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