Project Closeout Template - Virgina

ITRM Guideline CPM 110-01
Date: January 23, 2006
Section 5: Project Closeout
5-7
document identified problems and how to solve them. Lessons learned are gathered to
help eliminate the occurrence of the same problems in future projects.
Lessons learned typically provide: a brief discussion of the problem to identify its nature,
source, and impact; site any references that provide additional detail (references may
include project reports, plans, issue logs, change management documents); and general
literature or guidance used from another source; and, recording the corrective actions
taken and results.
Lessons Learned Sessions
In addition to communicating the closure of a project in writing, it is also advisable to
have a mechanism for group review. Lessons learned sessions are valuable closure and
release mechanisms for team members, regardless of the project's success. The lessons
learned session is typically a meeting or a series of meetings that may include the
following:
Project team
Stakeholder representation—including external project oversight
Executive management
Maintenance and operation staff
For a lessons learned session to be successful the problems encountered by the project
team must be openly presented. It is important, however, that the problem discussions do
not merely point a finger at some target other than the project team; responsibility and
ownership for problem areas are critical to developing useful recommendations for future
processes.
Problems that were encountered should be prioritized with focus on the top five to ten
problems. It is not necessary to document every small thing that happened. However, all
legitimate problems and issues should be discussed as requested by customers or
management.
Lessons Learned Format
There are numerous formats for documenting lessons learned. Typically, each lesson
learned is documented on a single page. The document should contain in its heading the
name of the project, date, and point of contact for the lesson learned. The body should
describe the lesson learned in the following paragraphs:
Statement of the Problem – Describe the problem that occurred. Provide
sufficient detail to establish what happened.
Discussion – Describe in detail the cause and impact of the problem.
References – Provide any references used or other sources of information that
may be helpful in understanding the problem or corrective actions.
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