Writing an Excellent Project Plan Explaining your research to everyone Jerry Hatfield National Soil...

Writing an Writing an Excellent Project Excellent Project

PlanPlanExplaining your research to Explaining your research to

everyoneeveryone

Jerry HatfieldJerry Hatfield

National Soil Tilth LaboratoryNational Soil Tilth Laboratory

SQRO (Ret.)SQRO (Ret.)

Some Ground RulesSome Ground Rules• No question is too obvious…Ask!No question is too obvious…Ask!• Easiest way in a large group is to send a Easiest way in a large group is to send a

question (using the question box in the lower question (using the question box in the lower right corner).right corner).

• We will read out questions received (only Mike We will read out questions received (only Mike sees them) without saying who they are from…sees them) without saying who they are from…

• With this large group we’ll hold questions to With this large group we’ll hold questions to the end.the end.

• DO NOT put your phone on HOLD for any DO NOT put your phone on HOLD for any reason. If you must leave use Mute (hold can reason. If you must leave use Mute (hold can create noise problems for the rest of us).create noise problems for the rest of us).

• If you want to see a larger image use Full If you want to see a larger image use Full Screen Mode under the View tab at the top of Screen Mode under the View tab at the top of your screen. (Esc returns you to the frames your screen. (Esc returns you to the frames mode)mode)

What Causes the What Causes the ProblemsProblems

• Lack of clarity in project planLack of clarity in project plan• Lack of integration in the overall planLack of integration in the overall plan• Lack of details in the experimental planLack of details in the experimental plan• Lack of explanation of the role of project Lack of explanation of the role of project

team membersteam members• Lack of explanation of the knowledge gaps Lack of explanation of the knowledge gaps

and how project will fill themand how project will fill them• Lack of confidence in the ability of the Lack of confidence in the ability of the

project team to accomplish the objectivesproject team to accomplish the objectives

Your Plan is a Marketing Your Plan is a Marketing ToolTool

…and the reviewers are your customers…and the reviewers are your customersBy page 5 reviewers should know:By page 5 reviewers should know:

The subject of your researchThe subject of your researchWhy it is importantWhy it is importantWhat it will produceWhat it will produceHow you are going to get thereHow you are going to get there

The rest of the document will “flesh out” this The rest of the document will “flesh out” this but if the reviewers don’t know it by page but if the reviewers don’t know it by page 5, they probably won’t get it easily from 5, they probably won’t get it easily from the rest of the document.the rest of the document.

this this means…means…

• The project summary should present the The project summary should present the overall thread of your work, the major gaps overall thread of your work, the major gaps being addressed, how you will address them, being addressed, how you will address them, and what you will produce…in no more than and what you will produce…in no more than a dozen sentences.a dozen sentences.

• The Objectives should be followed by one to The Objectives should be followed by one to two paragraphs that explain how they are two paragraphs that explain how they are integrated and how they address the overall integrated and how they address the overall goals of the work. A chart illustrating this goals of the work. A chart illustrating this and showing where individuals on the and showing where individuals on the project team fit is most helpful.project team fit is most helpful.

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0.50

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Score

/n

No

Rev ision

Minor

Rev ision

Moderate

Rev ision

Major

Rev ision

Not

Feasible

Action Class

Science Missing Information Writing or Organization

Where are the problems?(Science, Data, Writing)

Little difference

The problem is pooror inadequate writing!

Don’t hide your details and expect the panel to guess your path!

Comment Sampling “No

Revision”…studies will fill rather substantial knowledge gaps.

…well written and comprehensive

…well written project plan

…well organized, cogently prioritized and comprehensive research plan…

Comment Sampling “Minor

Revision”…studies will fill rather substantial knowledge gaps.

…well written and comprehensive

…well written project plan

…well organized, cogently prioritized and comprehensive research plan…

…well written, well organized, and easy to follow.

Comment Sampling “Moderate Revision”

…one of the better written

…excellent discussion of technology

…large research project plan but poorly organized.

…concerns that some of the objectives can be completed by this team.

…work and ability described as "adequate"

…missing current information

…hypotheses and plan well conceived, approaches appropriate

Comment Sampling “Major Revision”

…a heroic course that…will not achieve the stated objectives

…serious flaws in experimental designs…

General Lack of focus. Plan is so broad that it leaves out important details…not clear data will be relevant or interpretable.

…lacks cohesion and clear direction

…writing style, quality, and organization significantly detract…

Short on details. Not well planned. Need to take process seriously.

Comment Sampling “Not Feasible”

…approaches highly flawed, lack detail, many experiments duplicative

…poorly written…difficult to discern what the authors want to do.

…proposed research contradicts intention of the proposal.

…exaggerations, incomplete reviews…, and misleading comments, as well as poor grammar and organization.

…lack of knowledge…incomplete understanding

…fundamental misunderstanding…

Work does not address stated objectives.

