6guideline of LL
6guideline of LL
Compiled by
Patrick Williams (Assystem UK)
Abstract:
This document presents a range of guidelines supporting lessons learned processes
within the Supply chain. The report is primarily based on the Aerospace sector, but
the methods are applicable in a wider industrial context.
Dissemination:
PU
Internal Reviewers:
Process Auditor
agreement:
Document details
Document identifier VIVACE 1.2/6/Assystem/T/07022
Deliverable/Output n°: D1.2.6_3 V2 Annex 2 Contributing Companies
th
Issue Date 27 September 2007 Assystem UK, AIUK
Contract n°: AIP-CT-2003-502917
Project n°:
Revision table
Issue Issue date Modifications
st
0.1 1 August 2007 Draft issue
0.2 17th Sept 2007 Release for internal reviewer
th
1.0 27 Sept 2007 Final version including update following internal review comments
TABLE OF CONTENTS
1. EXECUTIVE SUMMARY
This report introduces a range of guidelines associated with the generation and application
of lessons learned processes aimed at the Knowledge Enabled Wing Engineering function
and processes, but in reality applicable to other aerospace functions also.
The report highlights the main functions associated with the subject of Knowledge
Management (KM). Experience with KM in the Aerospace sector shows the process is only
used sporadically, and there is considerable scope for development and growth of this
discipline.
This report looking at the specifics of lessons learned as one of a range of inter-related
studies in the VIVACE project, which progress the subject of KM and its application.
The guidelines are presented in relation to the process, capture and management of data,
reuse of lessons learned, and the issues associated with deployment of lessons learned as a
business change.
Throughout it has to be emphasised that the lessons learned process is a means of
supporting the networks of personnel who are employed to deliver the necessary functions. It
is an approach for use across the whole organisation, and considerable benefits exist when
these can be expanded into supply chains.
It is also important to recognise within a supply chain framework the importance of trust, and
the management of Intellectual property, and the use of the contract to the benefit of those
parties within the supply chain, in the creation, management and use of lessons learned.
2.1. INTRODUCTION
The subject of Knowledge Management is well researched, and its application is recognised
as an important feature of business.
It has been recognised that the way people learn is a combination of explicit and tacit
techniques. Research has also recognised that the capture and reuse of knowledge is not an
easy subject, not least because of the implications on the workplace, and the cultural
implications, but also because of the dispersed way in which organisations and supply
chains operate, combined with the commercial pressures on delivery.
Work completed with VIVACE since 2005 has brought together a range of considerations
associated with working relationships in the supply chain, processes and tools all associated
with experience in the Aerospace industry.
Knowledge management in its own right and its use in projects is a complex subject,
particularly when used between customers and suppliers in the supply chain, and within an
industry such as Aerospace with multinational activities, complex systems and products, and
extensive regulatory requirements whilst operating under an environment of intense
competition and the associated controls on cost and schedule.
Unfortunately, the research completed indicates that within the Aerospace sector, KM is
used sporadically and is not built into the businesses processes as an inherent function.
Where it is used, knowledge is not shared that widely, and the data produced is not
structured, and hence is not as easy to use as it could be.
The capture, management and deployment of lessons learned is an important ‘subset’ of the
overall KM function, and each of the items included above can be considered in the context
of lessons learned, which can be defined as follows :
Considerations within
lessons learned
Methods of Communication
Dispersion/Location
Notes re-use
Roles
Collaboration
Information Capture Culture – Ways of
working
Relationship Building Trust
Experience capture & re-use
The guidelines identified within this document will therefore reflect each of these areas.
VIVACE 1.2/6/Assytem/T/07022 Page: 6/ 20
© 2007 VIVACE Consortium Members. All rights reserved.
VIVACE Lessons Learned Guidelines
This document is classified as Public
The lessons learned process also fits within the knowledge life cycle shown below.
3.1. SCOPE
The guidelines defined here are based upon a combination of results from the VIVACE work,
combined with the experiences associated with the creation and management of lessons
learned in a supply chain context.
The guidelines will cover information on process, management, tools, and roles.
Why apply lessons learned, and what are the benefits?
Within organisations considerable experience is developed through all elements of the
workforce, technical, management, production, commercial etc. Often this knowledge
remains with the individuals, and where it is documented it is unstructured, stored in various
places, and not readily or easily used. Invariably the existence of the knowledge is not
known.
