Conduct Post Project Review

Purpose:

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Objective:

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Description:

  1. Post Project Review (PPR) provides an opportunity to the Project Team to retrospect and identify:
    • Best practices followed that contributed to the project’s performance
    • Practices that hindered the project performance
  2. Project Manager shall plan and conduct the Post Project Review.
  3. The Project Manager shall document the best practices and lessons learned and make them available to other projects, as necessary, to ensure that future projects will benefit from them.

Inputs:

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Outputs:

  • Post Project Review Template
  • Post Project Review Questionnaire
  • Project Role Feedback Form

Controls:

  • Post Project Review Template
  • Post Project Review Questionnaire Template
  • Project Role Feedback Form Template

Task Instructions:

Develop Post Project Review Breakout Session Topics and Agenda

    1. Project Manager shall collect and complete the submission of process and procedure standard metrics.
    2. The Project Tracking System shall be updated with the necessary data.
    3. The Project Manager shall coordinate with the PMO to archive the project documents as the final baseline.
    4. Project Manager shall identify the participants for the Post Project Review Meeting. The participants typically include the following:
      • Project Team Members
      • Members of the Supplier Team actively interacting with the organizational  Project Team
      • Business Project Champion
      • QA Analyst
      • PMO Program Manager assigned to the project
    5. Project Manager shall update the Post Project Review Questionnaire by adding project specific questions, as necessary, and communicate it to the Project Team Members to collect input. Sufficient time shall be provided to the Project Team Members for responding to the questionnaire.
    6. Project Manager shall consolidate the responses to the questionnaire to determine the breakout session topics that will be covered during the Post Project Review Meeting. The first session’s topics should focus on those that received poor scoring, and the second session should focus on the items that went well and should be repeated.
    7. The Project Manager shall create the Post Project Review Agenda and distribute to the participants that have already received notification of the Post Project Review Meeting.
    8. Project Manager shall circulate the consolidated responses of the questionnaire along with the summary of the findings to the Project Team Members.
    9. The Project Manager shall communicate the agenda, timing and venue of the Post Project Review Meeting in order to ensure participation.

Conduct Post Project Review Meeting

    1. The Project Manager may identify a Facilitator to conduct the meeting. Having a Facilitator will allow the Project Manager to participate as a Team Member along with the rest of the participants, including Suppliers.
    2. Project Manager shall initially review the preliminary analysis of the questionnaire with the Project Team and gather any additional inputs and comments. The Project Team may prioritize, if necessary, and identify the items that need to be discussed during the meeting. Some of the suggested voting processes are:
      • Choose top 3 or 5 items by each participant
      • Distribute 10 points amongst 3/5 items that participants feel are the most significant
    3. Participants shall discuss the identified items or issues to analyze the root cause for the issues and to develop action items and lessons learned. If necessary, an action plan may be developed during the Post Project Review Meeting.
    4. The Post Project Review Team shall agree on best practices and lessons learned and document the same in Post Project Review Report.

Complete Post Project Review Report

    1. Project Manager shall ensure that the action items agreed on during the Post Project Review Meeting are documented in the Post Project Review Report. All the sections shall be completed before circulating the report.
    2. Project Manager shall ensure that the Post Project Review Report is consistent and are complete before communicating it to the Project Team Members, Business Project Champion, Senior Manager and the PMO.

Create Project Role Feedback Forms

    1. Project Manager shall complete the Project Role Feedback Form for each Project Team Member, based on the observation and feedback from the Team Members. This will provide feedback on each individual’s role performance. The Project Manager shall communicate the form to the Manager to whom the individual Team Member reports.