Week 6 Blog Assignment (EDUC 6415): Scope Creep Experience
A project that experienced issues
related to scope creep was also one that felt much like a roller coaster ride.
It was participating the in the production of the Back to Class 2012. B2C is an
event where a variety of groups and individuals performed. Singing, dancing,
rapping, stepping or speaking is what each performance was composed. Work began well with the initial core of the
planning team. After consulting with the production team for the event, the
production team grew in numbers and the scope began to creep. Everyone had a
unique addition to include in the show.
There was several specific scope creep
issues occurred that occurred.
Specifically the addition of more acts/ participants caused the scope to
creep. Instead of keeping things simple of course things were complicated;
furthermore the scheduled timeframe was yo-yoed, expanding and constricting
throughout the process. At first it was scheduled for only 2 hours then grew to
four, but finally settling at three hours in length. Luckily we didn’t have to
fight for time because there were no other events scheduled on the date of the
event, none before or after it concluded. Then, with the many additions the
rehearsal schedule was a challenge to complete because as the event drew closer
everyone had to complete rehearsals in order to sequence the acts properly.
How did you or other stakeholders deal
with those issues at the time? Although this was stressful for me at times
because I was one of the individuals overseeing the production and participating
in it as well; however, Stakeholder expectations’ grew; however, they handled
the issues well. They did want to be informed about the ongoing status of
preparations for the performance. The stakeholders wanted to know the course of
action and if the actions were done as promised.
Looking back on the experience now, had
I been in the position of managing the project, I could have done to better
manage these issues and control the scope of the project by organizing and
communicating the plan effectively. Furthermore, completing assumptions related
to the production and also schedule preparations well before the production
should take place. That year we began preparing later than we should. We began
preparing at beginning of summer for the act to take place at the first weekend
of the fall. Spring preparations would work better to ensure everything was
organized and well put together. Risk assessments and resource allocation plans
that were documentable instead of verbal conversations would help to see the
plan and stick to it.
Justin,
ReplyDeleteI haven't planned a variety show type performance like the one you've described, but I've put on a number of plays as director/producer, and I know the feeling of a production getting more and more complex as additional creative ideas, acts, etc. are added to the original plan. Steele and Carter (2001) suggest that for creative projects like web design that include a high percentage of creative work in addition to production of technical aspects, project design actually include an "Illumination" or "Eureka" phase where everyone who is participating in the project is allowed to come together and offer creative ideas for how it might go and to develop a visual prototype (a storyboard, if you will) of their collective vision. By actually identifying a phase of project management and instructional design where people think big, think artistically, or think outside the box, once all of the ideas have been thrown out at the beginning, the actual plan can then be devised and technical elements systematically considered to support the ongoing vision. The idea is that the "Eureka" phase shouldn't exist throughout the duration of the project, as I know it sometimes can in inherently creative enterprises, but rather that all of the brainstorming and the definition of the project vision should precede any design, specifically to ensure that the vision is shared and everyone is working towards their "big ideas" from the beginning rather than building more of them into the project as they go.
Reference
Steele, A., & Carter, R. (2001). Designing Process: Taming the Web Development Cycle. COMPSAC-NEW YORK-, 233-236.
Justin I never can't say I ever experienced anything like this, but hindsight is always the best vision. Quite often I say, "If I had... or If I was..." No matter what, Scope Creep will always reach out and touch us in one way or another. For instance, we are experiencing total power outage. A few weeks ago Atlanta's Mayor and GA's Governor took heat rounds for not being prepared for the snow, now the Governor will take heat rounds for not being prepared for the power outages throughout the northeastern part of GA.
ReplyDelete~Chuck~
Hi Justin,
ReplyDeleteYour project does sound like a rollercoaster ride: lots of ups and downs but still loads of fun! I was wondering: How many years previously had this event taken place, since it was designated “2012”? A project manager should refer to past projects as a guideline to set expectations regarding resources, the budget, and scheduling of a similar new project (Portny, Mantel, Meredith, Shafer, Sutton, & Kramer, 2008). Also, you mentioned that much of the project management was done verbally. Was there a written project charter to guide the event? Such a document would have eliminated “ambiguity about the project objectives” (Zaval & Wagner, 2011, p. 71). You noted a number of areas where the project management of the event could be improved. Perhaps, with this course to your credit, you’ll have the opportunity to manage the event in the future, rather than just participate in the chaos.
--Deanna
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.
Zaval, L.K., and Wagner, T. (2011). Project manager street smarts: A real world guide to PMP skills (2nd ed). Indianapolis, IN: John Wiley & Sons, Inc.
Hi Justin,
ReplyDeleteIt is fortunate that the venue was available for the duration of the extended event. I attended a revue of sorts, of performances of dances from India. The event was scheduled for two hours, began later than scheduled, and also ran at least 1.5 hours in duration longer than was planned. After first two hours I was thinking, "Okay, this has been great but I'm ready to go now," but they just kept going and going and going. An audience member near me said that this event always runs long like this. Most of the audience members appeared to be Indian and no one left the show early so it seemed that they all expected to stay late. That's beside the point though. What I wanted to say is that once the coordinators become aware that more and more acts are signing on for the show, perhaps (in lieu of denying participation) they could manage it by at least limiting the time that each act has available to perform. Something's got to give, right? As interesting, entertaining, and beautiful as the dancing was I would have preferred not to have that last 1.5 hours of time hijacked from me when the schedule indicated the show was only 2 hours. What do you think you would do differently next time?
Lorena