# Presentation: 801903

## EOS Pilot for Lessons Learned

**Working sub-Group**
**Meeting #5**

- 20-Nov-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	Pilot Site Design				P. Brandinger
- 1000 - 1015	Organization of Content Sources 		P. Brandinger
- 1015 - 1030	In-Reach Communications Plan		L. Chandler
- 1030 – 1045	Initiation of Recurring Process Activities	P. Brandinger
- 1045 - 1055	Discussion and Plan for Next Month		Working Group
- 1055 - 1100	Action Items				P. Brandinger

## Progress to Date

- 	_Topic_				_Metric_			_Schedule_
- DOE SELLS interaction		Telecon			30 Oct
- Communities of Practice		Design/definition		1/4/5/8/18 Nov
- Focus groups			Meetings Scheduled	7 Nov
- Lessons Learned logos		Drafts			12 Nov
- GPM In-House Workshop		Meeting			13 Nov
- Video capture/archives		Meeting			13 Nov
- Process initial LL submissions	65 lessons in process	15 Nov

## 1st GPM Lessons Learned Workshop; In House Development

*Come out and see center experts share their thoughts and feelings concerning in-house builds*

- Wednesday, November 13, 2002
- 9:00 a.m. – 4:00 p.m.
- Building 32
- Rooms E103 & E109

- Please contact Leslie Cusick at x6-9094 or leslie.cusick@gsfc.nasa.gov if you plan on attending the first of this series
- Also contact Leslie If you would like to suggest topics or speakers for future sessions

## GPM In-House Lessons Learned Workshop

- Speakers covered various GSFC-Projects
- Tom LaVigna:  TRMM
- Herb Mittelman:  TRMM
- Tom Trenkle:  Triana
- Craig Tooley:  Triana
- Dave Everett:  FAST, WIRE
- Presentations were video-taped; to be indexed and made available
- Good interaction, high interest on the part of attendees
- 65 lessons learned drafted; in review
- GPM intends to continue this with Workshops every 6 months

## Action Item Status

## EOS Pilot Web Site Design

## EOS Pilot for Lessons Learned – Home

## Communities of Practice Site

## Preliminary CoP Portal Site Layout

## Lessons Search Return – Listing

## Lessons Search Return – Folders

## Organization of Content Sources

- Home Page:  P. Brandinger
- What’s New – P. Brandinger
- External Search – C. Durachka
- Project Documents – J. Head
- Share Documents – J. Head
- Add-a-Lesson – C. Durachka
- Find-a-Lesson – C. Durachka
- Find-a-Person- P. Brandinger
- Communities of Practice:  Moderators
- Image of the Day, Did You Know, Story of the Week, News – L. Chandler
- Ask-a-Project, Reference – Projects
- Projects in Formulation/Implementation/Operations, Questions – Moderators
- Ask-a-Librarian – Library
- Ask-an-Engineer, Directories - EOS

## In-Reach Communications Plan

- Material for the Community of Practice sites
- Image of the day
- “Did You Know?”
- Story of the Week
- News links; tailored for each Community
- Email to the EOS Projects
- Post flyers on upcoming events
- Staff meeting announcements
- Pilot activities on the GSFC/PAO site
- EOS newsletter
- Biographies of the EOS Program/Project staff
- Organize seminars by general-interest speakers
- Offer internal tours for staff

## EOS Pilot for Lessons Learned; Process Flow

- Archive

## Initiation of Recurring Process Activities

- Capture of lessons; EOS
- GPM Workshop; video/submission forms
- Identification of direct content sources
- Problem, failure, anomaly, incident reports
- Requests For Actions
- Independent Review Team reports
- After-action reports/case studies and videos
- Identification of indirect content sources
- Monthly Status Reviews
- Design/readiness reviews
- Weekly reports
- Change Control Board/Failure Review Board
- Data entry
- Organization, categorization, ranking -> Validity check; Committee
- Root cause analysis; Subject Matter Expert
- Applicability/action plan; Committee
- Dissemination; EOS
- Monitor; EOS
- Evaluation; Committee

## Activities in the Coming Month

- Conduct focus groups, disseminate and evaluate survey
- Organize Project lessons learned coordinators
- Initiate capture processes and in-reach communications
- Kick-off people-to-people facilitation process; mentoring, experts & retirees
- Identify content sources and formalize Communities of Practice
- Implement beta-version of lessons learned Web sites
- Apply metrics to the process
- Obtain consensus on incentives, rewards and recognition program
- Confirm annual plan for in-reach activities

## Status with Respect to Plan

- Program Office announcement; 2 weeks later than planned
- Focus groups/surveys; 1 month later than planned
- Dry-run of monthly process cycle; 1 month later than planned
- HR informal mentoring plan; 2 months later than planned
- Proposed rewards and recognition; 2 weeks later than planned
- Library content identification;  2 weeks later than planned
- Meta-data structure; 1 month later than planned
- Search tool evaluation; 2 months later than planned
- Project Library interconnection; 1 month later than planned
- IT Portal support; 1 month later than planned
- IT lessons learned entry/storage/distribution; 1 month later than planned
- Overall status of EOS Lessons Learned Pilot:  approximately 1 – 2 months later than planned
- Objective is to incrementally introduce Pilot capabilities as they become available
- Workshops; in November		- Focus groups and initial survey; in November
- Capture and recurring process; in November	- Mini-Courses; in December
- Organize content sources; in December	- Lessons learned coordinators; in December
- Beta-version of Web site; in December	- In-reach communications; in December

## Discussion

## Action Items

## Backup

## Preliminary Logo Designs

## Slide 23

## Slide 24

## Slide 25

## Slide 26

## Posters

## Slide 28

## Pilot Web Site Design

## EOS Pilot Home Page – Site Map

## EOS Pilot Community of Practice – Site Map

## EOS Pilot Portal Design

## EOS Pilot – Formulation News Return – Listing

## EOS Pilot – Formulation News Return – Matrix

## EOS Pilot – Formulation News Return – Folders

## EOS Pilot – Project Documents

## Submitted Lessons

**as of**
**20-November-2002**

## Evolution of Thought

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**The continuing journey**

## 10 Strategies for Success

**# 10: Tell stories, with sufficient details.**
**# 9: Establish a process for filtering out trivial, low-value practices.**
**# 8: If you build it they will not come.  Push the knowledge to users.**
**# 7: System must be able to capture the value of the practice.**
**# 6: Senior Leadership sponsorship is necessary, but not sufficient.**
**# 5: The system must be available to the grass-roots level.**
**# 4: Provide peer-recognition of people who share knowledge.**
**# 3: Hi-Tech works only if there is Hi-Touch.**
**# 2: System must have automatic feedback.**
**# 1: Culture of knowledge sharing must exist.**
**(****Sanjay Swarup Ford Motor Company)**