# Presentation: 100780

## EOS Pilot for Lessons LearnedWorking sub-GroupMeeting #7

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

**EOS Pilot for Lessons Learned****Working sub-Group****Meeting #7**

## EOS Lessons Learned Working Group Agenda

- 0900 – 0915	Activities since last Working Group Meeting	P. Brandinger
- 0915 – 0930	Lessons Learned Coordinator Involvement	P. Brandinger
- 0930 – 1000	Incentives and Rewards	 		D. Wolford
- 1000 – 1015	Web Site and Portal Development		S. Naus
- 1015 – 1030	Library Resource Support			J. Ormes
- 1030 – 1045	Lessons Learned TV			P. Brandinger
- 1045 – 1055	Discussion and Plan for Next Month		Working Group
- 1055 – 1100	Action Items				P. Brandinger

## Progress to Date

- 	_Topic_				_Metric_			_Schedule_
- Mini-Course #1; Ron Birk		CD-ROMs		3 Jan
- Mini-Course #2; Jan Gervin	Brown-Bag Lunch		10 Jan
- Incentives and Rewards		Meeting			10 Jan
- Informal Mentoring		Meeting			15 Jan
- Video Content Distribution		Meetings, Dry-run		20 Dec, 17, 23, 24 Jan
- Taxonomy + Ontology		Drafts			Ongoing
- Portal Development		Meetings			6, 16 Jan
- Kick-Off with Project Coordinators	Meeting			22 Jan
- EOS Pilot Home Page		Operational		23 Jan
- Lessons Learned TV 		Operational		27 Jan

## Earth Science Enterprise

- Science forSociety ————*December 13, 2002*

***“******Accelerating the realization of economic and societal benefits ***
***from Earth science, information, and technology ...”***

## Global Carbon Cycle Plan (GCCP) BROWN BAG LUNCH

**Project Formulation Manager:  Dr. Jan Gervin**
**Project Manager:  Dr. Chuck McClain**
**Project Scientist:  Dr. Scott Denning**
**Mission Systems Engineer:Jaime Esper**
**Study Scientists:  Drs. Jim Abshire, Jim Collatz, Watson Gregg, Forrest Hall, James Hansen, Randy Kawa, Bob Knox, Antonio Mannino, Betsy Middleton,  and Compton Tucker**
** **

**January 10, 2003**

## Lessons Learned Coordinator Involvement

## Role of Lessons Learned Coordinator

- Act as the Project point of contact for lessons learning activities
- Support the capture of Project lessons learned
- Develop feedback from the Project

## Act as the Project Point of Contact

- Inform the Project of lessons learned activities including:
- Workshops
- Mini-courses
- Mentoring
- Retiree contacts
- In-reach (LLTV, tours, guest speakers)
- Tools for facilitating access to information and people
- Resources available within; Projects, Program Offices, Directorates and Center
- Surveys
- Rewards and recognition
- Communicate Project-related aspects to the EOS Pilot
- Content sources
- Updates to Project contacts
- Schedule of upcoming events/activities
- Targets for alerts and announcements
- Provide tie-in to Project Risk and Configuration Management
- Reinforce the value, need and importance of sharing lessons learned
- At every meeting ask the question; “What lessons were learned”
- Have someone take 5 minutes to tell a story

## Support Capture of Project Lessons Learned

- Project gatherings where lessons/experience can be obtained
- Internal meetings/reviews
- Formal milestone events
- Identify new and updated sources of content
- Project library additions
- Contractor-provided documents
- Personal profiles
- Historical records
- Other relevant material

## Develop Project Feedback

- Identify Project/individual needs
- Problems being worked
- Specific questions to be addressed
- Difficulties in finding particular information resources
- Areas of expertise that could provide assistance
- Interest in mentoring (becoming a mentor or mentee)
- Indicate preferences
- What can be done to help people find information or people?
- How could the tools that are available be improved (e.g. EOS Pilot Web site)?
- Are there Workshops, Mini-Courses or guest speakers that would be of interest?
- Is Lessons-Learned TV useful; who/what would people like to see?

## Incentives and Rewards

## Incentives and Rewards Program

- Purpose: To incentivize, reward and recognize knowledge-sharing in the EOS Program.

## Incentives and Rewards Program

- Top Five Incentives/Motivating Techniques:
- Manager personally congratulates employees for doing a good job
- Manager writes personal notes about good performance
- Organization uses performance as basis for promotion
- Manager publicly recognizes employees for good performance
- Manager celebrates successes with team in fun and creative ways
- Source: Dr. Gerald H. Graham

## Incentives and Rewards Program

**What should be rewarded/recognized?**
- Sharing knowledge with others
- Networking with others on project-related issues
- Adding to EOS Lessons Learned Web-Site
- Applying knowledge from EOS Lessons Learned Web-Site
- Teaming/collaboration behaviors
- Developing/mentoring others
- Generating/using new ideas
- Learning activities/Acquiring knowledge

## Incentives and Rewards Program

- How to Reward/Recognize Desired Behaviors:
- Supervisors and other project officials can be very
-      in how they reward desired behaviors.  Example awards:
- Give a mortar board/tassle award for using lessons learned database
- Give a quill for adding lessons learned
- Create certificates around knowledge sharing themes
- Awards can be symbolic or of nominal value; it is often the non-cash awards that have more value and meaning

