> **ESP-DOC-42X---XX-XX**
>
> **Earth Science Project-**
>
> **Lessons Learned Implementation Plan**
>
> **November 13, 2023**

![](media/image1.png)

**Earth Science Project-**

**Lessons Learned Implementation Plan**

November 13, 2023

APPROVED BY:

> \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
>
> Project Office System Engineer
>
> Earth Science Project- Office
>
> GSFC -- Code 42X
>
> \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
>
> Project Manager
>
> Earth Science Project- Office
>
> GSFC -- Code 42X

Goddard Space Flight Center

Greenbelt, Maryland

**Earth Science Project- Office**

**Lessons Learned Implementation Plan**

November 13, 2023

CONCURRED BY:

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Goddard Space Flight Center

Greenbelt, Maryland

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**TABLE OF CONTENTS**

[**1.** **Introduction 7**](#introduction)

[1.1. Applicable Documents 7](#applicable-documents)

[2. Lessons Learned Process Overview
8](#lessons-learned-process-overview)

[2.1. Terms and Definitions 8](#terms-and-definitions)

[2.2. Lessons Learned Process 9](#lessons-learned-process)

[2.3. Roles and Responsibilities 11](#roles-and-responsibilities)

[3. Lessons Learned Identification 12](#lessons-learned-identification)

[4. Lessons Learned Capture 12](#lessons-learned-capture)

[5. Lessons Learned Dissemination 13](#lessons-learned-dissemination)

[6. Lessons Learned Application 14](#lessons-learned-application)

[7. Lessons Learned Documentation and Communication
14](#lessons-learned-documentation-and-communication)

[7.1. Lesson Learned Reports and Reporting Milestones
14](#lesson-learned-reports-and-reporting-milestones)

[7.2. Lesson Learned Awareness and Education
15](#lesson-learned-awareness-and-education)

[Appendix A -- Acronym List 16](#appendix-a-acronym-list)

# Introduction 

NASA GSFC has embraced a Lessons Learned philosophy and has placed
expectations on projects to incorporate this practice in all elements
and across their entire life cycle. The Lessons Learned approach
contained in this document is based upon the Earth Science Program
Office Lessons Learned Implementation Plan that reflects overall
objectives identified in the Lessons Learned Procedures and Guidelines
GPG-[TBD]{.mark} for the NASA GSFC Flight Programs and Projects
Directorate. Exhibit 1-1 shows the basic continuous Lessons Learned
process.

Exhibit 1‑1. The Continuous Lessons Learned Process

The Lessons Learned approach has been tailored for an individual Project
to best fulfill the Project's needs to capture, share and apply
knowledge gained from this and other projects.

The purpose of this Lessons Learned Plan (LLP) is to provide guidance
for implementation of a Lessons Learned process within the project.
Project- Lessons Learned is integrated into the Systems Engineering and
Management Processes with the objective of incorporating Lessons Learned
into the daily activities of the project and staff. All Project- staff
members are encouraged to participate in this process by identifying,
capturing, sharing and applying Lessons Learned throughout the project
life cycle.

## Applicable Documents

[NASA Program and Project Management Processes and
Requirements]{.underline}, NPG 7120.5B, NASA Procedures and Guidelines,
November 21, 2002

[Lessons Learned]{.underline}, GPG [TBD]{.mark} Goddard Procedures and
Guidelines, [TBD]{.mark}

[Earth Science Program Office Lessons Learned Implementation
Plan]{.underline}, ESPO-DOC-420-XX-XX, TBD

#  Lessons Learned Process Overview

## Terms and Definitions

**Lesson Learned --** A lesson learned is defined as knowledge gained
that may have a positive or negative impact on a Project, individual or
other organizational element within NASA. A lesson learned fits into one
of four categories:

1.  **Red -- Urgent**; Item related to immediate concern with physical
    security, personnel health and safety, direct impact on mission
    success or significant expected effect on performance, schedule
    and/or cost.

2.  **Yellow -- Caution**; Item has the potential for impact to physical
    security, personnel health and safety, possible effect on mission
    success or influence on performance, schedule and/or cost.

3.  **Blue -- Information**; Item is provided for background information
    to protect physical security, personnel health and safety, mission
    success, performance, schedule and/or cost.

4.  

5.  

6.  

7.  

> 4\. **Green -- Good Work Practice**; Item is a positive example of an
> action, activity or practice that improves; physical security,
> personnel health and safety, mission success, performance, schedule
> and/or cost.

