How we work with projects at KI
At Karolinska Institutet (KI), we use a shared project model for project work. The aim is to create clarity, facilitate collaboration and ensure that decisions, outcomes and lessons learned can be traced over time.
This page describes the project model together with two different ways of working, and the contexts in which they are useful.
The project model and the ways of working are support tools, not regulations.
Adapt the scope, documentation and working methods to suit your needs. You can use the model in full for a project, or select the parts that are relevant when, for example, working on an assignment, an investigation or a development initiative.
Why use shared templates and documents?
The shared templates are not intended to create more documentation, but to:
- clarify purpose, objectives and decisions at the right time
- create recognition and a shared language
- facilitate handover, follow-up and learning
How much is documented – and when – should be adapted to the nature and needs of the project.
Important considerations before starting a project
To start a project, certain basic prerequisites need to be in place. This is not about completing all templates from the outset, but about creating sufficient clarity to make decisions and move forward.
To start a project, the following are required:
- a clear purpose and objectives
- an appointed sponsor
- a clear mandate
- a way of documenting and following up decisions
This is a starting point. As the project develops – or if the project has specific requirements for follow-up, coordination or funding – additional documentation will be needed.
Two ways of working – depending on your needs
Not all initiatives are the same. Sometimes we know early on what needs to be done; sometimes we need to explore the problem and possible solutions along the way.
To provide support in different situations, projects can be run in two ways: a planned approach or an exploratory approach. Both help to create clarity and well-founded decisions – but in different ways.
Regardless of how the project model is used, it supports structured thinking, timely decision-making and documentation of what matters.
One way to decide which approach is suitable for your project is to consider whether you are dealing with a complicated or a complex project.
- Complicated projects are characterised by the fact that goals, scope and dependencies are largely known from the outset. The problems may be difficult, but they are understandable, predictable and can be planned for in advance. For this type of project, a planned approach with clear phases and decision points is appropriate.
- Complex projects are characterised by many unknown factors, where both goals and solutions evolve over time. They often involve many stakeholders, dependencies and a high degree of uncertainty. In these cases, an exploratory, iterative approach is needed, with incremental deliveries and learning through doing and follow-up.
Complicated projects can be planned in advance – complex projects must be explored:
| Planned approach | Exploratory approach | |
|---|---|---|
| Suitable when: | Neds and solutions are known. | Needs or solutions must be investigated. |
| Way of working: | Fixed project phases. | Iterative working |
| Planning: | Project plan developed at an early stage. | Continuous planning. |
| Pre-study: | Needs, objectives and solution are defined before the project starts. | Testing, follow-up and reflection take place continuously. |
| Suitable when: | The solution is known. The scope and timeline are predictable. | The solution is unclear. Unclear external requirements. A need for learning. |
| Strengths: | Provides structure, overview and clarity. | Provides flexibility, pace and opportunities for learning. |
| Things to consider: | May feel heavy if much is unclear or needs to be tested first. | Requires clear check-ins to maintain direction. |
| Documentation: | Ongoing, in line with the project phases. | Ongoing, in line with the project phases. |
Using the project model outside formal projects
You do not need to run a formal project to benefit from the project model. Many people use parts of the model in assignments, investigations or development initiatives to:
- clarify purpose and objectives
- structure the work
- document choices and decisions
- create traceability for themselves and others
The model is a tool – not a requirement.
Documentation, traceability and registration – why is this important?
Documenting work is a natural part of how we work at KI. It is not about documentation for its own sake, but about:
- making decisions and choices understandable in retrospect
- enabling follow-up and learning
- ensuring transparency and continuity
In projects, this means, among other things, that important decisions and supporting documents are documented and registered in accordance with current routines.
In principle, everything within a project should be registered, provided the documents add new information. If you are unsure, consult the Project Office or Archives and Records Management.
How do models, documentation and follow-up fit together?
The project model provides a structure for the way we work.
Documentation ensures traceability.
Follow-up enables us to capitalise on results and lessons learnt.
Together, they help us to be more methodical in our work – whether it’s a small assignment or a major development project.