Lessons learned from writing, winning, and implementing an Emerging Scholars grant Sue Leach, PT,PhD,NCS,CEEAA Assistant Professor in Physical Therapy Mentored by: Ellen Costello, PT,PhD

Poster introduction to project

Lessons Learned  Is there an APP for that?  Project Management Office: Lessons Learned Instructions  “The major benefit of completing the lessons learned process is that the organization retains and documents both successful & unsuccessful project activities for future reference by project managers and staff.”  “This allows new projects to repeat successful activities & to avoid those that were not successful.” ctices.osi.ca.gov/sysacq/documents/Lessons%2520Learned%2520Template_Final%2520% %29.doc+&cd=4&hl=en&ct=clnk&gl=us

Project LifecyclePhase Project ManagementInitiation Project Closeout System Termination Project Funding ApprovalState Funding State/Federal Funding AcquisitionAcquisition Planning Contracting Product Acceptance System DevelopmentRequirements Analysis Design Development Test Implementation

Knowledge Area Section  Scope  Time  Cost  Quality  Human Resources  Communication  Risk Management  Procurement

Lessons learned report  Lessons learned that didn’t work  Lessons learned that worked  Recommendations

Knowledge Area Section  Scope  Time  Cost  Quality  Human Resources  Communication  Risk Management  Procurement

Scope  Lessons learned that didn’t work Clinical component fMRI component BDNF component  Lessons learned that worked Clinical component fMRI component  Recommendations  Know your scope ahead of time  Or know when it’s time to limit your scope

Knowledge Area Section  Scope  Time  Cost  Quality  Human Resources  Communication  Risk Management  Procurement

Time  Lessons learned that didn’t work  Everything takes longer than you think  Grant proposal  IRB  Equipment procurement  Establishing relationships with equipment vendors, collaborators & research site  Be prepared to complete multiple drafts  Lessons learned that worked  Keep timing of other commitments in mind  Recommendations  Be persistent  Recognize the strengths &weaknesses of yourself & others  Get referrals from colleagues for contacts  Always follow up

Knowledge Area Section  Scope  Time  Cost  Quality  Human Resources  Communication  Risk Management  Procurement

Cost  Lessons learned that didn’t work  Anxiety over responsibility to make best use of funds  Lessons learned that worked  Expanding the potential impact  Revising the budget accordingly  Recommendation(s)  It’s a great problem to have

Knowledge Area Section  Scope  Time  Cost  Quality  Human Resources  Communication  Risk Management  Procurement

Quality  Lessons learned that didn’t work  TBD  Lessons learned that worked  Become more knowledgeable e.g. conferences  Use available resources to create a good product  Recommendations  Expand your focus with collaborations

Knowledge Area Section  Scope  Time  Cost  Quality  Human Resources  Communication  Risk Management  Procurement

Human Resources  Lessons learned that didn’t work  BDNF  Lessons learned that worked  Seek out excellent mentors  Recommendations  Find mentors/collaborators with similar interests but expertise different from yours. Win win.  Be prepared to sell your product  Get lucky Ellen Costello, PT,PhD Sarah Shomstein, PhD

Human Resources  Mentor outside of project Mary Corcoran

Knowledge Area Section  Scope  Time  Cost  Quality  Human Resources  Communication  Risk Management  Procurement

Communication  Lessons learned that didn’t work  IRB: phone call vs. in-person visit  Insufficient contacts e.g. Phlebotomist, lab folks, skilled in BDNF  Lessons learned that worked  If you don’t ask, you won’t know  Recommendation  In-person visit to IRB  Know enough to discuss with others

Knowledge Area Section  Scope  Time  Cost  Quality  Human Resources  Communication  Risk Management  Procurement

Risk Management  Lessons learned that didn’t work  No mistakes so far that weren’t correctable  Lessons learned that worked  Mentors  Trusting instincts  Recommendation  Choose your team wisely (or be very lucky)

Knowledge Area Section  Scope  Time  Cost  Quality  Human Resources  Communication  Risk Management  Procurement

Procurement  Lessons learned that didn’t work  Even if funds are approved, equipment procurement can take a long time  Lessons learned that worked  Mike Steele as a liason  Recommendations  Explore equipment options  Develop relationships with vendors  Get a staff member involved