Causes of Low ScoresCauses of Low Scores

• Presentation of the information, not Presentation of the information, not necessarily the scientific questions or necessarily the scientific questions or the project teamthe project team

• Can not see the logical path of Can not see the logical path of science toward the goalscience toward the goal

• Not an integrated plan but a collection Not an integrated plan but a collection of parts, plan looks and reads like it of parts, plan looks and reads like it was assembled by a committee but was assembled by a committee but not read for its “flow” once not read for its “flow” once assembled.assembled.

Attributes of a Good Attributes of a Good (Great) Plan(Great) Plan

• Explains the problem, the current state of Explains the problem, the current state of knowledge, your expertise in the problem knowledge, your expertise in the problem area, your approach to solving the area, your approach to solving the problem, and the products from the problem, and the products from the research programresearch program

• Convinces the review panel that you are Convinces the review panel that you are the best team to conduct this research.the best team to conduct this research.

• Presents your plan as a narrativePresents your plan as a narrative from front from front to backto back

• Showcases your ability as a project team to Showcases your ability as a project team to conduct this research and solve a problemconduct this research and solve a problem

These are not competitive These are not competitive grants but think about grants but think about preparing this plan to preparing this plan to

demonstrate to NPS and AO demonstrate to NPS and AO that your funding for this that your funding for this

effort is a effort is a greatgreat investment investment and the and the returnreturn you provide you provide

will benefit ARS and the will benefit ARS and the American PublicAmerican Public

Title and Investigator(s)………….page 1Signature Page……………...........page 2Table of Contents……….………….page 3Project summary (250 words)...page 4Objectives...…………..................page 5 Need for research (1-2 p)Scientific Background (5-7 p)Prior Accomplishments (2 p)Approach & Procedures (6-15 p)Literature CitedMilestone Table (1-3 p)Past Accomplishments of Project Team MembersIssues of Concern statementsAppendices (letters plus other material)

15 - 30 pages15 - 30 pages

Document Outline

Project SummaryProject Summary

• Marketing plan for your research plan Marketing plan for your research plan that explains the research plan and that explains the research plan and its potential impactits potential impact

• Understandable by the non-technical Understandable by the non-technical readerreader

ObjectivesObjectives

• Don’t just state the objectives but Don’t just state the objectives but explain the goals that are being explain the goals that are being addressed.addressed.

• Link the objectives together by using Link the objectives together by using a diagram that shows the project a diagram that shows the project team and the products (team and the products (A picture is A picture is worth a 1000 wordsworth a 1000 words).).

Need for Research & Need for Research & Scientific BackgroundScientific Background

• Why is a solution to this problem Why is a solution to this problem important?important?

• How does it fit into the NP action plan?How does it fit into the NP action plan?• What are the current knowledge gaps? What are the current knowledge gaps? • What preliminary data exists from your What preliminary data exists from your

program (graphs and tables help)?program (graphs and tables help)?• This section doesn’t have to be long This section doesn’t have to be long

but set the stage for this research but set the stage for this research

Need for Research & Need for Research & Scientific Background Scientific Background

(Hints)(Hints)• Your literature review doesn’t have to Your literature review doesn’t have to

cover all of the information known on this cover all of the information known on this topic.topic.

• Present related projects as more than a list Present related projects as more than a list from the CRIS search, show the linkages.from the CRIS search, show the linkages.

• What the panel wants to see is what gaps What the panel wants to see is what gaps exist in the current literature and how your exist in the current literature and how your project plan fills those gaps.project plan fills those gaps.

• Most of the comments state that this is Most of the comments state that this is “great” literature review but it doesn’t tell “great” literature review but it doesn’t tell us why the problem is important.us why the problem is important.

HypothesesHypotheses

• Clear, concise, and Clear, concise, and testabletestable hypothesis statements.hypothesis statements.

• Divide project plan into subobjectives Divide project plan into subobjectives each with testable hypothesis each with testable hypothesis statements.statements.

• Question: Does your hypothesis Question: Does your hypothesis statement relate to your statement relate to your experimental plan?experimental plan?

Approach and Approach and ProceduresProcedures

• Adequate detail on experimental Adequate detail on experimental proceduresprocedures

• Data to be collectedData to be collected• Approach for the data analysisApproach for the data analysis• Who is responsible for the conduct of Who is responsible for the conduct of

the research?the research?

Approach and Procedures Approach and Procedures (Hints)(Hints)

• If you are using a new technique show that If you are using a new technique show that your project team has the expertise to use your project team has the expertise to use this method.this method.

• If you have a vacancy describe how this SY If you have a vacancy describe how this SY will fit into the project plan and if the will fit into the project plan and if the objective is totally the responsibility of the objective is totally the responsibility of the vacant SY then give scope of what this SY vacant SY then give scope of what this SY will do and have a 6-month milestone that will do and have a 6-month milestone that their job will be to develop an their job will be to develop an experimental plan.experimental plan.

