks, months, quarters, or combination)  Write time units at top of each column (example)

7 Planning: Establishing milestones  Milestones: key events in the project that tell you whether you are proceeding as planned; once set, they should be moved only with extremely good reason to do so. Milestones usually signify completion of a work package.

8 Examples of milestones  Due date of proposal  Date you plan to submit your manuscript  Specific aims finalized  First draft of proposal to reviewers  Author list defined and agreements in place  First drafts of manuscript sections compiled (assumes different authors for sections)  First draft of manuscript to co-authors (if single person writing first draft)  Comments back from reviewers (or co-authors)

9 Examples of milestones  Manuscript in final draft form  Preliminary data analysis complete  Table shells constructed  Table shells populated  Figures complete  Final editing complete  Re-submission (grant proposal or manuscript)

10 Planning: establishing your milestones  What milestones will you use for your project?  Agree on your milestones; then write each milestone on same color post-it note  Place on timeline in appropriate column  Add (on another color post-it note if desired): Key dates such as holidays, known vacations, school closings, times when you or others may not be available to work on your project

11 Work in groups 1) Set up your timeline 2) Define and add milestones

12 Work breakdown But how am I gonna eat the WHOLE THING???? Obviously, one bite at a time!

13 Work Breakdown  Work breakdown structure (WBS): A structured, deliverable-oriented grouping of project elements that organizes and defines the total work scope of the project; multiple levels contain increasingly detailed definitions of the work to be done  Work package: a single work element that provides a logical basis for defining activities or assigning responsibility to a specific person or organization

14 Planning: work breakdown structure Work breakdown structure (WBS): A structured, deliverable-oriented grouping of project elements that organizes and defines the total work scope of the project; the structure has multiple levels that contain increasingly detailed definitions of the work to be done

15 Example: WBS for a manuscript Write and submit a manuscript Title Abstract Intro/background Methods Results Discussion/conclusions Tables and figures Authors Acknowledgements Conflict of Interest Editors, illustrators Reviewers Targeted journal(s) Author guidelines Permissions to reprint copyrighted materials JournalPeopleManuscriptLevel 1 Level 2

16 Example: WBS for a grant proposal Write and submit a grant proposal Key personnel (form) Biosketches Facilities Abstract Project narrative Checklist References Appendices Letters of support or commitment Cover letter Budget Justification Subcontracts Human subjects Vertebrate animals DSMP Resource sharing plan Participant enrollment (form) Other forms Body of grant Budget Required documents Possibly required Other documents Level 1 Specific aims Research strategy Investigators Environment Level 2

17 Work packages Now what????? Create packages of work that can be further sub-divided (Slice the watermelon into smaller pieces)

18 Planning: work packages Work package: a single work element that provides a logical basis for defining activities or assigning responsibility to a specific person or organization. (Slicing the watermelon into smaller pieces) Work packages are usually a noun or a noun and an adjective and include the all elements of the work breakdown structure, plus project management (ways you will keep the project on track and on target).

19 Work packages Example 1: Writing and submitting a grant proposal Suggested set of work packages for writing and submitting a grant proposal  Body of grant Specific aims Research strategy Investigators Research Environment  Budget Budget Justification Subcontracts

20 Work packages Example 1: Writing and submitting a grant proposal  Required documents Senior and Key Personnel (Form) Biosketches Facilities and resources Abstract, project narrative, checklist References  May be required Human subjects Vertebrate animals DSMP Resource sharing plan Planned enrollment (form) Other forms

21 Work packages Example 1: Writing and submitting a grant proposal  Other documents Appendices Letters of support or commitment Cover letter  Project management

22 Work packages Example 2: Writing and submitting a manuscript Suggested set of work packages for writing and submitting a manuscript  Manuscript itself Title Abstract Introduction/background Methods Results Discussion/conclusions Tables and figures

23 Work packages Example 2: Writing and submitting a manuscript  People Authors Acknowledgements Conflict of interest Editors or illustrators Reviewers  Journal(s) Targeted journals Author guidelines Permissions to reprint copyrighted materials  Project management

24 Work Packages  Review the list of suggested work packages for your project—what is missing?  Does it fit within one of the existing work packages?  Is it a new work package?  How do you want to define work packages—at level 1 of WBS, level 2, add a third level, or a combination?  Agree on final set of work packages  Assign each work package its own color of post-it note  Write the name of the work package on the top post-it note

25 Work in groups

26 Work activities But I still can’t eat the whole slice—what do I do now????? Subdivide packages of work into activities (Divide the watermelon slices into bite sized chunks)

27 Planning: work activities  Tasks or activities that need to be done to complete a work package  Start with a verb, signifying action  Examples: draft protocol; send protocol to XX for review; establish database; draft results section of manuscript; conduct literature review; set up RefWorks library for literature, download author guidelines; verify database usability, call biostatistician for consultation, review study data and analysis processes

28 Work activities  Select one of your work packages  Brainstorm activities associated this work package (use suggested activities to get started)  Write activities on a sheet of flip chart paper  Review your list of activities, eliminate duplicates, and combine activities as appropriate  Number sequentially  Write each activity on the appropriate color post-it note for its work package and arrange in reverse order  Add activities to your timeline, starting at the end and working to the beginning (demonstration)

29 Work in groups

30 For next time  Continue building your timeline; define work activities associated with each work package  Write on appropriate color post-it notes and place on timeline  Bring your completed timeline to the next session  Option: you may elect to transfer your timeline to an electronic form and complete it this way  Trello at https://trello.com/https://trello.com/  Lino it at  Excel or Outlook may also work for you

31 At the next session  Share timelines among project groups  Ask and discuss the following  Do activities relate to milestones?  Do activities lead to completion of milestones?  Does the sequencing of activities make sense?  Return to your own timelines and make changes in as desired, but be mindful of consequences  What observations or insights have you had regarding planning for a project? How might this process be useful to you in the future?

32 References https://www.aacc.org/publications/clinical-chemistry/clinical- chemistry%C2%A0guide-to-scientific-writing responsibilities/defining-the-role-of-authors-and-contributors.html https://trello.com/ Haugan, Gregory; Effective work breakdown structures, Management Concepts, Vienna VA, 2002

33 Thank you… and have fun with your timelines!


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