Introduction to Project Management in Research: Key Concepts and Applications

Understanding project management in research projects is essential for successful outcomes. This presentation covers the fundamentals of project management, including scope, time, and cost management. It explores the significance of research projects, the reasons for conducting them, and the role of research questions in guiding investigations. Examples of clinical research projects illustrate real-world applications, emphasizing the importance of systematic inquiry and problem-solving. Overall, this presentation provides a comprehensive overview of project management in research contexts.

• Project Management
• Research Projects
• Scope Management
• Time Management
• Cost Management

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1. 15/11/2024 Project Management For Research An Introduction to P.M Presenter name Institution 1

2. Acknowledgment 15/11/2024 Acknowledgment to Mr. William Law Kian Boon for preparation of the core contents of this presentation. An Introduction to P.M 2

3. Objectives 1. To understand project management in research project 2. To understand a. Scope management b. Time management c. Cost management 15/11/2024 An Introduction to P.M 3

4. Lecture Outline 1. Research project 2. Project management 1. Scope management 2. Time management 3. Cost management 3. References 15/11/2024 An Introduction to P.M 4

5. What is Research Project? A systematic investigation to establish facts and reach new conclusions. 15/11/2024 Every single project has the following: An Introduction to P.M 1. 2. 3. Start date and stop date Uniqueness Outcome / result 5

6. Why do people conduct research? Many reasons trigger to start a research project, such as 15/11/2024 To describe an event demographic change, social pattern change, sudden increase in dengue cases .. Why An Introduction to P.M To solve a problem New EBOLA treatment Zmapp . How To fulfil requirement Master program, new doctor/pharmacist 6

7. What is Research Question? Generally, a research question leads to the START of a research project, to search for an answer. 15/11/2024 Handwashing helps to prevent the spread of nosocomial infections. FACT An Introduction to P.M Is the use of soap and water or alcohol-based rubs more effective in preventing these infections? Question Systematic Investigation Research project 7 Finding/conclusion/result Answer

8. Example of clinical research project The physician prescribes warfarin to control an elderly patient's atrial fibrillation. What is the major risk associated with the drug? Should dosage level be a concern in the elderly population? 15/11/2024 An Introduction to P.M In children with cancer What are the current treatments in the management of fever or infection? Recent dengue outbreak .. What are the causes of the sudden outbreak? 8

9. Output of a research project A project is often conduct to deliver an output 15/11/2024 Output Results New facts Conclusion answer In the forms of Publication Poster Reports Manuscripts Articles Opinion Impacts Improvement An Introduction to P.M 9

10. An overview of research project and management 15/11/2024 What happen? An Introduction to P.M Start (When) End (When) What output? 10

11. What happen in between the Start & the End? Literature review Protocol Validation of questionnaire 15/11/2024 Pilot study Collect data Application of approvals Document archiving Analysis Follow-up Training An Introduction to P.M Application of grants Publish findings Getting study team Meeting What happen? Start End 11 What output?

12. 15/11/2024 What is Project Management An Introduction to P.M 12

13. Project management Is the application of proper skills and techniques to manage project stages ( I P E C C ) project knowledge areas 15/11/2024 An Introduction to P.M 13

14. What is project management? 10 recommended areas in P. management 1. Integration 2. Scope 3. Time 4. Cost 5. Human resource 6. Communication 7. risk 8. Quality 9. Stakeholders 10. procurement 15/11/2024 An Introduction to P.M 14

15. What is project management? 5 recommended stages in P. management 1. Initiation 2. Planning 3. Execution 4. Control and monitor 5. Closing 15/11/2024 An Introduction to P.M 15

16. What is Project Management? Some people manage a project, By experience from the past project By gut feeling BY general knowledge By logics BY guidelines, references 15/11/2024 An Introduction to P.M In project management, a project manager manages a project by All the above approaches, plus Project management plans Management techniques, tools, and skills 16

17. In project management Output of a process triggers the start of another process. 15/11/2024 Protocol development protocol An Introduction to P.M NMRR registration registration approval Ethics review ethics approval Conduct study data and information 17 Statistical analysis result

18. In project management Parallel processes 15/11/2024 Protocol development An Introduction to P.M NMRR registration Literature review Nonparallel processes 18

19. What is project management? The purpose of project management is to foresee or predict as many dangers and problems as possible; and to plan, organize and control activities so that the project is completed as successfully as possible in spite of all the risks. 15/11/2024 An Introduction to P.M To deliver . 19

20. Good project management. 1. Meeting requirements 2. Meeting objectives within planned time and cost. 3. Avoid project termination 4. Avoid waste of resources 15/11/2024 An Introduction to P.M To deliver . 20

21. Project Scope Management 1. Identify and collect requirements 15/11/2024 An Introduction to P.M 2. Define project scope 3. Control and monitor project scope # Project scope Work/activities performed to complete a project within planned time and cost. 21

22. Scope management 1. Identify and collect requirements Determine and manage stakeholder needs and requirements to meet project objectives. 15/11/2024 Examples of requirements Institutional Regulatory Ethics (MREC) volunteer s Publication Research grant An Introduction to P.M 22

