Project governance

To securing quality in the planning, operation and follow-up process in development projects, the Linnaeus university project model is offering a common structure and a decided project process.

Development projects that are considered to be of extra strategical importance are decided to be portfolio projects by the vice-chancellor or by the university director, on recommendation from the project portfolio management. Below, you can find information on the project model and process that portfolio projects shall use. You also find the supporting project hand book as well as the templates to be used by the portfolio projects within the model.

Also other development projects are recommended to use the process and the templates as far as possible and useful. This creates a common work process when working in projects at Linnaeus university, which facilitates for members of staff to join different project organisations already knowing the basic process and documents.

There are a project support located at the executive office, that can help and support on how to use the project model and the tools within it. Contact the project support at projekt@lnu.se.

Linnaeus university's project model

Linnaeus university has a decided project model that is to be used by portfolio projects, but it is recommended that also other development projects use the model.

The project process contains of three phases, that involves process steps to be taken one after another. These are sometimes started or concluded by documentation or decisions. The task in the feasibility study stage is to analyse the possibilities for the project and starts normally with a current situation analysis and a needs analysis. A feasibility study shall be able to recomend how the project is adviced to be operated to be most likely to succeed. A feasibility study could also conclude that the focus needs to be changed, or that the project is not necessary nor possible. If the project is to be implemented, the process moves on to the operational phase, in which the actual work and project activities are done. In the third phase, the implementation and follow-up phase, the project result is implemented in the organisation and a follow-up of the impact goals is made.

Project manual and templates

In the project manual you can read about the different parts of the project model and the common process. The manual also gives advice to you who is a project leader or part of a project at Linnaeus univeristy.

To ease the documentation of projects, there are templates for the different phases. Portfolio projects always uses the templates for the feasibility study directive, the feasibility study report, the project plan, the communication plan and the final report. These are to be seen as the lowest common denominators. If a project needs other headlines (e.g. requierment specification), it is possible to add those in the documentation in the individual project.

Also other documents can be necessary, depending on what is needed in the individual project. If you need other templates than the ones found below, please make a request at the project support: projekt@lnu.se.

Please note that the documentation shall be in Swedish, why the templates are not available in English. The project manual however, is translated and available below.

Manual and templates for the process

More information

Ongoing portfolio projects

Here you can read about ongoing portfolio projects.

Education strategy

Phase

Operational phase

Background and objectives

The educational offer at Linnaeus university is wide. It is a strength to include a variety of educations that attract many students and meet the needs of the labour market, not least within deficit professions. At the same time, there is a risk that the educations compete with each others and that resources are not used sufficiently enough. The proportion of the educational offer is therefore one of the essential risks according to the univeristy risk evaluation.

The future brings a variety of challenges in how to meet the needs of the society as well of the students. A common education strategy is therefore necessery to guide decisions on education supply. To present a proposal of a university wide education strategy is one of the missions in the operational plan 2022-2025. This strategy should include principals guiding in the process of prioritisation of education, as well as prioritisations of the principals. The startegy shall relate to the vision and goals of Linnaeus University.

This project aim to create the proposal of the educational strategy.

Timeline

1 May 2022 - 15 January 2023

Project organisation

Project owner:
Niklas Ammert, pro vice-chancellor

Steering group:
Niklas Ammert (chair)
Kristiina Heikkilä, pro-dean FHL
Anders Åberg, head of department FKH
Throbjörn Nilsson, acting university director
Student representative (assigned by Linnékåren)

Project manager:
Romulo Enmark

Assisting project manager:
Maria Eriksson, STUD

Contact

niklas.ammert@lnu.se

External research funding

Phase

Feasability study

Background and objectives

For a long time, Linnaeus university has been dealing with an imbalance between direct government fundings for education and research. Low direct government funding for reaserach affects the ability to connect research with educations and attract highly qualified teachers and researchers. Therefore, Linnaeus university need to increase their efforts in securing more sources of external research funding, since external research funding has been one of the univeristy's development areas for several years. Despite several efforts, the university has not managed to increase external research funding to any great extent. In the operational plan for 2022-2025, external research funding has been identified as a priority area and the university management has been tasked with making an increased effort in securing such funds.

