Capturing and Applying Lessons Learned Sandra F. Rowe, PMP, MBA, MSCIS 2012 National BDPA Technology...
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Transcript of Capturing and Applying Lessons Learned Sandra F. Rowe, PMP, MBA, MSCIS 2012 National BDPA Technology...
Capturing and Applying Lessons
LearnedSandra F. Rowe, PMP, MBA, MSCIS
2012 National BDPA Technology ConferenceAugust 1, 2012
Course Introduction
Administration
Place name on card tents Discuss break Assign a timekeeper Send around sign-in sheet Remind participants to silence phones
Purpose
The purpose of this course is to provide you with the necessary knowledge, skills, tools and techniques to effectively capture and apply lessons learned
Course Objectives
Suggest a methodology for the capture, classification, storage and dissemination of lessons learned
Discuss lessons learned tools and techniques Discuss the use of lessons learned Share lessons learned best practices
Course Delivery Strategy
This course is highly interactive to encourage participants to ask questions and share their experiences
Instructional design methods includes lectures, group discussions and practical exercises to achieve course objectives
Review and reinforcement activities at the end of each section
Participants will be able to develop a learning journal
Introductions
Participant Name Background Previous lessons learned experience
Instructor
Course Outline
Course Introduction Section 1: Lessons Learned Overview Section 2: Capturing Lessons Learned Section 3: Applying Lessons Learned Section 4: Lessons Learned Best Practices Section 5: Lessons Learned Research
Exercise: Your Expectations
1. Take one minute to list what you expect to learn in this course
2. Share one expectation with the class
Introduction Exercise
Section 1: Lessons Learned Overview
Course Outline
Course Introduction Section 1: Lessons Learned Overview Section 2: Capturing Lessons Learned Section 3: Applying Lessons Learned Section 4: Lessons Learned Best Practices Section 5: Lessons Learned Research
Section Overview
This section includes the following: A discussion on learning An introduction to a lessons learned process
Section Learning Objectives
At the end of this section you will be able to: Discuss the importance of learning Discuss the components of a lessons learned
process
Lessons Learned Defined
The learning gained from the process of performing the project. Lessons learned may be identified at any point. Also considered a project record, to be included in the lessons learned knowledge base
Source: Adopted from the PMBOK® Guide -Third Edition
Common Beliefs
Every project is different and learning from one project is not applicable to other projects
There is not enough time for learning. We have to complete the project.
Nothing ever happens after lessons learned are captured.
Discussion: Learning
Are you learning from project to project?
Is your organization benefiting from this knowledge?
•Project management processes and tools
•Technology•Business processes•Leadership and teamwork
Identify RetrieveStoreAnalyze
Identify comments and recommendations that could be valuable for future projects
Document and share findings
Analyze and organize for application of results
Store in a repository
Retrieve for use on current projects
Capturing Applying
Document
Lessons Learned Process
Summary
In this section we: Discuss the importance of learning Discuss the components of a lessons learned
process
Questions?
Learning Journal
Directions: Spend a few minutes reviewing the material covered in this section. Record your thoughts and ideas for future reference and application.
Thoughts and Ideas Application Plan
Section 2: Capturing Lessons Learned
Course Outline
Course Introduction Section 1: Lessons Learned Overview Section 2: Capturing Lessons Learned Section 3: Applying Lessons Learned Section 4: Lessons Learned Best Practices Section 5: Lessons Learned Research
Section Overview
This section includes the following: Tools to facilitate a lessons learned session A discussion on when to capture lessons learned Suggestions for reporting lessons learned
Section Learning Objectives
At the end of this section you will be able to: Facilitate a lessons learned session Document lessons learned Communicate lessons learned
Capturing Lessons Learned
Identify
Identify comments and recommendations that could be valuable for future projects
Document
Document and share findings
The more discipline and effort you place in capturing lessons, the more prepared you are to apply the lessons
Identify Document RetrieveStoreAnalyze
Identify Lessons Learned
Identify
Identify comments and recommendations that could be valuable for future projects
Identify Document RetrieveStoreAnalyze
Facilitation shifts responsibility from leader to team members
Team members focus on content What you do What is being discussed
Facilitator focuses on process How you do something How things are being
discussed
Identify Document RetrieveStoreAnalyze
Facilitator
One who contributes structure and process to interactions so teams are able to function effectively and make high-quality decisions
Source: Bens, Ingrid, Facilitating With Ease!, San Francisco, CA Jossey-Bass, 2005
It is best for someone other than the project manager to facilitate the lessons learned session
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Facilitator’s Responsibilities
Identifies participants Defines and assigns roles and responsibilities Determines facilitation tools and techniques Develops session guidelines Provides high-level project overview Identifies categories Prepares agenda
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Core Facilitator Practices
Stay neutral Listen Ask questions Paraphrase Summarize Manage Participation Focus Discussions
Identify Document RetrieveStoreAnalyze
Lessons Learned Session Agenda
Welcome and introductions Session guidelines Project overview Explanation of categories Project Survey results Lessons learned discussion by category/project questions What went well, what went wrong, what needs to be
improved Wrap-up and next steps
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Categories
Identify Document RetrieveStoreAnalyze
TestingImplementationDesign
Requirements
Resources Business
ProcessesCommunication
External AreasTechnical
Project Management
Session Guidelines
Selected members make every reasonable effort to be present throughout the lessons learned session.
