Project XXXX Lessons Learned Data Gathering Session

1. DRAFT 1 8/25/2012 Project XXXXLessons Learned Data Gathering Session Date

2. DRAFT 2 8/25/2012 Introduction A lessons learned review enables Project Managers to prioritize and analyze feedback from project team members in order to more effectively plan for future projects

3. DRAFT 3 8/25/2012 Process Information is gathered about experiences, both positive and negative, that have had a material effect on the project�s success. Deliverables are compared to the charter to determine if the expected outcomes were delivered and to identify any variances from the project goals Changes, surprises and other unplanned events are identified and accounted for Also called a post-mortem or post-implementation review Can be done at any time during the project lifecycle

4. DRAFT 4 8/25/2012 What do we want to know? Overall was the project a success? What was done really well? What could have been done better? What recommendations would you make for future projects? What would you do differently if you could do it over again? What have we learned that can be applied to future projects? Did this project uncover or prove any best practices?

5. DRAFT 5 8/25/2012 Things we are looking for What happened to the project as a result of this problem or experience? What signs could have warned us that a problem was imminent? Is there a weakness in monitoring, control, or the reporting systems that caused the problem to be missed? How can management systems, control systems, technical reviews, and planning processes be strengthened in the future? How can we improve?�

6. DRAFT 6 8/25/2012 Common Lesson Categories Project Initiation Vendor Solicitation and Selection Contract Negotiation and Management RFP Process Technology Project Management Timeline Development Deliverables and Dates Resource Availability Communication Technical Specifications Data Conversion Testing Training Implementation and/or Pilots Production and Operations

7. DRAFT 7 8/25/2012 Lessons Learned Ground Rules Everyone is allowed a voice Respect everyone�s perspective Avoid criticizing ideas and input from other participants Avoid blaming people for past events Identify root causes, not just systems Focus on understanding, learning, looking ahead Above all, be positive and constructive

8. DRAFT 8 8/25/2012 What Went Right Summarize in quick bullet points specific things that worked well Use specific examples: �daily 15-minute morning status meetings worked well� instead of �team communicated well�. Distribute or list network location of forms, procedures, reports, etc. that were found to be particularly useful.

9. DRAFT 9 8/25/2012 What Went Wrong Summarize in quick bullet points specific things that caused problems Try to isolate specific attitudes, procedures, methods, timing issues, etc. that caused problems How did team respond to problems?

10. DRAFT 10 8/25/2012 Document By university or enterprise level, record critical recommendations for future projects of this type Identify and prioritize action items Distribute findings with a more detailed summary of information gathered Work on the action items

11. DRAFT 11 8/25/2012 Remember The intent is to proactively use the data to pursue ongoing project improvements Serves as a baseline for similar projects in the future with respect to shaping more realistic objectives, estimates, and schedules