# 01 — Post-Project Evaluation & Lessons Captured Workflow

## 1. Workflow Overview

```
┌─────────────────────────────────────────────────────────────────────┐
│             Post-Project Evaluation & Lessons Map                     │
├─────────────────────────────────────────────────────────────────────┤
│                                                                     │
│  ┌──────────┐   ┌──────────┐   ┌──────────┐   ┌──────────┐        │
│  │1.Eval     │──>│2.Data     │──>│3.Multi-  │──>│4.Benefit  │        │
│  │  Prep &   │   │  Collect │   │  Dim.    │   │  Realiz.  │        │
│  │  Design   │   │  & Survey│   │  Analysis│   │  Assess   │        │
│  └──────────┘   └──────────┘   └──────────┘   └──────────┘        │
│       │              │              │              │                │
│       v              v              v              v                │
│  ┌──────────┐   ┌──────────┐   ┌──────────┐   ┌──────────┐        │
│  │5.Lessons │──>│6.Knowledge│──>│7.Eval     │──>│8.Improve  │        │
│  │  Elicit  │   │  Asset    │   │  Report   │   │  Action   │        │
│  │          │   │  Capture  │   │  Author   │   │  Track    │        │
│  └──────────┘   └──────────┘   └──────────┘   └──────────┘        │
│                                                                     │
│  Dimensions: Goal attainment | Benefit | Process | Tech |          │
│    Satisfaction | Sustainability                                       │
└─────────────────────────────────────────────────────────────────────┘
```

## 2. Evaluation Timing

| Type | Timing | Frequency |
|---------|------|:---:|
| Final evaluation | 3–6 months after final acceptance | One-time |
| Mid-term evaluation | Project mid-term / milestone | Per project |
| Impact evaluation | 12–18 months after go-live | Long-term effect |

---

## 3. Detailed Steps

---

### Step 1: Evaluation Prep & Design

**Objective**: Define the post-project review plan; clarify scope and criteria.

**Guidance:**

**1.1 Evaluation dimensions & weights**

| Dimension | Weight | Content |
|---------|:---:|---------|
| Goal attainment | 25% | Contract / SOW goals met? |
| Benefit realization | 25% | Expected benefits actually realized? |
| Process management | 15% | Was PM process standardized & efficient? |
| Technical quality | 15% | Quality & sophistication of technical deliverables |
| Client satisfaction | 10% | Satisfaction across client levels |
| Sustainability | 10% | Sustainability & extensibility of outcomes |

**1.2 Evaluation team**

```
Evaluation team composition:

  ┌─────────────┐
  │ Evaluation lead│ (independent 3rd party, separate from delivery)
  └──────┬──────┘
         │
  ┌──────┼──────┬───────────┐
  │      │      │           │
  v      v      v           v
┌────┐┌────┐┌────┐    ┌────────┐
│Tech││Biz ││Fin.│    │Client   │
│Eval││Eval││Eval│    │Rep      │
└────┘└────┘└────┘    └────────┘
```

---

### Step 2: Data Collection & Survey

**Objective**: Comprehensively collect evaluation data and information.

**Guidance:**

**2.1 Data-collection checklist**

| Type | Items | Source |
|---------|-------|------|
| Project docs | Contract / SOW / change log / acceptance | PM archive |
| System data | Usage / activity / performance / KPI | Logs / monitoring |
| Financial data | Actual investment / O&M cost / benefit | Finance system |
| Survey data | User satisfaction / feedback | Questionnaire / interview |

**2.2 Survey methods**

| Method | Audience | Sample | Content |
|------|------|:---:|------|
| Exec interview | Agency / group / division execs | 3–5 | Strategic-value assessment |
| Mid-level workshop | Dept. heads | 5–10 | Business-effect assessment |
| User questionnaire | Front-line users | 50–200 | Experience assessment |
| System-data analysis | Full dataset | Full | Objective usage data |

**2.3 User-satisfaction questionnaire**

```
Post-project user-satisfaction questionnaire (excerpt):

1. Overall project satisfaction [1–10]
2. System ease of use [1–5]
3. Improvement to work efficiency [1–5]
4. Support to decision-making [1–5]
5. Delivery-team cooperation [1–5]
6. O&M service timeliness [1–5]
7. Met your expectations? [Exceeded / Met / Partly / Not]
8. Most satisfying aspect? [open]
9. Most needing improvement? [open]
10. Out of 100, what score for this project? [0–100]
```

---

### Step 3: Multi-Dimension Evaluation Analysis

**Objective**: Systematically evaluate the project across dimensions.

**Guidance:**

**3.1 Goal-attainment evaluation**

| Contract goal | Met? | Evidence | Variance |
|---------|:---:|---------|---------|
| Event-detection rate >85% | Yes | Measured 89.2% | Above plan |
| Availability >99.9% | Yes | Annual 99.95% | Met |
| Delivery in 6 months | No | Actual 8 months | Client data-delay |

**3.2 Benefit-realization evaluation**

Compare expected vs. actual benefits from earlier ROI analysis:

| Benefit | Expected | Actual | Rate |
|-------|:---:|:---:|:---:|
| Labor-cost saving | 2.0M/yr | 1.8M/yr | 90% |
| O&M cost reduction | 25% | 22% | 88% |
| Incident-clearing time cut | 50% | 55% | 110% |

---

### Step 4: Benefit-Realization Assessment

**Objective**: Deeply analyze benefit realization; identify variance causes.

**Guidance:**

**4.1 Benefit-variance analysis**

For each under-expected benefit, find the root cause:

| Variance | Cause | Suggestion |
|---------|---------|---------|
| Labor saving short | Dept. didn't adjust staffing in time | Advise client to speed org optimization |
| Data-accuracy gain low | Source-data governance scope too narrow | Add data governance in Phase 2/3 |

