Analyzing Scope Creep

This week we are required to share an experience that reflects scope creep.  At the school site that I teach, teachers are divided into different types of clubs that assist with maintaining and ordering school functions. One year I was assigned to work with a committee to organize the annual book fair. The book fair at the site usually lasts four days, the last day of the book fair the school also holds conference night.  This allows parent s to visit the book fair as well.

      For the initial meetings, the committee worked together to develop lists of resources needed to host the event. We immediately noticed that the book fair would reflect a reduction in book circulation, reduction in accelerated reader points, and scheduling of library classes. Allowing students to read a variety of books at the school is very crucial because of the high percentage of students living in poverty and high percentage of English Language Learners. We decided to accommodate the reduction in circulation by reducing the time allotted for library classes so that students would still be able to visit the library to check in and check out books. This also addressed the issue with reader points because students were given the opportunity to read new books.

           One part of the book fair that the team overlooked was the amount of volunteers needed to assist parents on parent night with purchasing books. The school site has a low percentage of parent volunteers and due to conference night, many willing parents were not able to assist due to their parent-teacher meetings. Not only does a lack of volunteers make it difficult to assist parents but causes a low return on investment in book sales. The amount of book sales for our school is very important to receive books for the library because there is a limited amount of resources for the school already. The Principal being the stakeholder was not very pleased that the committee did not properly plan for this conflict. Therefore, the committee was forced to take turns assisting with the book fair during intervals that did not conflict with our parent conferences.

           Reflecting on this project there are some objectives I would do differently next time. Considering everyone on the team was busy with other work responsibilities, it would have been more effective to delegate the tasks for the book fair to accommodate the load of work. it is suggested to use interns to assist with projects to assist with tasks (Laureate Inc., 2009). In this case, using high school students to work with the book fair would have been a more appropriate plan. In return, community hours could have allotted for their effort. Frequent communication through electronic mail or brief meetings would have addressed the any loose ends to make it more successful (Laureate Inc. 2009).

Resource

Laureate Education Inc. (2009) (Producer) Creating a Resource Allocation Plan [video] [transcript]. Dr. Stolovitch.

Estimating Costs and Allocating Resources

           

While reflecting on past budget experiences and working with the case study project, one of the most beneficial tools is obtaining a general outline of tips. Sometimes, plenty of resources can become overwhelming due to the level of reading and lack of time. Once a project idea is create, becoming organized from the start makes a big difference, whether it is a personal project such as a birthday party or a professional project such has training employees of new software.

          

http://www.buzzle.com/articles/how-to-manage-a-project-budget.html

           When it comes to budgeting money, it is important to keep in mind that unexpected changes can occur sporadically.   Therefore, I searched for a site that would best summarize the key points to consider when working with a budget. The site hosted by Buzzle.com provides the most important parts to keep in mind when budgeting. It highlights the importance of resource allocation, use of management software, proof of expenses, and communication of contingencies. Budgeting money can bring many questions from the stakeholders or upper management, therefore the urgency to talk about time consuming tasks and their effect on the outcome of the project is essential in encouraging others to understand the reasons for the way a budget is used (Laureate Inc., 2009).

http://www.brighthubpm.com/project-planning/2979-work-breakdown-structure-pitfalls-to-avoid/

           Budgeting and project schedule coincide to accomplish a successful project. The longer a task may occupy can lead to more costs in a project. Therefore, I found a resource that guides you when working with the Work Breakdown Schedule. The site hosted by Bright Hub PM is great because it provides a variety of articles that address different components of managing a project. One particular article I found useful focuses on avoiding pitfalls when constructing the WBS. It provides detailed examples of items that make an impact on the progress of the project such as developing a dictionary of terminology used in the schedule to assist team members. The use of group member input into the WBS and to avoid overload of tasks on team members. When developing a Work Breakdown Schedule, it is essential to have the right people, right tasks, and right time to ensure success (Laureate, Inc., 2009).

Resources

Laureate Education Inc. (2009) (Producer) Creating a Resource Allocation Plan [video] [transcript]. Dr. Stolovitch.

Laureate Education Inc. (2009) (Producer) Practioner Voices Resource Challenges  [video] [transcript]. Troy Achong.               

