Workshop Aim: the aim of this workshop is to improve or design a dashboard for monitoring projects. The workshop can also be used to train new Project Managers or to introduce a framework for managing projects.

Purpose: To design and implement a dashboard that tracks, visualizes, and reports the actual business benefits achieved from completed projects — ensuring accountability, strategic alignment, and evidence of ROI.

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1. Objective

The Benefits Realization Dashboard provides organizations with a structured, ongoing mechanism to:

• Measure whether project outcomes translate into real business benefits.
• Link project success metrics to strategic objectives and KPIs.
• Track benefit realization timelines (short-term vs. long-term impacts).
• Enable data-driven portfolio decisions and investment prioritization.
• Reinforce the business case discipline across the project lifecycle.

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2. Business Rationale

Most organizations assess project success at delivery — not at value realization.

However, true project maturity comes from tracking whether promised benefits actually materialize.

A Benefits Realization Dashboard:

• Aligns projects to strategic objectives and outcomes.
• Provides transparency for executives and sponsors.
• Builds confidence in the PMO’s value contribution.
• Enables continuous recalibration of project selection and investment decisions.

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3. Prerequisites

Before implementation:

• Defined benefit types (financial, operational, strategic, compliance).
• A baseline benefits register (from business case or charter).
• Agreed ownership of benefits tracking (business sponsors or PMO).
• Available post-project data sources (finance, operations, HR systems).
• Access to a BI tool (Power BI, Tableau, or Excel-based model).

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4. Implementation Phases

Phase	Duration	Activities	Deliverables
1. Framework Definition	1 week	Define benefit categories, KPIs, data owners, and reporting frequency.	Benefits Realization Framework Document.
2. Data Mapping & Integration	2 weeks	Identify data sources, establish data feeds or manual collection points.	Data Dictionary and Integration Plan.
3. Dashboard Design & Build	2–3 weeks	Develop visualization layout, metrics, and automation features.	Benefits Realization Dashboard Prototype.
4. Testing & Validation	1 week	Validate data accuracy, review visuals with stakeholders.	Finalized Dashboard.
5. Training & Rollout	1 week	Train users (PMO, sponsors, executives) on usage and interpretation.	User Guide and Governance Plan.

Total Duration: ~6–8 weeks

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5. Key Dashboard Features

• Visual Benefit Tracking: Compare planned vs. realized value.
• KPI Drill-Down: View benefits by project, program, or strategic theme.
• Time-Based Trends: Track realization trajectory over quarters or years.
• Owner Accountability: Assign and display benefit owner per metric.
• Portfolio Insights: Aggregate benefits across business units or portfolios.
• Automated Updates: (where possible) linked to financial or operational systems.

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6. Deliverables

• Benefits Realization Framework (process + ownership model)
• Dashboard Template or Power BI/Tableau Build
• Data Integration Plan and Dictionary
• User & Governance Manual
• Benefits Realization Report (initial populated version)

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7. Learning Outcomes for Participants

After implementation and training, participants will:

✅ Understand how to track and interpret realized benefits.

✅ Be able to link business performance data to project outcomes.

✅ Learn to maintain benefit registers and update realization statuses.

✅ Gain visibility into cumulative project impact on strategic objectives.

✅ Develop the ability to communicate project value in business terms, not just delivery metrics.

Workshop Aim: the aim of this workshop is to identify issues that are occurring in the Post Project Review stage of projects. The workshop can also be used to train new Project Managers or to introduce a framework for managing projects.

Purpose: To coach internal project managers and PMO leaders in conducting effective Post-Implementation Reviews that evaluate project performance, validate realized benefits, and identify improvement opportunities — all through a structured, repeatable process.

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1. Objective

The PIR Coaching Program ensures that project managers:

• Can independently plan and facilitate post-implementation reviews.
• Use consistent templates, evaluation criteria, and evidence collection methods.
• Distinguish between project delivery success and business outcome success.
• Develop confidence to provide balanced, constructive feedback.
• Embed PIR practices into the organization’s project lifecycle and governance framework.

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2. Business Rationale

Many organizations either skip the PIR or treat it as a formality — losing vital insight on performance and benefits realization.

Structured PIR capability:

• Enables continuous improvement at the portfolio level.
• Provides evidence-based feedback for sponsors and PMO governance.
• Reinforces accountability for benefits beyond project delivery.
• Strengthens organizational learning culture and transparency.

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3. Prerequisites

Before coaching begins:

• Existence of a project closure process or recent projects ready for review.
• Senior management commitment to support open and constructive feedback.
• Documented project plans, budgets, and outcome data for review practice.
• A PIR template or framework (drafts can be refined during coaching).
• Selected pilot participants (PMs, sponsors, PMO staff).

