We often experience scope creep at my office unfortunately. Tasks always start with the idea that things will go smoothly but sure enough it only takes hours to notice the scope creep. My section is tasked with converting classroom materials into a web format. The assignment tasks are given to my team with the *assumption” that the lesson plan was given to the web development team in perfect order meaning the assumption is that the materials that are given is current and up to date. We often find out this is far from reality. When deadlines are busted or requested for an extension lots of finger pointing occurs and we look incompetent. The skills are in place, the group lacks direction from the PM.
The SOW is verbally relayed, the deliverables are announced as the project deadline and that is our target. Converting the classroom material into an online module takes time, skill, and effort but the project manager often refers to it as just ‘slap it onto the web’ and minimizes our efforts when it comes to coding and searching material to enhance the product (like designing educational gaming to reinforce the content). There is no documentation that keeps the team on task or requires a signature to maintain a realistic SOW.
"Controlling the scope of project begins before the first line of code is written. Every development effort should have a corresponding project plan or project agreement, regardless of the situation. To successfully control the scope of your project:
- Be sure you thoroughly understand the project vision.
- Understand your priorities and the priorities of the project drivers.
- Define your deliverables and have them approved by the project drivers.
- Break the approved deliverables into actual work requirements.
- Break the project down into major and minor milestones and complete a generous project schedule to be approved by the project drivers.
- Once a schedule has been created, assign resources and determine your critical path using a PERT Chart or Work Breakdown Structure.
- Expect that there will be scope creep. Implement Change Order forms early and educate the project drivers on your processes. A Change Order form will allow you to perform a cost-benefit analysis before scheduling changes requested by the project drivers". (Doll, 2001)
References:
Doll, Shelley, (2001) Seven steps for avoiding scope creep: http://www.techrepublic.com/article/seven-steps-for-avoiding-scope-creep/1045555
Greer, M. (2010). The project management minimalist: Just enough PM to rock your projects! (Laureate custom ed.). Baltimore: Laureate Education, Inc.
Portny, S. E., Mantel, S. J., Meredith, J. R., Shafer, S. M., & Sutton, M. M. (2008). Project management: Planning, scheduling, and controlling projects. Hoboken, NJ: John Wiley & Sons, Inc.
Sasha,
ReplyDeleteGreat example of scope creep. That must be frustrating working in an environment without much structure, communication, or recognition of your unique skills. Dealing with scope creep seems like it would be a huge challenge and very stressful in your case.
Portny (2008) states that is it is the role of the PM to prepare and deal with this issue by including a control system in the project plan. Stolovitch (n.d.) further defines the PM's role as a one who controls the project by taking corrective actions to the schedule and resources when changes are added. Documentation and communication in these instances are extremely critical. Portny (2008) indicates that changes need to be approved in writing and communicated to all concerned parties, which in your case would certainly be you.
These ideas most likely resonate with you since they are things that you have been lacking. Had they been in place, your job would be considerably easier! Thanks for sharing your experiences with scope creep. It has helped me better understand what it would be like to work as an ID.
Rhi
References:
Portny, S. E., Mantel, S. J., Meredith, J. R., Shafer, S. M., & Sutton, M. M. (2008). Project management: Planning, scheduling, and controlling projects. Hoboken, NJ: John Wiley & Sons, Inc.
Stolovitch, H. (n.d.). Project management and instructional design. Laureate Education, Inc. (Producer). Video.
Thanks Rhi appreciate your response
DeleteSasha,
ReplyDeleteInteresting experience of scope creep. One point you mention that really caught my attention is "There is no documentation that keeps the team on task or requires a signature to maintain a realistic SOW".
Yes, documenting the SOW is an important step and it is different from other doucmentation. Portny et al,(2008) related that many sucessful ptoject managers think of SOW as a binding agreement due it content.
What I would recommend is the implementation of the Communication Plan. The communication plan will allow the Project Manager to identify and deliver information to the necessary sponsors and stakeholder using a preferred method.
What do you think??
Good work!
Joyce
Portny, S. E., Mantel, S. J., Meredith, J. R., Shafer, S. M., & Sutton, M. M. (2008). Project management: Planning, scheduling, and controlling projects. Hoboken, NJ: John Wiley & Sons, Inc.
Hi Joyce, yes a communication plan would be a great start - thanks for commenting.
DeleteYou described a familiar situation that I have come across more than once when I worked in the corporate environment.
ReplyDeleteIt’s quite sad that the PM is not displaying his/her responsibilities effectively and as an integral part of the projects’ success. It’s great to know that you’ve explained how controlling the scope should be done before anything else! Without it, there’s no doubt the project won’t reach fruition. Perhaps you’ll be the person responsible for managing this type of project in the future?
Thanks Rach, if it will ever be the case that I do get to PM a project I know that I will be better prepared as we learn from peoples successes and failures.
DeleteScope creep can hit anywhere. It always seems to be come back to ensuring that everyone is communicating. PM must ensure that communication is going thru with the client and the team. When this is not accomplished, the scope creep get bigger and bigger that makes difficult to meet the demands of the clients where a team will need to start over and a loss of money will be certainly ensured. This is a major aspect with any project and it should be a vital for any PM as it will definitely be a Scope creep that come alive.
ReplyDeleteHermes Sanchez