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How do you navigate unexpected data challenges in your projects?

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Claudia Alcelay
PMI Team Member
Learning & Innovation Research Manager| Project Management Institute (PMI) Spain
Data quality and quantity is particularly important as we think about leveraging AI on projects. Considerations include the diversity and comprehensiveness of the data that is available to us. 
 
Have you ever encountered unexpected challenges or pitfalls while using data in your projects? How did you navigate the situation and find a resolution? 
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Joseph Gauthier Largo, Fl, United States
Finding reasons for previous decisions was particularly difficult in multiyear projects. I resolved this by implementing a method of capturing decisions that included up to the top 20 reasons why a decision was made the way it was along with what we were deciding not to do. These decision documents proved particularly effective at capturing the reasoning for decisions when we had to refer back to them years later.
Working with data is not as easy as it appears to be. The quality and accuracy of it are so important to the overall project. Also, it is very important to have a mitigation strategy in case something goes wrong, particularly to implement security measures that give us some protection against threats.
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Omar Jabbar Project Management and Digital Transformation Consultant| OGreen IT Service Inc. Ontario, Canada
I would say that preparing and cleaning data takes up 40-60% of the project time, if not more, which is always a challenge and causes stress for the team in order to deliver better outcomes.
In my experience working with legacy systems and transformations, I have learned that it is crucial to have data experts take a quick look at the data before working on estimates. This will provide a high-level of where you are and where you want to be. It is also important to set expectations with management, clients, and stakeholders from the very beginning.
For example, the PMO director assigned me to a high-visibility project that was facing troubles. She directed me to fix it. The vendor had taken a one-year contract to enhance a system, but unfortunately, we ended up with a disaster. It took us one year to fix just the data and to bring that project back on track. I had to hire an external vendor to clean and prepare the data.
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Adebayo Adebogun Founder and Chief Executive | VortEdge Houston, Tx, United States
Jan 13, 2024 3:47 AM
Replying to Nikita Jha
...
In my previous project, the objective was to reduce obsolescence for database technologies across the globe aka many regions. The timeframe for communication with immense amount of data took two weeks cycle for response and plan of action. However the data kept growing as many assets were not listed in a particular region as API failed to retrieve information at the right time. Hence I took that region as a subset project with dedicated resources and fast tracked to bring the region at par with other regions. It was immensely challenging but at the end it was rewarding in terms of achievement and stakeholders appreciation.

Data quality issues are quite common in complex projects like M&A systems migrations. For example, during a merger I managed during the COVID-19 pandemic, we ran into a big challenge with misaligned data systems between the merging entities.
To tackle this, we first thoroughly analyzed the critical impacts and the potential fallout. Then, with the collaborative spirit of our team, including the principal architect and system owners, we brainstormed and implemented both temporary and permanent solutions. This process not only solved our immediate issues but also strengthened our teamwork and adaptability, underscoring their importance in maintaining data integrity throughout the project.

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NITIN PAKHALE PUNE, MH, India
Hi,
Not any specific data challenges.
In my automotive Projects ,starting from initiating phase there is major data sharing happen with multiple vendors. Data security is very important for Product design data ,commercial offers & technical proposals from vendors.
we follow standard practice in our project for data management with multiple stakeholders,
1)NDA non disclosure agreement of data with all potential vendors
2)Data sharing with vendors using secure .ftp server
3)Data autodelete after 1 time download.
Use of modern AI techniques in our automotive project management needs to be strengthen.
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Anonymous
I'm learning a lot by reading this discussion!
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Emir Pernet Asesor de Proyectos en Tecnologias de la Informacion Bogota, Dc, Colombia
In owr project we always include a risk assessment in order to anticipate the ocurrence of unexpected data challenges.
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Ken Bainey Former Chief Information Officer/IT Project Portfolio Management Executive | Government of Alberta-Ministry of Infrastructure/Transportation Edmonton, Alberta, Canada

Data Preprocessing: Before feeding data into a Generative AI model, it's essential to preprocess and clean the data to ensure its quality and consistency. This step helps mitigate potential issues arising from noisy or inconsistent data.



Error Handling: Implementing robust error-handling mechanisms allows me to detect and handle unexpected data inputs or errors during the training or inference process gracefully. This might involve logging errors, providing informative error messages, or implementing fallback strategies.



Data Augmentation: Data augmentation techniques can help increase the diversity and robustness of the training data, making the model more resilient to unexpected variations or challenges in the input data.



Transfer Learning: Leveraging pre-trained models and transfer learning techniques can expedite the training process and improve performance, especially when dealing with limited or noisy training data.



Regularization: Applying regularization techniques such as dropout, weight decay, or early stopping helps prevent overfitting and improves the model's generalization ability, making it more adaptable to unexpected data variations.



Human Oversight: Incorporating human oversight or review mechanisms into the AI system enables human experts to intervene and provide guidance in cases where the model generates unexpected or inappropriate outputs.



Continuous Monitoring and Evaluation: Regularly monitoring the model's performance and evaluating its outputs against predefined metrics allows me to detect and address issues promptly. This includes monitoring for drift in data distribution or performance degradation over time.



Adaptive Learning Strategies: Implementing adaptive learning strategies that dynamically adjust model parameters or training procedures based on real-time feedback or changes in the data distribution can help the model adapt to unexpected data challenges more effectively.



Robustness Testing: Conducting thorough robustness testing involves subjecting the model to a variety of edge cases, adversarial inputs, or perturbations to assess its resilience and identify potential weaknesses or vulnerabilities.



Collaboration and Knowledge Sharing: Engaging with a community of AI practitioners, researchers, and domain experts facilitates knowledge sharing and collaboration, enabling me to leverage collective expertise and insights to address unexpected data challenges more effectively.



By employing these strategies and remaining adaptive and responsive to evolving data challenges, I can navigate unexpected obstacles in projects utilizing Generative AI technology more effectively.

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Daniel Shenyi, PMP, MBA Freelancer| PM Thrive Kigali, Rwanda
In road construction projects, we faced unreliable as-built drawings for potable water pipelines relocation or protection. To address this, we adopted a trial-and-error approach, strategically digging pits along the road alignment to locate potable water pipelines. Collaboration with local experts and resourcefulness were crucial. Our experience emphasized the importance of data quality. While ideal as-built drawings are essential, effective communication and adaptability can overcome limitations. In short, leveraging available data effectively is vital for successful road construction projects or any other project worldwide.
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Alejandro Rojas Sr Director of PS Operations and Analytics| Technologent San Diego, Ca, United States
Data quality and quantity will always have its challenges as the world embarks in more sophisticated data journey's with the hopes of taking advantage of the functionality and potential of AI. As long as comprehensiveness, normalization and governance of the data is implemented in the front end, the pitfalls while using data for projects will be minimized. I agree with others that it is then that an agile, open minded and collaborative environment is key to overcome the unexpected challenges.
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