Workshop: The Hybrid KT Planning & Project Management Tool
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Abstract: KBHN is a Federally-funded Network of Centres of Excellence (NCE), dedicated to discovery through research and the translation of these activities and outputs into real impact(s) for Canadians. KBHN is in its second 5-year cycle, and in order to demonstrate impact(s) of its work, KBHN’s KT Core acted upon direction from its Research Management Committee to focus efforts towards creating detailed KT Plans for 4 designated “High Impact Projects (HIPs)”. Part of the process required the creation of a customized KT Planning tool, called the “Hybrid KT Planning/Project Management tool”. The initial (prototype) version of this tool was piloted with the 4 HIPs. Feedback was sought immediately after its application, and field notes were taken to record this user input as well as our own observations about its use in practice. This information was later transformed into properly-worded requirements that we could apply to the design and development of the next iteration. The presentation as part of this workshop will explain the process for creating the tool and progress to-date, including a list of revisions in the form of requirements that are needed to inform the design of the next iteration. The tool, while designed for use by KBHN’s remaining 15 research projects that were not chosen for the HIP pilot, can also be useful for researchers in other NCEs, or anywhere. This workshop will create space for participants to work through parts of the tool and provide feedback to the presenters to inform future developments in order to maximize its usefulness for all researchers and KT professionals.
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Workshop: The Hybrid KT Planning & Project Management Tool
- 1. www.kidsbrainhealth.ca Anneliese Poetz, PhD – Manager, KT Core KBHN David Phipps, PhD, MBA – Lead, KT Core KBHN Canadian Knowledge Mobilization Forum – CKF16 June 28, 2016 – 3:30pm – 4:10pm (Gallery – 40 minute workshop) Toronto, Ontario
- 2. Outline 1.Background i. High Impact Projects (HIPs) ii. Creation of KT Planning/Project Management Tool (acknowledgements: M. Barwick, P. Sundar) 2.Feedback so far (turned into requirements) 3.Your chance to give feedback
- 3. Objective of the Workshop This is a stakeholder engagement event to collect reactions to the tool from an audience of KT Professionals (you!)
- 4. 1. Background Projects new or continuing Y6-10 High potential for impact High Impact Projects (HIPs) “KT maximizes the impact of research and training in neurodevelopmental disorders” KBHN KT Core
- 5. 1. Background What we did: Searched existing KT Planning tools, all short of what we needed Needed a tool that combined KT Planning, Project Management aspects, and was form-fillable/easy to use Drafted Hybrid tool in Word, asked Network for feedback, revised, created .pdf version 1 Used version 1 with HIPs, took field notes during this pilot test Drafted requirements out of feedback from HIP teams, and now asking you for feedback to incorporate into version 2 of Hybrid tool [considered app version, decided against]
- 6. Aspects of KT Planning (acknowledgements: M. Barwick, P. Sundar)
- 7. Aspects of Project Management
- 8. 2. End user feedback – draft v.1 Problem: Overwhelming
- 9. Solution: Short template + longer guide Template Guide
- 10. Solution: Colour blocked sections
- 11. Solution: Colour blocked sections with “map” of document
- 16. 2. End User Feedback – pilot v.1 1. The tool should allow the user to provide information about KT activities at multiple levels of detail.
- 17. 2. End User Feedback – pilot v.1 2. The tool should allow the user the ability to add as little or as much text as they need in each cell in each table.
- 18. Why is this important? Helps KT Core track/project manage 4-5 concurrent projects toward impact
- 19. Why is this important? Impact takes time – even if impact not achieved by Y9 can demonstrate achievements to-date
- 20. Why is this important? Helps move the field of KT forward with new tool
- 21. Now what Future iteration (v.2) to be informed by YOUR feedback (new requirements) during this workshop
- 22. Activity: Demonstration and discussion/feedback 20 minutes bit.ly/HYBRIDTOOL To play with the actual tool in .pdf format on your device, please download from:
- 23. www.kidsbrainhealth.ca David Phipps, PhD, MBA Lead, Knowledge Translation Core KBHN dphipps@yorku.ca Anneliese Poetz, PhD Manager, Knowledge Translation Core KBHN apoetz@yorku.ca Questions
Hinweis der Redaktion
- 40 minutes total, for workshop Abstract: NeuroDevNet is a Federally-funded Network of Centres of Excellence (NCE), dedicated to discovery through research and the translation of these activities and outputs into real impact(s) for Canadians. NeuroDevNet is in its second 5-year cycle, and in order to demonstrate impact(s) of its work, NeuroDevNet’s KT Core acted upon direction from its Research Management Committee to focus efforts towards creating detailed KT Plans for 4 designated “High Impact Projects (HIPs)”. Part of the process required the creation of a customized KT Planning tool, called the “Hybrid KT Planning/Project Management tool”. The initial (prototype) version of this tool was piloted with the 4 HIPs. Feedback was sought immediately after its application, and field notes were taken to record this user input as well as our own observations about its use in practice. This information was later transformed into properly-worded requirements that we could apply to the design and development of the next iteration. The presentation as part of this workshop will explain the process for creating the tool and progress to-date, including a list of revisions in the form of requirements that are needed to inform the design of the next iteration. The tool, while designed for use by NeuroDevNet’s remaining 15 research projects that were not chosen for the HIP pilot, can also be useful for researchers in other NCEs, or anywhere. This workshop will create space for participants to work through parts of the tool and provide feedback to the presenters to inform future developments in order to maximize its usefulness for all researchers and KT professionals.
