set-up of a corporate selection process for rdi projects cécile cavalade project management office...
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Set-up of a corporate selection process for RDI projects
Cécile Cavalade
Project Management Office & [email protected]
EARTO Working Group Quality - 20.06.2011
Henri Owen Tudor (1858 – 1928)
Origin of the process
A decision process of a young institution
- Acceptation of projects by the board of advisor- Annual budget / Performance contract with pluri-annual budget
- Acceptation of projects by the executive board- Volume of projects - Neutralisation of the reviews- Ex-post « acceptation » of competitive projects
- Acceptation of projects by financial director and PMO manager- Conformity review / legitimity for strategic review- Bottle neck- Ex-post « acceptation » of competitive projects
21/04/23 Presentation Tudor 2
Origin of the process
Demand of the executive board
- A corporate definition process- Efficient, transparent- Corporate dashboard- A formal selection stage called « screening »
- Objectives of the screening- Strategic alignement- Enrichment of proposal draft
- Multi-disciplinarity
- Partnership
- Right use of each funding tool
21/04/23 Presentation Tudor 3
Project Definition Process
4
Draft Pre-Proposal Full Proposal Project Charter
Project Definition Process
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Draft Pre-Proposal Full ProposalProject Charter
l Project ideal Collaborative
improvementl Output: Powerpoint for
the screening
l Strategic Alignmentl Value for Tudorl Input from Dpt
Management and from BusDev
Development Screening
Project Definition Process
6
Draft Pre-Proposal Full ProposalProject Charter
l Collaborative elaboration of quality pre- proposal
l Reviewers contributing scientific reviews
l Electronic submission and/or printed copies
l Answer to the PI
l Formal Approval
l PMO focuses on quality and coherence of proposal
l CG focuses on financial aspects
DevelopmentPMO/CGReview
Submission
Project Definition Process
7
Draft Pre-Proposal Full ProposalProject Charter
l Collaborative elaboration of quality fullproprosal
l Reviewers contribution
l Electronic submission and/or printed copies
l Answer to the PI
l Formal Approval
l PMO focuses on quality and coherence of proposal
l CG focuses on financial aspects
DevelopmentPMO/CGReview
Submission
Project Definition Process
April 21, 2023 8
Draft Pre-Proposal Full Proposal Project Charter
l Project charter is developped
l Reviewers contribution
l Formal Approvall PMO focuses on quality
and coherence of proposal
l CG focuses on financial aspects
DevelopmentPMO/CGReview
Screening meeting
- « Greenhouse » a small Lotus Notes DB - Coporate overview on what’s « in the pipe » - Workflow
- Corporate coordination of the process- 0,25 ETP secretary- About 100 proposals /year
- Screening meetings- Busness Development director- Departement director- PMO manager- Concerned managers (Unit & Programme)
21/04/23 Presentation Tudor 9
Screening meeting
Screening template presentation (PI researcher 20’)
- Research question
- Project overview
- Business case
- Legitimacy of Tudor
- Value for Tudor (KPI)
- Risk asessment
- Definition phase feasibility
21/04/23 Presentation Tudor 10
11
Feedback after 8 monthes of implementation
1. Screening output
2. Utility of screening inputs
a - Recommendations
12
b – Decisions
13
14
Feedback after 8 monthes of implementation
1. Effectiveness of Screening output
2. Utility of screening (survey)
a. Perception/Feeling about screening
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b.1 The added value of the screening: mgmt (1/2)
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b.1 The added value of the screening: PIs (1/2)
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c. Screening templates quality
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Improvement – next steps
- Right size the process- Asynchrone acceptance for some category of project- Ad hoc screening for maturation projects- Ad hoc screening for PhDs and Post-docs
- Adaptation of the Lotus Notes tool- Flexibility of the workflow- From a list view to a real dashboard
- Performance improvement of the process- Time to Project Charter- Adaptation to our new organisation (portefolio/programme mgt)- Homogeneity among department
21/04/23 Presentation Tudor 19