2. Introduction
Contracting and budgeting
Strategies for large scale
communication
General management of large scale
network projects
Working with external partners
Privacy and human subjects
4. Multi-site, multi-year, multi-
aims…
Develop Project Management
Keys to
success: Plan
Project Complexity tends to
management
plan buy-in increase
Sufficient Competing demands
resources
Documenting
Prioritizing
lessons
learned Evaluating progress
5. Multi-site, multi-year, multi-aims
…
Keys to Identify Your Team
success:
Strong Motivating others to meet
leadership
deadlines
Clear
communication Differing institutional
plans
cultures
Team building
Managing internal team
Managing external team
Managing funders
6. Multi-site, multi-year, multi-
aims…
Keys to Identify Risks
success:
Identifying and Coordinating IRB
using tools to
reduce schedules and
administrative
burden interpretations
Understanding Privacy
policies and practices
Administrative hurdles
8. Cancer Research Network (CRN)
Awarded in 1999 to Group Health
Cooperative Agreement from NCI
A network to study and improve
cancer care
7-15 subrecipients
Complex award
Multiple awards
9. Using the Resources of HMORN
Cancer Research Network (CRN)
Use
HMORN “field tests” the HMORN Template
template HMORN Template simplified DUA
HMORN Template was used to
issue CRN subawards for the next
5 years.
GOAL – Initiate subs in 60 days
10. Guiding Principles
Reciprocity
Reciprocal Terms and Conditions
Planning
Engage CRN sites in the process
Transparency
Be transparent in communication
Be flexible
Integrated Plan Ahead
Team
Develop a standard process (LEAN)
Integrated Team – shared workload
Shared
Workload
Measurement
11. Measurement - Data Points
Award date
Initiation date of main subaward
Return date of subaward
Volume
12. Results
Main Subaward Intiation Days: With Vs. Without
Revision
250
200
Mean Initiation Days
193
150
100 104
94
84
50 47
0
Year 9 Year 10 Year 11 Year 12 Year 13
CRN Year
Main Subaward Days to Initiate (without revision)
Revised Main Days to Initiate
13. Results
Mean Days to Initiate Main Subaward (Revised)
and Overall Volume
250 70
193 60
200
Mean Initiation Days
50
Volume of CRN
Agreements
150 40
100 30
71
55 47 20
50
18 10
0 0
Year 9 Year 10 Year 11 Year 12 Year 13
CRN Year
Revised Main Days to Initiate
Overall Volume of CRN Agreements (Subs and Mods)
14. HMORN Template a Success
What helped?
Using a standard, fair template
Pre-review and approval by all sites
Scopes of Work ready prior to award date
Building a team and a standard process
Building relationship with CRN colleagues
Understanding the issues; timely strategic planning
What caused delays?
Budget cuts
Delays in template approval
Sponsor prior approvals
16. Challenges for Communication
Scale
Different types of institutions with
different cultures
Different types of people to
communicate with
Different types of communication
needed
Bridging role in in-person and virtual
relationships
17. Scale of Communication
TOO busy Large numbers of people to reach
Millions of Differentmessages for different
emails a day stakeholders
Irrelevance Communication frequency
alert
“Not THEM
Audiences are consistently over
again….” burdened by communication
Difficult
to engage
How to know if you’re getting to them
– did they open the email?
18. Strategies
PROGRAM
MANAGE-
Same person should send
MENT all of the communications
about the program
Need the right person to be
“on” the communication
piece
Make a communication
plan
19. Strategies
RELATIONS
HIP
BEST: In-person interactions
2nd BEST: Phone calls
BUILDING
Regular conference calls
Setup consistent schedule and do
not cancel
Transparency in
communication
See handout
20. Strategies
EFFECTIVE-
NESS
Walk fine line between
effective communication
and pestering
Use the technology
available
Use many different formats
to communicate same
message
We identified some of the key areas where admin can derail a project. We present some lessons learnedKey to success is for project is for science and management arms harmonized across these highlighted topics. This allows for the most efficient implementation of scientific protocol.
Managing complex projects offers opportunities and challengesM-S example: 5 yr, 28 collaborators, unknown funding but up to $100m – how are we going to do this? What we did vs what I would do now. What is the threshold you can reasonably manage – need guidance. We focused on scientific infra. Failed to see they needed they same strategy and planning energy. ensuring sufficient funding for PM, tools and general support so things are not bogged down by admin support Staffing up – weighing priorities, understanding what is a must and a nice to have
Thank you! Recognition, shared leadershipUnderstand how each institution operates, what is important how they do thingsDiffering cultures – important at outset to understand Describe healthcore & humana (for-profit) , vandy (medicaid) and aetna ( pure insurance, no research)
Example of study where IRB had differing determinations, sometimes different aims and different sites, mixed review for ceding IRB, exempt, Crafting protocols that clarify who does what, maybe IRB protocol. Privacy rules can be influenced by state regs – small cell count issue, duas, time, taking time to really understand who needs what, when, why. Mixed use of HMORN DUA template – site lawyer/contract managers need to buy in. Eg. DPM also has to deal with hPHC. Transition to contract hold ups and Sherry’s piece.
- Lots of people to reach and they’re all extremely busy, hard to engage HMOs, academic, for-profit sponsors, sub-recipients phone, email, webinars, newsletters, websites as a program manager you have a responsibility to bridge the many different people and institutions involved in large scale programs, this includes ensuring there is effective communication among them
High level – broader, emphasis on ultimate goals and large milestonesProject teams – more detailed, interim goals/milestones
Your primary responsibility as a program manager is to keep the trains running on time – make sure projects are on track, liaison with sponsors, with your in-house people, with all your project personnel both locally and off-site – communication is a critical component of your work, and can be hard to get right.Communication should ideally be consistent, planned, and predictable. Have the same person send out all the communications for your project – for example, most of you probably know that Sarah McDonald sends all the official CRN communications, so you know when you see an email from Sarah McDonald it’s probably going to be news about some aspect of the networkIt’s really important to get the right person to be the communication glue. Face it, most of us in this work are introverts, and communication isn’t always the easiest thing for us. So if you’re not comfortable with it, find someone who is and stick with him/herMaking a communication plan that outlines your different stakeholder groups, the frequencies and types of communication needed for each will take you a long way toward achieving consistency and effectiveness in your communications.
The most important thing you can do to improve your communications with your stakeholders is to create and maintain effective relationships with them. We all know how meeting face to face the people we work with routinely makes our work relationships easier and often more fun: you have a better sense of their personalities, you can gauge their tone a little better, and develop a broader base for a positive relationship. But if you can’t get together in person, pick up the phone and call – you can always follow up with an email if you discuss things that need to be documented. Talk to your sponsor/program officer, your grants management specialist; use your bridging role to bring together your institutional admin people with your sponsors and program affiliates. There’s almost no such thing as too much communication.
- You don’t want them to ignore you – avoid crying wolf – but you want your communications to be regular, informative, and concise- Webex, project blogs, websites, Constant Contact- Email, conference call, monthly newsletter, meetingsOther strategies: Including “Not Important” in the subject actually encourages people to look at the emailEveryone looks at emails about awards, carryforwards, etc., so include a “$” in the subject line