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Unit 16University of Sunderland CSEM04 ROSCO
Unit 16: Post Implementation Unit 16: Post Implementation ReviewReview
CSEM04: Risk and Opportunities of Systems Change in Organisations
Dr Lynne Humphries &Prof. Helen M Edwards
Unit 16University of Sunderland CSEM04 ROSCO
OverviewOverview
• What is a post mortem review (and when to conduct it?
• Full Post Mortem Reviews– Plan a Project Review– Gather Project Data – Hold a Project History Day– Analysis the findings– Synthesise Lessons Learned– Create of a Plan For Change– Close the Loop
Unit 16University of Sunderland CSEM04 ROSCO
Overview (cont.)Overview (cont.)
• An Example of a Lightweight Post Mortem Review– “One Meeting” Version– Prerequisites– People/Roles– Processes– Brainstorming– Structuring– Analysis– Reporting
Unit 16University of Sunderland CSEM04 ROSCO
A post-mortem reviewA post-mortem review
• Review of a project –By the project stakeholders–After it has “gone live”.–To build up understanding of the issues in that project.–To take “lessons learned”–To improve prospects of future projects being conducted successfully.
Issues
Time
PIR
Go Live
InitialTrouble-shooting
SettlingDown
FinalImprovements
FineTuning
Diagram from www.epmbook.com/
Unit 16University of Sunderland CSEM04 ROSCO
Post-Implementation Post-Implementation ReviewReview
Ben
efit
s se
en f
rom
pro
ject
Time
PIRInitial
Trouble-shooting
SettlingDown
FinalImprovements
FineTuning
-ve
+ve
• Review of a project –By the project stakeholders–After it has “gone live”.–To build up understanding of the issues in that project.–To take “lessons learned”–To improve prospects of future projects being conducted successfully.
Diagram from www.epmbook.com/
Unit 16University of Sunderland CSEM04 ROSCO
Full Post Mortem ReviewsFull Post Mortem Reviews
Based on
De Marco and Collier’s Guidelines
www.projectreview.net
Unit 16University of Sunderland CSEM04 ROSCO
Plan a Project ReviewPlan a Project Review
• Project reviews are expensive in terms of investment of time.
• So there has to be a justification for conducting them.– and a plan for what they’ll achieve – (cost benefit analysis)
• After the end of a project most team members are working on the next project (not necessarily together)
• It takes a energy and commitment to successfully review a project
• To ensure an effective Project Review, teams must select the appropriate activities that suit that project and their needs.
Unit 16University of Sunderland CSEM04 ROSCO
Gather Project DataGather Project Data
• Each participant has a view on what happened during the project and why.
• One goal of the Project Review is to help create a common view of reality.
–use objective and subjective data to evaluate perspectives. • The data used should be specific to the project and should reveal underlying issues in your development process:
–Look for information that will reveal where the problems lay.
• if the project suffered from scarce resources: consider the resources on the project (planned and actual) by month.
• Problems with feature creep? Check and list of each time the features were revisited and list the changes made.
Unit 16University of Sunderland CSEM04 ROSCO
Hold a Project History Hold a Project History DayDay
• (Aka 'Project Review', or Postmortem)• A meeting where all of the information you have gathered is
presented for review and evaluation. • The Project Review team and other key participants review
the events that occurred during the project along with the rich set of collected project data.
• Problem solving methods are used to discover key insights into the project dynamics and driving forces behind the project.
• The Project History Day is the most complex and critical part of the project review process. It also is the most valuable in that the output is prioritized and actionable.
Unit 16University of Sunderland CSEM04 ROSCO
Analysis the findingsAnalysis the findings
• At the project history day participants review all of the information that has been collected.
• They identify problems that the team experienced during the project
• Then dig deeper so they can understand what caused them.
• Often use “fish bone” diagrams. • Identify a problem
– Ask: why?• Ask: why?