Criticism of the project and its processes is encouraged
Criticism of people is not permitted Participation is encouraged from everyone; differing
views are healthy. “Discussion tangents” are discouraged
Identify Document RetrieveStoreAnalyze
Project Evaluation
Scope SA A N D SD NA
2.1 The business case was sound. 2.2 Project vision, objectives, requirements,
assumptions and constraints were clear.
2.3 Success and acceptance criteria (sustainability: knowledge transfer and support) was clear.
2.4 The deliverables list was complete.
Cost SA A N D SD NA
4.1 The budget was based upon a realistic estimate. 4.2 Estimates and/or prices were accurate. 4.3 Cost control was sufficient.
SA – Strongly Agree, A – Agree, N – Neutral, D – Disagree, SD – Strongly Disagree, NA – Not Applicable
Identify Document RetrieveStoreAnalyze
Questionnaire
Project Management Issues were documented and resolved in a timely
manner
The project schedule was distributed to the team
0 1 2 3 4 5AgreeStrongly Disagree
0 1 2 3 4 5Agree Strongly Disagree
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Project Questions
1. How could we have improved our estimate of size and effort of our project?
2. Describe any early warning signs of problems that occurred later in the project?
3. Were our constraints, limitations, and requirements made clear to all vendors/contractors from the beginning?
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Key Questions
• What went right?• What went wrong?• What needs to be improved?
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Key Questions
Project Management - Issues What did we do right?
What did we do wrong?
What do we need to improve?
Issues were identified and recorded in a database
Issues were not resolved in a timely manner
Issues escalation process
Identify Document RetrieveStoreAnalyze
Exercise: Identifying Lessons Learned1. Discuss your team structure and
add some project context specifics
2. Use the facilitation tools to identify lessons learned
3. Capture on flip chart
4. Prepare to discuss
Lessons Learned
IdentificationExercise
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When to Capture
Planning Different time frames based on project
criticality and complexity At the end of a project At the end of each phase Real time – when you learn the lesson
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Real Time Lessons
Document lessons in real time—when they occur
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Tickler file Status meetings Special meeting
Document Lessons Learned
Identify Document RetrieveStoreAnalyze
Document
Document and share findings
Post-Project Review Report
Project background and objective Lessons learned process overview Summary of results
Project strengths – what went well Project weaknesses – what went wrong Recommendations – what we need to improve
Detailed results by knowledge area or category Next steps
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Reporting Options
Detailed Report – organized by key fields form the lessons learned template and includes responses gathered during the session
Summary – a one-page brief summarizing the findings and providing recommendations
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Reporting Options
Recommendations – Recommendations are actions to be taken to correct findings. The approved actions should be documented and tracked to completion. In some cases the approved action may become a project due to high level of resources required to address the finding.
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Communicate
Establish standard reports Easy to generate Easy to read
Share lessons learned with project team members
Share lessons learned with other project teams
Identify Document RetrieveStoreAnalyze
Discussion: Communicate Lessons LearnedWhat are some ways to communicate lessons learned
Summary
In this section we: Discussed how to facilitate a lessons learned
session Discussed how to document lessons learned Discussed how to communicate lessons learned
Questions?
Learning Journal
Directions: Spend a few minutes reviewing the material covered in this section. Record your thoughts and ideas for future reference and application.