The result of this can be that best practice is not applied, mistakes made are repeated in
projects, and the experience gained by successful or unsuccessful practices are not applied
elsewhere. Hence the experience gained has to be re-learned.
Subject (brief
description of the
situation)
Context (circumstances
that lead to the
situation)
Applied solution
(How the situation
was rectified)
As background information the project or function involved can be included in the basic
introduction to provide some context on the experience gained, and where it may be
more relevant for future use.
I wish that I
Oh…another could talk to
initiative from someone who
central. has done this
before
Why didn
didn’’t
anyone ask US
for OUR
opinion?
I don’
don’t have the time
or resources for this. I’ll go along with
it, but THEY
won’
won’t!
The application of good practice through planning, involvement of personnel at all levels,
high level acceptance and support as a catalysis for organisational acceptance, and
continual communication, supported by training, and securing and publicizing early
successes and benefits is a means of working for a successful outcome.
Critically some personnel will feel threatened by having to share ‘their’ information. Hence
these barriers have to be crossed. An important consideration is that information is not lost
when someone shares it, they are not now under threat, but because of the increased
knowledge available from lessons learned, or any other Km practice applied with it, each
person now has access to more knowledge to improve their overall performance, and
decision-making ability.
5. ROADMAP
In terms of creating a lessons learned capability the chart below identifies the key areas that
should be addressed when considering either in an organisational or in a supply chain
context.
The guidelines support each of these various areas.
7. BIBLIOGRAPHY
VIVACE deliverables:
• D1.2.6_1 Use case definition for KEWE
• D1.2.6_2 Sharing knowledge across the supply chain – J Cloonan, P Williams, E
Carver
Other sources:
• Sharing knowledge across boundaries – C Ciborra, R Andreau
Title Author
Lesson learned
Context
1.Specification.
The following specification information has been defined as a range of individual statements
that define the functionality needed within a project Lessons Learned database.
• The lessons learned database shall be available for all personnel to search and
identify lessons that can be applied to their programmes.
• The lessons learned database shall have some security so that it cannot be accessed
by third parties, but has to be routinely available on every PC within the business
through a simple access/log on process (e.g this could be comparable to or part of
the intranet access process)
• The Lessons learned database will be made up of a ‘table of lessons learned’, which
contain proforma containing the lessons themselves (possibly recorded on proformae
See Appendix A) as links.
• The database shall have two levels of operation with drafts which are proforma that
have been/are under development prior to agreement for release, and released
lessons.
• Lessons Learned can be created by anyone in the company. The information created
should be on to a proforma as a draft, which identifies the project, context, keywords
and information associated to the lesson. See Appendix A.
• The database ‘table of lessons learned’ will have a reference number system, that is
created automatically by the system, reflecting the lesson learned its status e.g draft,
and when agreed and released ; issue 1, issue 2 etc.
• The ‘table of lessons learned’ content shall be developed automatically from fields
from within the proforma.
• A lesson learned can be added to by another person, but this would mean an update
of the lesson, and an update in the lesson learned reference issue number to ensure
both versions are maintained, and a release of information agreed by the project
manager(s) involved.
• The lesson learned should be agreed as being appropriate for release by the Project
Manager for the project, and the release process on acceptance be a single button
process to take the lesson learned from draft to released ‘issue 1’. It is assumed
therefore that unless a workflow process is made available, that the existence of the
lessons learned and its progression from draft to issue 1 would be by communication
between the author and Project Manager)
• If the lesson learned can be shared with customers or suppliers this should be noted
on the proforma and the database.
• The user shall also be able to review the database to determine if there are lessons
that are applicable by reviewing the titles and project information in the database
‘table of lessons learned’.
• The content of the proforma shall be able of being transferred into a word file on
request by a user.
• The lessons learned table shall be able to be transferred on to a word file as a table
on request by a user.
• Both the proformae and the table shall be able of being printed out on A4.
.
Originator Subject. Keywords for searching Link to lesson Target audience Usage. Project. Agreed for
and Lesson learned and function use by
learned type
AN Other Project Project Link to lesson Project Setting up AXXX, A Person
Management Management,Programme learned Managers programme leading
Management, reference Within Airbus organisation edge wing
Communication, number nnnnnn programmes in structures design
Organsaition Filton and detail
AN Other 2 Configuration Data, Configuration, Link to lesson Technical leads, Managing AXXX, A Person
of design control learned Designers, data from wing
data reference Project client aileron
number nnnnnn Managers, actuator
Configuration Hydraulic
controllers system