Lessons Learned

The challenges organizations face when implementing a program to learn from experience are:

• Who is responsible for identifying and collecting Lessons Learned? Ideally, all of the organization’s personnel should contribute to this knowledge base.
• When should the Lessons Learned be captured? Regrettably this may be considered low-priority work for when things aren’t so busy.
• Where are Lessons Learned data, analysis and recommendations to be found? The challenge is they are embedded in a wide range of business objects:
  • Audits,
  • Capital Projects
  • Corrective Actions,
  • Incident Investigation,
  • Issue Management,
  • Management of Change – MOC,
  • Other
• What platform should I use to store this information? Using a point solution such as an Excel spreadsheet for Lessons Learned will not meet the objectives for this cornerstone of Risk Based Process Safety. Lessons Learned requires a comprehensive electronic document management platform such as SharePoint.

FACILEX® Lessons Learned  provides the ability to capture and aggregate knowledge from across the entire suite of applications. The best practice is to embed an “Action Item” to create Lessons Learned in the Close-Out phase of the business object lifecycle. Users are assigned the task as part of the project and need to complete it in order to finish the project. Lessons learned can also be imported from:

• Other SharePoint applications
• Spreadsheets
• Third-party applications
• ERP/maintenance applications

FACILEX® LL is initiated on a form configured to an organization’s specifications. As a minimum this would include:

• Title/Name
• Location(s)
• Description/Classification
• Recommendations
• Source Business Objects (CAR, IR, Audit, CP, MOC etc.)
• Follow-up Action Items and expected completion dates

Any Lessons Learned numbering scheme can be supported. FACILEX® uses standard SharePoint lists that can be easily configured for additional attributes such as text, numbers, dates or Boolean logic.

New Lessons can be registered by any authorized personnel. The FACILEX® license model is based on facility or region. There is no limit on the number of users that can participate in this process.

FACILEX® LL is also available as a mobile application that allows the process to be initiated off-line and synchronize later with the Microsoft 365 platform.

Forms capture sufficient information about the risk to determine the appropriate follow-up actions.  This includes classifying the knowledge by:  type, location, date, etc.

FACILEX® delivers efficiency to the process by providing a common register for reporting lessons while conducting Audits, PHAs, MOCs, Capital Projects, etc.

FACILEX® allows the initiator to notify people and groups to participate in the Lessons Learned process from the Microsoft Active Directory.

FACILEX® automatically generates all the standard action items for risk assessment and notifies individuals and groups of their assignments by email and on the Participants Portal. Additional action items can be added or open action items can be edited or deleted by any authorized user.  A risk ranking matrix is provided out of the box, however an organization’s preferred risk matrix can be easily substituted.

FACILEX® uses SharePoint for all aspects of electronic document management including: access, version and revision control. Each risk has a comprehensive folder structure to / store supporting documentation and work-in-progress documentation.

The baseline configuration comes with several standard reports and custom reports are easily configured. Lesson Learned reports can be rapidly printed or exported to graphical reporting tools such as Power BI, Excel and third party products such as a Tableau.