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<h1 class="title toc-ignore">Project Management</h1>
</div>
<p>I think it is important to get a feel for the role of data management
within the larger research team and how a research team functions
cohesively. With that in mind, I want to briefly cover common research
team roles as well as tools that help teams communicate and manage
tasks. Sometimes a research team may be lucky enough to have all of
these roles, other times, just one person, such as the Principal
Investigator, may take on all or multiple of these roles. With that
said, if your budget allows it, I highly recommend that PIs hire
individuals to fill each of the roles mentioned below. Speaking from
experience, having personally filled multiple of these roles on a single
project in the past, it is very difficult to excel in any area when one
person is coordinating a project, actively collecting data, and also
trying to manage the data. The struggle is compounded if staff are on
multiple studies occurring simultaneously. I recommend to hire staff
with expertise in each of these roles below.</p>
<hr />
<div id="roles" class="section level2">
<h2>Roles</h2>
<hr />
<div id="pi-and-co-pi" class="section level3">
<h3>PI and Co-PI</h3>
<p>The Principal Investigator/s or PIs, as well as Co-PIs, are the
individuals who prepare and submit the grant proposal and are
responsible for the administration of that grant. There are often more
than one PI on a project including at least someone with content area
knowledge as well as a methodologist. PIs and Co-PIs have varying levels
of involvement in research projects and are typically, not always, more
hands off in the day to day administration. Even if some tasks are
delegated to other research staff, PIs and Co-PIs are ultimately
responsible for Institutional Review Board (IRB) submissions and for
meeting IRB requirements, as well as for submitting MOUs, budgets,
effort reporting, continuing review reports, and any final technical
finding reports.</p>
<p>Source: <a
href="https://www.irb.pitt.edu/content/chapter-4-roles-and-responsibilities-investigators-and-research-staff">University
of Pittsburgh</a> and <a
href="https://www.umass.edu/research/policy/pi-and-co-pi-roles-and-responsibilities">University
of Massachusetts Amherst</a></p>
</div>
<div id="project-coordinator" class="section level3">
<h3>Project Coordinator</h3>
<p>The project coordinator is an essential member of the research team.
As the name implies, this person typically coordinates all research
activities. This can include recruitment and consenting of participants,
creation of data collection materials, creation of protocols, training
data collectors, data collection scheduling, data tracking, and more.
The project coordinator may also supervise many of the other research
team roles, such as research assistants. This role may be split across
more than one project coordinator as well.</p>
</div>
<div id="data-manager" class="section level3">
<h3>Data Manager</h3>
<p>The data manager is also an essential member of the team. This person
(or persons) is responsible for the organizing, cleaning, documenting,
storing, and dissemination of research project data. It is also
advisable to include this person in beginning stages of a research study
to assist in tasks such as the design of data collection materials. They
can often be helpful in problem solving and alleviating future potential
trouble areas with data collection. Last, a data manager, or someone on
the data team (if you are lucky enough to have an entire data team) may
also be the person who builds tools such as tracking databases, forms,
or surveys.</p>
</div>
<div id="research-assistant" class="section level3">
<h3>Research Assistant</h3>
<p>Although the term may not always be research assistant, I am
referring to any staff hired to help implement a research project.
Research assistants are typically out in the field, collecting the data,
or they may also assist in other areas such as preparing data collection
materials or assisting with data management. Some advanced research
assistants may also assist in implementing training or acting as data
collection leads in the field. In academic settings, research assistants
may be graduate students or full-time staff, while outside of academia
these roles are typically entry-level or junior staff.</p>
</div>
<div id="other-roles" class="section level3">
<h3>Other Roles</h3>
<p>Some teams may include additional roles such as research director,
lab manager, postdoc, research associate, statistician/methodologist,
administrative professional, hourly data collector, outreach
coordinator, or coach/interventionist, all who may assist in the
research cycle in other ways. The size of a research team and the roles
that exist are dependent on factors such as funding, the type of
research study/the intervention being studied, or the organization of
your specific research institution.</p>
<hr />
</div>
</div>
<div id="project-life-cycle" class="section level2">
<h2>Project Life Cycle</h2>
<hr />
<p>When considering the research project life cycle, oftentimes data
managers are not brought in to the project until the “organize data”
phase, which typically includes cleaning data to prepare it for future
analysis. However, ideally the data manager, whoever has that role,
would be involved as early as the “develop proposal” phase. In this
phase, the data manager can help design the data management plan. Then