Communicating Effectively

          While viewing the different forms of communication, it seemed as if the messaged was conveyed in a formal manner and gradually changed to informal. The tonality seemed friendly and approachable for the email and face to face message, however the phone messaged seemed to stress more of an urgency with the missing report due to a stress and intonation in words such as “really”, “my report,” and “my deadline.”  The face to face meeting appeared to be pleasant; however this can cause a problem. It really depends on the other person’s personality, if it is similar to Dan’s personality in the case study 20, it may be easier to resist the request or consider the person a push over.

          Some factors I took into consideration when reviewing the message reflect the attitude of the speaker, purpose of message, and the clarity of the message. It is important to convey precise information in a message so that the recipient is fully aware of deadlines, tasks, and responsibilities (Laureate, 2009). With these forms of communication, I would have included the date in which I need the report in order to meet my project deadline. In efforts to move forward with the task, it would also be helpful to communicate the benefits of completing the tasks in timely manner. This would reflect a tone in which team work and support is present between the messenger and recipient.

          The form of communication that conveyed the true meaning and intent of the message would have to be the email. The email demonstrated the formal way of communicating with team members about a project .This form of communication serves as documentation for further conversations between the recipient and messenger (Laureate, 2009). It makes it more convenient to reference previous conversations to address any new needs for the tasks. It is recommended to avoid informal conversations or discussions with people involved in a topic and should be address in writing to establish accordance among the members involved (Portny, 2008).  In addition it provides a user friendly approach to communication.

          When communicating effectively with a project team member there are a few things to keep in mind. First, understanding the member’s style of communication helps to ensure that communication will be transferred effectively (Laureate, 2009). Next, sensing the personality and approach ability of the members helps to confirm that all members will obtain the same understanding of tasks, data, and responsibilities (Laureate, 2009). Lastly, illustrating the benefits through communication can promote effective team work and communication among the team.

References

Laureate Education Inc. (2009) (Producer). Project Management Concerns: Communication Strategies and Organizational Culture [video] [transcript]. Dr. Stolovitch

Laureate Education Inc. (2009) (Producer Practitioner Voices: Strategies for Working with Stakeholders [video] [transcript]. Troy Achong

Portny, E., Mantel,J., Meredith, R., Shafer, M., Sutton M., & Kramer, E. (2008). Project management: Planning, scheduling, and controlling projects. Hoboken, NJ: John Wiley & Sons, Inc.

Learning from a Project “ Post-mortem"

            The project that I decided to reflect on is a personal experience of planning a wedding. My fiancé at the time and I had gotten engaged in August of 2011. The project of planning a wedding was very frustrating and difficult due to many variables. Looking at this project from a Project Managers prospective, it relates to many of the components used in a general business project.

            Instead of hiring a wedding planner, my fiancé and I decided to take upon all of the responsibilities. Just as defining the scope and sequence in any project, this was an area that lacked in my project. A general outline was developed to highlight the budget, timeline, and list of vendors or supporters of the wedding. One major conflict with the scope of the project was due to the fact that my team member and I did not address the project until six months after the initialized engagement. With only six months to plan to work on the wedding, it was faced with many barriers and changes to the initial plan. One of the changes in the initial plan was the set budget. As a project manager communication is a key target when speaking with the stakeholders about changes to the project (Laureate, 2009). Reflecting the initial approval document supports whether changes can be made or eliminated. Due to the fact the as partners in this planning process, we did not stick firmly with our initial decisions, thus far causing an increase in budget.

            Another existing conflict was the defined roles and responsibilities held by the team members. My partner and I often expressed different views in decision making. One failure to this was not reviewing the scope and sequence to assist in our project, it was a long and consistent clash of ideas. When team members find themselves disagreeing on components of a project, it is the Project Manages role to intervene, review individual roles, responsibilities, timeline and budget (Laureate, 2009).

            Although the budget and decision making process was a persistent barrier in the project, there were some successes present. The outside people involved which included family members and vendors were very supportive in assisting with the timeline of the project. Finalizations with major parts of the wedding, which included food, photography, florist, and ceremony, were complete in a timely manner for the deadline.

