PURPOSE
The purpose of the Project Performance Report (PPR) is to provide a permanent record of the lessons that have been learned from each project so that the experience gained by the project team will not be lost. The intention is to allow Bureau managers and engineers to learn and benefit from the experience of others. This is commonly referred to as a Lessons Learned Report and the data is entered in the Uniform Project Reporting System (UPRS).
REFERENCES
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RESPONSIBILITIES
Project Manager (PM): The PM is responsible for assuring that the PPR is prepared.
Construction Manager (CM): In most programs, the CM takes the lead role in working with the Project Engineer (PE), the Lead Inspector (LI), and the Contractor to complete the PPR and document the lessons learned during implementation of the project.
PROCEDURE
The Project Performance Report (PPR) is a method used to document lessons learned on a project. The PM, at the completion of every construction project, should assure that a PPR is prepared. On lower value, less complex projects, the PPR may take the form of a short memorandum that focuses on "lessons learned." For more complex and large-scale projects, the PPR may take the form of a longer report. Another alternative is to enter the lessons learned directly into UPRS using the forms and procedures provided within UPRS. Regardless of the method deemed appropriate by the PM and CM, the lessons learned are to be entered into the UPRS database and the entire memo or report (if one is prepared) can be attached as a PDF file. This assures that the information is not lost.
In most cases, the CM takes the lead in preparing the draft PPR. This is because most problems during the construction phase are likely evidence themselves. Nevertheless, it is the PM’s responsibility to assure that the PPR is prepared, whichever form the document takes. The intent is that the lessons learned during execution of the project be reviewed by management and the design teams and then institutionalized in some manner.
The PPR is another solution to help resolves the difficulty in transferring the information from construction problems back to the design side of the office. PPRs are used to identify any problems encountered during construction and to help implement corrective measures to prevent a repetition of the same problem on future designs.
Several tools are available to assist in preparation of the final PPR. One tool, the Design Problem Identification Report (DPIR), can be used to record problems as they arise during construction or as part of the process of responding to plan clarifications, Requests for Information (RFIs), and the change order initiation process. The CM usually decides whether a DPIR form is required. The CM describes the design problem on the form. The PM then recommends changes to avoid the problem in the future. At the end of construction, the accumulated DPIRs can be assembled and used as the basis for preparation of the PPR. Again, the goal is to institutionalize the lessons learned, such as changing the master specifications, adding to the QA/QC checklist, or changing a design procedure or design manual. These DPIR forms are developed through the construction phase and can assist in preparing the PPR.
On most projects, the CM or PM should meet with the LI and the Contractor and incorporate their comments or suggestions into the PPR. A post-construction meeting, attended by the CM, PM, LI, Owner/Client with the Contractor, and any major Subcontractors is often appropriate. Input from the Contractor can often provide important insights that might not be visible to the rest of the construction team. The PM and CM should remember that one goal of the lessons learned process is to produce better contract documents, not only from the Owner’s standpoint but also from the Contractor’s view. If the contract documents are of high quality and clear in their requirements, more Contractors are likely to bid your project and bid prices will be lower as a result.
The final step in the PPR process is to enter the lessons learned into the UPRS database using the forms provided in UPRS. If a separate PPR memorandum or report is prepared, it can be attached as a PDF file so that it is retained within the UPRS database.
RELATED PROCEDURES
LINKS / ATTACHMENTS
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