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What is the Lab Planning Process and Why Does It Matter to You?

Lab Planning is an annual process where CMEI Technology Offices and Laboratories collaborate to define the scope and schedule for your projects. Once all project details are finalized, they are compiled into an Annual Operating Plan (AOP). Each office maintains a dedicated AOP for every Laboratory you work with. This process ensures that your projects are clearly defined, properly budgeted, and aligned with strategic goals.

When and How You'll Use Lab Planning

The planning of lab projects takes place annually within PM Bridge's Lab Planning module. This is where you will actively engage in defining and tracking your project's trajectory.

New Lab Planning in PM Bridge: What's Different and How It Benefits You

We've introduced key changes to streamline your experience and enhance project management:

Key Changes You'll Notice:

• Simplified Project Creation: You now only need to create a Lab Project once, documenting its full multi-year period of performance. This reduces repetitive annual tasks.

• Flexible Project Modifications: Projects can be modified at any time through an approval workflow process, eliminating the rigid annual change control process. This means greater agility for your projects.

• Focused Data Entry: The required data has been reduced to focus only on essential project details needed for budget planning and execution, saving you time and effort.

Benefits for You:

• Centralized System: Multiple, disparate systems have been consolidated into a single, data-centric project management system, making it easier for you to manage your projects.

• Improved Data Alignment: Lab data is now restructured to align with financial assistance data, enhancing CMEI's overall portfolio data and budget analysis, which ultimately supports your project's success.

• Reduced Administrative Burden: We have reduced the manual burden of redundant data entry, which was common in the old process of copying projects every year. The reduction in required fields also speeds up project approval.

How Your Lab Projects Get Started: Pathways to Success

You have three distinct ways to initiate a project with a National Lab:

• Notice of Funding Opportunity (NOFO): Labs can apply as a prime recipient or a subrecipient in response to a NOFO.

• Lab Call: Labs can apply directly to a specific Lab Call.

• Direct Funding: Labs can receive direct funding for specific research initiatives or lab projects that align with CMEI's strategic priorities.

Your Lab Planning Process: A Step-by-Step Guide

NOFOs and Lab Calls are published and selected within the CMEI Program Information Center. Soon, data from selected lab calls and NOFOs will automatically update the lab planning module in PM Bridge. From here, your lab project is created, and your office or lab updates the project details.

Once in the Lab Planning Module, your technology office and the lab will work together, maintaining open communication until your project details are finalized. After finalization, the project is routed through an approval workflow to gain official approval.

Once approved, you can modify projects at any time. All changes to your project are visible in the change control log, providing transparency and accountability.

Project data is automatically synced nightly in CPS to support Budget Execution activities. Once approved, your lab projects will be readily available in PM Bridge. You can view the full R&D portfolio in PM Bridge to see how your project fits into the larger picture.

Image AddedLab Planning Process Flow

Ensuring Your Project's Approval: The Workflow

Once your project planning is complete, you will submit the project for approval. By default, all projects will require approval from your CMEI Project Lead, Office Administrator, and Office Director. This multi-level approval ensures thorough review and endorsement of your work.

For more details on this step, please refer to: How to Submit a Project for Approval

Modifying Your Approved Project

If your project needs adjustments after approval, you can make modifications at any time. Here's how you'll do it:

1. Identify the modification type: Clearly define what changes you need to make.

2. Enter the modification details: All changes are tracked in the Change History, providing a clear audit trail for you.

3. Submit the modified project for approval: The updated project will then go through a revised approval process.

The project is routed through the approval process and approved, ensuring all stakeholders are aware of and agree to the changes. For more detailed instructions, see: How to Modify a Project

Frequently Asked Questions

What are the key deadlines I need to be aware of for Lab Planning? 

Lab Planning is an annual process. Specific deadlines are communicated by your project lead or office administrator. Full AOPs are typically required to be approved approximately one month after all projects are approved; however, offices are encouraged to approve projects and the full AOP as early as possible. Specific approval dates are communicated via email each fiscal year.

What happens if my project's scope changes significantly after initial approval?  Projects can be modified at any time after initial approval. You will need to identify the modification type, enter the details (which will be tracked in the Change History), and submit the modified project for a revised approval process. This ensures all stakeholders are aware of and agree to the changes.

Can I track the progress of my project's approval workflow? Yes, the approval workflow can be tracked through 'Manage Workflow'. The default approval sequence is Office Administrator, Lab Relationship Manager, Associate Lab Director, Office Director. The Office Director will always be the final approver. You can add additional approval steps, order, and sequence and initiate the workflow. For more details, refer to the relevant article linked in the "Ensuring Your Project's Approval: The Workflow" section.

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