Project Management Framework
Planning - Review Lessons Learned
Definition
One of the tasks that should be performed during the early planning stage is the review of lessons learned from past projects. Like the other planning tasks, there should be a deliverable at the end of the process, which demonstrates that this part of the job is complete and that the process can progress to the next task. For the lessons learned review, identification of those processes that can be improved, and creation of the improved methods constitutes the end product.
Why is this important?
A review of lessons learned from prior projects will help identify problems that may materialize during the project. Analysis of these problems should lead to ways to avoid or mitigate them. Reviewing lessons learned helps in setting a realistic schedule and estimating accurate costs, feeds the continuous improvement process, and provides input to the Quality Assurance Plan and the Risk Management Plan.
Instructions
Lessons learned are generally performed upon completion of IT projects and captured in Post Implementation Reviews (PIR), also known as Close-Out Reports. The PIR documents the comparison between the actual results of a project and the specified objectives and deliverables in the project charter. It also establishes a baseline for similar projects to assist in shaping more realistic objectives, cost estimates and project schedules. Locating all the agency's PIRs (there will be a finite number) is the first step, followed by an examination. PIRs from other agencies that cover projects similar to the one at hand will also yield valuable information. The internal agency PIRs, even if they are from dissimilar projects, may identify problems or issues that are cultural in nature, while the review of similar projects from outside agencies may illuminate issues that are specific to the nature of the project. Areas of interest in a PIR are comparisons of actual and estimated schedule, costs, functionality, quality and benefits. The lessons-learned section should document what was done really well, what could have been done better, what recommendations could be made for future project application, what could be done differently if it could be done over, and what was learned that can be applied to future projects. Some of the more common problem areas are getting the requirements right, and promoting good communications.
List the issues from the PIRs that may also be issues for the project at hand and prioritize them. Determine ways to address the most important issues. Document these actions in the various Project Plan deliverables such as the Risk Management Plan or the Quality Assurance Plan: (state which PIRs were reviewed, list the biggest concerns, and describe what will be done to mitigate these concerns.) It is a good idea to include any identified issues that may also be risks to the project in the Risk Management Plan.
How to Scale
For small projects, a general review of the agency's PIRs may suffice, with attention to any general areas of project management that may impact the project. For larger, higher-risk projects, the review should be extended outside the agency and possibly to other states and the industry in general. The extent of the mitigating efforts may also vary with the project size.
Lessons Learned Execution
Checklists