# Presentation: 801902

## EOS Pilot for Lessons Learned

**Working Group**
**Meeting #3**

- 25-Sep-02

**Paul Brandinger:  301-286-4571; pbrandin@pop400.gsfc.nasa.gov**

## EOS Lessons Learned Working Group Agenda

- 0900 - 0930	Activities since last Working Group Meeting	P. Brandinger
- 0930 - 1000	Incentives Subgroup Report		D. Wolford
- 1000 - 1015	Review of DOE Comments 		P. Brandinger
- 1015 - 1030	Upcoming Plan				P. Brandinger
- 1030 - 1055	Discussion				Working Group
- 1055 - 1100	Action Items				P. Brandinger

## Progress to Date

- 	_Topic_				_Metric__	_		_Schedule_
- Meeting with DOE			Meeting			29 August
- Library interconnection plan		Meetings	        29 Aug, 5/19 Sep
- IT support				Requirements/meetings 29 Aug - 11 Sep
- Library support			Requirements/meetings	3/4 Sep
- PAO support				Requirements/meetings	4/12 Sep
- Process planning			Plan/elements		4/20 Sep
- Communities of Practice		Concepts/moderators	17 Sep
- Mini-courses				Plan/speakers		20 Sep

## Action Item Status

## EOS Pilot for Lessons Learned; Process Flow

## Process Description

## Incentives Subgroup Report

## Review of DOE Comments

## Summary of DOE Comments 1/2

- Surveys:  Limited use; 30% response
- Process tailoring:  Site-dependent and user profiling
- Metrics:  Primarily process-based; focus on cost-avoidance
- Impact:  Improved safety, better work practices, cost benefit
- Reporting negative lessons:  General reluctance
- Time burden:  Accepted where value/benefits or required by direction
- Right lessons to people who need them at the right time:  User profiling, management focus on review of experience base
- Incentives:  Some site-specific, not institutionalized
- HR involvement:  Not as part of the DOE lessons learned activity
- KM techniques:  Use of conventional processes for communications
- Application beyond safety and work practices:  Considered not applied
- Motivation:  Demonstrated value-add, management support, standard practices

## Sources of lessons:  Capture of internal experience and external data
Budget:  $100K - $200K/site
Performance measures:  Relative to baselines; difficult to capture directly
View of process:  Generally positive, needs involvement to improve
Key success factors:  Incentives, rewards, recognition, management support, simple system/techniques, demonstrable value-add, use of normal work process, push data to users, provide one-on-one opportunities with staff
Process improvements; Metrics capture, “Weak Moment in Time”
Organizational structure:  Central coordinator, local liaison
Contractual mechanisms:  Need for a standard clause to tie-in contractors
Communication methods:  Workshops, brown-bag lunches, focused meetings, training, electronic and print media
Capture tools:  Electronic/printed forms, interviews, after action reviews, investigations, assessments, audits, appraisals

- Budget:  $100K - $200K/site
- Performance measures:  Relative to baselines; difficult to capture directly
- View of process:  Generally positive, needs involvement to improve
- Key success factors:  Incentives, rewards, recognition, management support, simple system/techniques, demonstrable value-add, use of normal work process, push data to users, provide one-on-one opportunities with staff
- Process improvements; Metrics capture, “Weak Moment in Time”
- Organizational structure:  Central coordinator, local liaison
- Contractual mechanisms:  Need for a standard clause to tie-in contractors
- Communication methods:  Workshops, brown-bag lunches, focused meetings, training, electronic and print media
- Capture tools:  Electronic/printed forms, interviews, after action reviews, investigations, assessments, audits, appraisals

**Summary of DOE Comments 2/2**

## Pilot Plan and Upcoming Activities

## EOS Lessons Learned Pilot Activities - 1

- 	_Topic_					_Metric_			_Schedule_
- Management and staff orientation		Inform projects/analyze survey	30 days after start
- Roundtable introduction, survey
- Storytelling at staff meetings			Interest/value in stories		Weekly
- Provide a short lesson; may be an invited guest
- Status reports with lessons-learned headlines	Percent reporting with lessons	Weekly
- Everyone should prepare one-pagers
- Structured ongoing mentoring process		Mentor pairs created		Monthly
- Identify interests and resources, use of retirees
- Improve online tools to meet user needs 		Usage			Weekly
- Simple entry, search and presentation
- Facilitate access to knowledge-relevant resources	Usage			Weekly
- Online access to experts, communities and libraries
- Develop a rewards and recognition process	Number being recognized	Monthly
- Encouragement for sharing lessons learned
- Reporting on progress/performance		Status briefing/feedback	Monthly
- Develop and track metrics
- Draft GPG for the lessons-learned process	Document completion		Within 1 year
- Develop a Center-wide framework

## EOS Lessons Learned Pilot Activities - 2

- 	_Topic_					_Metric_			_Schedule_
- Identify appropriate lessons to be shared		Document and distribute	30 days after start
- Develop guidelines and taxonomy
- Capture lessons (online, written, verbal, video)	Number of lessons/media	Weekly
- Prepare process for collecting lessons
- Organize lessons; categorize/rank		Number of lessons/category	Weekly
- Consolidate and store information
- Validate and verify applicability of lessons		Percentage of usable lessons	Monthly
- Working group review of lessons
- Analyze root causes and outcomes		Number of lessons analyzed	Monthly
- Subject matter expert review
- Develop action plan to apply lessons-learned	Number of lessons/targets	Monthly
- Implementation review
- Disseminate lessons-learned			Lessons to interested parties	Monthly
- Identify and track lesson usage
- Monitor results				Feedback on lesson usage	Monthly
- Develop and track metrics
- Provide feedback on value of lessons learned	Document 			Monthly
- Survey staff and report to working group

## Activities in the Coming Month

- Conduct focus groups, disseminate and evaluate survey
- Identify Project lessons learned coordinators
- Prepare capture processes and in-reach communications
- Develop people-to-people facilitation process; mentoring, experts & retirees
- Organize content sources and formalize Communities of Practice
- Implement beta-version of lessons learned Web sites
- Determine metrics to be applied
- Recommend incentives, rewards and recognition program
- Confirm annual plan for mini-courses, workshops and seminars

## Discussion

## Action Items

## Backup

## Process Elements

## Definitions and Criteria

## Categories

## Areas of Specialization

## Focus Group Plan

## Initial Survey - Preliminary

## Lesson Learned Submission Form

## Definition of Form Items

## Mini-Course Plan - Preliminary

## Portal Requirements

## Community of Practice Requirements

## Reports and Presentations Content Requirements

## Experts and Retiree Content Requirements

## News Content Requirements

## Reference Content Requirements

## Performance Tracking Requirements

## Library Interconnection Requirements

## Weak Moment in Time

## Formulation Community Portal Layout - Preliminary