<<Project Name>>

Post Project Analysis

Customer Name
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should be placed in each section of this template. Then delete the Guidance and
replace the placeholder within <<Begin text here>> with your response. There may be
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Author
Author Position
Date

Version: 1.0

07/12/2016

2002 Microsoft Corporation. All rights reserved.

The information contained in this document represents the current view of Microsoft Corporation on the issues
discussed as of the date of publication. Because Microsoft must respond to changing market conditions, it should not
be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any
information presented after the date of publication.
This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR
IMPLIED, IN THIS DOCUMENT.
Microsoft and Visual Basic are either registered trademarks or trademarks of Microsoft in the United States and/or
other countries.

07/12/2016

Revision & Sign-off Sheet

Change Record
Date
Author

Reviewers
Name

Distribution
Name

Version

Version Approved

Position

Position

Document Properties
Item
Details
Document Title Post Project Analysis
Author
Creation Date
Last Updated

07/12/2016

Change Reference

Date

Table of Contents
Summary.........................................................................................................................3
Objectives.......................................................................................................................3
Planning..........................................................................................................................3
Accomplishments.......................................................................................................4
Challenges..................................................................................................................4
Lessons Learned.........................................................................................................4
Resources........................................................................................................................4
Accomplishments.......................................................................................................4
Challenges..................................................................................................................5
Lessons Learned.........................................................................................................5
Project Management/Scheduling....................................................................................5
Accomplishments.......................................................................................................6
Challenges..................................................................................................................6
Lessons Learned.........................................................................................................6
Development/Design/Specifications..............................................................................6
Accomplishments.......................................................................................................6
Challenges..................................................................................................................7
Lessons Learned.........................................................................................................7
Testing............................................................................................................................7
Accomplishments.......................................................................................................7
Challenges..................................................................................................................7
Lessons Learned.........................................................................................................8
Communication..............................................................................................................8
Accomplishments.......................................................................................................8
Challenges..................................................................................................................8
Lessons Learned.........................................................................................................8
Team/Organization.........................................................................................................9
Accomplishments.......................................................................................................9
Challenges..................................................................................................................9
Lessons Learned.........................................................................................................9
Solution........................................................................................................................10
Accomplishments.....................................................................................................10
Challenges................................................................................................................10
Lessons Learned.......................................................................................................10
Tools.............................................................................................................................11
Accomplishments.....................................................................................................11
Challenges................................................................................................................11
Lessons Learned.......................................................................................................11
Appendix: Guidelines for Successful Post Project Analysis Meetings........................12

07/12/2016

[Introduction to the Template

Description: The Post Project Analysis document records the results of conducting a
depth and breadth assessment of the project from its inception (envisioning phase) to
completion (deployment phase). This assessment captures successes, challenges
and failures, and identifies what should have been done differently on this project and
what could be done differently for the next project.
Justification: Conducting and documenting a post project review formalizes the
process of learning from past experience. This has value for individuals and the
organization as they move forward with new projects. The lessons learned while
creating the solution need to be captured and communicated to all participating team
members and other parts of the organization. This helps the creation of future
solutions more quickly with less expense and risk.
The following table identifies the recommended time frames for a post project review
based on various project characteristics:
Project Characteristic

2 Weeks After
Completion
Small

5 Weeks After
Completion
Large

Length of project

Short (days to 3
months)

Long (3 months to
years)

Energy level of team

members

Low

High

Team member time

available

Some (working on
other projects)

Total

Scope of project

{Team Role Primary: Program Management is responsible for developing and

distributing the Post Project Analysis. Their main responsibility is to facilitate the
analysis and encourage information exchanges between the teams and among team
members. Program Management also contributes input to the analysis from their
experiences in project.
Team Role Secondary: All other roles should either contribute to this document or
review it for completeness. Product Management will conduct analysis and provide
information regarding the customers experience and satisfaction with the project and
solution. Development will conduct analysis and provide information regarding the
building of the solution. Test will conduct analysis and provide information regarding
the quality of the solution. User Experience will conduct analysis and provide
information regarding user effectiveness. Release Management will conduct
analysis and provide information regarding the deployment process and the status of
ongoing operations.}]

07/12/2016

Summary
[Description: Provide a brief summary of this document, including what will be done
with the contents, especially the lessons learned. It may be helpful to list the top three
accomplishments, top three challenges, and top three valuable lessons learned.
Example questions to answer to develop this sections content:

What three things (in order of importance) went well?

