Lessons Learned Portal - Digital Tool for share them between sites and follow cross-deployment

About Lesson learned

Lesson learned are good practices gathered from experience. In fact, a lesson learned is a summary of experience gathered from a project or during problem solving process (see 8D analyse).

The now days  issue is that a formal system to share lesson learned and follow their implementation is missing in most companies, situation which lead to repeat and repeat same mistakes in different sites/ lines within same business unit/ company.

There are multiple causes for this situation:

• there is not in place a process for recording lessons learned
• lessons are not documented
• there is not established a process to distribute lessons learned or the process is randomly (by email for example)
• new employee are not able to access email of previous employee, so the lesson learned is lost
• lessons learned are not easy accessible or not accessible at all
• there is not established a traceable process for lesson learned distribution (who implemented, who not..) 

The system model

The model solves the causes mentioned above, by:

• defining a formal way for lesson learned retention (documentation, storage)
• allow easy access to lessons learned documented in a site for other sites (all employees needs to be aware..)
• trigger alerts by email to other employees (from same site, other site) when a lesson learned was uploaded
• overall follow their analysis/ cross-deployment

The system is a web portal which runs inside LAN company. In this way there is no need to install something on employee's devices, so access is very easy. Upgrades are automatically transferred to users - installation upgrade cost for an workstation is close to 0, because in fact only a short training is needed.

Behind the portal there is a unique database for company which store and provide access to all lessons learned.

Implementation

Implementation is sustained by a web portal which allows easy access to employees to documented lesson learned and to follow their cross-deployment.

The process is:

• one employee document a lesson learned. The lesson learned is stored in a database and responsible(s) is/are automatically alerted by portal 
• there is a "Lesson Learned Process Owner" who validate the proposed lesson learned
• if the lesson learned is validated, it is visible for all employees from all the sites
• Lesson learned is accessed by employees and implemented (if applicable)
• implementation in same site - other process, line (organisation unit)
• implementation in other site
• There is a global list for all lessons learned with filtering capabilities, being accessible by all company's employees

We are now implementing our solution in a couple of automotive companies. Several screenshots from our development server:

• Lessons learned list/ cross-deployment status

• One lesson learned opened
  

Same interface is accessible and auto-adjusted for mobile device - you can take your phone and document a lesson learned during your "go gemba" tour!

• Easy to read portal documentation

Other WIP features:

• Integration to our portal ORC-Online Risk Control/ 3rd parties solutions to:
• automatically transfer problem solving results to lessons learned
•  transfer cross-deployment to action plan module for:
• automatically alert preventive action leader (implementation become a preventive action)
• follow automatically respect of due days, delays..
• link lessons learned to new FMEAControlPlan module
• automatically input lessons learned to new projects
• link FMEAControlPlan module to preventive actions module/ Online Risks analysis

Omnium Software Products Team has competencies in development and implementation of digital tools for automotive companies. More on our web site - www.omnium.ro.