Learning Curve…

MB0049 : List and define in Brief all the tools for Post Implementation Review.

Posted on: October 7, 2011

MB0049 : List and define in Brief all the tools for Post Implementation Review.
Answer: – Tools for Post Implementation Review

“Completing a project” is not the same thing as ending the project management process. Simply finishing doesn’t ensure that the organization benefits from the project’s outcome.

For example, after completing a yearlong project to establish a new quality management process for your organization, you want to make sure that what you set out to do was actually achieved. Your objective wasn’t to simply deliver a process – but rather, to deliver the process that addresses the specific business need you intended to meet. This is the real measure of success.

To make the most of the benefits that the project can deliver, however, you also need to check to see if further improvements will deliver still greater benefit.

You also need to ensure that the lessons learned during the project are not forgotten. You can more effectively design and execute future projects when you take advantage of lessons learned through experience of previous projects.

So how can you properly measure a project’s success, and work toward continuous improvement? This is where the process of Post-Implementation Review (PIR) is helpful. It helps you answer the following key questions:

  • Did the project fully solve the problem that it was designed to address?
  • Can we take things further, and deliver even bigger benefits?
  • What lessons did we learn that we can apply to future projects?

The key to a successful PIR is recognizing that the time spent on the project is just a small part of an ongoing time-line.

For people and organizations that will be working on similar projects in the future, it makes sense to learn as many lessons as possible, so that mistakes are not repeated in future projects.

And for organizations benefiting from the project, it makes sense to ensure that all desired benefits have been realized, and to understand what additional benefits can be achieved.

A good time to start thinking about the Post Implementation Review is when members of the project team remember the most – shortly after the project has been delivered, and when most of the problems have been ironed-out. Start to list ideas and observations while they are still fresh in people’s minds.

However, to adequately assess the quality of the implementation and complete this process, you’ll need to wait long enough for the changes caused by the project to truly take effect.

Here are some tips for conducting the PIR:

  • Ask for openness – Emphasize the importance of being open and honest in your assessment, and make sure that people aren’t in any way punished for being open.
  • Be objective – Describe what has happened in objective terms, and then focus on improvements.
  • Document success – Document practices and procedures that led to project successes, and make recommendations for applying them to similar future projects.
  • Look with hindsight – Pay attention to the “unknowns” (now known!) that may have increased implementation risks. Develop a way of looking out for these in future projects.
  • Be future-focused – Remember, the purpose is to focus on the future, not to assign blame for what happened in the past. This is not the time to focus on any one person or team.
  • Look at both positives and negatives – Identify positive as well as negative lessons.

There are various tools for post project implementation review that may be considered for improving and developing processes of the project. Reports are prepared on the same which becomes the basis for all future discussion.

Some of the tools that may be considered for post implementation review are

a) Final Product Evaluation: This may be done through regularly organized meetings and quality reviews.

b) Outstanding Project Work Evaluation: All outstanding works of a project can be reviewed to check its output quality, its performance compared to planned and evaluate the same.

c) Project Review: Review questionnaire may become important if the reviews are to be structured and group discussion may be initiated depending upon the points to be discussed.

d) Process Evaluation: Evaluation of any process is one of the key issues of the project

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