The framework and strategy for the REF project incorporates a Project Management 'toolset', with schedules, working procedures, information flowcharts, Gantt charts, budget information etc.

The Project management team decided to split the task ahead into three very basic sections:

1. What and when - Split the project into tasks that needed completing.

2. Who and how - Ensure that everyone involved knew where their responsibilities lay within each task, and the proper flow of information.

3. Monitoring - Ensure deadlines are reached and Project Framework is viable and working.

Working Method - What And When

First: develop work programme setting out tasks ahead and the necessary Project Management tools. This work programme concentrated on the development of the management toolset and Project management aspects rather than the REF Project itself [view Work Programme].

Second: Development of a document containing the tasks, along with their milestones and deliverables. This gave a broad overview of the necessary actions, along with due dates, and an indication of who was taking the lead on that particular action [view Deliverables & Milestones].

Third: Drawing together of the total Project management information into a single working document, with multi-layered information and a visual timeline [view Gantt Chart].

Project Organisation - Who And How

The next important element of the project was the development of tools to aid the Project members in understanding their input and responsibilities to the project, and to coordinate these separate inputs.

There have been no changes to date in the partners involved in the project. Informal communication between partners is encouraged at all times - with a responsibility to report on significant actions/conclusions and immediately upon experiencing problems. Use of e-mail is encouraged, especially where interactive amendment to documents is required.

Three main tools were developed to help the understanding and flow of information between the partners in the project.

First: Organigram of tasks and partners, vital in order for the different people and organisations to understand their roles and responsibilities in the project as a whole [view Organigram].

Second: Individual Partnership Agreement prepared for each Project Partner. These were developed from the LIFE SAPs specifically for the Mixlance REF Project.

Third: Information Flow Chart developed in order to visually display how the information gathering and exchange for the project would be managed [view Flow Chart].

Monitoring

To ensure that the Project Framework is viable we developed a monitoring system, including a Risk/Mitigation Assessment. Many problems within the Project become obvious organically, during the everyday application of the Project Management Strategy, but extra safeguards will benefit the project.

The REF project has established and manages full financial accounting records and reporting mechanisms. Monitoring of budgeted spend against actual is undertaken, with any variations being addressed immediately.