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4. Coaching Structure

Session	Duration	Focus Areas	Outputs
1. Orientation & Framework Design	2 hrs	Introduce PIR concept, objectives, and process flow. Customize organization’s PIR template and scoring criteria.	PIR Framework tailored to client context.
2. Review Planning Workshop	2 hrs	How to scope a review, select participants, and prepare data.	PIR Planning Checklist and Agenda.
3. Conducting Effective Reviews	3 hrs	Facilitation skills, questioning techniques, managing bias and conflict.	Interview Guides and Facilitation Script.
4. Data Analysis & Report Writing	2 hrs	Synthesizing findings, root-cause categorization, and presenting recommendations.	PIR Report Template with sample content.
5. Benefits Validation & Handover	2 hrs	Linking PIR results to benefits realization tracking and PMO feedback loop.	Benefits Tracking Matrix and PMO Handover Form.
6. Live Review Simulation	3 hrs	Practice session using a real completed project as case study. Consultant observes and provides feedback.	Completed PIR Report and Action Plan.

Total Duration: ~2–3 weeks (spread over ~14 hours of guided sessions)

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5. Coaching Deliverables

• Customized PIR Framework and Templates
• Facilitator’s Guide and Interview Toolkit
• Sample PIR Reports (with anonymized examples)
• Benefits Validation Matrix
• PIR Governance Checklist (review frequency, ownership, escalation)

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6. Learning Outcomes for Participants

Participants will:

✅ Learn how to plan, facilitate, and document an effective post-implementation review.

✅ Gain skills to conduct objective, evidence-based evaluations.

✅ Understand how to differentiate between delivery metrics and business outcomes.

✅ Build confidence to present findings constructively to sponsors and PMO.

✅ Be able to integrate PIR results into continuous improvement processes.

Workshop Aim: the aim of this workshop is to identify issues that are occurring in the Lessons Learnt capture of projects. The workshop can also be used to train new Project Managers or to introduce a framework for managing projects.

Purpose of the task: To create a centralized, structured, and easily searchable repository that captures, categorizes, and shares project insights across the organization — turning project experience into reusable knowledge capital.

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1. Objective

The Lessons Learned Library Setup ensures that every completed project contributes to the organization’s continuous improvement and future project success by providing:

• A standardized process for capturing and validating lessons.
• A searchable digital repository accessible to project managers and teams.
• A framework for analyzing recurring issues and systemic improvements.

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2. Business Rationale

Most organizations do capture lessons learned — but few retain, share, or act on them effectively. Without structure, insights stay in presentation decks or forgotten folders.

A Lessons Learned Library:

• Reduces repeat mistakes and accelerates onboarding.
• Promotes organizational memory in multi-project environments.
• Supports PMO maturity and governance compliance.
• Enables data-driven portfolio improvement (via trend analysis).

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3. Prerequisites

Before implementation:

• Defined lessons learned process (typically established in the Project Closure phase).
• Agreement on taxonomy and categories (e.g., Phase, Knowledge Area, Root Cause).
• Designated repository platform (SharePoint, Confluence, Teams, or PMIS).
• PMO or central governance function to own library maintenance.
• Initial backlog of lessons learned documents from past projects.

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4. Implementation Phases

Phase	Duration	Activities	Deliverables
1. Design & Framework Definition	1–2 weeks	Define taxonomy, metadata fields (project type, phase, cause, impact, recommendation), and access rules.	Lessons Learned Framework Document.
2. Repository Configuration	1–2 weeks	Set up library structure on chosen platform, configure folders, forms, and tagging system.	Lessons Learned Repository Prototype.
3. Data Population & Validation	2–3 weeks	Migrate historical lessons, cleanse duplicates, and validate entries.	Populated Lessons Learned Database.
4. User Training & Rollout	1 week	Train PMs and team leads on data entry, search, and update procedures.	Training Materials and User Guides.
5. Review & Governance Integration	1 week	Embed review cadence (quarterly PMO reviews, improvement loops).	Maintenance Plan and PMO Integration Checklist.

Total Duration: ~6–8 weeks (scalable based on portfolio size)

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5. Key Features of the Repository

• Structured Search: Filter by phase, domain, impact, or project type.
• Standardized Entry Forms: Consistent data entry and classification.
• Tagging & Version Control: To avoid duplicates and track updates.
• Visual Dashboards (optional): To identify recurring root causes or systemic issues.
• Access Controls: Role-based permissions (PMs, sponsors, PMO).

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6. Deliverables

• Lessons Learned Framework (taxonomy + process guide)
• Digital Repository Setup (SharePoint/Confluence/PMIS)
• Initial Lessons Data Set (historical migration)
• User Guide & Training Deck
• Governance and Maintenance Plan (roles, frequency, KPIs)

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7. Success Metrics

The effectiveness of the library can be measured by:

💡 PM satisfaction score for accessibility and usefulness of repository

📈 % of projects submitting lessons learned post-closure

🔁 % of new projects referencing past lessons during initiation/planning

🧩 Reduction in repeated issues (measured by root cause category trends)

Workshop Aim: the aim of this workshop is to identify issues that are occurring in the Closing phase of projects. The workshop can also be used to train new Project Managers or to introduce a framework for managing projects.

Purpose of the phase: To ensure projects are formally closed, benefits are measured, and insights are captured for continuous improvement — transforming one-time experiences into organizational knowledge.

