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Defence Estate Quality Management System (DEQMS) Davis Langdon Certification Services

Lessons Learnt and Knowledge Management

Process Stage - Planning

This business process stage provides a range of questions that should be considered at a minimum however additional questions and areas of consideration are encouraged by Project teams.  The questions provided are as a baseline and have been kept where possible to a high level. Project teams will be expected to consider the question, agree on a response and provide detailed narrative that provides context against how well each of the issues where applied/managed through the relevant stage. Both positive and negative reflections should be considered.

When to Start Lessons Learnt Register

  • Project Development & Delivery Plan (PDDP) - Commence the "Planning" Lessons Learnt Register at the start of the process.
  • Progressively collect lessons and observations throughout this stage using project activities where possible to drive consideration.

When to Conduct Lesson Learnt Workshop


What to Consider

In addition to the issues captured in the Lesson Learnt Register the following should be considered:

IBC

  • Start Up meeting
    • Did the PMCA manage this process effectively?
    • Did we achieve the required outcome?
  • IBC Development
    • Was the Estate Investment Requirement (EIR) sufficient as an input to inform the IBC development?
    • Was the timeframe taken to gather IBC information sufficient?
    • Were there any issues that occurred during the following:
      • Master plan/new Estate Plan feasibility assessment
      • Risk Management Workshop
      • Value Management workshop
      • Options Analysis
      • Cost options analysis
      • Resourcing identification
      • Sourcing NPOC agreement
      • Undertaking any environmental activities if required, for example – Environmental Impact Assessment
    • Was there confidence in the +/- 30% cost and scope analysis
    • Did the relevant approvals process occur within the expected timeframe?

Project Risk Assessment

  • Were those risks identified as project risks for mitigated through the procurement methods as defined in the project PDDP adequately identified?
  • Did we have adequate project and stakeholder representation in order to identify these risks?
  • Did the strategies defined in the PDDP help mitigate and manage the risks?

Planning Consultancy Procurement

  • Were the Consultants identified adequate and suitable in managing those risk identified through the planning in the PDDP?

Brief Development

  • Was the DSC brief developed well and accurate? OR
  • Was the MCC Brief developed well and accurate?
  • Did the stakeholders/sponsors participate in a timely manner in the development of the brief?

Tender Process

  • Were there any issues in the following activities?
    • Suite of Contracts tendering documentation
    • Legal services provider services
    • DEQMS templates
    • The Tender period – i.e clarifications, industry briefing, tender lodgement
    • Probity consideration

DBC

  • Was the content of the IBC sufficient to start the development of the DBC?
  • Project Risk Assessment - Were those risks identified as project risks for mitigated through the procurement methods as defined in the project PDDP adequately identified?
  • Did we have adequate project and stakeholder representation in order to identify these risks?
  • Did the strategies defined in the PDDP help mitigate and manage the risks?
  • Were there any issues that arose during the site selection process?
  • Design – were there any issues during the design process?
  • Approvals – were there any issues with the Gate Review or Other?
  • PWC issues
  • MCC Development Phase lessons – were there any lessons previously captured that need to be considered?
  • Were there any WHS issues during this stage and if so, how were they managed?

Other Issues

  • Were there any WHS issues during this stage and if so, how were they managed?
  • Stakeholder/End user involvement and contribution – were the levels sufficient?
  • Did the PMCA conduct an internal Lesson Learnt activity at this stage? If yes, were there any outcomes of that process that need to be considered by CFI Branch that relate to an external observation on our performance and the quality of the project?
  • CIOG
  • DSA
  • SDD
  • Environmental
  • Heritage
  • DEEP