Overview

The Lessons Learned Module is used to help your organization capture potential lessons from users, consolidate those lessons for review and approval in a central location, and then implement a process of evaluating those lessons against a specific plan of action. Essentially, this module provides a form of proactive change management. The Lessons Learned Module is most valuable when combined with other Modules, such as Incident Management and Quality Management, as Lessons Learned can then be generated from and linked to those Forms.


Lessons Learned Ecosystem 

Lesson Learned Form

There are 2 ways to create a Lesson:

  1. Lesson Learned - a standard Form
  2. Investigation Tab - a subset of Lesson Learned Form components, embedded into another Form (e.g. Incident Event or Quality Event)


Once the Lesson is created: 

  • Lessons go through an Assignment phase where data is added to categorize the Lesson, including identifying Subject Matter Experts who should be consulted for feedback.
  • The Lesson is then Reviewed by specific users who then add their recommendations on how to control for the risk in the future.
  • A final Approval then moves the Proposed Lesson to an Approved Lesson.


Organizations wanting to then gather a set of lessons for review can then use the Lessons Learned Rundown Form


Lesson Learned Rundown Form

The Lesson Learned Rundown Form is used to help your organization select a group of lessons from the Lessons Learned library into a checklist. Each selected lesson is marked as either needing-action or not-applicable. Furthermore, each lesson marked needing-action will generate a Lesson Rundown Action Form.


Lesson Learned Rundown Action Form

Comparable to Compliance Action, a Lesson Learned Rundown Action will guide the assigned user through the completion and review process. The assigned user will receive a Task requiring action. 


Key Features 

  • Identify lessons learned for proactive change management 
  • Capture data for further analysis with Subject Matter Experts
  • Add recommendations to lessons for better risk control
  • Gather a set of lessons for review using the Rundown Form
  • Assign Tasks to users when action is required


Forms

FormsDescription
Lesson Learned
Allows a user to manage the findings and associated CAPAs from various types of Audit & Inspection Question Sets.
Lesson Learned Rundown
Allows a user to generate all relevant Lessons pertaining to the project.
Lesson Learned Rundown Action
Guides an assigned user through the completion and review process.


Site Settings

Site Settings can be enabled or disabled to show or hide various components of a Form. 


SettingDescription
Lesson Learned
Enable the Lesson Learned Form and Reports.

Awaiting Submission Period
Set the number of days after the Identification Date before a Lesson Learned form is due for Submissions.

Awaiting Assessment Period
Set the number of days after the Identification Date before a Lesson Learned form is due for Assessment.

Awaiting Approval Period
Set the number of days after the Review Due Date before a Lesson Learned form is due for Approval.

System Group
Enable System Group field.


System
Enable System field.



System Review RoleEnable a Role in the System Backing List to set a default Role to participate in the Review step of the Lesson Learned Workflow.

Discussions
Enable Discussions.
Lesson Learned Rundown FormEnable the Lesson Learned Rundown Form and Reports.

Discussions
Enable Discussions.
Lesson Learned Rundown Actions FormEnable the Lesson Learned Rundown Action Form and Reports.

Task Escalation
Enable Compliance Action Escalation by user choice.


Escalation Required
Require Compliance Action Escalation.


Protect Escalation
Enable the protection of the Escalation questions from the Assigned person.

Review Workflow
Enable Review of Compliance Action after Action is marked as complete.


Awaiting Review Period
Set the number of days after the Assignment date before a Compliance Action form is due for Review.


Review RequiredRequire Review of Compliance Actions.


Protect ReviewEnable the protection of the Review questions from the Assigned person.


Follow-Up WorkflowEnable Follow-Up of Compliance Actions after it has been reviewed.

Action Reason
Enable the Action Reason field on the Lesson Learned Rundown Action and Compliance Action forms.

Protect Reassign
Enable the protection of the Reassign Workflow Button from the Assigned person.

PriorityEnable the Priority field on the Lesson Learned Rundown Action and Compliance Action forms.

DiscussionEnable Discussions.

Reports

 = Report is dependent on another Module or Site Setting being enabled.



ReportsDescription
 Lesson Rundown Log
List of Rundowns
 Lesson Rundown Actions Log
List of Tasks related to Rundowns
 Lesson Learned Log
List of High level details from Lessons
 Lesson Rundown Status
List of open Tasks for a specific Rundown along with number of complete vs planned number completed