Lessons that are learned result from activities where something
different from an everyday event, or realization that an unexpected
occurrence, has taken place including an event, result or occurrence
that represents a success or failure. Outcomes of work practices, either
positive or negative, are also representative of Lessons Learned. The
value of an innovative approach or a path that did not produce the
desired effect are useful Lessons Learned. Lessons are learned during
the course of, and at the completion of, planned activities. Lessons
Learned include stories about insights and experience of interest and
value to others, examples of novel and innovative developments as well
as suggestions on how processes can be improved.

Lessons Learned are a method used to answer typical questions asked by
projects and individuals that include:

-   What are the standard/best practices for a particular function?

-   How did another project do this?

-   What is an example of a success in this area?

-   What difficulties were encountered and how were they resolved?

-   Has this problem been seen before?

-   Who has experience in dealing with this area?

-   What information resources exist?

-   How can this be communicated to others?

**Applicable Lessons Learned** -- Lessons are considered to be
applicable if all of the following criteria are met:

1.  Relevancy; a) significant bearing within NASA, and b) useful for
    applications outside of NASA,

2.  Understandable by someone; a) not intimately familiar with the
    Project or functional area, and b) with reasonable skill,

3.  Beneficial; a) recognizable impact within NASA, b) reasonable
    possibility that someone else could face a similar situation, c)
    provides an opportunity for saving effort, time or money, or d)
    allows improvements in performance, safety, reliability or
    probability of mission success,

4.  Validity; a) factually and logically correct, b) consistent with
    laws, regulations and policies, c) well-grounded or justifiable,
    and d) expectation that a similar outcome either will (for a
    positive lesson), or will not (for a negative lesson) be repeated,

5.  Realizable; a) capable of being implemented, and b) offers a
    practical, not hypothetical solution,

6.  Consistent; a) lesson fits within categories, b) an independent
    check of the lesson is possible, c) root cause analysis can be
    applied, and d) applicability, priority and target for
    implementation can be identified

## Lessons Learned Process 

The Continuous Lessons Learned Process set forth in this document is
illustrated in Exhibit 1-1 and consists of eight steps:

-   Identification

-   Capture

-   Organization

-   Analysis

-   Targeting

-   Dissemination

-   Application

-   Feedback

**Identification of Lessons Learned** -- Determining that an event,
experience, or outcome is of sufficient and appropriate interest and
value to; a) the current Project, b) future Projects, c) other
individuals, and d) the NASA organization, that it should be captured
and made available for others to benefit from the insight and knowledge
gained, to ensure that positive results can be repeated and that
negative results will not be repeated.

**Capture of Lessons Learned** - The process for gathering Lessons
Learned from individuals, groups and Projects. Lessons Learned exist in
the knowledge that people have and in documents, these only have value
to others if these sources of insight and experience are captured,
organized and made available.

**Organization of Lessons Learned** - The categorization, ranking and
assessment of validity for a Lesson Learned that has been submitted.
These efforts will be performed by; a) each Project's LLC as part of an
initial screening, and b) the Program Office's LLC to ensure
consistency.

**Analysis of Lessons Learned** - Review of an activity, event,
condition, result or occurrence to determine the essential common basis,
underlying reason(s) or systemic elements that gave rise to this
condition. The purpose of root cause analysis is to identify the
contributing systemic factors, train of events, and common threads so
that; a) a recurrence of negative outcomes can be prevented in the
future, and b) best practices for positive outcomes can be identified.

**Targeting of Lessons Learned** - Determination of what Program
Offices, Projects, individuals and areas within the NASA organization
with particular needs, interests, functional responsibilities or
specializations can benefit from a particular lesson.

**Dissemination of Lessons Learned** -- Making lessons, and/or summaries
of lessons available to Programs, Projects and individuals that have the
opportunity to apply them. Dissemination of Lessons Learned includes
both providing convenient access to resources of direct and indirect
interest and forwarding alerts/updates to individuals willing to receive
such information without having to search for it. Techniques that
support dissemination of Lessons Learned include; NASA LLIS Web site,
NASA Technical Standards Web Site, EOS Pilot for Lessons Learned Web
Site/Community of Practice Portal, email distribution of alerts/updates,
Webcasts, meetings, teleconferences, workshops, working groups, employee
exchange, training, mentoring, conferences.

**Application of Lessons Learned** -- The use of prior Lessons Learned
to provide benefit for Projects, individuals, and the NASA organization
either in terms of repeating positive outcomes or by avoiding negative
consequences.

