# Presentation: 075457

## EOS Pilot for Lessons Learned

**Working sub-Group**
**Meeting #6**

- 18-Dec-02

**Paul Brandinger:  301-286-4571; Paul.Brandinger@gsfc.nasa.gov**

## EOS Lessons Learned Working sub-Group Agenda

- 0900 - 0930	Activities since last Working Group Meeting	P. Brandinger
- 0930 - 1030	Survey/Focus Group Results		P. Brandinger
- 1030 - 1045	Web Site Design		 		P. Brandinger
- 1045 - 1055	Discussion and Plan for Next Month		Working Group
- 1055 - 1100	Action Items				P. Brandinger

## Progress to Date

- 	_Topic_				_Metric_			_Schedule_
- Focus Groups			Meetings/Report		21/25 Nov
- PIE Background			Meeting			21 Nov
- Portal Development		Preliminary Layout/Meetings	25 Nov – 16 Dec
- Survey			Distribution/Analysis Report	26 Nov – 13 Dec
- Video Content Distribution		Meeting			3 Dec
- Informal Mentoring		Meeting			13 Dec
- Mini-Course #1			Meeting/Video		13 Dec
- Process initial LL submissions	65 lessons in process	17 Dec
- 					25 sent out for review

## EOS Pilot for Lessons LearnedPresents an Interactive Mini-Coursewith Ron Birk – NASA HQEarth Science Applications“Building the Bridge from Science to Society”

- Friday December 13, 2002 from 11AM – 1PM (Bldg 8/MCC)
- Attendance is limited to 30 people from the EOS Projects
- on a first-come-first-served basis
- Bring your lunch; drinks will be provided
- Contact Debbie Hamby x69696 if you would like to attend

- EOS Pilot for Lessons LearnedPresents an Interactive Mini-Coursewith Ron Birk – NASA HQEarth Science Applications“Building the Bridge from Science to Society”

## Survey Results

- The majority of EOS Project staff consider that a lessons learned system _definitely_ could help them:
- Gain benefit from prior experience (79%),
- Share what they have learned with others (66%),
- Find information more quickly and identify people in GSFC with relevant skills (~50%).
- 79% of staff would _definitely_ prefer to obtain lessons learned through searching an online database.
- Staff would _definitely_ find specific lessons learned occurrence reports to be most useful (67%).
- Most staff would _definitely_ find Project documentation and identifying GSFC points of contact with specific skills to be useful (~2/3).
- More than 2/3 of the staff would _definitely_ be encouraged to use a lessons learned process to improve their job performance.

## Survey Data

- *10% response

## Focus Group Summary; Success Factors

- Make it interesting
- Keep it simple
- Provide the ability to find what is wanted (direct/indirect) with summaries
- Offer links to related content
- Deliver quality information (reviewed)
- Ensure timeliness/currency of content
- Encourage capture and addition of content
- One size does not fit all (allow alternate pathways/look and feel)

## Focus Group Suggestions

- Methods to encourage sharing of lessons learned
- Weekly functional and cross-Project roundtable meetings
- Attendance at Project monthly reviews to include;
- AETD branch heads
- Senior staff (Program Office and AETD)
- Add an MSR chart on lessons learned
- Periodic briefings to Directorate management on lessons learned
- Center/Directorate/Project management needs to motivate culture change
- At every meeting and review ask “What is the Lesson Learned”
- Do not impose (versus formalize and mandate)
- Provide additional sources of content
- Project monthly reviews, after-action reports/debrief
- Project risks and IV&V material
- Offer people-to-people contact information
- List of subject matter experts and staff with specific Project experience
- Access to retirees

## Focus Group Suggestions; cont.

- Lessons learned process aspects
- Make it a part of normal activities
- It should not be labor intensive
- Staff needs to write up lessons
- Integrate within Project reviews
- Capture considerations
- Extract and identify key topics from reports
- Link related lessons and organize by Project phase
- Generate practical handbooks for ...
- Develop guidelines and introductory briefings (best/good practices)
- Incorporate uniform practices among contractors
- Dissemination techniques
- Articles in the Critical Path
- Push out routine updates, indexes and alerts
- Provide information that is relevant/related to lessons

## EOS Pilot Web Site Design

## Slide 11

## Action Item Status

## Activities in the Coming Month

- Introduce Pilot to Projects and organize lessons learned coordinators
- Develop content sources and formalize Communities of Practice
- Flow-down capture processes and in-reach communications to Projects
- Implement beta-version of lessons learned Web site
- Kick-off people-to-people facilitation process; mentoring, experts & retirees
- Apply metrics to the process
- Propose rewards and recognition program
- Determine feasibility of video-content delivery (LLTV)

## Discussion

## Backup

## Logo Designs

## Slide 17

## Survey Results

## 1.  How Could a Lessons Learned System Help You?Find Information More Quickly

## 2. How Could a Lessons Learned System Help You?Gain Benefit from Prior Experience

## 3.  How Could a Lessons Learned System Help You?Share What you Have Learned with Others

## 4.  How Could a Lessons Learned System Help You?Identify People in GSFC with Relevant Skills

## 5.  How Would You Prefer to Obtain Lessons Learned?Search An On-Line Database

## 6.  How Would You Prefer to Obtain Lessons Learned?Have Relevant Information Sent Through Email

## 7.  How Would You Prefer to Obtain Lessons Learned?Through Stories told at Workshops and Brown-Bag Lunches

## 8.  How Would You Prefer to Obtain Lessons Learned?Availability of Online Video from Workshops and Other Meetings

## 9.  How Would You Prefer to Obtain Lessons Learned?By Access to Informal Mentors and Retirees

## 10.  How Would You Prefer to Obtain Lessons Learned?Via an Online Community Sharing Common Interests

## 11.  How Would You Prefer to Obtain Lessons Learned?Using Interoffice Mail

## 12.  How Would You Prefer to Obtain Lessons Learned?Having Someone Call

## 13.  What Type of Lessons Learned Information Would You Find Most Useful?Specific Lessons Learned Occurrence Report

## 14.  What Type of Lessons Learned Information Would You Find Most Useful?Project-Specific Reports; After-Action, Independent Review Team, etc.

## 15.  What Type of Lessons Learned Information Would You Find Most Useful?Compendium of Common Threads

## 16.  What Type of Lessons Learned Information Would You Find Most Useful?Sharing Personal Experience

## 17.  What Additional Sources of Information Would be Useful to You?Documentation on Current and Previous Projects

## 18.  What Additional Sources of Information Would be Useful to You?Ability to Identify Who in GSFC has Specific Skills

## 19.  What Additional Sources of Information Would be Useful to You?News Related to Project Activities

## 20.  What Additional Sources of Information Would be Useful to You?Project/Center Library and CM System References

## 21.  What would Encourage You to Contribute to and Use a Lessons Learned Process?Opportunity to Improve Job Performance

## 22.  What would Encourage You to Contribute to and Use a Lessons Learned Process?Peer Recognition of the Value in Sharing Lessons

## 23.  What would Encourage You to Contribute to and Use a Lessons Learned Process?Incorporation as Part of the Annual Review Process

## 24.  What would Encourage You to Contribute to and Use a Lessons Learned Process?Cash Bonus Where Tangible Benefits can be Demonstrated

## * Source:  Accenture

******* Source:  Accenture**

## Insanity: doing the same thing over and over again and expecting different results.

-  Albert Einstein (1879-1955)