At this time our company is in the process of developing a PMO. To compound the issue we just came out of a reorg, redeveloping how we do what we do, so we are in the cat herding phase of trying to get things done. From everything I see program management is critical to our success. But one area we are struggling within the PMO is the "Lessons Learned" repository and what should the make up be of data that resides there. Does anyone have an example for me to look at of companies that has been successful with this endevor? Unforunately, several people within our group feel that it should only look at the projects and nothing else. While several other folks and myself feel the scope is much bigger. Thoughts??? Saving Changes...
I suggest that you perform a retrospective and use the process to capture the end of project data for each or all projects. A formal respository can be setup in a Word document, Excel spreadsheet, or an Access database which are easy to setup. Note that many things can be captured in a retrospective besides project data. A great reference to start with is to use Norm Kerth's handbook titled "Project Retrospectives (Dorset Press, 2001)." It covers in great practical detail how to capture a project's lessons learned. His book includes examples and outlines as well as helpful techniques in capturing end project data. Also go to his website www.retrospectives.com for more info. Norm facilitates retrospectives for many software, IT, MIS organizations. I know many of his peers and some of the other facilitators he uses and they are a first class group of IT, MIS, software and computer professionals.
It may be bigger than projects in your situation, I don't know. However, it also sounds like there is a lot of work to do given your reorg, new PMO, etc. I would highly recommend that you start with something small folks can use right away, get some credibility going and then build on it. Once people are using it, they will tell you what they want to see next. Saving Changes...
Mark Price PerryBusiness Driven PMO Evangelist| BOT InternationalOrlando, Fl, United States
Sounds like your PMM does not address Continuous Improvement very well or even at all. That is not surprising as most PMMs address management of the project effort from initiating through closing rather than management of the complete project management process including the management of the activities that occur both before initiating as well as after closing. Hence, with respect to lessons learned, they are usually filed and forgotten and/or people spend more time debating how to collect and where to file lessons learned than doing anything about them. Many people believe, as do I, that every process or best practice should include a post-closing continuous improvement step. One of the "inputs" to this step is your documented lessons learned. And one of the outputs of this step is the project managers recommendation for continuous improvement based upon the observed lessons learned. Such recommendations can include tooling, training, and process improvements. Also, the continuous improvement step includes submission of the documented recommendations for continuous improvement to the PMO, IT Dept, or project orgnization management authority as well as their disposition and status. The end result is a priority and focus on continuous improvement actions. The lessons learned repositor can be structured in in number of useful ways. One common approach is to capture lessons learned feedback by PM process area, by tools used, and other measurable areas that can help direct actionable solutions. For example, if lessons learned consistently point to skill level errors or a PM tool limitation, then continuous improvement recommendations for such things as PM training and/or PM tool upgrades can be evaluated and acted upon. I would suggest giving ample attention to the lessons learned repository and what shoud go there, etc. and then turning your focus on Continuous Improvement. That is, what you plan to do with your lessons learned. We have helped a number of clients with continuous improvement. If you would like, I would be happy to put you in touch with some of them. Hope this helps..! Best regards. -- Mark Perry, VP of Customer Care, BOT International Saving Changes...