during the “plan project” phase, it is crucial to have a data manager
involved when building data collection and data tracking tools. A data
manager can help the team to forwardly think about the final data use
cases ahead to ensure data is collected efficiently, reliably, and
securely, and also ensure that key pieces of data are not left out. This
phase is also a perfect time to begin data documentation, best created
as a collaboration between the implementation team and the data
manager/s. During the “perform research” and “create data” phase, the
data manager can help trouble shoot data issues as they occur. As the
data begins rolling in, the data manager is then front and center during
the “data storage” and “organize data” phases, ensuring data is prepped
for analysis, stored securely, and ready for sharing.</p>
<p><img src="img/lifecycle3.png" width="70%" style="display: block; margin: auto;" /></p>
<p>Source: <a href="https://osf.io/48ufs/">OSF:NIH</a></p>
<hr />
</div>
<div id="project-management" class="section level2">
<h2>Project Management</h2>
<hr />
<p>While the data manager role may not be heavily involved in the
implementation of the research study activities, they are still
intertwined in the process and are in frequent communication and
planning with all members of the team. There are several tools/software
that teams can use to facilitate project coordination and
communications. Many times the software your team uses/has access to
will be dependent on contracts that your university/organization has and
on what your IT team has deemed secure. However, I still think it is
worth briefly reviewing tools teams might consider or come across.</p>
<p>When it comes to project management, there are tools that may help a
team assign and track tasks, schedule meetings, or track project
timelines. Without endorsing any particular product or software, some
project/task management tools that I know education research teams have
used include:</p>
<ul>
<li><a href="https://trello.com/en-US">Trello</a> (project
management/task assigning application)</li>
<li><a href="https://www.smartsheet.com/">Smartsheet</a> (task and
timeline management)</li>
<li><a href="https://doodle.com/en/">Doodle</a> (online scheduling
tool)</li>
<li><a href="https://todoist.com/">Todoist</a> (task management
tool)</li>
<li><a
href="https://www.microsoft.com/en-us/microsoft-365/business/task-management-software">Microsoft
Planner</a> (task management tool)</li>
<li><a href="https://www.notion.so">Notion</a> (project management
tool)</li>
<li><a href="https://basecamp.com/">Basecamp</a> (project management
tool)</li>
<li><a
href="https://www.atlassian.com/software/confluence">Confluence</a>
(project management tool with wiki search power)</li>
</ul>
<p>When it comes to communication tools (email, video, and/or instant
message functioning), the purpose of these tools can vary. Sometimes you
need instant responses (especially when issues arise in the field during
data collection), other times you need to have longer planning meetings,
other times you may want to keep records of conversations. Different
communication tools meet different needs. Again, without endorsing any
particular form of communication, tools that teams often use
include:</p>
<ul>
<li>Email
<ul>
<li>Best for record keeping and when response is not urgent<br />
</li>
</ul></li>
<li>Texting
<ul>
<li>For urgent responses<br />
</li>
</ul></li>
<li><a
href="https://www.microsoft.com/en-us/microsoft-365/microsoft-teams/group-chat-software">Microsoft
Teams</a>
<ul>
<li>For quick questions or back and forth exchanges, as well as quick
video chats and screen sharing.</li>
<li>Allows users to create groups to communicate with.<br />
</li>
<li>Integrates with Microsoft suite including OneDrive for document
sharing.</li>
<li>Also integrates well with many 3rd party apps such as Trello,
ToDoist, or Zoom.</li>
</ul></li>
<li><a href="https://zoom.us/">Zoom</a>
<ul>
<li>Good for professional, planned meetings via video/audio, with screen
sharing.</li>
<li>A limited free version is available as well as paid expanded
versions.</li>
</ul></li>
<li><a href="https://groupme.com/en-US/">GroupMe</a>
<ul>
<li>Text messaging for groups, easily accessed as app on phone.</li>
</ul></li>
<li><a href="https://slack.com/">Slack</a>
<ul>
<li>Instant messaging and file sharing.</li>
<li>Integrates well with many 3rd party services.</li>
<li>Allows users to create groups to communicate with.</li>
<li>Free version as well as paid versions with increased storage
capabilities.</li>
</ul></li>
<li><a href="https://www.flock.com/">Flock</a>
<ul>
<li>A Slack competitor that I recently heard of on a episode of the <a
href="https://podcasts.apple.com/us/podcast/s205-lab-management-and-structure/id1517310439?i=1000502574047">Within
& Between podcast</a>.<br />
</li>
<li>Free version as well as paid versions with increased storage
capabilities.</li>
</ul></li>
<li><a href="https://hangouts.google.com/">Google Hangouts</a>
<ul>
<li>Free messaging platform that integrates with the Google suite,
including calls using Google Meet.</li>
<li>Allows users to create groups to communicate with.</li>
</ul></li>
</ul>
<p><br></p>
<p>📑 Education Data Chat has a great podcast <a
href="https://www.buzzsprout.com/1074286/5427532-episode-6-effective-team-communication-using-modern-day-tools">episode</a>
on methods of communication that I highly recommend.</p>
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