            The overall success of the wedding was positive. I enjoyed the decisions that were made in the end and it was a fulfilling event. One of major components of this project that I would change would have been the planning process and timeline. Instead of wasting valuable time once the project was initiated, I would have started sooner and outline the work break down specifically. This would have avoided so many conflicts with decision making, the budget would have been maintained, and my team member and I would of focused on our specific roles in the project. It is important to keep in mind that with a specific scope commits to a limited sequences with direct control over a project (Laureate, 2009)

 

Resources

Laureate Education Inc. (2009) (Producer). Project Management Concerns'Scope Creep’ [video] [transcript]. Dr. Stolovitch

Laureate Education Inc. (2009) (Producer). Defining the Scope of an ID Project [video] [transcript]. Dr. Stolovitch

Reflection- Distant Learning

           Based on the increasing enrollment in distance learning courses and the benefits of participating, I think the perception of distance learning will be very popular and appealing.  It is important to keep in mind that new generations are emerged in a world of technology in which ipads, tablets, instant messenger, blogging, social networks and kindles are second nature in use. Also, there are many virtual schools that are implemented in secondary education; therefore many learners are becoming familiar with the distance learning environment.   In reference to Dr. Siemens, he mentions that many people have learned that interaction with technology is just as meaningful as communicating face to face. While conducting an interview this week, the interviewees expressed that their misconceptions about distant learning had quickly vanished once they have enrolled. They mention that distance learning was demanding and provided learning opportunities for critical thinking and applications. Overall, they expressed the quality of learning was equal or greater than traditional face to face classrooms.

           An instructional designer contains a prominent role in shaping the perceptions of distant learning.  Not only do instructional designers work collaboratively to develop effective distance learning courses, they are accountable for attracting learners to the distant learning environment. One way of addressing this would to assist learners with developing a sense of comfort with the learning environment and level of social activity. Therefore instructional designers can implement various opportunities for communication using sources such as skype, bridge lines, discussion forms, wikis, instant messenger or blogging so that learners become aware that conversation with these types of  resources provide meaningful discourse in various geographic locations. As Dr. Siemens points out that opportunities for improving distance learning will be present as technology evolves, for example simulations, games, video work within courses will guide these improvements.   

     

           One of the roles that I obtain in distance learning is simple being a learner. As I continue to pursue my educational goals and enroll in distance learning I am able to expand my knowledge in understanding new methods of technology and theories. In addition to this, I plan to pursue a career as a instructional designer or distance learning facilitator.  Therefore, I am placed in a role in which I will be able to enhance the field of distance education by implementing highly effective practices. Most of all becoming a supporter of distance education and working with learners will help in establishing a positive field for learners to pursue higher education and become effective learners in this environment.

           Overall, distance education will continue to provide many benefits for learners. As mentioned earlier, technology is a driving force in becoming educated and competent in functioning in our role as learners, educators, or other career fields. As highly effective distance learning courses are developed, the positive image of distance learning will continue to evolve as well.

Resources

Laureate Education Inc. (2009) (Producer). The Future of Distant Learning [video] [transcript]. Dr. George Piskurich

The impact of open sources

       While reviewing the resources available for distance learning, I found it fascinating that there are free online courses available for learners who want to expand their knowledge. Open Yale courses provide essential components of distance learning.

            Although these courses are designed differently than the distance learning courses used on course management systems, it was evident that these courses are well designed in their story board. Each course obtains a breakdown of each week with the unit of study. This reflects how effective the unit, weeks, and months are distributed for the content (Laureate, 2009). The syllabus for each course is general which includes the purpose of instruction, course requirements, and resources.

            In regards to the learning environment, it establishes a positive atmosphere. Learners are able to easily manage through the content and resources designed for each week comfortably (Simonson, 2012). In addition to learning environments, learning communities are established when learners interact with the materials and peers (Simonson, 20012). Although it is the educators’ role to facilitate the learning environment of a course, it is ultimately the participants who are held responsible for the success of the learning environment (Simonson, 2012). With most courses in Open Yale, study groups are available for students to join for course discussions. This demonstrates the accessibility of social interaction similar to traditional distance learning courses. However, it is only an option for each course and does not determine the quality of discussion among peers.

            The course designer includes activities for learners to reflect on their learning; however the only drawback from Open Yale is that most activities come from the text required for the course. There is little opportunity for application assignments to include outside resources. In my opinion, I believe this questions how effective learners are able to apply their knowledge using outside resources. Each activity is assigned with text readings, so if a student does not obtain the text for the course, their accessibility to complete assignments is limited. It is outlined in the course syllabus, so the quality of assignments would reflect the learner’s initiative to purchase the text. Due to the format of the course, instructor feedback is not an integral component for open courses. Each course provides lectured videos so that the instructor is able to convey the content to the learner. Although this type of media is embedded there is no interaction among the educator and learner present in these courses. Therefore students will not feel obligated to complete the assignments and learning is self-directed and self-monitored.  