Approach and Procedures Approach and Procedures (Hints)(Hints)

• Link the experiments back to the Link the experiments back to the knowledge gaps and conclude by knowledge gaps and conclude by how these studies fill these gaps.how these studies fill these gaps.

• Lay the foundation for the research Lay the foundation for the research program by showing what you will be program by showing what you will be doing in the first set of experiments.doing in the first set of experiments.

• Link to the contingency sectionLink to the contingency section

ContingenciesContingencies

• This is not the whining section!This is not the whining section!• Show how you will use the results Show how you will use the results

from the initial studies to determine from the initial studies to determine your next steps in the project plan.your next steps in the project plan.

• If you are using a new technology, If you are using a new technology, state how you will evaluate it’s state how you will evaluate it’s effectiveness against other methods.effectiveness against other methods.

CollaborationsCollaborations

• Don’t merely list the collaborators but Don’t merely list the collaborators but explain what they “bring” to the explain what they “bring” to the project plan.project plan.

• Use the collaborator letters to provide Use the collaborator letters to provide evidence of their involvement.evidence of their involvement.

• If you have a SCA with a group If you have a SCA with a group provide a copy of the agreement in provide a copy of the agreement in the appendix with a summary in the the appendix with a summary in the Collaboration section.Collaboration section.

Collaborations (Hints)Collaborations (Hints)

• If there is a project within the If there is a project within the location or area that is within the location or area that is within the same NP show how these are linked same NP show how these are linked or complement each other. or complement each other.

• Don’t overstate collaborations for Don’t overstate collaborations for “window-dressing” but show viable “window-dressing” but show viable collaborations.collaborations.

Project ManagementProject Management

• How is the project team going to How is the project team going to evaluate the progress of the project?evaluate the progress of the project?

• If you have collaborators how will the If you have collaborators how will the overall project team assess overall project team assess progress?progress?

Human & Physical Human & Physical ResourcesResources

• Provide the confidence that you have the Provide the confidence that you have the resources needed to conduct the research.resources needed to conduct the research.– This is not the place to ask for more.This is not the place to ask for more.

• Human ResourcesHuman Resources– Vacancy- explain the vacancy and expected Vacancy- explain the vacancy and expected

date it will be filled.date it will be filled.– Training- explain any training needed on new Training- explain any training needed on new

methods and how this will be obtained methods and how this will be obtained (classes, time in other laboratories).(classes, time in other laboratories).

• Physical ResourcesPhysical Resources– Provide confidence that you have the Provide confidence that you have the

resources required to answer the problems.resources required to answer the problems.

Milestone TableMilestone Table

• Use this table as a summary of your Use this table as a summary of your project. project.

• Include the products and milestones Include the products and milestones that you expect to deliver over the that you expect to deliver over the life-cycle.life-cycle.

• Remember these are only the starting Remember these are only the starting points and will be changed each year points and will be changed each year through the life-cycle as the project through the life-cycle as the project progresses.progresses.

Previous Previous AccomplishmentsAccomplishments

• Summary of each investigator in a Summary of each investigator in a related project objectivesrelated project objectives

• Pertinent publications to the project Pertinent publications to the project objectivesobjectives

• Remember, the review team is Remember, the review team is probably aware of your research, but probably aware of your research, but they still like to read about your they still like to read about your assessment of your accomplishments.assessment of your accomplishments.

Supporting MaterialsSupporting Materials

• Letters from collaboratorsLetters from collaborators

• Other material that helps support Other material that helps support your ability to conduct the researchyour ability to conduct the research

Separating the Good from Separating the Good from the Greatthe Great

• Prepare an Prepare an integratedintegrated narrative that narrative that provides the detail and instills provides the detail and instills confidence about the project team confidence about the project team approach to addressing the problem.approach to addressing the problem.

• Shows that the project plan will fill Shows that the project plan will fill important gaps needed for science important gaps needed for science and the National Program Action Plan.and the National Program Action Plan.

• Shows that outcomes will address Shows that outcomes will address problems.problems.

HintsHints

• Read your plan with a fresh set of eyes Read your plan with a fresh set of eyes after you have assembled the plan.after you have assembled the plan.

• The plan should read as an integrated The plan should read as an integrated effort to solve a problem.effort to solve a problem.

• Use the plan as a reflection of the Use the plan as a reflection of the project teams ability to conduct project teams ability to conduct problem-solving science.problem-solving science.

• Proofread your plan!Proofread your plan!

Parting ThoughtsParting Thoughts

• Don’t expect anyone else other than Don’t expect anyone else other than the Project Team to add quality to the the Project Team to add quality to the project planproject plan

• Be proud of your research Be proud of your research accomplishments and your approach accomplishments and your approach to address this problemto address this problem

• Producing a quality plan takes time. Producing a quality plan takes time. Start early and seek the input of Start early and seek the input of colleagues.colleagues.