5.2 : Collect Lessons Learned
Objective
Identify the Program’s successes and areas for improvement, and report findings in a Lessons Learned Report.
View Lessons LearnedRecommended Best Practices
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Shared
Develop a Lessons Learned Questionnaire and provide it to program stakeholders to gather feedback on the successes and areas for improvement, including feedback on the Communications Plan
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Shared
Distribute questionnaire and provide time for response
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Shared
Identify major successes and areas for improvement based on stakeholder responses
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Facilitate a Lessons Learned Session with program stakeholders to review and further discuss Lessons Learned Questionnaire findings and additional program insights
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Document the major successes, areas for improvement, and lessons learned of the program and present the Lessons Learned Report to the key stakeholders
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Conduct knowledge transfer from migration team to Operations and Maintenance (O&M) team and closeout program
5.2 Lessons Learned
- Three key questions should be included in the Lessons Learned Questionnaire; (1) What went well, (2) What went wrong, and (3) What could be improved. The survey should also include questions around project activities scored on a range from low to high to allow participants to quantitatively identify what went well and what didn’t. Recommended questions categories could include project management, technology, communication, business processes, requirements, design and build, and testing and implementation
- When facilitating the Lessons Learned Session, the facilitator should utilize the Questionnaire findings, key project documents, and project survey results to help guide the participant conversation
- Use the Lessons Learned Report to document the program's effectiveness by comparing the Baseline Performance and Success Metrics against the Target Performance Success Metrics. Identify the unmet performance gaps and develop continuous improvement strategies that can help eliminate them
Stakeholders
Recommended stakeholders, inputs, & outputs may vary by implementation; however, agencies that contributed to this Playbook reported these factors as increasing the likelihood of success.Customer
- Executive Sponsor
- Business Owner
- Program Manager
- PMO Lead
- PMO Team
Provider
- Executive Sponsor
- Business Owner
- Program Manager
- PMO Lead
- PMO Team
Inputs
- Communications Plan
- Program Charter
- Program Management Plan
- Integrated Master Schedule (IMS)
- Status Reports/Dashboards
Outputs
- Lessons Learned Questionnaire
- Lessons Learned Session
- Lessons Learned Report