**Feedback on Lessons Learned** -- Programs, Projects and individuals
that receive lessons will provide periodic reports on the application
and value of Lessons Learned within their areas of responsibility.
Suggestions will also be provided regarding improvements to the process
for sharing Lessons Learned.

The Project will focus on the identification, capture, application and
feedback on Lessons Learned. Other elements within the Lessons Learned
process will be addressed by the Earth Science Program Office and Center
support functions.

## Roles and Responsibilities

Project Lessons Learned is a responsibility shared by the PM, LLC, and
Project Staff. Specific roles and responsibilities are explained in
Exhibit 2-1.

+---------------+------------------------------------------------------+
| **Role**      | **Responsibility**                                   |
+---------------+------------------------------------------------------+
| Project       | -   Responsible for overall Project Lessons Learned  |
| Manager       |     activities                                       |
|               |                                                      |
|               | -   Ultimate project authority for identification,   |
|               |     capture, application and evaluation of Lessons   |
|               |     Learned                                          |
|               |                                                      |
|               | -   Assigns roles and responsibilities for project   |
|               |     Lessons Learned efforts                          |
|               |                                                      |
|               | -   Assists in and performs identification and       |
|               |     capture for mission level Lessons Learned        |
|               |     especially those associated with programmatic,   |
|               |     schedule, and cost aspects                       |
|               |                                                      |
|               | -   Provides guidelines for evaluation of Lessons    |
|               |     Learned applied on the project                   |
+---------------+------------------------------------------------------+
| Mission       | -   Responsible for all technical mission level      |
| Systems       |     Lessons Learned                                  |
| Engineer      |                                                      |
|               | -   Reviews Lessons Learned brought forth from the   |
|               |     Element SEs                                      |
|               |                                                      |
|               | -   Assists in and performs identification, capture  |
|               |     and application for mission level Lessons        |
|               |     Learned especially technical/performance and     |
|               |     safety--related items                            |
+---------------+------------------------------------------------------+
| Lessons       | -   Responsible for ensuring that all assembly       |
| Learned       |     levels are following the Lessons Learned process |
| Coordinator   |                                                      |
| (function may | -   Regularly reports any Lessons Learned issues to  |
| be shared     |     the Mission SE/PM and to the Program Office LLC  |
| and/or        |                                                      |
| combined with | -   Facilitates the development and implementation   |
| Configuration |     of plans and activities for the identification,  |
| Ma            |     capture, and application of Lessons Learned      |
| nagement/Risk |                                                      |
| Management)   | -   Performs or assists team in evaluation of        |
|               |     Lessons Learned                                  |
|               |                                                      |
|               | -   Communicates Lessons Learned-related aspects of  |
|               |     interest to the Project staff such as training,  |
|               |     workshops, mentoring, mini-courses, Webcasts,    |
|               |     in-reach, awards, tools and resources            |
|               |                                                      |
|               | -   Determines the impact of activities and resource |
|               |     requirements associated with the Lessons Learned |
|               |     process                                          |
+---------------+------------------------------------------------------+
| Support Staff | -   Responsible for ensuring that the subsystem,     |
|               |     component, and sub-component assembly levels are |
|               |     following the Lessons Learned Process            |
|               |                                                      |
|               | -   Define Lessons Learned responsibilities and      |
|               |     impact definitions within their element          |
|               |                                                      |
|               | -   Review and/or apply lessons escalated from the   |
|               |     subsystem level                                  |
|               |                                                      |
|               | -   Responsible for identifying, capturing and       |
|               |     applying element level Lessons Learned for their |
|               |     respective element                               |
|               |                                                      |
|               | -   Escalate lessons, as necessary, to the Project   |
|               |     SE and/or PM                                     |
+---------------+------------------------------------------------------+
| Project Staff | -   Responsible for identifying, capturing and       |
|               |     applying lessons at their respective levels      |
|               |                                                      |
|               | -   Ensure that appropriate lessons are escalated to |
|               |     the appropriate assembly levels                  |
+---------------+------------------------------------------------------+
| Customers and | -   Recommend/Identify new lessons to be captured    |
| Suppliers     |     and applied                                      |
|               |                                                      |
|               | -   Provide input and insight into the identified    |
|               |     lessons as pertaining to their involvement with  |
|               |     Project activities or external organizations     |
|               |                                                      |
|               | -   Lessons Learned requirements may be levied on    |
|               |     suppliers on a case-by-case basis based on scope |
|               |     of work and level of involvement with the        |
|               |     project                                          |
+---------------+------------------------------------------------------+
| External      | -   Invited to attend the Project Lessons Learned    |
| Reviewers and |     reviews                                          |
| Assessors     |                                                      |
|               | -   Provide input and insight into the identified    |
|               |     lessons being reviewed                           |
|               |                                                      |
|               | -   Recommend/Identify new lessons to be captured    |
|               |     and applied                                      |
+---------------+------------------------------------------------------+

