Annex C—Lessons-learned report template

  • Project name:
  • Project number:
  • Location:
  • Client:
  • National Project Management System (NPMS) Phase: ( )
  • Revision #: ( )
  • Project Leader: (name and telephone number)
  • Project Manager: (name and telephone number)
  • Property Manager: (name and telephone number)
  • Prepared by:
  • Date:
  • File name (GCDOCSFootnote *):

The Lessons-Learned Report is an essential component of the Continual Improvement Process. In addition to being a key element of good quality management, it also allows us the opportunity to evaluate and learn from the many activities that took place throughout our project's life-cycle. Project lessons learned can be performed at any time during the project. However, it is required as one of the activities included in the Close-Out phases in each of the Identification and Delivery Stages of the National Project Management System (NPMS). Lessons-Learned reports are to be forwarded to the Regional Gatekeeper to enable suggestions for improvement and lessons learned to be shared with the real property community.

Steps for completing a lessons-learned report (note that the directive referred to below is the National Project Management System Directive on Lessons Learned for Real Property Projects):

  1. Gather input (directive step 2b):
    Consult stakeholders and gather materials that will provide records of decisions, provide details of events, to support the identification of lessons learned.
  2. Review and assess information (directive step 3a):
    Analyze reference material, isolate indication of threats causing undesirable results and opportunities seized during the project's life.
  3. Capture the lessons learned (directive step 3b):
    Discuss origins of issues and causes (positive and negative), and record the results for keeping on-file with the project documentation.
  4. Identify lessons learned to be shared (directive step 3c):
    Identify aspects of the project lessons learned which the project team has identified for sharing with the Regional Gatekeeper and local management for improvement of processes and practices.

1. Introduction / background

Brief overview of the project, what it is, what it is about, of what program it is a part, overall cost, any particularities, etc.

2. Project closeout meeting

List of participants

Refer to Annex A—Lessons-learned meeting agenda template of the National Project Management System Directive on Lessons Learned for Real Property Projects.

3. Performance indicators

Key performance indicators for space projects (Lease/Crown)

Lease contract approval

Fit-up budget

Square meter rentable

Project scope

Project time

Business outcomes: Did the project achieve its business objectives?

Other comments

Key performance indicators for asset and other government departments projects

Project approvals

Project costs

Project scope

Project time

Business outcomes: Did the project achieve its business objectives?

Other comments

4. Checklist (to be completed with the team)

Project lessons-learned checklist

This table is a template and contains no data.

Table summary

This table is a checklist outlining the key questions a project team should answer when completing the lessons-learned close-out meeting.

Project inception and identification stage
No. Lesson learned Yes No n/a Comments
1. Project objectives were specific, measurable, attainable, results-focused and time-limited.        
2. Client requirements were clear and concise.        
3. Statement of Requirements, including client requirements checklist, was shared with team.        
4. Preliminary Project Plan and schedule were well documented, with appropriate structure and detail.        
5. Project Schedule encompassed all aspects of the project.        
6. Tasks were defined adequately.        
7. Project Charter with roles and responsibilities was adequately defined and prepared and signed by team members.        
8. Options were well analyzed and documented in the Feasibility Report and IAR.        
9. Project budget was well defined.        
10. Client budget was well defined and confirmed at an appropriate time.        
11. Project (objectives, budget and schedule) had buy-in from the stakeholders.        
12. Project sought appropriate PA approval.        
13. Identification close out document was completed and all deliverables were complete.        

This table is a template and contains no data.

Table summary

This table is a checklist outlining the key questions a project team should answer when completing the lessons-learned close-out meeting.

Project delivery stage
No. Lesson learned Yes No n/a Comments
14. Project stuck to its original goals.        
15. A fairness monitoring process was in place as required (for large or complex procurement activities).        
16. All stakeholders had appropriate input into the project planning process.        
17. A Project Management Plan was created, approved, distributed, and revised when appropriate.        
18. Stakeholders had easy access to Project Management Plan and Schedule.        
19. Client budget was revised and re-confirmed at an appropriate time.        
20. Changes in direction that did occur were of manageable frequency and magnitude and followed appropriate approval requirements.        
21. Project baselines (Scope, Time, Cost, Quality) were well-managed (e.g. changed through a formal Change Control Process).        
22. Design changes were well-controlled.        
23. Basic project management processes (e.g. Risk Management, Issue Management) were adequate.        
24. Procurement (e.g. Request for information (RFI), and tender) went smoothly.        
25. Stakeholders were satisfied with information received.        
26. The project had adequate Quality Control.        
27. Risks were manageable.        
28. Risk management plans were completed at appropriate stages and risks had appropriate risk response strategies.        
29. Preapproved Amount for Anticipated Amendments (PAAA) (risk reserve) and delegated authority were sufficient to carry out the project changes.        
30. Project documents were updated as required, i.e., Specific Service Agreement (SSA)'s, Project Management Plan, Schedule, etc.        
31. Project Team was properly organized and staffed.        
32. Project experts Centre of Expertise (COE) were adequate.        

This table is a template and contains no data.

Table summary

This table is a checklist outlining the key questions a project team should answer when completing the lessons-learned close-out meeting.

Overall
No. Lesson learned Yes No n/a Comments
33. Initial cost and schedule estimates were accurate.        
34. Project was delivered within approved schedule.        
35. Project was delivered within approved budget.        
36. Overall Change Control was effective.        
37. NPMS Control Points and Deliverables were adhered to.        
38. Client's needs/requirements were met.        
39. Client was satisfied with the project outcome.        
40. Project Objectives were met.        
41. Project Team was properly organized.        
42. There was good communication within the Project Team.        
43. Close out document checklist completed (and project documentation kept on file).        

5. Project lessons-learned summary

This section should refer to the Lessons-Learned Log that was completed for this project. It is not necessary to duplicate in this document the information contained in the Lessons-Learned Log. The Lessons-Learned Log shall follow the Annex B—Lessons-learned log template of the National Project Management System Directive on Lessons Learned for Real Property Projects. It shall be attached to this document and only contain the lessons learned of this project (by sorting and hiding lines in the regional log for example).

A. Project successes

This section should emphasize or elaborate on the major successes of the project. The scope of this section should be proportional to the nature and complexity of the project.

B. Project improvements

This section should emphasize or elaborate on the major issues of the project and the proposed improvements that stem from those. The scope of this section should be proportional to the nature and complexity of the project.

6. Recommendations

What are the recommendations emerging from the lessons learned and who should action them?

7. Signatures

I have reviewed the information contained in this project lessons-learned checklist and agree:

Project manager

Project leader

Attachment:  As explained in Section 5 above, the lessons-learned log shall be attached to this document and only contain the lessons learned of this project.