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1. Workshop Goals

By the end of this session, the organization will:

• Formalize project closure with proper documentation, sign-offs, and financial reconciliation.
• Evaluate project outcomes against original objectives and KPIs.
• Capture lessons learned — what worked, what didn’t, and why.
• Assess benefits realization and alignment with the original business case.
• Establish a continuous improvement feedback loop into the PMO or future projects.

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2. Prerequisites

Before the workshop:

• Completed project deliverables and stakeholder acceptance documentation.
• Final financial and performance reports.
• Access to project charter, baseline plan, and KPI data.
• Feedback from stakeholders and team members (via surveys or interviews).
• Any open issues or pending actions identified during final project review.

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3. Workshop Structure and Content

Segment	Duration	Activities	Outputs
1. Kick-Off & Objectives Review	30 min	Review the project purpose, scope, and KPIs to set context.	Shared understanding of success criteria.
2. Performance Evaluation Session	60 min	Compare actual results vs. plan (schedule, cost, scope, quality). Identify variances.	Final Performance Assessment.
3. Lessons Learned Roundtable	90 min	Facilitate open discussion: successes, challenges, and recommendations. Use structured categories (Planning, Execution, Stakeholders, Tools).	Documented Lessons Learned Report.
4. Benefits Realization Review	60 min	Validate achieved business benefits, ROI, and strategic outcomes.	Benefits Realization Report.
5. Knowledge Transfer & Closure Actions	45 min	Define how lessons and materials will be stored, shared, and acted on.	Knowledge Repository Plan and Closure Checklist.
6. Celebration & Recognition Segment	15 min	Acknowledge achievements and formally close the project.	Positive closure and morale boost.

Total Duration: ~4.5 hours (half-day workshop)

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4. Workshop Deliverables

• Formal Project Closure Report (including sign-offs)
• Lessons Learned Document (categorized by phase or domain)
• Benefits Realization Report
• Knowledge Repository Entry (for PMO database)
• Closure Checklist (financial, contractual, operational)

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5. Learning Outcomes for Participants

After completing the workshop, participants will:

✅ Understand the importance of formal closure in governance and accountability

✅ Know how to conduct performance and benefits evaluations

✅ Be able to facilitate structured lessons learned sessions

✅ Learn how to transition project outputs into operational ownership

✅ Appreciate project closure as both a reflective and motivational process

Workshop Aim: the aim of this workshop is to identify issues that are occurring in the Monitoring and Control phase of projects. The workshop can also be used to train new Project Managers or to introduce a framework for managing projects.

Purpose of the phase: To empower project teams with the systems, metrics, and processes required to effectively monitor progress, manage risks, and take timely corrective actions — ensuring predictability and control throughout delivery.

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1. Workshop Goals

By the end of this workshop, participants will:

• Define key project performance indicators (KPIs) for schedule, cost, scope, and quality.
• Understand and apply Earned Value Management (EVM) principles for tracking progress.
• Establish data-driven reporting dashboards and performance thresholds.
• Develop risk and issue escalation mechanisms for early intervention.
• Align leadership on performance review cadence and reporting standards.

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2. Prerequisites

Before the workshop:

• Approved execution plan and baselines (schedule, budget, scope).
• Historical performance data (if available) from prior projects or early stages.
• Access to reporting tools or PMIS (Project Management Information System) if used.
• Existing risk and issue logs.
• Agreement on governance review cycles (weekly, monthly, etc.).

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3. Workshop Structure and Content

Segment	Duration	Activities	Outputs
1. Introduction: From Reporting to Control	30 min	Discuss how monitoring drives proactive management; review common pitfalls.	Shared understanding of purpose and challenges.
2. Defining KPIs and Performance Metrics	60 min	Identify leading and lagging indicators across scope, time, cost, quality, and risk.	KPI Framework and Data Dictionary.
3. EVM and Variance Analysis	60 min	Hands-on session applying Earned Value (CPI, SPI, variance tracking).	EVM Worksheet and Variance Dashboard.
4. Building Dashboards & Reporting Cadence	60 min	Design templates for dashboards, status reports, and governance packs.	Performance Dashboard Template.
5. Risk Escalation & Early Warning Systems	60 min	Define thresholds, triggers, and escalation routes for emerging risks/issues.	Risk Threshold Matrix and Escalation Protocol.
6. Review and Action Planning	30 min	Confirm metrics, assign data owners, and plan dashboard rollout.	Monitoring & Control Implementation Plan.

Total Duration: ~5 hours (half-day to full-day, depending on depth of KPI design)

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4. Workshop Deliverables

• Defined Project KPI Set (with formulas and thresholds)
• Earned Value Management (EVM) Worksheet & Guidance
• Performance Dashboard Template (schedule, cost, risk indicators)
• Risk Escalation and Issue Management Protocol
• Monitoring & Control Implementation Plan

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5. Learning Outcomes for Participants

After completing the workshop, participants will:

✅ Understand the purpose and mechanics of monitoring and controlling processes

✅ Know how to design and interpret key project metrics (CPI, SPI, variance %)

✅ Be able to implement dashboards for transparent performance reporting

✅ Recognize early warning signs and apply structured issue escalation

✅ Gain the confidence to lead data-driven project reviews and corrective actions