The ROI of Lessons Learned: A Case Study (Part III of III)

 Goal

How Data Will Be Collected/ Timing

Improved sharing of lessons learned among all project teams

6 months = 50% of project staff share information

9 months = 70% of project staff share information

12 months = 100% of project staff share information

Via surveys and small group meetings at 6 months, 9 months and 12 months

Use of new process: capturing, documenting, posting lessons learned to the Microsoft SharePoint® portal at mid-point and end of each project; utilization of lessons learned at the beginning of each new project

6 months = 50% compliance to new process

9 months = 70% compliance to new process

12 months = 100% compliance to new process

Via observation (checking the portal) and small group meetings at 6 months, 9 months and 12 months

Elimination in similar problems occurring from project to project

6 months = Reduction from 45% of time for rework to 30% for rework

9 months = Reduction to 15% for rework

12 months = Reduction to 0% (elimination of similar problems/rework due to non-sharing/re-use of lessons learned)

Via surveys with project teams, project managers and sponsors; review of projects completed at 6 months, 9 months and again at 12 months

Reduction in project costs
(due only to lessons learned utilization, further reduction is expected from other initiatives)

To no more than $1,800 (from a current of, on average, $3,000 attributable to lack of use of lessons learned) per project in additional costs due to lessons learned being utilized

Via surveys with project managers and sponsors; review of projects completed at 6 months and again at 12 months

Reduction in schedule
(due only to lessons learned utilization, further reduction is expected from other initiatives)

Reduction by 3 days (from 10 days to 7 days) due to improved sharing of lessons learned

Via surveys with project managers, project team members and sponsors; review of projects completed at 6 months and again at 12 months

Results of Collection

Improved sharing of lessons learned among all project teams

6 months = 30% share information (goal = 50%)

9 months = 55% share information (goal = 70%)

12 months = 95% share information (goal = 100%)

Challenges encountered in sharing information included: changing behavior of individuals who traditionally did not share information and were in the middle of challenging projects, thereby increasing the likelihood they would “return to the old way of doing things.” We improved results after the first 6 months by socializing what we were trying to accomplish and asking those who were doing more sharing to help in socializing by talking to the benefits they were seeing.  At the 15 month mark, 100% sharing of information was realized.

Use of new process: capturing, documenting, posting lessons learned to the Microsoft SharePoint® portal at mid-point and end of each project; utilization of lessons learned at the beginning of each new project

6 months = 40% compliance (goal = 50%)

9 months = 60% compliance (goal = 70%)

12 months = 100% compliance (goal = 100%)

Challenges encountered in compliance with capturing, documenting and posting lessons learned was attributed to lack of attendance at SharePoint training sessions due to travel and client commitments. Additionally, change is always tough and we expected – even with socialization – that there would be resistance. At the 6 month mark, after a lower rate of compliance than desired, we addressed the issue with a webinar and in-person session to explain the importance of the initiative and the individual as well as company benefits, and held a number of training sessions to accommodate schedules. This was done in conjunction with those who were using the new process and sharing best practices with others – they were our champions and helped by “spreading the word.” With the push done right after the 6 months mark, we hit 100% at the 12 month mark.

Elimination in similar problems occurring from project to project

6 months = No reduction (goal = from 45% to 30%)

9 months = Reduction to 25% (goal = 15% rework needed)

12 months =  Reduction to 2% (goal = 0% rework needed)

This goes back to sharing information and utilization of the new process. A slow start in those areas contributed to a slow start in moving to 0% rework required. The 0% number – which was without a doubt a stretch goal – is not yet reached though only 1% (within 16 months and beyond) of rework happens due to the same problem occurring from one project to another.

Reduction in project costs to no more than $1800
(currently at $3000 – but this amount is estimated to be due only to lessons learned utilization, further reduction is expected from other initiatives)

6 months = Still at $3,000 (on average)

12 months = Dropped to $1,600 (less than the goal amount – for lessons learned component only – of $1,800)

We were pleasantly surprised that we more than achieved this goal. Given the delay in achieving other goals, we expected a delay here also. However, overall increased use of lessons learned processes and procedures helped to achieve the goal.

Reduction in schedule by 3 days (from 10 days to 7 days)
(due only to lessons learned utilization, further reduction is expected from other initiatives)

6 months = reduced from 10 days to 8 days

12 months = reduced from 8 days to 6 days (+1)

Again, we were pleasantly surprised that we more than achieved this goal by one day (overall reduction in schedule – due to lessons learned utilization is 6 days (reduced by 4 days rather than goal of 3 days). Overall increased use of lessons learned processes and procedures helped to achieve the goal.