What three things (in order of importance) need improvement?
What suggestions do we have for improvement?
What other issues need followed up?

Justification: Some readers may need to know only the highlights of the document,
and summarizing creates that user view. It also enables the full reader to know the
essence of the document before they examine the details.]

<<Begin text here>>

Objectives
[Description: The Objectives section defines the documents objectives. These could
include 1) recording the results of a comprehensive project analysis and 2) ensuring
that lessons learned during the project are documented and shared.
Justification: A document containing valuable insight should direct the reader to
specific actions of incorporating that insight into their knowledge base. The objectives
statements should assist the reader in this process.]

<<Begin text here>>

Planning
[Description: The Planning section provides analysis and insight on the projects
planning aspect. This should include information regarding the planning processes
used, who participated in the planning processes, and the quality of the plans
(reliability, accuracy, completeness, etc).
Example questions to answer to develop this sections content:

Were the team goals clear to you?

Were the marketing goals clear to you?
Were the development goals clear to you?
How complete do you think the planning was before the actual
commencement of work?
How could planning be improved?
What recommendations would you make for the planning process for the next
release?]

07/12/2016

Accomplishments
[Description: The Accomplishments section describes what was successful about
the projects planning aspect. Be sure to describe what contributed to that success
and why it was successful.]

<<Begin text here>>

Challenges
[Description: The Challenges section describes any problems that occurred with the
projects planning aspect. Be sure to describe what contributed to those problems
and why they were problems.]

<<Begin text here>>

Lessons Learned
[Description: The Lessons Learned section describes what was learned about
planning and how planning should be done the next time. This recommendation
could be to use the same approach or could suggest significant changes.]

<<Begin text here>>

Resources
[Description: The Resources section provides analysis and insight on the projects
resources aspect. This should include information regarding the availability, quality,
and application of resources.
Example questions to answer to develop this sections content:

How can we improve our methods of resource planning?

Were there enough resources assigned to the project, given the schedule
constraints?
What could have been done to prevent resource overload?
Do you think resources were managed effectively once the project started?

Accomplishments
[Description: The Accomplishments section describes what was successful about
the projects resources aspect. Be sure to describe what contributed to that success
and why it was successful.]

<<Begin text here>>

07/12/2016

Challenges
[Description: The Challenges section describes any problems that occurred with the
projects resources aspect. Be sure to describe what contributed to those problems
and why they were problems.]

<<Begin text here>>

Lessons Learned
[Description: The Lessons Learned section describes what was learned about
resources and how resource management should be done the next time. This
recommendation could be to use the same approach or could suggest significant
changes.]

<<Begin text here>>

Project Management/Scheduling
[Description: The Project Management/Scheduling section provides analysis and
insight on the projects project management and scheduling aspects. This should
include information regarding:

The integration of planning

Scope management
Budget management
Schedule management
Resource allocation
Vendor management
Risk management
Quality management

Example questions to answer to develop this sections content:

Was the schedule realistic?

Was the schedule detailed enough?
Looking over the schedule, which tasks could you have estimated better and
how?
Did having a series of milestones help in making and monitoring the
schedule?
What were the biggest obstacles to meeting the scheduled dates?
How was project progress measured? Was this method adequate? How could
it be improved?
Was contingency planning apparent? How can we improve our contingency
planning for the next release?
How could scheduling have been done better or been made more useful?
What would you change in developing future schedules?
How were changes managed late in the cycle?

07/12/2016

Were the trade-offs between schedule and features handled well?]