Exhibit 2‑1. Lessons Learned Roles and Responsibilities

# Lessons Learned Identification

The first step in a Lessons Learned Process is to identify applicable
Lessons Learned. Identification of applicable lessons can be initiated
in several ways. Lessons Learned from experiences on current and
previous projects can provide valuable insights for identifying
potential new lessons.

The following is a list of resources that may assist in the
identification of lessons:

-   Weekly Activity Reports, Design Reviews, Workshops, Working Group
    meetings,

-   Project and Element Team Meetings,

-   Internal/External Reviews,

-   Trade studies, design, analysis, manufacturing, integration and test
    results,

-   Project staff, functional staff, management

All Project staff members are expected to participate in the Lessons
Learned Process and are encouraged to submit a Lessons Learned for any
lessons that are identified. [{All staff members should be trained in
NASA Continuous Lessons Learned (CLL), which is taught by the Systems
Management Office, NASA Goddard Space Flight Center.}]{.mark} This
training will assist in educating the Project staff to understand why
lessons need to be shared and how to properly identify, capture, share
and apply Lessons Learned.

# Lessons Learned Capture

The process for capturing Lessons Learned by Project staff is intended
to be simple and require a minimum effort so that relevant insights and
experience can be made available to others. Individuals shall submit
Lessons Learned, as relevant items are identified by filling out the
form in [ESPO-DOC-420-XX-XX]{.mark} and providing this to the Project
LLC. The Project LLC shall inform the PM and Program Office Lessons
Learned Coordinator on a weekly basis of those lessons that have been
submitted.

Team review techniques for capturing Lessons Learned shall be applied at
key points during the Project life cycle include:

1.  **After Action/Incident Reviews** (AAR/AIR): A short review (less
    than 2 hours) covering:

    a.  What was supposed to happen?

    b.  What actually happened?

    c.  Why were there differences?

    d.  What can you or others learn from this experience?

After Action/Incident Reviews shall be conducted after the following
events; Project kickoff, study completion, budget submission, Technical
Interchange Meetings (TIMs), workshops, unit, subsystem and system-level
tests, Request for Proposal release, proposal evaluation, contract
kickoff, contract closeout, post-launch, and on-orbit anomalies.

The results of these reviews shall be documented in a short meeting
summary and generation of any new Lessons Learned items for formal
submission.

2.  **Significant Milestone Review** (SMR): A review (less than 4 hours)
    covering:

    a.  What went well or not?

    b.  Why did it succeed or not?

    c.  If you were to start again, what would you do differently?

    d.  What did you learn that is specific to this Project?

    e.  What could others learn from your experience?

Significant Milestone Reviews shall be conducted after the following
events; Mission Confirmation Review, Internal/External Independent
Reviews, Mission Definition Review, Initial Confirmation Review, System
Requirements Review, System Concept Review, Preliminary Design Review,
Mission Confirmation Review, Critical Design Review, Mission Operations
Review, Pre-environmental Review, Flight Operations Review, Pre-Ship
Review, Operations Readiness Review, Mission Readiness Review, Flight
Readiness Review, Launch Readiness Review, and Decommissioning Review.

The results of these reviews shall be documented in a short meeting
summary and generation of any new Lessons Learned items for formal
submission.

3.  **Post Project Review** (PPR): A team review (less than 8 hours)
    covering:

    a.  What were the key objectives of the Project and how well were
        these achieved?

    b.  What lessons were learned during the course of the Project?

    c.  What lessons are the most important?

    d.  How should future efforts be modified based on these Lessons
        Learned?

Post Project Reviews shall take place; after launch and early-orbit
checkout, and after decommissioning.

The results of these reviews shall be documented in a report along with
generation of any new Lessons Learned items for formal submission.

