How do you review information system projects to learn from them?

1 Why review information system projects?

Reviewing information system projects is not only a good practice, but also a requirement for many project management standards and frameworks, such as PMI's Project Management Body of Knowledge (PMBOK), ISO 21500, and PRINCE2. A project review can help you to assess the extent to which the project met its objectives, scope, quality, budget, and schedule. Additionally, it can evaluate the effectiveness and efficiency of the project processes, methods, tools, and techniques. It can also identify the strengths and weaknesses of the project team, stakeholders, and communication. Moreover, it can capture the knowledge, experience, and feedback from the project participants and beneficiaries. Furthermore, it can document the lessons learned, best practices, and recommendations for future projects. Lastly, it can celebrate the achievements and recognize the contributions of the project team and stakeholders while closing out the project and releasing the resources.

2 When to review information system projects?

The timing and frequency of reviewing information system projects vary depending on the size, complexity, and duration of the project, as well as the organizational culture and expectations. However, it is recommended to conduct a post-implementation review shortly after the project deliverables are implemented and accepted by the users or customers. This review should evaluate the immediate impact and benefits of the project, as well as any issues or problems that need to be resolved or mitigated. Additionally, a post-project review should be conducted after the project is formally closed and all administrative and contractual obligations are fulfilled. This review should assess the long-term impact and benefits of the project, capture lessons learned, and provide recommendations for future projects.

3 How to review information system projects?

The process of reviewing information system projects may differ depending on the project management methodology, organization, and context. However, a common approach is to plan the review by defining objectives, scope, criteria, and methods. Additionally, identify participants, roles, and responsibilities as well as schedule activities and prepare the agenda and materials. Data collection should involve gathering relevant information and data from project documents, records, reports, and metrics. Sources and methods may include surveys, interviews, focus groups, observations, and audits. Analysis of the data should compare actual performance with planned or expected ones. Identify deviations, gaps, and variances as well as root causes, effects, and implications. Additionally highlight strengths, weaknesses, opportunities, and threats. Reporting the findings should summarize results and conclusions of the data analysis with evidence and rationale for the findings. Present lessons learned, best practices, and recommendations with clear language and format. Finally implement actions by prioritizing them based on findings and recommendations. Assign action owners with timelines and resources then monitor progress of actions with communication to stakeholders.

4 What to review in information system projects?

The scope and depth of reviewing information system projects depend on the objectives and criteria of the review. However, some common areas or dimensions that can be reviewed include project management, information system development, business value, and stakeholder satisfaction. Project management involves the project initiation, planning, execution, monitoring, and closure processes, as well as the project integration, scope, schedule, cost, quality, resource, communication, risk, procurement, and stakeholder management aspects. Information system development includes the system analysis, design, implementation, testing, deployment, and maintenance phases with consideration of the system requirements, architecture, functionality, usability, reliability, security, and performance aspects. Business value involves alignment of the project with organizational strategy and goals while ensuring expected benefits are realized. Stakeholder satisfaction includes managing expectations of the project team and other stakeholders while ensuring their involvement and feedback is taken into account.

5 How to learn from information system projects?

Learning from information system projects is not limited to just reviewing them. To improve your project management practices and skills, it’s important to document and share the lessons learned and best practices, update and improve the project management standards and processes, train and develop the project management competencies, and evaluate and reward the project management performance. Create a repository or database of the project reviews and lessons learned that is accessible and searchable for other project managers and teams. Incorporate the lessons learned and recommendations into the project management policies, procedures, guidelines, and templates. Offer training, coaching, mentoring, and feedback to enhance the knowledge, skills, and abilities of the project managers. Measure and monitor the impact and results of applying the lessons learned and recommendations. Finally, recognize and reward the project managers for their achievements and improvements.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?