The plan was for her to be in charge of the project but I would assist in any way she needed. I put a recording together to be played over the intercom system at the school and we even went to the principal together to submit the project. It was my understanding that my role was to be limited, but as the project progressed, so did my role. Scope creep entered by adding more of my time and resources to the project. Nothing was ever written down, but in some ways, it should have been. This is a typical way for scope creep to enter because a PM, “in an attempt to avoid bureaucracy, adopts an informal process of handling requests for change.” (Potny, Mantel, Meredith, Shafer, & Sutton, 2008, p. 346) Not only did the project require more of my time, but my classroom became a holding room for half the shoes that were collected. Students and teachers were coming to me asking for information on the project and were bringing me the shoes during class time. This was scope creep on two levels, the project and my actual teaching job.
Looking back, if I was the PM I would have done a few things differently. First, I would have enlisted more help from the staff. Second, I would have written out a plan that included a time frame of how long the shoe program would last, a list of team members and their roles and a set schedule of when the shoes could be collected and a place to store them. Third, we should have worked harder at getting more student, parent and community involvement. Fourth, when scope creeps entered, as Dr. Stolovich stated in the video, “Project Management Concerns: ‘Scope Creep,’” (Walden University, 2010) “let them know the idea is valuable, but not able to do it right now.” That would have helped alleviate some of extra time and resources required as the project progressed. Since this was not a large project it did not require a large amount of planning, but we could have done it a little better.
In the end, we collected over 300 pairs of shoes and sent them to Afghanistan. The kids were so happy and everyone involved felt good about this project. We put together a video and here is the link!
Shoes For Kids - http://youtu.be/U_ZzbyJbHwM
References
Portny, S. E., Mantel, S. J., Meredith, J. R., Shafer, S. M., Sutton, M. M., & Kramer, B. E. (2008). Project management: Planning, scheduling, and controlling projects. Hoboken, NJ: John Wiley & Sons, Inc.
Video Program: “Project Management Concerns: ‘Scope Creep’” Walden University, 2010
Dean,
ReplyDeleteWhat a truly wonderful project. Yes it does seem than even when you aren't the actual project manager, the list of responsibilities do tend to grow.
This type of work is a win win no matter what. The fact you and the team were able to send 300 shoes to the children of Afghanistan is truly inspirational and the children will remember that kindness. When we all do our part on a project it is a success.
When it comes to scope creep, especially with this endeavor, many people want to help. Unfortunately, this could end up being a hindrance, as the expression goes "too many cooks in the kitchen."
Scope creep as defined by our text states its “natural tendency of the client, as well as project team members, to try to improve the project’s output as the project progresses” (Portny et. al, 2008, p. 350). When a project is as noble as this one, I can see how the team would want to go from 300 to 3000 shoes to be delivered! The best thing to do in any project is to start small, get a system of communication, resources and schedule and then expand. Great work and I am sure there will be more great projects you will spearhead to this cause!
Reference
Portny, S. E., Mantel, S. J., Meredith, J. R., Shafer, S. M., Sutton, M. M., & Kramer, B. E. (2008). Project management: Planning, scheduling, and controlling projects. Hoboken, NJ: John Wiley & Sons, Inc.
Hi Dean,
ReplyDeleteWhat a great story! I see two your have two great passions, Teaching and helping. As Dr. Stolovich stated PMs need to keep project time-line and budget. I see that scope creep could be like Karen stated increase the number of shoes being shipped. You stated "I would have written out a plan". A written plan would help with reduce scope creep because this would be like a "formal by in". This would lead to not only the right people, but right tasks at the right time.
Keep up the great projects!!!!
John
Resources:
Video Program: “Creating a Resource Allocation Plan”, Walden University, 2010, Wk 5
Video Program: “Practitioner Voices: You Can't Win Them All”, Walden University, 2010
Hi Dean,
ReplyDeleteThank you for including the amazing pictures and the video. It is hard to say no to a project that is such a worthy cause. It was worth all your additional work in the end, but I am sure that during the process you were wondering why you volunteered to help.