**4.2 Unexpected benefits**

Record benefits not forecast but actually produced:
- Discovered application value of XX business scenario by surprise
- System data directly adopted by a parent agency, boosting influence
- Project cultivated client's digital awareness; they self-initiated other digital projects

---

### Step 5: Lessons Elicitation

**Objective**: Systematically elicit lessons learned.

**Guidance:**

**5.1 Lessons workshop** (half day)

```
Lessons workshop agenda:

13:30-14:00  Project timeline recap
  · Recap full project via timeline
  · Mark key events (success / setback / turning point)

14:00-15:00  Group discussion
  · Group 1: Technical (solution/arch/dev/test/deploy)
  · Group 2: Management (plan/comm/risk/change/team)
  · Group 3: Client (req/acceptance/training/relationship)
  · Each writes: What Went Well / Wrong / Can Be Better

15:00-15:15  Break

15:15-16:00  Present & vote
  · Each group presents Top 5 findings
  · All vote on most important lessons

16:00-16:30  Action plan
  · Define improvement actions for Top 3 lessons
```

**5.2 Lessons record template**

| Category | Lesson | Situation | Impact | Suggestion |
|------|---------|---------|:---:|------|
| Requirements | Inadequate req confirmation caused late changes | Only one req review round… | High | Must complete ≥2 req-review rounds |
| Technical | XX tech underperformed in transport | … | Med | PoC new tech in real scenario first |

---

### Step 6: Knowledge-Asset Capture

**Objective**: Convert project experience and results into reusable knowledge assets.

**Guidance:**

**6.1 Knowledge-asset types**

| Type | Content | Store |
|---------|------|---------|
| Solution assets | Reusable solutions, architecture, req templates | Corporate KB |
| Code assets | Reusable components, scripts | Code repo |
| Data assets | Industry benchmarks, test datasets | Data platform |
| Doc assets | Delivery methodology, best-practice docs | KB |
| Case assets | Project cases (anonymized), for sales / pre-sales | CRM + KB |

**6.2 Knowledge-capture checklist**

- [ ] Project case story (1-pager + PPT, anonymized)
- [ ] Solution essence (architecture + key choices + lessons)
- [ ] FAQ & solutions
- [ ] Transport-industry requirement-pattern library update
- [ ] "Win-the-deal" experience for pre-sales
- [ ] "Pitfall guide" for delivery teams

---

### Step 7: Evaluation Report Authoring

**Objective**: Author the complete post-project review report.

**Guidance:**

**7.1 Report structure**

```
Post-project review report:

1. Evaluation overview
2. Project execution recap
3. Goal-attainment evaluation
4. Benefit-realization evaluation
5. Process-management evaluation
6. Technical-result evaluation
7. Client-satisfaction evaluation
8. Sustainability evaluation
9. Overall conclusion
10. Lessons learned
11. Improvement suggestions & action plan

Appendices
  A. Evaluation data sources
  B. Questionnaire statistics
  C. Interview summary
  D. Benefit-data comparison detail
```

---

### Step 8: Improvement-Action Tracking

**Objective**: Turn findings into actionable improvements.

**Guidance:**

**8.1 Improvement-action tracker**

| ID | Item | Source | Owner | Due | Status |
|:---:|-------|------|-------|:---:|:---:|
| ACT-01 | Optimize req-review process | Lesson #1 | PMO | Next quarter | In progress |
| ACT-02 | Build transport-AI test dataset | Lesson #2 | AI team | 6 mo | New |

**8.2 Continuous-improvement mechanism**

- Every project must complete a post-project review
- Results feed into project performance appraisal
- Lessons used as "prior lessons" at next project kickoff
- Annual cross-project comparative analysis

---

## 4. Roles & Responsibilities (RACI Matrix)

| Activity | Eval Lead | PM | Tech Lead | Client Rep | PMO |
|------|:---:|:---:|:---:|:---:|:---:|
| Eval design | **R/A** | C | I | I | C |
| Data collection | **R** | C | C | C | I |
| Multi-dim eval | **R/A** | C | C | C | I |
| Lessons workshop | **R** | C | C | C | I |
| Knowledge capture | C | **R** | **R** | I | **A** |
| Report authoring | **R/A** | C | I | I | I |
| Improvement track | I | C | I | I | **R/A** |

---

## 5. Key Checkpoints

| # | Checkpoint | Pass standard |
|---|--------|---------|
| CP1 | Eval-plan reviewed | Plan confirmed by both parties |
| CP2 | Data collection done | Questionnaire return >70%; key stakeholders 100% covered |
| CP3 | Report done | Report double-reviewed (internal + client) |
| CP4 | Knowledge archived | KB update complete |
| CP5 | Improvement started | Actions have clear owner & schedule |

---

## 6. Estimated Duration

| Stage | Duration |
|------|:---:|
| Eval prep | 3–5 days |
| Data collection & survey | 1–2 wks |
| Analysis & workshop | 3–5 days |
| Report authoring | 2–3 days |
| Knowledge capture | 2–3 days |
| **Total** | **3–4 wks** |

---

## 7. Output Catalog

1. **Post-project review plan** (.docx)
2. **User-satisfaction survey report** (.docx)
3. **Benefit-realization analysis** (.xlsx)
4. **Lessons workshop minutes** (.docx)
5. **Knowledge-asset package** (multi-file)
6. **Post-project review report** (.docx + .pptx)
7. **Improvement-action tracker** (.xlsx)

---

> **Version**: V1.0 | **Date**: 2025-07
