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Management of Scientific Research and Development Projects in Commonwealth Agencies Better Practice Guide For Senior Management 2003 I II Management of Scientific Research and Development Projects in Commonwealth Agencies ISBN No. 0 642 80740 © Commonwealth of Australia 2003 This work is copyright. Apart from any use as permitted under the Copyright Act 1968, no part may be reproduced by any process without prior written permission from the Commonwealth available f
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  Management of ScientificResearch and DevelopmentProjects in Commonwealth Agencies Better Practice GuideFor Senior Management2003 I  IIManagement of Scientific Research and Development Projects in Commonwealth Agencies ISBN No. 0 642 80740© Commonwealth of Australia 2003 This work is copyright. Apart from any use as permitted under the Copyright Act 1968, no part may be reproduced by anyprocess without prior written permission from the Commonwealth available from the Department of Communications,Information Technology and the Arts. Requests and inquiries concerning reproduction and rights should be addressed to theCommonwealth Copyright Administration, Intellectual Property Branch, Department of Communications, Information Technologyand the Arts, GPO Box 2154, Canberra ACT 2601 or posted at http://www.dcita.gov.au/cca . The Publications Manager Australian National Audit OfficeGPO Box 707CANBERRA ACT 2601Questions or comments on the guide maybe referred to the ANAO at the above address.Cover photograph provided by CSIRO  IIIContents CONTENTS  Auditor-General’s Foreword11.Introduction—The Importance of Project Management in R&D32.Creating the Right Infrastructure for Effective Project Management of R&D Projects5 Introduction—why supporting infrastructure is important5Project management policy6Business rules and methodology7 Tools for project management9 Appropriately skilled staff13Ensuring policies are implemented14 Assessing and improving an organisation’s project management processes14 3.Portfolio Management—Aligning R&D Projects with Corporate Priorities17 Introduction17Portfolio management in R&D17Setting the strategic context19Some ranking methodologies19 4.Developing, Planning and Approving R&D Projects25 Introduction25From idea to project plan25Project planning29Project approval and portfolio management35 5.Monitoring, Reviewing and Controlling R&D Projects37 Introduction37General project monitoring structures38Monitoring scope/alignment and re-prioritising42Monitoring project risks42Monitoring project costs43Monitoring project timeliness43Monitoring project quality43 6.Finalisation and Review of R&D Projects45 Introduction45Confirm end of the project46Confirm delivery and acceptance46Confirm internal project ‘close-out’46Post-project review47Capture lessons learned50 7.Bibliography518.Glossary52  IVManagement of Scientific Research and Development Projects in Commonwealth Agencies LIST OF FIGURES Figure 1: Structure of this guide4Figure 2: Key elements of project management infrastructure5Figure 3: Links between policy and guidance7Figure 4: How project management might vary depending on the scale, length or risk of a project8Figure 5: Key terminology9Figure 6: Possible standard templates9Figure 7: Typical templates provided by a PMIS11Figure 8: Examples of project workflow systems12Figure 9: National Competency Standards For Project Management14Figure 10: Maturity levels in project management15Figure 11: How organisational project management maturity levels may vary15Figure 12: Process of portfolio management19Figure 13: Allocation of priorities to programs20Figure 14: Example of one project’s scoring22Figure 15: Typical risk-reward diagram23Figure 16: Role of checkpoints in the project development process26Figure 17: Example outline of project proposal/business case27Figure 18: Example of scoping and development process28Figure 19: Project planning and approval29Figure 20: Stages in developing a project plan30Figure 21: Overview of a generic project risk management process32Figure 22: Typical risk categories and questions33Figure 23: Risk chart showing multiple risks for a particular project33Figure 24: Monitoring structures and R&D project performance37Figure 25: Sample project dashboard screen40Figure 26: Some possible project management health check questions41Figure 27: Key elements of project finalisation45Figure 28: Capability model of post-project review processes47Figure 29: Overview of post-project review environment49 CASE STUDIES Case study 1: Policy frameworks in CSIRO7Case study 2: Automated Work Flow System in DSTO12Case study 3: Project completion in DSTO46Case study 4: Post project review by the Fisheries Research and Development Corporation (FRDC)50 CHALLENGES TO BETTER R&D PROJECT MANAGEMENT Challenges 1: Project selection and prioritisation18Challenges 2: Project risk management35Challenges 3: Project monitoring39Challenges 4: Change management40Challenges 5: Effective post-project review48
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