Accomplishments
[Description: The Accomplishments section describes what was successful about
the projects project management aspect. Be sure to describe what contributed to
that success and why it was successful.]

<<Begin text here>>

Challenges
[Description: The Challenges section describes any problems that occurred with the
projects project management aspect. Be sure to describe what contributed to those
problems and why they were problems.]

<<Begin text here>>

Lessons Learned
[Description: The Lessons Learned section describes what was learned about
project management and how it should be done the next time. This recommendation
could be to use the same approach or could suggest significant changes.]

<<Begin text here>>

Development/Design/Specifications
[Description: The Development/Design/Specifications section provides analysis and
insight on the projects development aspect. This should include information
regarding the development processes used (coding standards, documentation,
versioning, approval, etc), who participated in the development processes, and the
quality of the designs and specifications that were used during development
(reliability, accuracy, completeness, etc).
Example questions to answer to develop this sections content:

Were there issues in the functional design and ownership?

Were there issues in the architectural design and ownership?
Were there issues involved in using components or with code sharing? How
could this be done more effectively?]

Accomplishments
[Description: The Accomplishments section describes what was successful about
the projects development aspect. Be sure to describe what contributed to that
success and why it was successful.]

<<Begin text here>>

07/12/2016

Challenges
[Description: The Challenges section describes any problems that occurred with the
projects development aspect. Be sure to describe what contributed to those
problems and why they were problems.]

<<Begin text here>>

Lessons Learned
[Description: The Lessons Learned section describes what was learned about
development and how it should be done the next time. This recommendation could
be to use the same approach or could suggest significant changes.]

<<Begin text here>>

Testing
[Description: The Testing section provides analysis and insight on the projects
testing aspect. This should include information regarding the testing processes used,
who participated in the testing processes, and the quality of the testing plans and
specifications that were used during testing (reliability, accuracy, completeness, etc).
Example questions to answer to develop this sections content:

Were there issues in test interaction?

Were there issues in test case design and coverage?
Were there enough testers?
Was the quality of the solution we shipped acceptable?
Did we work well with all of the testers?]

Accomplishments
[Description: The Accomplishments section describes what was successful about
the projects testing aspect. Be sure to describe what contributed to that success and
why it was successful.]

<<Begin text here>>

Challenges
[Description: The Challenges section describes any problems that occurred with the
projects testing aspect. Be sure to describe what contributed to those problems and
why they were problems.]

<<Begin text here>>

07/12/2016

Lessons Learned
[Description: The Lessons Learned section describes what was learned about
testing and how it should be done the next time. This recommendation could be to
use the same approach or could suggest significant changes.]

<<Begin text here>>

Communication
[Description: The Communication section provides analysis and insight on the
projects communication aspect. This should include information regarding the
communication processes used, the timing and distribution of communication, the
types of communication distributed, and the quality of the communication content.
Example questions to answer to develop this sections content:

Was communication in your group handled efficiently and effectively?

Was communication between groups handled efficiently and effectively?
Was program management effective in disseminating information?
Was program management effective in resolving issues?
Was the e-mail alias usage effective? How could the aliases be better set up
to improve communication?
Were the status meetings effective?
Was communication with the external groups (component suppliers, content
suppliers, OEMs, support, international) effective?]

Accomplishments
[Description: The Accomplishments section describes what was successful about
the projects testing aspect. Be sure to describe what contributed to that success and
why it was successful.]

<<Begin text here>>

Challenges
[Description: The Challenges section describes any problems that occurred with the
projects communication aspect. Be sure to describe what contributed to those
problems and why they were problems.]

<<Begin text here>>

Lessons Learned
[Description: The Lessons Learned section describes what was learned about
communication and how it should be done the next time. This recommendation could
be to use the same approach or could suggest significant changes.]