Thoughts and Ideas Application Plan
Section 3: Applying Lessons Learned
Course Outline
Course Introduction Section 1: Lessons Learned Overview Section 2: Capturing Lessons Learned Section 3: Applying Lessons Learned Section 4: Lessons Learned Best Practices Section 5: Lessons Learned Research
Section Overview
This section includes the following: How to determine the root cause of lessons How to use lessons learned for risk mitigation Introduction to the Lessons Learned Input
Template Suggestions for using lessons learned
Section Learning Objectives
At the end of this section you will be able to: Determine the root cause of lessons Use lessons learned for risk mitigation Use the Lessons Learned Input Template Discuss opportunities to use the lessons learned
Applying Lessons Learned
Analyze
Analyze and organize for application of results
Store
Store in a repository
Retrieve
Retrieve for use on current projects
Analyze Lessons Learned
Identify Document RetrieveStoreAnalyze
Analyze
Analyze and organize for application of results
Root Cause Analysis
Identify causes not symptoms or effects Further analyze each cause until the root
cause is determined Document root cause Consolidate, prioritize and assign root causes
for follow up Implement solutions
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Exercise: Root Cause Analysis
1. With your team select a lesson and conduct a root cause analysis
2. Prepare to share
Root Cause AnalysisExercise
Identify Document RetrieveStoreAnalyze
Solutions
ProcessesDocumentatio
n
Procedures
Training
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Risk Mitigation
Review project risks and determine if there is something that can be done at the organizational level
Communicate business risks to the project sponsor
Identify Document RetrieveStoreAnalyze
Final Analysis
Determine process improvements Determine training needs/update existing
training programs Determine which lessons should be
communicated to other teams and how this communication will occur
Determine which lessons should be stored in the repository
Identify Document RetrieveStoreAnalyze
Store Lessons Learned
Identify Document RetrieveStoreAnalyze
Store
Store in a repository
Lessons Learned Input Template
Category Lesson learned Action taken How did you arrive at
the action Root cause Key words
Lessons Learned
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Key Words
Data fields to aid search One of the determinants of success in
utilizing lessons learned Key words: vendor, process improvement,
software upgrade
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Store Lessons Learned
Store lessons leaned in a manner that allows user to easily identify applicable lessons learned through information searches
Stored lessons learned should be periodically reviewed for usefulness
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Exercise: Input Template
1. Individually fill out the Lessons Learned Input Template
Input TemplateExercise
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Store Lessons Learned
Store lessons Project library Lessons learned repository
A resource should be responsible for maintaining the library/repository
Project managers should make sure their lessons are stored
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What Is the Best Tool?
There is no one answer Work with Company software currently
available Must have reasonable access across the
Company’s intranet or LAN
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Successful Software Tool
Establish standard template to capture lessons learned information
Create easy to use software screens for data entry Create easy to use search capability on key data
fields and key words Develop easy to read output reports Provide ability to generate metrics reports
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Lessons Learned Tool Examples
IBM: LotusNotes Novel: Linux Systems, Linux Desktop,
OpenOffice, iFolder Microsoft: SharePoint, Word, Excel, Access Oracle
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Retrieve Lessons Learned
Identify Document RetrieveStoreAnalyze
Retrieve
Retrieve for use on current projects
Retrieve Lessons Learned
Review lessons learned at the beginning of the project
Review lessons learned throughout the project
Share information with the team Risk mitigation
Identify Document RetrieveStoreAnalyze
Retrieve Lessons Learned
Review lessons learned before starting a new project Share previous lessons learned with project
leadership and discuss the approach for the current project
Discuss lessons learned with the project team during the project kick-off meeting
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Summary
In this section we: Determined the root cause of lessons Discussed how to use lessons learned for risk
mitigation Used the Lessons Learned Input Template Discussed opportunities to use the lessons
learned
Questions?
Learning Journal
Directions: Spend a few minutes reviewing the material covered in this section. Record your thoughts and ideas for future reference and application.
Thoughts and Ideas Application Plan
Section 4: Lessons Learned Best Practices
Course Outline
Course Introduction Section 1: Lessons Learned Overview Section 2: Capturing Lessons Learned Section 3: Applying Lessons Learned Section 4: Lessons Learned Best Practices Section 5: Lessons Learned Research
Section Overview
This section includes the following: Lessons Learned Best Practices
Section Learning Objectives
At the end of this section you will be able to: Communicate lessons learned best practices
Discussion: Best PracticesWhat are some Lessons Learned Best Practices
Lessons Learned Best Practices Review lessons learned from previous projects at the
beginning of your project Conduct lessons learned sessions at various times
throughout the life of your project Use facilitation tools and lessons learned templates Allow time for real time lessons Use templates to allow for consistency Perform a root cause analysis on project problems and
engage the appropriate resources to implement solutions. Store lessons in a repository that has key word search
capability Have leadership involvement
Make it Happen
The project manager should communicate the lessons learned process and expectations and strongly encourage the team to participate
The project team should be on the look out for best practices and areas for improvement and communicate them at the appropriate times
PROJECTSUCCESSPROJECTSUCCESS
Summary
In this section we: Discussed Lessons Learned Best Practices
Learning Journal
Directions: Spend a few minutes reviewing the material covered in this section. Record your thoughts and ideas for future reference and application.
Thoughts and Ideas Application Plan
Section 6: Lessons Learned Research
Course Outline
Course Introduction Section 1: Lessons Learned Overview Section 2: Capturing Lessons Learned Section 3: Applying Lessons Learned Section 4: Lessons Learned Best Practices Section 5: Lessons Learned Research
Lessons Learned Culture
What does it take for a culture to support lessons learned?
Exploring Lessons Learned: A Qualitative Study on Knowledge Sharing for IT Program ManagementCentral Question: How does the use of lessons learned facilitate knowledge sharing for IT program management?
What are program stakeholders’ perceptions of the role (capture and use) of lessons learned in knowledge sharing in IT program management?
How are lessons learned captured for knowledge sharing in IT program management
How are lessons learned used for knowledge sharing in IT program management?
What do program stakeholders perceive to be the facilitators and barriers to capturing and using lessons learned for the benefit of knowledge sharing among current and future projects within IT programs?
Questions?