A Post Mortem Review of a Recent Project:

A Post Mortem review of a recent project:

I was on the planning board for an organization’s state convention.  My assignment was to plan gifts for special honorees at a pre-convention dinner, as well as decorations and centerpieces.  The artifact that I was given was an elaborate book showing what committee members of past conventions had done, including photographs, receipts, etc.

Previous committees for this pre-convention affair had, in the past, helped create elaborate invitations, menus, RSVP cards and envelopes, and then mailed these to the participants.  The executive committee for this organization was determined to keep the costs down and instructed me that the hostess, a past state president, would email invitations to people and choose the menu herself.   

The chair of the dinner called me, as did her secretary, asking about the invitations, etc.  Fortunately for me the executive committee required everything be vetted and approved by them, including e-mails. I sent her inquiry and my response to them, they contacted the woman, and I was “off the hook.”  However, I also think that one of the committee members forgot to inform the chair of their decision, which we’d discussed several months before the event.

Prior planning contributed to the success of the dinner.  I observed the preparations for the dinner at the previous convention and from the visit learned what was expected of me at this year’s soiree.  A friend had ideas for the gifts and created them early in the planning process.  Other friends helped me create the centerpieces.  The preparations for the dinner were a success, according to the executive committee, who also attended it.  (I decorated the tables and was done an hour before the dinner began.  I didn’t have to meet the “miffed” hostess, at all.)

The affair would have gone more smoothly for me if I had checked with one of the executive committee members about whether or not she had “gotten the word” to the hostess.  I was intimidated by the process of having to have everything approved by the committee and didn’t ask that crucial question.  When the hostess contacted me I had a moment’s panic, hoping I had not misunderstood the committee’s wishes.  I forgot that these ladies are just people and that their mission was to keep 25 committees on target to insure a successful convention for everyone.  I made the mistake of assuming instead of checking.

EDUC-6145-1

EDUC-6145-1 Students.  Please leave your comments here.  Thank you.  Lisa

Managing Scope Creep in a Past Project

I arrived back in the Continental United States after 3 years in Germany and went to a "combat support" unit at a very high powered Army base.  At the time I was the only woman officer and I was put in the position of Battalion Training Officer. 

The time-line I was up against was the (semi) Annual General Inspection.  The unit was to undergo the AHI in 3 months. I was given the assignment of making sure that the units' soldiers had updated training.  I was to go through records, find out what soldier needed what training, and make sure he or she was properly trained before the AGI.

In the course of the investigation I noticed that a requirement for the soldiers to participate in training where trucks and equipment, and they, were loaded onto C130 cargo airplanes experience being passengers during "combat take-offs and landings."  I noticed that this requirement hadn't been met for several years so I went to the major unit on post and asked for a training slot.  This major unit is a combat division.  This was a time before equal opportunity laws were in effect and my request was met with "Lady, no.  Not only, no, but we wouldn't waste ours slots on you signal (explicative deleted) anyway."  This was not a "words to that effect" moment, but an actual statement.

The simple "go through the records" assignment was undergoing a very rapid scope creep.  The Army base was associated with an Air Force base and at that time a lot of pilots were 2-week reservists who were commercial pilots and needed annual military certification.  The Air Force graciously offered us slots.

I went back to work and several weeks later noticed that my unit had not received weapons training.  I noticed that the previous trainers had tried to get the "big combat division" to share its rifle ranges.  Of course, it needed the facilities all for itself.  I was pretty sure it would, again.

Naively, I approached the second major combat unit on base.  This unit was, and is, focused on training and had, and has, a completely different mind-set.  The Command Sergeant Major in their training office not only let us have several rifle ranges they provided buses, their ammunition, and even rations for a week's training.  The soldier received weapons training by some of the most highly qualified specialists in the world. 

Due to the generosity and professionalism of the Air Force and this other unit my combat support battalion was able to pass the AGI.

Several time-lines had not been met in previous years because of the stone-walling of this major division.  By the time I arrived the unit just expected to fail those categories.  If my boss had given me this information when I took the job I would have accepted defeat, as by that time it was a part of the culture of the unit.  He encouraged me to find the solution on my own and as long as I was experiencing a measure of success he kept me in the dark about how impossible things seemed to be.  He, of course, knew the size of the task, but in my mind it certainly was scope creep as at every turn things the tasks kept getting more Herculean.  This is one time that optimism and naivete triumphed.  This is also one time that training goals were met by a management technique of withholding information.

Unfortunately, a stakeholder or SME can withhold information at any turn in a design project.  This is a contingency that a project manager needs to understand may happen if not everyone is "on board" with the project.  In order to help prevent this I think the project manager needs to a.) develop allies within the client's leadership structure that can alert him or her to these possibilities and b.) always keep a sharp eye on the time-lines and budgets for this, and similar problems to occur.  It may seem negative and skeptical to expect, not only scope creep, but sabotage, but a wise project manager is a successful project manager.

Researching Budgeting and Cost/Time Allocation Sites

For overall support for Instructional Designers, not related to the blog assignment I would like to refer the reader to the American Society for Training and Development:

www.astd.org 

While doing this assignment I was looking for advice that I felt would benefit me, as a novice.  I think, in general, I am quite concerned that I will miss or overlook an important element tracking budget/cost and time throughout my project so I looked for advice given that would help me keep track through small steps.

www.executivebrief.com/project-management/project-scope-considerations-managing-project-budget/
The concept of Executive Brief is to break everything down to the smallest detail and then allocating your resources accordingly, at the task level.  No surprises.  A lot of detailed up-front work but avoiding pitfalls, along the way, and conducting what the author, Gina Lijoi calls "Accurate Time Capture."  She advocates "time sheeting" to compare costs and time at each task to both "Milestone Reconcile" at each point where the project is in relation to budgeted estimates in order to make corrections, if necessary, and to provide a yardstick for planning future projects. 

"While this task may seem overwhelming, it is within reach if you can breakdown work effort and measure profitability as you move through the project.  Ultimately, agility will provide you with options - and understanding where your budget is at each stage of a project will allow you to react and manage project scope successfully."  Gina Lijoi, Project Scope Considerations for Managing Project Budget, September, 2009.
"Executive Brief," the site that Ms. Lijoi published through seems to be scholarly and not selling software.  However, its resources include links to many other articles about Project Management, Software Development and other considerations for CEOs, project managers, etc. 

Next I considered less scholarly and more practical sites.  Looking for comprehensive software applications I found a company that provides detailed software links for many different sectors of the overall "project" industry, including construction, call centers, trucking, "talent" and, of course, project management.

I was interested in the whole site and because it includes Information Technology, Software Development, and Website and Content Management it will be a wonderful resource in the future.  For today's blog assignment, specifically, they have links for Task Management software, Time and Expense, Time Tracking, Gantt Charts (20) and many, many others, and listed through vendor and platforms (Windows, Web-based, Open Source, Mac, etc.

www.capterra.com/