Lessons Learned Process– A Strawman
Lessons Learned “To pass on any lessons that can be usefully applied to other projects”
“The data in the report should be used by a corporate group…in order to refine, change and improve the standards.”
Prince 2 Lessons Learned Product Description
Lessons Learned - Purpose
Lessons Learned Log “[Collation] of the good and bad lessons about the … processes and products
as the project progresses” Within this log there could be contradictory statements to reflect different
perspectives
Recommendations must be included against each lesson
Lessons Learnt Report “A report that describes the lessons learned in undertaking the project… It is
approved… then held centrally for the benefit of future projects” “To pass on any lessons that can be usefully applied to other projects”
Reduced list of Lessons to reflect a more considered position
“The data in the report should be used by a corporate group…in order to refine, change and improve the standards.”
Recommendations have been ratified with the relevant party who is responsible for implementing any changes
Lessons Learned – Two Stage Approach
When Lessons Learned Log should be completed at the appropriate End Stage
points
Such exercises should be completed as soon as practicable – whilst the activities are easily recalled / not subject to 20:20 hindsight
Who A Lessons Learned Logging exercise is diminished if all parties are not
available Debate is necessary…
regarding why something was done in a certain way is required to see whether circumstances will enable elimination / replication of the lesson learned
required to identify ‘environmental factors’ – i.e. those that can not be changed
Those present may not be the people who can make a change happen, but must be able to articulate their recommendations
Lessons Learned Log– Some Principles
Outputs Collated Observations
What went well / could have been done better
Recommendations for Change These can only be recommendations – review of realisation / implementation
options may not be practical in the short term / at all
Owners for Recommendations The name / company responsible for the recommendation and documentation of
the action plan. Try to avoid industry groups so specific parties are actioned
Lessons Learned Log – Some Principles
Lessons Learned Log “[Collation] of the good and bad lessons about the … processes and products
as the project progresses” Within this log there could be contradictory statements to reflect different
perspectives
Recommendations must be included
Lessons Learnt Report “A report that describes the lessons learned in undertaking the project… It is
approved… then held centrally for the benefit of future projects” “To pass on any lessons that can be usefully applied to other projects”
Reduced list of Lessons to reflect a more considered position
“The data in the report should be used by a corporate group…in order to refine, change and improve the standards.”
Recommendations have been ratified with the relevant party who is responsible for implementing any changes
Lessons Learned – Two Stage Approach
Lessons Learnt Report Summary of Observations
Reduced list – identified actions against these observations
Action Plan Contains recommendations from the Log that have been accepted
Where relevant, an action plan to implement any changes required to implement recommendations, including
The timescales
Relative priority of change
Impact of making the change
Approval This must be ratified by the forum that identified the Lessons Learned
Lessons Learned Log – Some Principles
UNC Modification 334 Final Modification Report included an Action Plan which requested a Lessons
Learned Process Action: Joint Office - Convene post modification review for lessons learned Note:
applies to implemented and non implemented mods. Clear terms of reference to be established. Non-defensive Environment required.
• In twelve months time… Mods are reviewed in a way to identify the lessons learned that could be applied to future mods. The review is to encompass the journey of the mod through the mod process, the review should not repeat any particular position regarding the mod, a "blame" meeting will not be constructive.
UNC Modification Lessons Learnt Opportunity to identify:
Positive activities to be embedded in future engagement
Areas that require optimisation
Modification 334 – UNC Process
Process Trigger Nominated modifications
Implemented or Non Implemented Modifications
Reason for nomination for Lesson Learned Process must be defined – Lessons Learned can be time consuming and must demonstrate benefit
When Following ‘Direction’ – i.e. the notification of implementation or otherwise of the
Modification.
Nomination within [3 months of Ofgem Decision] [Initial period following introduction of Lessons Learned may allow older Modifications
that would benefit from review]
UNC Strawman Process
Lessons Learnt – Template
Unique
Reference Relevant Modification Stage Raised by: Lessons Learned Recommendation Date Owner
Composite UNC
Mod Number /
Unique Reference -
eg.. UNC
Modification 666
Potential Stages / Products for
Consideration:
- Pre Modification Engagement
- Modification Proposal (Proposal /
Benefit Statement / ...)
- Workgroup discussions
- Technical products (Legal Text / UK
Link Impact Statement)
Important to
identify, so
clarifications
can be
obtained for
report
compilation. Provide a specific and detailed explanation of the 'lesson'
Provide a detailed explanation of any recommendations that
would avoid facing a negative experience or embedding a positive
activity. Make specific recommendation about what you would
expect would be done differently.
The name / company /
industry group responsible
for the recommendation
or action. Try to avoid
industry groups so specific
parties are actioned.
666/01 -ve
666/02 +ve
Obs
erva
tion
Recommended Structure By Stage
By Product
Assists in Understanding Context
Assists in Targeting Recommendations
Lessons Learnt – Stages / Products for Review
Mod RaisedDiscussion of
Proposal at Panel
Referral to...
Development / Workgroup
ConsultationDraft
Modification Report
UKLink Impact Assessment
Final Modification
Report
Mod Panel Decision
Ofgem Decision
Modification Proposal Administration
Workgroup Assessment / Development
Workgroup ConsultationMod Panel Decision
Direction
Referred back to Workstream
Accepted by Panel
Workgroup Report
Draft Legal Text
Pre Mod Engagement
Pre Mod
Lessons Learned Log: Governance Workgroup
Open Forum - All relevant parties can attend
[Minimum parties] Joint Office (Chair)
Transporter representative
UNC Modification Proposer’s representative
Party nominating UNC Modification for Lessons Learnt review
Specific parties relevant to the discussion – must be invited – [via Teleconference]
Compiled by Joint Office
Lessons Learnt Report Owners have defined period [3 months] to confirm action plan
Must clarify within [1 month] of Log being issued whether they are able to accept recommendation / seek to amend action
Final Report compiled by Joint Office
UNC Strawman Process