Lessons Learned

about Lessons Learned

Jean C. Torrens, PMP
PMI Rochester Chapter Meeting
April 17, 2008
 Topics

Our Challenge

Goals

Lessons Learned Categories

Lessons Learned Elements

Brainstorming Approach Options

Jean C. Torrens, PMP 2 Copyright Pending

 Our Challenge
 As Project Managers, we all understand the
importance of lessons learned.
 Unfortunately we all have faced challenges at
times on this essential task…
• Have you and your team been in a position that
resulted in not taking the time to brainstorm and
document these critical lessons?
• Or just as frustrating, have your lessons learned
turned into a “shelved” document never to be
leveraged by your team or other teams?

Jean C. Torrens, PMP 3 Copyright Pending

 Lessons Learned Goals
 When:
• Phase Closure
• Project Closure
• Project Rebaselining
 How:
• Include in schedule
• Obtain buy-in from stakeholders
• Leverage the KISS approach…
Keep It Simple & Structured
• Communicate to other project & function teams

Jean C. Torrens, PMP 4 Copyright Pending

 Lessons Learned Categories
 Scope
Based o
 Quality n 9 PM
Knowle
Referen
ce dge Are
: PMBO
as
K Third
 Risk Edition

 Time
 Cost
 Human Resources
 Communications
 Procurement
 Integration (of all PM knowledge areas above)

Jean C. Torrens, PMP 5 Copyright Pending

 Lessons Learned Sub-Categories
Cost
• Cost Estimating
Quality • Cost Budgeting
Scope • Quality Planning • Cost Control
• Scope Planning • Quality Assurance
• Scope Definition – Project Metrics - Measure of Success
– Requirements – Defect Management
– Design • Quality Control
• Conceptual Time
• Logical • Activity Definition
• Physical
– Functional Specifications • Activity Sequencing
• Scope Verification • Activity Resource Estimating
• Scope Control • Activity Duration Estimating
Risk • Schedule/WBS Development
• Risk Planning • Schedule Control
• Risk Identification
• Risk Response
• Risk Monitoring & Control
Reference: PMBOK Guide, 3rd Edition

Jean C. Torrens, PMP 6 Copyright Pending

 Lessons Learned Sub-Categories
Communications - cont’d
• Communications Planning
• Information Distribution
– Process
• Within Team
• Between Team & Sponsor
– Tools
• Project Status
• Document Management
• Performance Reporting
– Project Performance
– Team Performance
• Stakeholder Management
Integration
• Project Life Cycle
• Project Charter Development
• Project Management Plan Development
• Project Execution
• Project Monitoring & Change Control
• Lessons Learned Process
Jean C. Torrens, PMP
Procurement
• Purchase & Acquisitions Planning
• Contracting Planning
• Seller Responses Request
• Sellers Selection
• Contract Administration
• Contract Closure
Human Resources
• HR Planning
• Project Team Acquisition
– Skills
– Skill Level
• Project Team Development
• Project Team Management
– Gaining Commitment
– Turnover / Re-Assignment
Reference: PMBOK Guide, 3rd Edition
7 Copyright Pending
 Lessons Learned Elements
 Accomplishment  what went well
 Challenge  what needs improvement
 Improvements
• Must for each Challenge
• Optional fine-tuning for any Accomplishments
 “Must Share” ideas  what should be shared
with other project & functional teams

Jean C. Torrens, PMP 8 Copyright Pending

 Lessons Learned Template
Item ACCOMPLISHMENTS CHALLENGES IMPROVEMENT Must
# What Went Well? What Needs Improvement? Recommendations Share
Scope S X
Scope Planning S1
Scope Definition S2
Requirements / Use Cases S2.1
Conceptual / Logical / Physical Design S2.2
Functional Specifications S2.3
Scope Verification S3
Scope Control S4
Quality Q X
Quality Planning Q1
Quality Assurance Q2
Project Metrics - Measures of Success Q2.1
Defect Management Q2.3
Quality Control Q3
Process Q3.2
Tools Q3.3
Risk R X
Risk Planning R1
Risk Identification R2
Risk Response R3
Risk Monitoring & Control R4
Process R4.1
Tools R4.2
Time T X
Activity Definition T1
Activity Sequencing T2
Activity Resource Estimating T3
Activity Duration Estimating T4
Schedule/WBS Development T5
Schedule Control T6
Process T6.1
Tools T6.2
Cost (Budget) B X
Cost Estimating B1
Cost Budgeting B2
Cost Control B3
Process B3.1
Tools B3.2

