4.8 Overview of project management strategies: implementation phase

Although the majority of your project planning will have been undertaken during the earlier phases, the process of project management needs to be carefully reflected in the implementation phase. It is here that your project can go awry, primarily through lack of focus in achieving scope, slippage of time in completing activities, or over-expenditure of funds. Value can also be lost through poor quality (inconsistent) results, risks not being anticipated and treated, or when people in the research team do not work together to achieve the goals. Communication across the team encourages them to work together and to share the same understanding. This is a stage where monitoring and control play a major part in achieving a successful project outcome. The main focus of the implementation phase is to ensure the value-added planning undertaken during the preliminary planning and the detailed planning phases is adhered to. Remember, the main focus of your leadership and management during the implementation phase is on control. This control is required to ensure you stick to your plan as far as possible. This will lead to consistent results from your research project.

Regular reviews of the project plan and quality assurance checks are critical to your project success during this phase. Include the plan in your meetings and consider how well you are tracking with respect to time, quality, milestones, relationships, and outcomes. Communication with your stakeholders and within the team is a fundamental element of your project management during implementation.

An important component of good project management is to address issues as they arise. If a team member is a poor performer, hold a review discussion immediately. If timelines are slipping, gather the group together and discuss what can be done to regain the lost time and keep to schedule. Cost blowouts need to be addressed rapidly or they will compromise the project. Ensure your monitoring and reporting processes are adhered to so that you have early warning of issues.

The following checklist highlights some possible areas to explore during your project implementation.

Knowledge areas	Implementation phase checklist
Scope management	Maintain control over the project scope Set up a system for recording interesting/new research possibilities that are beyond the project scope Address issues as they arise Regularly affirm the desired outcomes and milestones to the research team Review the out-of-scope areas that have emerged and consider whether these are areas suitable for new grant submissions Revise your WBS and project plan if the scope has changed
Time management	Monitor progress against timelines and milestone completions Meet with groups and individuals to explore whether the timeline is reasonable Review the timeline if necessary and outline the changes to the team Implement corrective actions if slippage is evident Adjust the project plan to reflect revised timelines
Cost management	Is the budget on track, particularly with respect to staffing costs (including leave entitlements)? Ensure all funds are spent according to the agreed budget and conditions of award. Request carry-forward of any residual funds through your research grant office if you have not expended your allocation in a given year Review the budget monthly and update as needed Address budget over-runs promptly Ensure financial statements are prepared and reflect the necessary requirements of the funding body Monitor that full expenditure of the funding has occurred prior to grant closure
Quality management	Are quality assurance processes being followed? (e.g. reports, research practice, team communication) Are project changes being addressed or logged?
Research management	Plan for publication and presentation as part of the project cycle. Acknowledge industry partners/sponsors in any publications Ensure HDR students are progressing with their theses and reporting Is the research on track? Does it still match the grant agreement? If the study is not prospering how should it be addressed? Should you continue? Talk to your research office
Risk management	Are safety and health requirements being met? Is the project conforming to the ethics agreement? Is the project team working as a cohesive and productive work group? Monitor emerging risks and address them If a problem arises, review the issue, why it occurred, and how to avoid it next time. Document this discussion in the risks log to ensure the same mistake is not repeated again. Consider whether additional training may be needed. Do you need to cover this in future induction processes?
Human resources management	Celebrate milestones Acknowledge team member contributions/achievements Ensure all team members are contributing to quality assurance Mentor young researchers and ensure they receive opportunities to publish, present, shadow, and take responsibility Discuss postdoctoral fellowships with HDR students and identify the goals they need to achieve to be well-placed for these opportunities Conduct regular performance review meetings with each individual Set development goals as well as project goals Explore how the team can be rewarded for major achievements. (Hint: something as simple as cake has strong impact!) Are staff taking their annual leave? (You can't afford a leave liability at the end of the project and members need time out to renew their energy)
Stakeholder management	Be clear about accountabilities and what is expected. Place report requirements etc into timelines Work on your stakeholder relationships as a high priority Schedule regular meetings with the stakeholders Prepare stakeholder progress reports Meet with stakeholders to review progress. Provide regular updates on process, publications, and outcomes Monitor stakeholder satisfaction with the progressive outcomes Explore and identify the potential for further investment into new areas of research with stakeholders Commence planning for follow-on projects with stakeholders Monitor stakeholder satisfaction with the outcomes
Communications management	Contact your public affairs/media arm to promote breakthrough outcomes – involve the stakeholders in this process Maintain a record of media releases Prepare reports for use by stakeholders
Procurement management	Monitor supplies and ensure resources are sufficient to support the research Check for equipment maintenance/upkeep
Integration management	Maintain regular meetings with the team Check work flows for highly integrated activities: is there a bottleneck that is holding up the research or a potential risk evident? Address it urgently! Review the project plan at meetings to affirm completed activities and highlight coming project requirements

Module 1: Research Strategy and Planning

4.8 Overview of project management strategies: implementation phase