<<Begin text here>>

07/12/2016

Team/Organization
[Description: The Team/Organization section provides analysis and insight on the
projects team and organization structure aspects. This should include information
regarding team leadership, any sub-teams and their structure, and the quality of the
integration among the teams. It could also include information about the scope of
each teams work, the performance of its designated role on the project, and the
balance among the teams regarding decision-making.
Example questions to answer to develop this sections content:

Did you understand who was on the team and what each member was
responsible for?
Were the roles of the different groups (development, test, user experience,
program management, marketing) clear to you?
What would you do to alter the organization to more effectively put out the
solution? What functional changes would you make? What project team
organization changes would you make?
Do you think the different groups fulfilled their roles?
What was deficient in your group? Other groups?
Did you have all the information you needed to do your job? If not, were you
able to obtain the information?
Did you think the team worked together well?
Were management decisions communicated to the team? Did you understand
how decisions were made?
Were external dependencies managed effectively?

Accomplishments
[Description: The Accomplishments section describes what was successful about
the projects team aspect. Be sure to describe what contributed to that success and
why it was successful.]

<<Begin text here>>

Challenges
[Description: The Challenges section describes any problems that occurred with the
projects team aspect. Be sure to describe what contributed to those problems and
why they were problems.]

<<Begin text here>>

Lessons Learned
[Description: The Lessons Learned section describes what was learned about
teams and how that aspect should be approached the next time. This
recommendation could be to use the same approach or could suggest significant
changes.]

07/12/2016

<<Begin text here>>

Solution
[Description: The Solution section provides analysis and insight on the projects
solution aspect. This should include information regarding the processes of

Understanding the customers business objectives and requirements

Developing a solution concept
Determining the need for and deploying a pilot
Readying the operational environment for full deployment

It should also include information on customer satisfaction and any metrics on

business value.
Example questions to answer to develop this sections content:

In retrospect, could the work of your group been done better? How?
What needs to happen so your group can avoid problems in the future?
Are you satisfied with the solution you shipped? If not, why?
What would you do to improve the process of creating the solution?]

Accomplishments
[Description: The Accomplishments section describes what was successful about
the projects solution aspect. Be sure to describe what contributed to that success
and why it was successful.]

<<Begin text here>>

Challenges
[Description: The Challenges section describes any problems that occurred with the
projects solution aspect. Be sure to describe what contributed to those problems and
why they were problems.]

<<Begin text here>>

Lessons Learned
[Description: The Lessons Learned section describes what was learned about the
solution and how that aspect should be approached the next time. This
recommendation could be to use the same approach or could suggest significant
changes.]

<<Begin text here>>

07/12/2016

Tools
[Description: The Tools section provides analysis and insight on the projects tools
aspect. This should include information regarding the specific tools used, the specific
application of the tools, the usefulness of those tools, and any limitations of the tools.
Example questions to answer to develop this sections content:

What improvements do you recommend for tracking bugs that will make the
process more effective for use during development of the next release?
What improvements do you recommend for document and code source
control?
What comments do you have about the build process and the compilers?
What comments do you have about the coding standards?
What other tools do you need?
What other improvements do you need to make on your existing tools?]

Accomplishments
[Description: The Accomplishments section describes what was successful about
the projects application of the tools. Be sure to describe what contributed to that
success and why it was successful.]

<<Begin text here>>

Challenges
[Description: The Challenges section describes any problems that occurred with the
tools as they were applied to the work of the project. Be sure to describe what
contributed to those problems and why they were problems.]

<<Begin text here>>

Lessons Learned
[Description: The Lessons Learned section describes what was learned about the
tools and their application and how that should be approached the next time. This
recommendation could be to use the same approach or could suggest significant
changes.]

<<Begin text here>>

07/12/2016

10

Appendix: Guidelines for Successful Post Project

Analysis Meetings
[Do:

Be constructive and supportive.

Be precise and specific.
Focus on challenges and suggestions for improvement surrounding process
rather than specific individuals

Do NOT:

Use peoples names.

Be negative or hostile.
Ask permission.
Explain or justify your comments and recommendations, unless asked to do
so by someone else.
Repeat comments and recommendations made by others.
Express agreement or disagreement with comments and recommendations
made by others.]

07/12/2016

11