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But I Didn’t Sign up to Manage Projects! Steve Woodruff, President, Impactiviti Bob Holliday, Director, Product Training & Curriculum Development, Boehringer-Ingelheim
What You Knew You’d be Doing in Training… • Facilitating Classes • Coaching New Hires • Learning about the “inside” Company • Getting ready for Field Management
Why am I Managing Projects? • All of Pharma runs on long-term, multi-step development processes • Delegation and outsourcing are very common in T&D, and as your career advances • It’s a vital Managerial Developmental skill • Someone’s got to do it!
What is Project Management? • (def.) The discipline of planning, organizing, and managing resources to bring about the successful completion of a specific project. • (WIIFM) Effectiveness in PM will be one of the yardsticks of your advancement, and will determine how enjoyable your life as a trainer is! • Basic vs. High-level professional PM
Common Training Projects • Workshop development and delivery • Sales/Launch/POA Meeting training • Learning system development and delivery • Technology learning
Project Definition 1 • Define need (assessment?) • Gap? Cause? Training, or something else? • Project Goal • End result? How measured? • Project Scope and Description • Summary? Components? Specs? Options? • Project Deliverables • Media? Formats? Size? Enduring elements?
Project Definition 2 • Project Resources • Time? Budget? Personnel? • Project Variables and Risks • Project Management/Sustainability • Who involved? Escalation? Ongoing work/updates? • (High-level) Stakeholder alignment
Right-Sourcing • In-Sourcing – using (primarily) internal resources to get the project done • Out-Sourcing – using (primarily) external resources to get the project done • Off-Shoring – moving work to out-of-country location and personnel • Right-Sourcing – using the best allocation of resources (internal and/or external) for a given project
Vendor Selection • How Vendors are selected • “the devil you know” • Recommendations • Formal process • Creating RFPs • Vendor Selection process • Narrowing the pool • Evaluating proposals • Capabilities presentations
Selection Criteria • Pharmaceutical training experience • Industry reputation • Years in (profitable) business • Experience and stability of vendor team • Match of core competencies to this project • Creative, instructional, and project mgmt approaches • Relevant subject matter experience • Readiness to listen, and follow directions • “Chemistry” • Price
Typical Steps in the Project Process • Kickoff • Initial design document | Review | Revise • First (high-level) draft | Review | Revise • Second (detailed) draft | Review | Revise • Definitive Med/Legal/Regulatory review • Pre-production sample | Review • Deliverable
Kickoff: Aligning Resources, Roles, Expectations • Assembling and aligning stakeholders • Introducing and explaining roles • Agreeing on goals, expectations and timelines • Outlining steps and processes (incl. reviews) • Setting communication structure • Identifying variables and contingencies (flexibility!)
Reviews and more Reviews • Discussion of the specific reviews that may occur • Content (1st and 2nd draft) • Medical • Legal/Regulatory • Technical
Effective Vendor Partnering • Map out your company (or the vendor) PM process in advance • Have sharable PM documentation process (on-line or file-based) • One primary PM on each side (if outsourced) • Option to change vendor PM if “chemistry” not working • Map out escalation process • Agree on scope/budget creep parameters (change management process) • Specify recourse for deficient work • PARTNER
The Derailers • What are the problems that can create chaos or failure in projects?
Downloadable Resources Go to http://bit.ly/SPBT09 …for sample Vendor/Project management resources and forms
Thank you! • SWoodruff@Impactiviti.com • Robert.Holliday@Boehringer-Ingelheim.com