5 Project Management
Learning Outcomes
By the end of the chapter, learners will:
- Understand why it is important to create a plan for data collection projects
- Identify the key elements of a data collection plan and apply them in your own project planning
Introduction
It’s important to plan the data collection process. Planning can entail documenting the logistics required for the project, like tools and technology for data collection, making lists of stakeholders to engage in the collection process, and more. You should expect to spend significant time managing this project and planning ahead can save time further down the road.
The first step is to understand the scope of the data collection process: think about questions that start with how many, how much, and why? How many stakeholders do I need to survey? How much data is enough? Why am I collecting data and what am I trying to learn? Part of understanding the scope of the project means setting parameters, like required resources, supports, and an appropriate timeline for completing the project.
Keys to Managing a Data Collection Project
Understand your institution
Take the time to investigate who your stakeholders are, which data they can provide, and which supports are available to you institutionally in your efforts to collect data.
Scope
Set clear boundaries around the scope of the project, and clarify to yourself and stakeholders the data you will and will not be collecting.
Timelines
Set reasonable timelines for each component of the project: the planning, the survey creation, engaging stakeholders, survey distribution, data collection, data analysis, and reporting. Build in buffer time at each stage to allow for potential delays.
Roles and expectations
If you have a team of people helping you with data collection, clearly outline each individual role, their duties, and how everyone works together. If you’re conducting this project solo, set expectations with yourself and any relevant Dean/Director about integrating this project into your existing workload. A core part of setting expectations entails communication, so set the standard for clear, consistent, and regular communication among potential team members, stakeholders, and administrators. Discuss the scope of the project with those groups so everyone understands the goal(s) of the data collection.
Required resources
Identify the resources you’ll need to conduct data collection: do you need staff time, a survey tool, or in-kind support? Where can you find these resources and how can you use your institution’s existing resources?
Monitor progress of data collection
As the project moves along, it’s useful to evaluate its progress: do timelines need to be extended? Does the project need additional resources? Remember that you may need to reaffirm the scope of the project several times throughout the data collection process.
Organization at the beginning of a data collection process will set the project up for success throughout the entirety of the project. Being proactive in setting boundaries around the project scope and identifying and securing key resources will help you to be prepared. Setting clear expectations and good communication is essential throughout the collection process, as is being flexible with the progress of the project.
Adapted from Research Project Logistics: Project Management and Study Schedules by Mark Lee in Health Professions Education Research Primer, CC BY-NC-SA 4.0; and Project Management by Apurva Ashok and Stefanie Buck in The OER Starter Kit for Program Managers, CC BY 4.0.