Project management foundations for researchers and HDR students Mikail Ruutu, National Manager, Project Portfolio Office (PPO) 27 July 2018 PPO | Office of the Deputy COO

Contents Project – structure Project? What??? Life of a project Stages to go through Running a research project Similarities – differences Keep things under control (project control) Keep improving (review) Things to keep in mind PPO | Office of the Deputy COO

Project? What??? Project is a temporary… “organisation that is created for … delivering … business products according to an agreed Business Case.” (Prince2) “endeavor undertaken to create a unique product, service, or result.” (PMI PMBOK) In research: “…to produce results for a paper, publication, book, etc” Key attributes A specific outcome (hypothesis) Timebound Dedicated funding Assigned resources Structured Controlled PPO | Office of the Deputy COO

Is research cyclical or linear? Life of a project PPO | Office of the Deputy COO

Stages to go through PM stage Purpose Outputs Research artefacts [PM artefacts] Plan Pre-initiate WHY, WHAT? Define the idea / concept. Literature review, initial analysis  Approval & funding Research Plan (objectives) Funding applications [Business Case] Initiate HOW, WHEN, WHO? How are we going to research this? Governance & oversight starts Research Plan (implementation) [Project Initiation Document (PID)] Finalise plans, get ready [Schedule, budget, risk & communications & other plans] Do Implement Apply your research methods to create the results (deliverables) Lab/research diary, individual results Papers, publications, etc [Deliverables, reports, registers] Finish Close Review & report on the work, finalise everything Reports to funding sources [Post-implementation Review, Pay any final invoices] PPO | Office of the Deputy COO

Similarities – differences PM stage Similarities & differences In research projects Plan Pre-initiate WHY, WHAT? Define the idea / concept Feasibility analysis Approval & funding Research Plan (objectives) Literature review, initial analysis Funding applications Initiate HOW, WHEN, WHO? Define your approach Governance & oversight starts Difference: distributed oversight Research Plan (implementation) Faculty internal controls Finalise plans, get ready Difference: mobilise team & contractors Do Implement Implement your plans Refine as you go (control change) Difference: external reporting Lab/research diary, individual results Regular reports to funding sources Papers, publications, etc Finish Close Review & report on the work, Finalise everything Final reports to funding sources PPO | Office of the Deputy COO

Stay on top of it! Good tracking and forecasting is… It is based on how the Research Plan itemises your work. Aspects to capture and use History Done and ready Effort spent Costs incurred Future Remains to do Effort left Cost of completing work Funds left $ and  still left? prudent responsible professional predictable easy Maintain your Research Plan Opportunities Risks Issues Funds Work Extra support Threats to your research Current challenges Your budget Work done & coming PPO | Office of the Deputy COO

Keep things under control Tools? Excel workbook Microsoft Project Office 365 Planner PPO | Office of the Deputy COO

Keep improving At the end, review your research project What worked well, is worth repeating? What could have been done differently? What should not have happened? What lessons do we take out of this? Assign the lessons as tasks, do the changes Share lessons within the faculty / portfolio Workshop with all or key people Discuss the outputs, development of them Relationships, teamwork Stakeholders, support, direction & governance PPO | Office of the Deputy COO

In summary Project Why Control Improve Distinct result / outcome One-off, ends when you have the result Dedicated time, $, resources Structured, controlled Why Why needed, what will you find out? Control Work, time, money, risks & issues Look ahead, forecast Improve Review at the end, change for next ones PPO | Office of the Deputy COO

PPO | Office of the Deputy COO