Jean C. Torrens, PMP 9 Copyright Pending

Lessons Learned Template - cont’d
Item ACCOMPLISHMENTS CHALLENGES IMPROVEMENT Must
# What Went Well? What Needs Improvement? Recommendations Share
Human Resources H X
HR Planning H1
Project Team Acquisition H2
Skills H2.1
Skill Level J2.2
Project Team Development H3
Project Team Management H4
Gaining Commitment H4.1
Turnover / Re-Assignment H4.2
Communications C X
Communications Planning C1
Information Distribution C2
Process C2.1
Within Team C2.1.1
Between Team & Sponsor C2.1.2
Tools C2.2
Project Status C2.2.1
Document Management C2.2.2
Performance Reporting C3
Project Performance C3.1
Team Performance C3.2
Stakeholder Management C4
Procurement P X
Purchases & Acquisitions Planning P1
Contracting Planning P2
Seller Responses Request P3
Sellers Selection P4
Contract Administration P5
Contract Closure P6
Integration I X
Project Life Cycle I1
Project Charter Development I2
Project Management Plan Development I3
Project Execution I4
Project Monitoring & Change Control I5
Lessons Learned Process I6

Jean C. Torrens, PMP 10 Copyright Pending

 Brainstorming Session Option 1
Inter-Active Team Approach
1. Each Team Member or Sub-Teams to…
a) Record Challenges with Improvements on Yellow
post-its
b) Record Accomplishments with optional fine-tuning
Improvements on Green post-its
c) Post ideas on flip charts by Category
2. As a Team…
a) Review each idea
b) Identify “Must Share” ideas with a 
3. After session, Lead to…
a) Document input on template
b) Communicate to other project & functional teams
Jean C. Torrens, PMP 11 Copyright Pending
 Brainstorming Session Option 2
Team Discussion Approach
1. Record Challenges with Improvements on template
2. Record Accomplishments with optional fine-tuning
Improvements on template
3. Identify “Must Share” ideas
4. After session
 Communicate
 Communicate
 Communicate
to other project & function teams

Jean C. Torrens, PMP 12 Copyright Pending

 Brainstorming Session Option 3
Off-Line Team Approach
1. Lead to meet with team to ensure understanding of…
a) Objective
b) Categories & Sub-Categories
c) Elements
2. Team Members to record input on template off-line
a) Challenges with Improvements
b) Accomplishments with optional fine-tuning Improvements
c) “Must Share” indicator
3. Lead to…
a) Correlate input
b) Review with team
c) Communicate to other project & function teams
Jean C. Torrens, PMP 13 Copyright Pending
 Brainstorming 3-Phase Approach
for Large Teams
1. Function Team Sessions (for example…)
a) Business
b) Design
c) Test
d) Program Management
2. Team Lead Session
a) Review Function Team Input
b) Brainstorm Lead-level Lessons Learned
c) Agree on “Must Share” ideas
3. COMMUICATE!

Jean C. Torrens, PMP 14 Copyright Pending

 Lessons Learned Template
for Large Teams

Document each function team’s input on separate worksheet

Jean C. Torrens, PMP 15 Copyright Pending
 “Must Share” Lessons Learned
Through out the project, educate your team
on the fundamentals of the PM knowledge
areas.
One approach is to organize your project
document management system into the 9
knowledge areas.

Jean C. Torrens, PMP 16 Copyright Pending

 Much Success
with Your
Lessons Learned!
Jean C. Torrens, PMP 17 Copyright Pending
 Send inquires and request for template soft-copy to
jtorrens@rochester.rr.com

Jean C. Torrens, PMP 18 Copyright Pending