Lessons Learned Process – A Strawman

Lessons Learned Process– A Strawman

Lessons Learned - Purpose • 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 – Two Stage Approach • 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 Log– Some Principles • 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 – Two Stage Approach • 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 Log – Some Principles • 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

Modification 334 – UNC Process • 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

UNC Strawman 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]

Lessons Learnt – Template • Recommended Structure • By Stage • By Product • Assists in Understanding Context • Assists in Targeting Recommendations

Lessons Learnt – Stages / Products for Review

UNC Strawman Process • 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

Lessons Learned Process – A Strawman