1 through the looking glass - how to do a post project review barbara purchia february 20, 2001...
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![Page 1: 1 Through the Looking Glass - How to do a Post Project Review Barbara Purchia February 20, 2001 Rational Software bpurchia@rational.com](https://reader030.vdocuments.mx/reader030/viewer/2022032517/56649cad5503460f9496f892/html5/thumbnails/1.jpg)
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Through the Looking Glass - How to do a Post Project Review
Barbara Purchia
February 20, 2001
Rational [email protected]
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Overview
• What is a Post Project Review?
• When to do it
• How to do it
• Post Project Review Meeting
• Real life problems
• What have we found so far
• Summary
Agenda
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A Rose by Any Other Name
• Post Project Review (PPR)
• Project Retrospective
• Project Legacy
• Project Summary
• Post Mortem
• Post Partum
What Are They?
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What is a Post Project Review?
• A summary of project development, start to finish• A brief description and analysis of
– Project activities– Results– Lessons learned– Recommendations
• An improvement tool– NOT a record of failures
What Are They?
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Why Should We Do a Post Project Review?
• Learn from project experiences
• Retain knowledge for future projects
• Understand how your project was done
• Identify areas to improve
• Understand successes
• Provide team closure
What Are They?
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When Do I Do One?
• For completed, terminated, or cancelled projects
– No more than 30 days after project end
– NOT before project release
– When all critical participants can attend
• During the project
– After a major project milestone
– At designated schedule points
– When things are not going well
???
When to Do Them
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What’s Involved?
• Collect the information
– Technical
– Managerial
– Metrics
– Schedules
• Anything kept during the project
– Manager or project logs
– Emails
– ...
How To Do Them
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What’s the Deliverable?
• Concise documented information summary
– Development activities
– Project metrics
– Estimates and actuals
– Technical and managerial lessons learned
– Recommendations for future projects
• Focused only on the project and the processes
How To Do Them
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How Do I Start?
• Hold a meeting including
– ALL participating functions
– Project management team
– Affected functions
AND/OR
• Request input via email
– Remote sites
– Managerial lessons learned
– Filtered to be unattributable
How To Do Them
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What Is a PPR Meeting?
• A tool for reviewing and analyzing the project
• Promote discussion on improvements
• Involve a critical mass of those directly involved
• Promote discussion of all project areas– Deliverables
– Team dynamics
– Processes
• Provide input for the PPR document
• Provide closure for the project team
How To Do Them
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What Doesn’t the PPR Meeting Do?
• Assign blame to any individual or group
• Provide an exhaustive study of the project
• Provide solutions to all issues
• Shoot the messenger
How To Do Them
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How to Hold a PPR Meeting
• Use a facilitator
• Set up a firm time
• Use an agenda
• Ensure Senior Management support/sponsorship
• Keep the focus on the process not the people!!!
How To Do Them
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How to Plan for the PPR Meeting
• Pick the meeting date
• Identify attendees and ensure availability
• Book the room in advance
• Prepare an agenda
• If using a questionnaire, review the questions and
tailor it for the project
• Send meeting announcement
How To Do Them
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Roles and Responsibilities
• Senior Management– Ensure that a PPR is done
• PPR Sponsor– Call the PPR meeting
– Ensure that information gathered
– Produce and post the PPR document
– Use the data
• Project team members– Attend the meeting and participate
– Use the data
• Facilitator– Non-project member
– Help plan and organize meeting
– Ensure meeting runs smoothly
• Administrator– Capture the issues and
recommendations
How To Do Them
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PPR Meeting Attendees
• Managers• Team Members• Project• Program• Product• QA/QE• Development
• Documentation• International• Beta• Service• UI• Manufacturing• ...
All Project Participants
How To Do Them
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Facilitator Preparation
• For each group, work with the sponsor to
– Understand the environment
– Understand the culture
– Understand the people
– Understand any previous PPR activities
How To Do Them
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Sponsor Preparation
• Produce a brief project refresher
– Time line of key milestones and/or significant activities
• Review the PPR questionnaire with the Facilitator
• Identify anticipated issue categories with the Facilitator (optional)
• Review any previous PPRs
– Documents
– Improvement activities
How To Do Them
Start
75 MPH Milestone
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Participant Preparation
• Think about the project
• Review the questionnaire
• Review meeting minutes
• Review emails, documentation, ..
How To Do Them
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Room Preparation
• Done by the facilitator
• Ensure that meeting aids are in the room
– Flip charts
– Markers
– Post-its
– Tape or tacks
– Pens
• Bring candy, donuts, or have lunch available after the
meeting (optional)
How To Do Them
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PPR Meeting Logistics
• Split into two parts
– Looking backwards
– Looking ahead
The PRR Meeting
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Example Two Hour Meeting Agenda
• Introduction and Groundrules (5 minutes)
• Project refresher (10-15 minutes)
• What Went Well and Issues Gathering (40 minutes)
• Prioritization (10 minutes)
• Brainstorm solutions for top 3 issues (40 minutes)
• Meeting Closure (5-10 minutes)
The PRR Meeting
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Groundrules
• Be polite and gracious
• Focus on problems and process
• No finger pointing
• No assigning blame
• No “You’s”
• Let each person have a turn
• Avoid defensiveness
• Respect everyone’s perspective
Off with her
head!!!
Off with his
head!!!
NOT!
