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I have a question Mudassar: Are all those 40 sites working in parallel at the same time ? If not, then you can divide the project in phases and track each phase.
Yes, all the 40 sites are running in parallel
Then yes it is better to track each site separately but all could be set under one program probably. Tracking each site separately will allow you to easily identify any delays or cost overruns.
Are these sites setup as part of a larger project initiative? I'd say this is one project with 40 installations. Although each site setup is unique; it's iterative until all 40 sites are setup. You should be able to setup a installation template and checklist and retrospectives learned to refine the next installation.
But how to handle lessons learned of each site and merge them for future reference ?
Retrospective is basically meant to be a just in time review, refinement and go forward action for the next site. Over time you'll develop a framework (if you will) and best practices for your site installation. Choose your tools to document. You'll be the expert!
This way you can know what lessons learned were specifc and which ones where common.
Hope this helps.
As it's part of a program, I agree with others, set up a standard performance report for each site that you can roll up for reporting upwards.
In terms of capturing lessons, there are various templates available, 1 register will be enough and just make sure you have a field to identify which of the 40 sites the lesson came from. It'll be important to review the lessons regularly, ensuring that if any high value lessons occur they can be shared with the others quickly to prevent the same thing happening.
Agree with other colleagues, all projects are subsets of a program, performance resport of each site will help to identify various aspects of each site individually
To answer the question of how many projects you have, I would say it depends on how many project managers or project management teams you have. If you have one project management team, then treat all 40 installations as part of one project. If you have 40 project managers leading each installation, then you have 40 projects within one program.
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