– …
Unit 16University of Sunderland CSEM04 ROSCO
Synthesise Lessons Synthesise Lessons LearnedLearned
• This step is the most time consuming and most valuable activity in the process.
• This is where insight* and imagination* lead to– a common view of the problems experienced– and the solutions needed to fix them.
(*creative thinking techniques come to the fore here)
Unit 16University of Sunderland CSEM04 ROSCO
Create of a Plan For Create of a Plan For ChangeChange
• Take your “lessons learned” foreward– Be pro-active – assign improvement activities to individuals or
groups – check early in the next project(s) to see that
changes are being • implemented and • tracked for impact
– Ask “what can be done to improve the way the next project is run”?
Unit 16University of Sunderland CSEM04 ROSCO
Close the LoopClose the Loop
• Collect and study information gleaned from Project Reviews from multiple projects.
• Begin to evaluate problems and successes– across projects and – between different teams.
• Introduce systemic changes throughout the organisation.– Begin by
• documenting findings and • communicating them to the team and management.
Unit 16University of Sunderland CSEM04 ROSCO
An Example of a Lightweight An Example of a Lightweight Post Mortem ReviewPost Mortem Review
Based on“A practical guide to
Lightweight Post Mortem Reviews”Torgeir Dingsøyr, Tor Stålhane and Nils Brede MoeDepartment of Computer and Information ScienceNorwegian University of Science and Technology
Unit 16University of Sunderland CSEM04 ROSCO
““One Meeting” VersionOne Meeting” Version
• Aim: to capture experience from a finished project, • with 3 to 10 project participants in one meeting. • suitable when a project has been finished, or has
completed a phase, • To give new views on known issues, • To elicit issues that people usually do not think of
themselves, • An efficient way of documenting experience.
Unit 16University of Sunderland CSEM04 ROSCO
PrerequisitesPrerequisites
• As many as possible of the project participants for up to five hours,
• and• two people to facilitate using around eight
hours each for preparation and• Materials
– Post-it notes– Pencils with thick ink– A meeting room with a blackboard or whiteboard– Sound recording equipment (optional)
Unit 16University of Sunderland CSEM04 ROSCO
People/RolesPeople/Roles
• Moderator – will announce a Post Mortem Meeting, and moderate discussions.
• Secretary – will document the results of the meeting. – If possible, the secretary can use recording equipment,
and later transcribe important parts of the meeting.
• Project participants – will contribute with their experience to get it documented.
• Usually the process manager and secretary rotate between each part given below
Unit 16University of Sunderland CSEM04 ROSCO
ProcessesProcesses
• Brainstorming:
• Structuring
• Analysis
• Reporting
Unit 16University of Sunderland CSEM04 ROSCO
BrainstormingBrainstorming
• Acquire important aspects from the completed project
• Each participant has four Post-it notes • writes one topic on each• Each of the participants sticks up one of their
Post-it notes, and explains why this issue was important in the project.
• Then the next participant presents an issue and so on...
Unit 16University of Sunderland CSEM04 ROSCO
Structuring
• After the brainstorm session, structure the result by placing Post-it notes with similar or related topics close to each other, and give each group a name that describe the content.
• Give priorities to each topic, so that the most important are analysed.
Unit 16University of Sunderland CSEM04 ROSCO
Analysis
• Find “causes” for the most important issues, • use “fish bone” or Ishikawa diagrams
– start by drawing an arrow on the whiteboard with one issue.
– indicate with other arrows what the causes for this issue was
– (possible also with subcauses).
Unit 16University of Sunderland CSEM04 ROSCO
ReportingReporting
• Document the result, using report structure:-– Abstract – Introduction to the project and the method applied in the
lightweight Post Mortem Review. – The main problems in the project, with explanations from
the Post-it note presentations, and fish bone diagrams showing causes.
– The main successes in the project, presented in the same way as the problems.
– Appendixes: All information from the Post-it notes, and transcription of the presentations of the issues on the notes (if using sound recording equipment).