External reserach funding is an extensive area that affects both strategic and operational matters, as well as many parts of the university. The magnitude of this project calls for an initial feasability study in order to cover basic matters and identify challenges, as well as muster initiative through suggestions for development work that can be implemented in the next stage of the process.

Timeline

1 September 2022 - 28 February 2022

Project organisation

Project owner:
Cornelia Witthöft, deputy vice-chancellor responsible for research

Steering group:
Ian Nicholls, dean FHL (chair)
Ann-Charlotte Larsson, deputy vice-chancellor
Bodil Petersson, pro dean FKH
Therése Iveby Gardell, university director
Kay Svensson, head of department ER

Project manager:
Ingrid Petersson

Assisting project manager:
Mattias Gunnarsson, UK

Contact

mattias.k.gunnarsson@lnu.se

The recruitment process and visibility as employer

Phase

Operational phase

Background and objectives

In the operational plan 2022-2025, the university board assign the mission to increase the ability to recruit, qualify, and keep staff. A feasibility study investigated contemporary challenges of supply of competence concerning both academic staff and supportive staff, and recommended development areas to continue work on.

The result from the feasibility study pointed at multiple challenges within recruitment of staff and has therefore recommended to prioritice a holistic review of the recrutiment process, to create conditions for managers and support staff to colletivly work both strategic and operational in terms of recruitment. Structures should ease for all staff working with recruitment, and give space for sustainable routins and dialogues.

Timeline

1 february 2023 - 1 november 2023

Project organisation

Project owner:
Therése Iveby Gardell, university director

Steering group:
Therése Iveby Gardell (chair)
Ulf Sernelin, deputy HR director
Katarina Ek, head of communication
Jesper Andersson, dean FTK
Ulrika Bengtsson-Verde, administrative director FKH

Project manager:
Ulrika Ehrenstråhle, UK

Project group:
Malin Lennartsson, FKH
Ellen Lovén, KOM
Ulrica Rundqvist Törning, KOM
Ulrika Petersson, HR
Emmy Andersson, HR

Contact

ulrika.ehrenstrahle@lnu.se

Completed portfolio projects

Here you can read about the portfolio projects phases that are completed. A feasability study that is finnished and presented below, might also have an ongoing operational phase, which is presented above as an ongoing portfolio process.

Supply of competence (feasability study)

Phase

Feasability study

Background and objectives

Supply of competence has been identified as one of the essential risks to achieve the university's goals. How well the university succeed with supply of competence, will decide its ability to be sucessful in education and research. In the operational plan 2022-2025, the university board assign the mission to increase the ability to recruit, qualify, and keep staff.

Supply of competence is a wide area that affect and is affected by other questions and challenges. To get an overview and a clear point of departure for continuing working in the matter, a feasibility study is implemented, that will look at contemporary challenges of supply of competence concerning both academic staff and supportive staff.

Timeline

1 April 2022 - 30 September 2022

Project organisation

Project owner:
Peter Aronsson, vice-chancellor

Steering group:
Jesper Andersson, dean FTK (chair)
Therése Iveby Gardell, university director
Marianne Johansson-Hellström, HR director

Project manager:
Ulrika Ehrenstråhle

Assisting project manager:
Jessica Drott

Contact

ulrika.ehrenstrahle@lnu.se

Documentation (only available in Swedish)

Project governance at Linnaeus university

Background and objectives

In the beginning of 2021, a feasibility study was conducted to investigate how Linnaeus university could find common structures to increase the quality on strategical development projects, as well as ease prioritisation and endurance concerning projects.

The feasibility study based on interviews, documentation studies as well as experiences from Uppsala university. The study presented a suggestion of a steering model for university wide projects at Linnaeus university. Within the model, a project portfolio is to be created, where extra strategical projects are lifted in by the vice-chancellor or the university director, after a recommendation from a project portfolio management. These portfolio projects shall use a decided project process including documentation and status reporting. Furthermore, the study suggested the implementation of a project support, available foremost for the project portfolio management and the portfolio projects, but also to other development projects at the university.

Timeline

April - June 2021

Result

The first step of implementing the project model were taken in this project. The project objectives were fulfilled within the timeframe of the project. Infrastructure was developed and suggestions of decisions were presented to the university director that were implemented in the beginning of the autumn 2021.

Project organisation

Project owner: University director
Project manager: Ulrika Ehrenstråhle

Contact

projekt@lnu.se