23. Scope management 2. Define scope Developing detailed description of the project work based on requirements. 15/11/2024 Example: Scope of applying for research grant An Introduction to P.M Step 1 - Identify a potential funder and scheme Step 2 - Plan the resources required Step 3 - Consider whether any ethical review and approvals will be necessary Step 4 - Writing the application and proposal Step 5 - Submit application Step 6 - Interview 23

24. Scope management 3. Control and monitor scope Monitoring project status and managing scope changes 15/11/2024 Example of control and monitor scope Project meeting Follow-up status by call and meeting the administrator An Introduction to P.M Why do we need to control and monitor scope? To ensure project works are carried out as planned and cost. To meet stakeholder requirements To identify and manage changes as early as possible 24

25. Project Time Management 1. Define and sequence activities 15/11/2024 2. Estimate activities duration An Introduction to P.M 3. Develop the schedule 4. Control the schedule 25

26. Time management 1. Define and sequence activities Identify and documenting specific actions to be performed during project. Example: NMRR registration and submission for review and approval New account creation New research registration Research submission to NIH for approval Research submission to NIH for Grant application Research submission for MREC review & approval Documents for research submission Research documents Investigator documents 15/11/2024 An Introduction to P.M 1 3 2 26

27. Time management 2. Estimate activities duration Example: NMRR registration and submission for review and approvals New account creation New research registration Documents for research submission Research documents Investigator documents Research submission to NIH for approval Research submission to NIH for Grant application Research submission for MREC review & approval Scientific Review Ethics review Amendments required? 15/11/2024 2 hours 1 An Introduction to P.M 2 3 weeks 2 hours 3 6 weeks 27 2 weeks

28. Time management 3. Develop the schedule Activities Time (months) 15/11/2024 Jan Feb Mar Apr May Jun Jul Aug Sep 1 Identify requirements [ ] 2 NMRR submission [ ] An Introduction to P.M 2.1 Nmrr registration 2.2 Develop research document [ 2.3 Preparing investigator document 2.4 Research submission 2.5 review 2.6.1 If amendment required ] 28 [ = start ] = stop within a day summary Project task

29. Time management 4. Control schedule Status of each activities, early? Delayed? On time? Identify critical pathway Schedule compression Project status review meeting 15/11/2024 An Introduction to P.M To avoid Unnecessary delay One delay leads to more delays Increase in cost Fail to meet requirements of stakeholders Loss of important project member while activities are still pending 29

30. Project Cost Management 1. Estimate cost (or determine budget) 15/11/2024 2. Control cost An Introduction to P.M Very often, research projects are conducted at NO COST 30

31. Cost management 1. Estimate cost By scope of research project = task / activity / work Need schedule of events fee per hour By stakeholders requirements Fee of submission Cost of vendors By materials usage Consumables: kits, paper, printing, filing millage claims By services engaged External lab test cost External archiving cost 15/11/2024 An Introduction to P.M 31

32. Cost management For example: To estimate cost of data collection of a retrospective study. 15/11/2024 Setting Study site: 2 sites: A & B (travelling is required for data collection at site B). Sample size: 100 patient (identified) Data collection: 5 months Data collection forms: required, about 20 - 30 pages per subject Project training: 1 session on protocol and data collection form. An Introduction to P.M 32

33. Cost management Schedule by months Task 2014 2015 Mac 15/11/2024 Nov x x Dec Jan Feb April May Task A Task B Data collection Task D Task E An Introduction to P.M x x x x x x x x x x x x x x General assumptions a) 1 week = 5 working days b) 1 working days = 4 hours data collection time Cost items: 1. travelling: RM 20 per day x 100 days 2. Case report form : RM 10 per set x 100 sets 33

34. Cost management Estimated cost / planned budget for data collection 15/11/2024 Items Form printing and binding Travelling for data collection Estimated cost / planner budget RM 10 per patient x 100 patients = RM 1000 RM 20 per day x 100 days = RM 2000 An Introduction to P.M Total: RM 3000 1 day 4 working hours for data collection 34

35. Cost management 2. Control cost Problem: An overrun case: After 3 months, we collected data of 45 patients. There were 2 months left to collect data of 55 patients. Remaining budget for project travelling was only RM 800. 15/11/2024 Subjects Document printing and binding Project Travelling Budget RM 10 per patient x 100 patients = RM 1000 RM 20 per day x 5 months x 20 days = RM 2000 Total: RM 3000 An Introduction to P.M Plan cost Collect data of 100 patients within 100 days with RM 2000 = 1 patient within 1 day (RM 20) Actual expense (overrun) Collect data of 45 patients within 60 days with RM 1200 = 1 patient within 1.3 day (RM 27) spent more, collecting less data 35

36. Cost management Control cost Target: to collect data of 55 patients within 40 days (RM 800) pay less travelling fee: pay only RM 14 for each travelling, prolong data collection period to 55 days increase scope of data collection collect data of 1.5 patients within 1 day = complete data collection within 37 days Add 1 more data collector, travel together Collect data of 1.4 patient within 1 day = complete data collection within 40 days 15/11/2024 An Introduction to P.M 36

37. Project Management References Project Management Institute, PMI, US Project Management Book Of Knowledge 5th Edition www.pmi.org 15/11/2024 An Introduction to P.M THE END Thank you for your attention 37