- Creative

## Incentives and Rewards Program

*Anecdote:  A Hewlett-Packard Company engineer burst into his manager’s office to announce he’d just found the solution to a problem the group had been struggling with for many weeks.  His manager quickly groped around his desk for some item to acknowledge the accomplishment and ended up handing the employee a banana from his lunch with the words, “Well done.  Congratulations!”  The employee was initially puzzled, but over time the Golden Banana Award became one of the most prestigious honors bestowed on an inventive employee.*

## Incentives and Rewards Program

- Other suitable awards include:
- Lunch with the Program or Project Manager
- Use of designated parking spot for a week or month
- Membership dues for a professional organization
- Subscription to a trade magazine
- Tickets to a movie or sporting event
- Personal letter from the PM

## Incentives and Rewards Program

*“**The way we see it, spending $1 on something clever and unique is better than spending $50 on something ordinary and forgettable.”*
- Richard File, Amrigon

## Incentives and Rewards Program

- How to Reward/Recognize Desired Behaviors:
- Existing Award Vehicles:
- Cash Awards (Special Act)—can focus on desired behaviors
- Honor Awards	 (FY03 deadlines have passed)
- Quality/Process Improvement
- Outstanding Mentor
- Directorate Peer Awards (Spring/Summer 2003)
- Boundless Energy
- Mission Impossible
- Unsung Hero
- Wild Card
- Mentor Award

## Incentives and Rewards Program

- How to Reward/Recognize Desired Behaviors:
- Existing Award Vehicles:
- On-the-spot Cash Awards (currently in development by the Center)
- _Use of debit cards_ to directly reward employees or allow supervisor/manager to purchase supplies for gift certificates, movie tickets, tee shirt with slogan, or any other suitable item

## Incentives and Rewards Program

- Other creative awards/recognition ideas:
- Personal phone call from PM
- Team dinner or outing to Jillians
- Bottle of wine or champagne
- Publication of recognition
- Massage, facial or manicure
- Flowers, balloons or a bouquet
- Contribution to a favorite charity
- One month of shoeshines
- Invitation of staff to home

- The key is to think outside the box

## Incentives and Rewards Program

- Proposed Actions/Events:
- Hold EOS Knowledge Sharing Fair
- Demo of EOS Lessons Learned Web-Site
- Relate success story/announce award recipient
- Distribute publicity items (posters, pens, coffee mugs, etc.)
- Advertise formal and informal mentoring programs
- Publicize Knowledge in Action contest
- Kick-off EOS Suggestion Program
- Propose Set-Aside at Directorate Level for EOS Pilot

## Incentives and Rewards Program

**Remember**:  When rewarding, think “team” or at least beyond the individual because it takes two (or more) to share knowledge.

## Incentives and Rewards Program

**“****Recognition is so easy to do and so inexpensive to distribute that there is simply no excuse for not doing it.”**
- ~Rosabeth Moss Kanter

## Pilot Web Site and Portal Development

## EOS-LL Home Page

***Last Updated: January 27, 2003***** **

***Last Updated: January 27, 2003***** **

## Library Resource Support

## Lessons Learned TV

## Lessons Learned TV

- Deliver finished video content to the EOS community
- Daily scheduled Webcasts from 11 AM – 1PM
- Program guide will be distributed on Fridays
- Link accessing content after Webcast will be provided
- Examples of content to be provided
- Workshops (e.g. GPM)
- Mini-courses (EOS, AETD, etc.)
- In-house interviews (Madden, Machi, Gervin, Longanacker, et. Al.)
- Low award videos (Cramer; EO-1 CPI)
- Project videos (GPM, Landsat-7, GRO, HST servicing, etc.)
- Center symposia, colloquia and seminars
- Non-GSFC productions from HQ and other Centers
- Provide opportunities for Projects to capture and share results
- Allows individuals to become aware of existing resources
- May be expanded to support other interests

## LLTV Schedule

## Action Item Status

## Activities in the Coming Month

- Obtain concurrence with proposed rewards and recognition program
- Rollout Portal with; LL access; search tools; surveys; profiles; Library access
- Initiate capture processes and in-reach communications
- Kick-off people-to-people facilitation process; mentoring, experts & retirees
- Formalize Communities of Practice
- Apply metrics to the process
- Conduct interviews using video capture

## Discussion

## Action Items

## Backup

## No day should ever pass in which you do not learn anything of use to you

Shared knowledge grows:
		“When you give me a dollar, I gain it and you lose it. When you impart
		knowledge, I gain it but you keep it. The knowledge is doubled.”

Unused knowledge deteriorates:
		“We are used to the fact that tangible assets like cars and computers
		depreciate. However, if an intangible asset is NOT used, for instance, a 	skill such as speaking French, it deteriorates. So knowledge deteriorates 	when NOT used.”

Why Share Knowledge?
		"The mind, once expanded to the dimensions of larger ideas, never
		returns to its original size."
						Oliver Wendell Holmes

**Shared knowledge grows:**
- 		“When you give me a dollar, I gain it and you lose it. When you impart
- 		knowledge, I gain it but you keep it. The knowledge is doubled.”
**Unused knowledge deteriorates:**
- 		“We are used to the fact that tangible assets like cars and computers
- 		depreciate. However, if an intangible asset is NOT used, for instance, a 	skill such as speaking French, it deteriorates. So knowledge deteriorates 	when NOT used.”
**Why Share Knowledge?**
- 		"The mind, once expanded to the dimensions of larger ideas, never
- 		returns to its original size."
- 						Oliver Wendell Holmes