My school also has a problem saying no to worthy fund/shoe/sock/stuffed animal raising events. This is especially true because we have two Navy bases located near by. Many of our students have parents that are currently serving overseas. In my blog post I focused on how scope creep effects our school calendar. The year starts with the calendar filled to capacity and supposedly set in stone. As the year progresses additional events pop up. The Head of School has a hard time saying no to the military families when they ask to have one of these drives. Portny, Mantel, Meredith, Shafer, & Sutton (2008) suggest that "The best approach is to set up a well-controlled, fomal process whereby changes can be introduced and accomplished with as little distress as possible" (p. 346). As you suggested, having a written plan and additional parent help would have minimized the need for your involvement in the project.
Thanks again for sharing the results of your hard work!
Anita
Portny, S. E., Mantel, S. J., Meredith, J. R., Shafer, S. M., Sutton, M. M., & Kramer, B. E. (2008). Project management: Planning, scheduling, and controlling projects. Hoboken, NJ: John Wiley & Sons, Inc.
Sounds like a great thing you guys did. In my experience in the past the small informal projects always become more than planned and what seemed simple turns out to be more complicated than anticipated. With proper planning these informal projects will become less complicated. The problem is getting people on board with making some things more formal with planning and organizing. Stolovitch (2011) said that monitoring projects with status reports and making changes in writing. Communication in any project is key also. Communication and planning will make any project seem easier.
ReplyDeleteWalden University. (Producer). (2011). Monitoring projects. [Online]. Retrieved from Walden University eCollege.
I love this type of project that teaches our students to share what they have with others and to understand that in other parts of the world someone needs a hand to help. Congratulations for this initiative. I believe that the problem that was caused by scope creep could be as a consequence of not assigning tasks and responsibilities to the members of the project. No matter how small a project could be it is important to develop a resource allocation and to keep a communication pattern to measure the development of the project. One more time congratulations on your project.
ReplyDeleteVideo Program: “Project Management Concerns: ‘Scope Creep’” Walden University, 2010
Hi Dean,
ReplyDeleteOnce again learning by doing. As a teacher it is hard to run away when it comes to help others. A couple weeks ago we were talking on the importance of a Project Manager to guide and monitor the project. In this situation, she had the idea and pass it to you (since you had the expertise). I understand that she might thought it was easy and small; but is was a small project that handled "with care" would continue and grow.
In my opinion, you identified great ways to improve your project for the next time. Identifying resources, creating a budget and monitoring the development of your project.
Remember to keep your communication diplomatic. Make sure that you are being clear, concise and focus.
I am sure it was a blessing for all those children to receive shoes. Keep up the good work and keep on making dreams true. Good job!
References
Walden University. (Producer). (2011). Creating a resource allocation plan. [Online]. Retrieved from Walden University eCollege.
Walden University. (Producer). (2011). Monitoring projects. [Online]. Retrieved from Walden University eCollege.
I definitely understand your frustration and remember that you went through something similar in your last program that you headed at your school. It did work a little different, but basically you thought the work involved would be much less than it actually was.
ReplyDeleteWith this project you were right in expecting not to be too involved with the project and be there more for support.
One problem I do see that you seem to have is your ability to tell people no. I understand when it's your boss you're working with but in this case it is just a fellow co-worker. You should ave either wrote down your original agreement on insisted that it was her project and she stick with it.
By saying this I bring up a very good point about always documenting everything during a project, whether it be a Responsibilities Matrix or a schedule. It is important that everyone is on the same page and knows what their job is and how long they have to do it.
I do like all the great things you do for your school. I remember my last teaching assignment was at a school where the community was very close. We never had problems finding volunteers within the community. As you mentioned this also would have helped the project so that so much responsibility wasn't placed on you.
Portny, S. E., Mantel, S. J., Meredith, J. R., Shafer, S. M., Sutton, M. M., & Kramer, B. E. (2008). Project management: Planning, scheduling, and controlling projects. Hoboken, NJ: John Wiley & Sons, Inc.