# Lessons Learned Dissemination

After Lessons Learned are submitted, they will organized, analyzed and
targeted for dissemination to specific Projects, individuals and NASA
organizations with the interest and need to benefit from these
experiences. Several methods of dissemination will be applied to Lessons
Learned. For those Projects, individuals and NASA organizations with
identified interests and needs, Lessons Learned will be disseminated by
email notification of alerts and updates. Additional techniques that
support dissemination of Lessons Learned include; NASA LLIS Web site,
NASA Technical Standards Web Site, EOS Pilot for Lessons Learned Web
Site/Community of Practice Portal, Webcasts, newletters, Lessons Learned
summaries/reports, workshops, working groups, employee exchange,
training, mentoring, and conferences.

Review of available resources for lessons learned shall be performed
over the entire Project life cycle.

# Lessons Learned Application

Project staff is encouraged to use tools provided by the Center for
dissemination of Lessons Learned to understand where prior experience
can be applied to current Project activities. The objective of
Center-provided tools is to minimize the time and effort required by
Project staff members to obtain Lessons Learned-related information,
associated data sources and points of contact that with relevant
experience.

During each phase of the Project's life cycle lessons learned shall be
applied. At the outset of Project Formulation, Implementation, and
Operations a formal review and determination of relevant lessons learned
shall be performed. As each activity on the Project is being initiated,
a review of existing resources (content and individuals with relevant
expertise) shall be checked to ensure that historical lessons learned
are taken into account. The Project shall identify what lessons learned
have been applied or considered for use during the course of each
activity.

The objective of Lessons Learned efforts is to provide benefits to staff
and on-going Project activities. Staff and Project management is
encouraged to provide feedback to the Program Office and Center support
organizations so that Lessons Learned activities can provide the highest
value along with a minimum impact.

#  Lessons Learned Documentation and Communication

Lesson Learned documentation and communication are key elements in
Project Lessons Learned. All Lessons Learned are documented and tracked
within the Lessons Learned database. The LLC is responsible for ensuring
that all communication related to Lessons Learned resources and problems
takes place.

## Lesson Learned Reports and Reporting Milestones

Regular Lesson Learned reports shall be generated and distributed to the
Project team. These reports include but are not limited to:

-   Mission Level Primary Lesson Learned

-   Element Level Primary Lesson Learned

-   Project Lessons Learned sorted by assembly level or element

-   Accepted Lessons Learned

-   New Lessons Learned from external sources

-   Historical Lessons Learned from external sources that may be
    applicable to current Project activities

-   Lessons learned that have been applied to the Project

Weekly staff meetings are used for internal reporting where Lesson
Learned will be a regular agenda item. These weekly meetings are used as
a forum to report progress on Lessons Learned-related activities to
Project Management and to assess the effectiveness of the Lessons
Learned Process. The Senior Staff meeting reviews the Lesson Learned
list at the mission level. Summary reports of Project Lesson Learned
activity are generated monthly. The LLC will facilitate generation of
the appropriate Lesson Learned materials for various meetings where
discussion of Lesson Learned is featured.

Status with regard to identification, capturing, sharing and application
of Lessons Learned by the Project shall be addressed during the
following:

-   Monthly Status and significant milestone reviews as indicated in
    Section 4,

-   Design reviews,

-   Internal/External Independent reviews, and

-   Internal/External Project management meetings.

## Lesson Learned Awareness and Education

The Project is dedicated to the timely identification, capture, sharing,
and application of Lessons Learned. All Project staff members are
encouraged to participate in training on the Continuous Lessons Learned
processes. Project staff members are to be immediately notified of
updates or changes to the Lessons Learned process or procedures. Weekly
staff meetings will be utilized for discussion of Lesson Learned-related
efforts and to provide an opportunity for continuous improvement of the
Project Lessons Learned Process. The LLC will track and document all
changes to Project Lessons Learned efforts and make recommendations for
improvement where possible. These modifications will be communicated to
the Project team as necessary. Additionally, the LLC will review and, if
needed, update the Lessons Learned Plan as required.

# Appendix A -- Acronym List {#appendix-a-acronym-list .unnumbered}

AAR After Action Review

AIR After Incident Review

CDR Critical Design Review

ESP Earth Science Project- Office

GPG Goddard Procedures and Guidelines

GSFC Goddard Space Flight Center

HQ Headquarters

LLC Lessons Learned Coordination

NASA National Aeronautics and Space Administration

NPG NASA Procedures and Guidelines

PDR Preliminary Design Review

PM Project Manager

PMC Program Management Council

PPR Post-Project Review

PSR Project Status Review

SAM Safety Assurance Manager

SE System Engineer

SMR Significant Milestone Review

TBD To Be Determined

TBP To Be Provided

TBR To Be Resolved