           The use of open courses provides an educational opportunity to grow intellectually. Based on is distance learning components, it does not seem designed for the beginning learner to acquire the most effective learning experience. Indeed, the accessibility of materials may appear to be easily accessible, however communication among the facilitator and peers are important to enhance learning. Unfortunately open courses lack this source for distance learners. 

Resources

 Laureate Education Inc. (2009) (Producer). Planning and Designing Online Courses [video]       [transcript]. Dr. George Piskurich

Simonson, M., Smaldino, S., Albright, M., & Zvacek, S. (2012). Teaching and learning at a        distance: Foundations of distance education (5th ed.) Boston, MA: Pearson

           

Selecting Distance Learning Technologies

A new automated staff information system was recently purchased by a major corporation and needs to be implemented in six regional offices. Unfortunately, the staff is located throughout all the different offices and cannot meet at the same time or in the same location. As an instructional designer for the corporation, you have been charged with implementing a training workshop for these offices. As part of the training, you were advised how imperative it is that the staff members share information, in the form of screen captures and documents, and participate in ongoing collaboration.

            As an instructional designer working for this company, I will propose two different types of distance learning technologies to address the challenges of implementing this workshop. Since location and time constraint is the primary concern, it seems that the users will need to have accessibility to access these technology tools at their convenience. The first technology tool that I am proposing to implement with the training is the use of the wiki. A wiki is a website that does not require any type of downloadable software. A benefit of using the wiki is that it is user friendly and easy to manage a web page (Konieczny, 2007). In addition, a wiki supports the use of collaboration which allows users to edit any part of the site. The cost of using a wiki depends on the available wiki packages, some universities and colleges use wiki sites for faculty and students purposes (Konieczny, 2007).  

In relationship to the training workshop, the wiki will benefit the collaboration amongst the members by exchanging information, documents, videos and participating in discussion. Since the corporation contains six different locations, each location can be assigned their own wiki site. This will make it manageable to ensure that each participant is held accountable for collaboration. With the use of usernames and passwords, members from the corporation can visit other wikis. However this decision would reflect the overall short and long term goals of this training.

A naturalistic observation method was conducted with sixteen graduate students over a period of ten weeks to evaluate the effectiveness of the wiki environment amongst learners and the level of interaction (Huang, 2010).A survey of open ended questions was used to evaluate this study. Results concluded that interaction among students steadily progressed with the weeks. Less interaction with instructor and more interaction with the learners were present. It was evident that learners were comfortable with managing their time and interaction level with their peers over the ten week program (Huang, 2010).

The second technology tool that I am proposing for the training is the use of Course Management System. A CMS (Course Management System) is a virtual learning environment that uses software to design education courses for learners (Simonson, 2012). This tool provides many benefits that allow educators to track learner progress as well as promotes the use of learner interaction. One benefit that CMSs provide is quizzes and tests. This would be beneficial for the participants in the training process because corporate management can monitor the effectiveness of the training. Resources and activities can also be incorporated for users to support collaboration with the learners (Simonson, 2012).

A case study demonstrates the success of using a CMS.  A group of undergraduate students participated in a group project for a biology course. Eighty-three students used a CMS to create their own project site (Lonn, 2009). An online data survey was used to measure the effectives of using CMSs in distance education. Event logs and communication via email were tools to conclude results (Lonn, 2009). Data supports that 74% of students visit the site few times daily or weekly (Lonn, 2009). Based on activities involved in the CMS, the highest rating of using this technology tool was the use of sharing resources and messages among group members (Lonn, 2009). Also the use of managing files and announcements indicated an effective use of clear communication. This suggests the use of a CMS would be a great tool to manage content and the level of learner participation.  

Resources

Huang, D. (2010). A Case Study of Wikis’ Effects on Online Transactional Interactions. Merlot Journal of Online Learning and Teaching , 6 (1), 1-13.

Konieczny, P. (2007). Wikis and Wikipedia as a Teaching Tool. International Journal of Instructional Design & Distance Learning , 4 (1), 15-34.

Lonn, S. (2009, April 14). Using Learning Management Systems for Course Projects:A Case Study of Student Collaboration. Retrieved September 22, 2012, from CTools: https://ctools.umich.edu

Simonson, M., Smaldino, S., Albright, M., & Zvacek, S. (2012). Teaching and learning at a distance: Foundations of distance education (5th ed.) Boston, MA: Pearson

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