project-lifecycle-guide

Download as Word (DOCX)

Project Lifecycle Management Guide

This guide outlines the IDEEAS Lab's project lifecycle: Seed → Active → Completed → Archived. Each stage has specific requirements, deliverables, and approval processes.

Stage 1: Seed Projects

Purpose: Explore early-stage ideas, conduct feasibility studies, and develop project concepts.

Entry Criteria

  • Initial research idea or question identified
  • Potential alignment with lab research thrusts
  • Available personnel to explore the concept
  • Basic resource requirements understood

Key Activities

  • Literature review and background research
  • Feasibility assessment
  • Initial methodology development
  • Team formation and role definition
  • Resource requirement estimation
  • Risk assessment

Required Deliverables

  • [ ] Project Concept Document (2-3 pages)
    • Research question and significance
    • Preliminary literature review
    • Proposed methodology outline
    • Resource requirements
    • Timeline estimate
  • [ ] Feasibility Assessment
    • Technical feasibility
    • Resource availability
    • Timeline realism
    • Risk evaluation
  • [ ] Team Formation Plan
    • Proposed team members and roles
    • Mentoring relationships
    • Collaboration agreements

Success Criteria

  • Clear, answerable research question
  • Demonstrated feasibility
  • Adequate resources identified
  • Team commitment secured
  • Alignment with lab mission confirmed

Stage Duration

Typical: 4-8 weeks Maximum: 12 weeks

Approval Process

Required for Advancement to Active:

  • [ ] PI review and approval
  • [ ] Resource allocation confirmation
  • [ ] Team member commitment
  • [ ] IRB approval (if required)
  • [ ] Complete project brief developed

Stage 2: Active Projects

Purpose: Execute the research plan, collect and analyze data, and produce deliverables.

Entry Criteria

  • Approved project brief
  • Confirmed team and resources
  • Clear timeline and milestones
  • All necessary approvals obtained

Key Activities

  • Regular progress monitoring
  • Data collection and analysis
  • Team coordination and communication
  • Risk management and issue resolution
  • Stakeholder communication
  • Deliverable production

Required Deliverables

  • [ ] Weekly Progress Reports (using lab template)
  • [ ] Monthly Milestone Reviews
  • [ ] Quarterly Comprehensive Reviews
  • [ ] Risk and Issue Logs (updated regularly)
  • [ ] Research Outputs (papers, presentations, tools, etc.)

Management Structure

Project Lead (DRI):

  • Overall project responsibility
  • Team coordination
  • Stakeholder communication
  • Quality assurance

Team Members:

  • Specific task ownership
  • Regular progress reporting
  • Collaborative problem-solving
  • Peer support and review

Supervisors/Mentors:

  • Strategic guidance
  • Resource support
  • Quality oversight
  • Career development support

Review Schedule

Weekly: Team check-ins and progress updates Monthly: Milestone review and planning Quarterly: Comprehensive project review with PI

Success Criteria

  • Milestones achieved on schedule
  • Quality standards maintained
  • Team functioning effectively
  • Stakeholder expectations met
  • Learning objectives achieved

Stage Duration

Typical: 6-18 months Varies by: Project scope, complexity, and type

Transition Criteria to Completed

  • [ ] All major deliverables completed
  • [ ] Research questions answered
  • [ ] Results documented and validated
  • [ ] Dissemination plan executed
  • [ ] Team learning objectives met

Stage 3: Completed Projects

Purpose: Finalize outputs, document lessons learned, and transition knowledge.

Entry Criteria

  • All active phase deliverables completed
  • Research objectives achieved
  • Primary outputs produced
  • Team agreement on completion

Key Activities

  • Final documentation and archiving
  • Lessons learned capture
  • Knowledge transfer
  • Output dissemination
  • Impact assessment
  • Team transition planning

Required Deliverables

  • [ ] Final Project Report
    • Executive summary
    • Methodology and results
    • Lessons learned
    • Recommendations
    • Future work suggestions
  • [ ] Complete Documentation Package
    • All code, data, and analysis files
    • Documentation and README files
    • Reproducibility package
    • Data management plan compliance
  • [ ] Dissemination Record
    • Publications submitted/published
    • Presentations given
    • Tools/software released
    • Media coverage or impact
  • [ ] Lessons Learned Document
    • What worked well
    • Challenges and solutions
    • Process improvements
    • Recommendations for future projects

Knowledge Transfer

Internal Transfer:

  • Handover to continuing team members
  • Documentation of institutional knowledge
  • Training for ongoing maintenance
  • Integration with other lab projects

External Transfer:

  • Publication and presentation
  • Open source releases
  • Collaboration with external partners
  • Policy or practice recommendations

Success Criteria

  • All deliverables completed to quality standards
  • Knowledge successfully transferred
  • Lessons learned documented
  • Impact achieved or pathway established
  • Team members successfully transitioned

Stage Duration

Typical: 4-8 weeks Activities: Documentation, dissemination, transition

Approval Process

Required for Advancement to Archived:

  • [ ] PI review of final deliverables
  • [ ] Stakeholder acceptance (if applicable)
  • [ ] Complete documentation package
  • [ ] Lessons learned integration
  • [ ] Team member transition plans

Stage 4: Archived Projects

Purpose: Preserve project knowledge and outputs for future reference and use.

Entry Criteria

  • All completion requirements met
  • Final documentation approved
  • Knowledge transfer completed
  • No ongoing maintenance required

Key Activities

  • Long-term storage and preservation
  • Periodic review for continued relevance
  • Reference for future projects
  • Historical record maintenance

Archive Contents

  • [ ] Complete Project Documentation
  • [ ] All Research Outputs and Data
  • [ ] Lessons Learned and Best Practices
  • [ ] Impact and Follow-up Records
  • [ ] Team Member Contributions and Recognition

Access and Maintenance

Access: Available to lab members for reference Maintenance: Minimal, preservation-focused Review: Annual review for continued relevance

Stage Transition Management

Transition Reviews

Each stage transition requires a formal review:

Seed → Active Review

  • Feasibility confirmed
  • Resources secured
  • Team committed
  • Plan approved

Active → Completed Review

  • Objectives achieved
  • Deliverables completed
  • Quality standards met
  • Dissemination planned

Completed → Archived Review

  • Documentation complete
  • Knowledge transferred
  • Impact assessed
  • Archival ready

Decision Authority

Stage Transitions: PI approval required Within-Stage Decisions: Project lead authority Resource Changes: PI approval for significant changes Timeline Extensions: PI approval required

Documentation Requirements

All stage transitions must be documented with:

  • Transition date and approver
  • Rationale for transition
  • Outstanding issues or risks
  • Recommendations for next stage

Best Practices

Project Planning

  • Start with clear, answerable research questions
  • Involve all team members in planning
  • Build in buffer time for unexpected challenges
  • Plan for dissemination from the beginning

Team Management

  • Establish clear roles and responsibilities
  • Maintain regular communication rhythms
  • Address conflicts early and directly
  • Celebrate milestones and achievements

Quality Assurance

  • Regular peer review of work
  • Documentation standards compliance
  • Reproducibility checks
  • External validation when possible

Risk Management

  • Identify risks early and monitor regularly
  • Develop contingency plans for major risks
  • Communicate risks transparently
  • Learn from risk events to improve future projects

Remember: The project lifecycle is designed to ensure quality, accountability, and learning. Use it as a framework, but adapt as needed for your specific project requirements. When in doubt, communicate with your supervisor or the PI.