The PRR Meeting
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Project Refresher Example
Milestone Planned Actual
VX.0 Development Starts 7/98
Requirements complete 9/9/98 9/29/98
Preliminary Project Plan complete 10/4/98 10/27/98
Functional Specs complete 10/23/98 1/19/99
Schema Freeze 10/23/98 1/19/99
Commitment Meeting 11/03/98 11/17/98
UI Freeze 12/31/98 1/20/99
Feature Freeze 1/15/99 2/3/99
Beta Test Start 1/15/99 3/1/99
Code Freeze 3/9/99 5/29/99
Release to Manufacturing 3/23/99 6/15/99
The PRR Meeting
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Barb’s Lessons Learned
What Went Well and Issues Gathering
• Split into separate activities
• Use Post-its
• What Went Well
– Use flip chart sheet(s)
– Put “What Went Well” Header on flip chart sheet
– Write down positives on Post-its
– Read in round robin fashion until done
– Facilitator puts on flip chart sheet
– Group any duplicates
The PRR Meeting
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Barb’s Lessons Learned
The PRR Meeting
What Went Well and Issues Gathering (Continued)
• Issues
– Use flip chart sheets
– Write potential issue categories on top of blank sheets
– Have several blank sheets
– Tape to wall
– Write down issues on Post-its
– Read in round robin fashion until done
– Facilitator puts on flip chart sheet
– Group any duplicates
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Post-It Rules
• One item per Post-It
• Write as many Post-Its as you want
• Write enough so that each idea stands on its own
• Read 1 Post-It per person until we are done
• Identify duplicates and pass them to the facilitator
• One item per Post-It
The PRR Meeting
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Issue Prioritization
• Everyone checks issues
– Ensure grouped correctly
– Ensure duplicates collected correctly
• Everyone gets 3 votes
– Used however person feels
• Total all issues
• Identify top 3 issues
– Check in with group to see if agree
The PRR Meeting
Last minute changes to requirements (8)
Finish critical components sooner (4)
More Beta Test sites (4)
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Brainstorm Solutions for Top 3 IssuesTechnique 1
• Use flip chart sheets– Identify the issue and page number on top right
– Write issue on top of flip chart sheet
• Write down all solutions– Get clarification as needed
– Check in to see if captured correctly
• Spend 10 - 15 minutes per issue
• Check in if energy low
The PRR Meeting
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Brainstorm Solutions for Top 3 IssuesTechnique 2
• Identify volunteer facilitators for the top issues– Include similar items
• Break up into groups
• Volunteer facilitators should use flip chart sheets– Identify the issue and page number on top right
– Write issue on top of flip chart sheet
• Write down all solutions– Get clarification as needed
– Check in to see if captured correctly
The PRR Meeting
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Meeting Closure
• Thank people for attending
• Answer any questions
• Re-iterate the next steps
• Thank people again
The PRR Meeting
THANKS!!
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Facilitator Tips
• Protect each speaker
• Pay attention to the speaker
• Keep the meeting positive
• Don’t filter the information
• Let people finish their thoughts
• Help people continue the discussion, not sidebars
• Check-in with group
• Ensure that senior or vocal person does not shut down
meeting
• Make it fun
The PRR Meeting
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Candidates for Questionnaire and Issues
• Project objectives
• Project requirements
• Project planning, tracking, and risk management
• Localization
• Training, Knowledge, Tools
• Functional specifications
• Development strategy/process
• Lessons learned
• Communications
???
The PRR Meeting
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Sample Questionnaire
• Project Objectives• What were the objectives? Were the objectives clearly stated?
• Were the objectives of the project met?
• Did everyone work from the same set of objectives?
• Project Requirements• Was there a Requirements document?
• Were the requirements known, understood and adhered to?
• Did the requirements change? If yes, why and how often?
• Project Planning and Risk Management• Was there a project plan? Was it maintained throughout the
project?
• At the outset, was the schedule realistic?
• Did the project plan change? If so, why and how often?
The PRR Meeting
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What Does the Sponsor Do After the PPR?
• Collect metrics – Estimated and actual
• Staffing
• Milestones and schedules
• Project cost
• Code size
• Quality (e.g. defects)
• Any other useful metric information
• Collect managerial lessons learned
• Write the PPR document– Use an administrator to help
– Have team review document
• Post or distribute the PPR document
After the PRR Meeting
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After the PRR Meeting
What Else Does the Sponsor Do After the PPR?
• Follow-up on action items
• Use information in the next or similar projects
• Communicate improvements
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Outline for PPR Document
• Introduction• Results vs Plan
– Status
– Staffing
– Milestones
– Cost
– Quality
• Lessons Learned– What went well
– What didn’t go well
– Technical lessons
– Managerial lessons
• Recommendations for future projects
After the PRR Meeting
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Real Life Problems
• The data is not used
• The document is not produced
• People feel that nothing will come from the meeting
• The document takes forever to complete
• Meeting gets out of control
• Key people don’t provide input
Problems
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What Have We Found
• Consistent issue areas
• Issues moving further downstream in the process
– Requirements and specifications
– Communications
– Quality
– Project planning and tracking
– Process
• People expect follow-through
• A focus on “management” instead of what “I” can do
• Department and organizational project similarities
Discoveries
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How Have PPRs Helped Us?
• Used the schedule information to plan the next project
• Used actual cost information for project prediction
• Organization metrics
– Time between phases
– Time to market
– Bottleneck areas
• Opportunities to share solutions
Discoveries
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Summary
• Valuable tool for capturing and learning from past projects
• Valuable tool for predicting future projects
• Good mechanism for project closure
• Great vehicle for tracking organizational information
• Good way for the facilitator to learn about the team
Try it.You’ll like it!!
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Any Questions??