Scope creep is defined as a “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). We received a grant to do a continuous quality improvement project using the plan do study act model. We worked with community partners to identify, an aim statement on the impact of trauma and toxic stress. The team identified that there was a lack of training and a lack of knowledge related to the impact of trauma on young children. The team created an improvement theory that stated if we identify evidenced based print and electronic materials and place them on partner websites then providers will have access to materials and increase the opportunity to discuss the impact of trauma and stress with other providers and families. The grantee expected us to complete the project in six months.
We progressed through the process of collecting baseline information, using specific diagrams to identify root causes and identify solutions. At four months the grantor sent an update on the timeline for the project. “Project managers must expect change and be prepared to deal with it” (Portny et. al, 2008, p. 346). We had a month less than expected therefore the group realized that the initial aim would not be achieved. The group revised the aim statement to so that we could accomplish it within the timeframe.
Looking back I would have done several things different to help the group achieve the initial project aim. During the planning stage I would have encouraged the group to meet more frequently. We only met twice during the first 8 weeks of the grant. Our group should have met every two weeks. To move complete all the plan activities. We had two data specialist in our team, the data people created the survey monkey with my help and did the analysis. Next time I would have asked the data specialist to meet outside of the larger group meeting and begin earlier. This would have allowed us to get our survey monkey out earlier and collect our baseline data. The data analysis was a long process because we used the free survey monkey. In retrospect I would have requested using some of the grant money to upgrade the survey monkey capability. We collect trauma materials and spent 2-3 meetings reviewing all the documents as a group. It appeared that group member had very little time to review the materials before the meeting therefore we had very lengthy discussions regarding each educational material. Next time I would have a smaller group begin the review of materials earlier in the timeline and make recommendations to the larger group.
Portney, 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.