Presentation on theme: "Project management Workshop"— 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 manuscriptConduct a research studyImplement a major program or interventionWrite and submit a grant proposal
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 groupIdentify 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 proposalDate you plan to submit your manuscriptSpecific aims finalizedFirst draft of proposal to reviewersAuthor list defined and agreements in placeFirst 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 formPreliminary data analysis completeTable shells constructedTable shells populatedFigures completeFinal editing completeRe-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 notePlace on timeline in appropriate columnAdd (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 groupsSet up your timelineDefine and add milestones
12 Work breakdownBut how am I gonna eat the WHOLE THING???? Obviously, one bite at a time!
13 Work BreakdownWork 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 doneWork 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 manuscriptJournalPeopleManuscriptLevel 1TitleAbstractIntro/backgroundMethodsResultsDiscussion/conclusionsTables and figuresAuthorsAcknowledgementsConflict of InterestEditors, illustratorsReviewersTargeted journal(s)Author guidelinesPermissions to reprintcopyrighted materialsLevel 2
16 Example: WBS for a grant proposal Write and submit a grant proposalBody ofgrantBudgetRequired documentsPossibly requiredOther documentsLevel 1Specific aimsResearch strategyInvestigatorsEnvironmentLevel 2BudgetJustificationSubcontractsKey personnel(form)BiosketchesFacilitiesAbstractProject narrativeChecklistReferencesHuman subjectsVertebrate animalsDSMPResource sharingplanParticipant enrollment(form)Other formsAppendicesLetters of supportor commitmentCover letter
17 Create packages of work that can be further sub-divided Work packagesNow what?????(Slice the watermelon into smaller pieces)Create packages of work that can be further sub-divided
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 proposalBody of grantSpecific aimsResearch strategyInvestigatorsResearch EnvironmentBudgetJustificationSubcontracts
20 Work packages Example 1: Writing and submitting a grant proposal Required documentsSenior and Key Personnel (Form)BiosketchesFacilities and resourcesAbstract, project narrative, checklistReferencesMay be requiredHuman subjectsVertebrate animalsDSMPResource sharing planPlanned enrollment (form)Other forms
21 Work packages Example 1: Writing and submitting a grant proposal Other documentsAppendicesLetters of support or commitmentCover letterProject management
22 Work packages Example 2: Writing and submitting a manuscript Suggested set of work packages for writing and submitting a manuscriptManuscript itselfTitleAbstractIntroduction/backgroundMethodsResultsDiscussion/conclusionsTables and figures
23 Work packages Example 2: Writing and submitting a manuscript PeopleAuthorsAcknowledgementsConflict of interestEditors or illustratorsReviewersJournal(s)Targeted journalsAuthor guidelinesPermissions to reprint copyrighted materialsProject management
24 Work PackagesReview 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 packagesAssign each work package its own color of post-it noteWrite the name of the work package on the top post-it note
26 Subdivide packages of work into activities Work activitiesBut I still can’t eat the whole slice—what do I do now?????(Divide the watermelon slices into bite sized chunks)Subdivide packages of work into activities
27 Planning: work activities Tasks or activities that need to be done to complete a work packageStart with a verb, signifying actionExamples: 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 paperReview your list of activities, eliminate duplicates, and combine activities as appropriateNumber sequentiallyWrite each activity on the appropriate color post-it note for its work package and arrange in reverse orderAdd activities to your timeline, starting at the end and working to the beginning (demonstration)
30 For next timeContinue building your timeline; define work activities associated with each work packageWrite on appropriate color post-it notes and place on timelineBring your completed timeline to the next sessionOption: you may elect to transfer your timeline to an electronic form and complete it this wayTrello at https://trello.com/Lino it atExcel or Outlook may also work for you
31 At the next session Share timelines among project groups Ask and discuss the followingDo 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 consequencesWhat observations or insights have you had regarding planning for a project? How might this process be useful to you in the future?
32 Referenceshttps://www.aacc.org/publications/clinical-chemistry/clinical-chemistry%C2%A0guide-to-scientific-writinghttps://trello.com/Haugan, Gregory; Effective work breakdown structures, Management Concepts, Vienna VA, 2002
33 and have fun with your timelines! Thank you…and have fun with your timelines!