- RMC ordered 5-ish projects with highest potential for impact in Cycle II work with KT Core with the aim that we could use the results/impact of these projects in Cycle III renewal application. RMC directive to identify 4-5 “High Impact Projects” for Cycle II (2015-2020) High Impact projects were chosen through a process of: Asking Program PI s to identify research projects that they believe have the highest potential for impact (socio-economic or commercial potential) such as changes to practice and/or policy or commercialization of products toward improved health for children with NDDs Scientific director and advisors identified which of these would be chosen as HIPs 3) Their ability to identify partners and receptors either already on board or desired future partners. 4) Their ability to describe a solution not just understanding more of the problem 5) Their fit with the three NDN objectives: diagnostics, interventions, services 6) We didn't chose sleep or SDOH because their work is less developed since they weren't part of cycle I, although we did consider them Process for providing KT Support for HIPs: Teleconference with HIP PI s to discuss purpose and process for KT support for their projects during Cycle II Creation of Hybrid KT Planning/Project Management tool for the purpose of assisting KT Planning as well as managing the project throughout Cycle II toward achieving milestones and deliverables Book in-person meetings during summer 2015 leading up to Impact Summit at annual conference September 18 2015 Because KT Core will be managing the process including creating KT Plan and doing project management, we needed a tool that combined both. This is when and why the Hybrid Tool was created. This support for HIPs is part of our KT Planning services, yet because we become part of the research project team it is different than our regular KT Planning support services. Could be viewed as a ‘fence’ between KT Planning for helping other projects develop KT plans and the HIPs where we are becoming part of the project team. This is one thing we will be trying to observe – does embedded KT support impact more than advising KT? We have no idea how we will test this since we don’t have random samples, and we have selection bias in choosing the HIPs….however….
- None of the existing tools were designed in a way that we needed them to be, they weren’t what we needed
- Thanks to Melanie Barwick (Sick Kids) and Purnima Sundar (Ontario Centre of Excellence for Child and Youth Mental Health) for providing permission to adapt the content of their KT Planning tools.
- Based on feedback, there are 2 documents – 1) form-fillable template/tool, 2) longer guide with instructions and the same tables that appear in the template, filled in with example data. The initial document (one long document) was too overwhelming Researchers liked the idea of drop-down menus to make the task easier Wanted colour blocking to make sections distinct from each other, so user would know where they are in the document at any given time Important that KT Plan be nested within existing project goals, which are nested within NeuroDevNet’s goals
- Based on feedback, there are 2 documents – 1) form-fillable template/tool, 2) longer guide with instructions and the same tables that appear in the template, filled in with example data. The initial document (one long document) was too overwhelming Researchers liked the idea of drop-down menus to make the task easier Wanted colour blocking to make sections distinct from each other, so user would know where they are in the document at any given time Important that KT Plan be nested within existing project goals, which are nested within NeuroDevNet’s goals
- Based on feedback, there are 2 documents – 1) form-fillable template/tool, 2) longer guide with instructions and the same tables that appear in the template, filled in with example data. The initial document (one long document) was too overwhelming Researchers liked the idea of drop-down menus to make the task easier Wanted colour blocking to make sections distinct from each other, so user would know where they are in the document at any given time Important that KT Plan be nested within existing project goals, which are nested within NeuroDevNet’s goals
- Based on feedback, there are 2 documents – 1) form-fillable template/tool, 2) longer guide with instructions and the same tables that appear in the template, filled in with example data. The initial document (one long document) was too overwhelming Researchers liked the idea of drop-down menus to make the task easier Wanted colour blocking to make sections distinct from each other, so user would know where they are in the document at any given time Important that KT Plan be nested within existing project goals, which are nested within NeuroDevNet’s goals
- Based on feedback, there are 2 documents – 1) form-fillable template/tool, 2) longer guide with instructions and the same tables that appear in the template, filled in with example data. The initial document (one long document) was too overwhelming Researchers liked the idea of drop-down menus to make the task easier Wanted colour blocking to make sections distinct from each other, so user would know where they are in the document at any given time Important that KT Plan be nested within existing project goals, which are nested within NeuroDevNet’s goals
- Based on feedback, there are 2 documents – 1) form-fillable template/tool, 2) longer guide with instructions and the same tables that appear in the template, filled in with example data. The initial document (one long document) was too overwhelming Researchers liked the idea of drop-down menus to make the task easier Wanted colour blocking to make sections distinct from each other, so user would know where they are in the document at any given time Important that KT Plan be nested within existing project goals, which are nested within NeuroDevNet’s goals
- Based on feedback, there are 2 documents – 1) form-fillable template/tool, 2) longer guide with instructions and the same tables that appear in the template, filled in with example data. The initial document (one long document) was too overwhelming Researchers liked the idea of drop-down menus to make the task easier Wanted colour blocking to make sections distinct from each other, so user would know where they are in the document at any given time Important that KT Plan be nested within existing project goals, which are nested within NeuroDevNet’s goals
- Possibility of applying for grant to create online interactive version (better functionality than form-fillable .pdf which has limitations) e.g. rows in tables (if you need more have to add a new page) and space in cells (once set, can’t change/expand/reduce), can’t choose multiple options Need to do requirements gathering from researchers who used it to inform future iterations Think of this as a prototype (will be improved upon with feedback from end users/knowledge of new requirements)