A PIR is an important process necessary after completion and the delivery of the project. It is responsible for reviewing the success that the project had against the initial objectives, reviewing the lessons learned, and ensuring the realization of benefits of the project. This in-depth guide considers a closer look at why one needs a post-implementation review for his or her project, what PIR in business means, and the best practices through which post-implementation reviews can be done effectively along with examples of the activities involved.
Why You Need a Post-Implementation Review for Your Project?
PIR is necessary to conduct on the basis of a number of reasons:
- Success evaluation: The PIR presents an overview to the stakeholders whether or not the goals set out for the project have been achieved. It creates awareness as to whether expected benefits were derived from the project.
- Smarter Systems: All projects come with their learning curves. A PIR can show what went right and what did not go right, so these teams may document processes for refinement in future projects.
- Accountability: PIRs give the opportunity to take responsibility for the members of the team and the stakeholders. It is through reviewing the project outcomes that stakeholders can hold teams accountable.
- Stakeholder Confidence: The PIR process helps to build stakeholders’ trust in the managing of projects; hence, a bond that is built for greater engagement in future projects.
- Strategic Alignment: Analysis of alignment from any given project to greater organizational objectives makes certain that resources are utilized effectively toward furthering the given project in pursuit of the overall strategy of the organization.
- Improvement Lessons Learned for Future Projects: Lessons learned can be documented to prevent repetition of past mistakes and application of successful strategies in future projects.
- Improvement in Change Management: The knowledge of the extent to which a project has been accepted allows an organization to apply ways through which there will be better change management practices, making any such transition less painful in the future.
PIR Meaning in Business
PIR stands for Post-Implementation Review, which is a structured process undertaken in the post-implementation of a project. The purpose of this process is to gauge performance with respect to various sets of activities relating to the project, including:
- Cost Management: Was the project able to operate within the budget parameters set?
- Time Management: Has the project been completed on time?
- Quality of Deliverables: Ensuring the deliverables meet all the quality parameters at the inception of the work.
- Satisfaction of Stakeholder: Feedback consultation regarding user satisfaction/stakeholder about the project outcome.
PIR is not a mere formality; instead, it is an integral part of project management through which one gets insights into effectiveness and efficiency. Hence, the review of the outcomes shall be systematic and would go on to guide the organizations in making decisions on future initiatives.
Post-Implementation Example
Let’s understand the importance of PIR by considering a software development project for a new CRM system. After implementation, a project team undertakes a PIR drawing data from many key performance indicators including:
- User Adoption Rates: Actual number of users who have taken to using the new system during the first three months.
- Performance Indicators: The performance of the system is measured with regard to load times and error rates.
- User Feedback: This includes soliciting qualitative feedback through user surveys and interviews.
During the review, the team realizes that even though the system met its functional requirements, because of a lack of proper training, the user adoption rate was not high. From that insight, the organization reworked its training programs to improve future rollouts that will see improved user satisfaction.
Moreover, PIR reveals that some of the CRM functionality is not used because the users are unaware of its existence. The organization, therefore decides to conduct some workshops that demonstrate these features. Eventually, it keeps the users more interested in the system, and they get more satisfied.
Best Practices for a Performing a Post-Implementation Review
- Plan the Review Well in Advance
A PIR should be planned from the project’s planning phase. Schedule a date on which the review is to take place, which should be sometime after implementation, but not so long that initial usage data won’t be available, nor so soon that the project is no longer fresh in participants’ minds.
- Engage Key Stakeholders
Engage all stakeholders in the PIR process: project team members, sponsors, end-users, and anyone else who would have been affected by the project. Their contributions will offer a well-rounded perspective on what went well in the project and what didn’t.
- Take a Structured Approach
Employ an appropriate structured approach in carrying out the PIR: criteria or checklists that shall be used during discussions. Typical frameworks might include:
- Project goals and objectives
- Budget and cost analysis
- Following of schedule and timeline
- Evaluation of Quality and performance
- User’s satisfaction and feedback
The structured approach helps in not missing out on something important, and at the same time, it keeps the discussions focused.
- Data Collection
Among all the integral parts of a thorough PIR, data collection plays a most pivotal role. Use both qualitative and quantitative data to your advantage. Quantitative could include statistical data such as KPIs. Qualitative data could be through user feedback. Surveys, interviews, and analytics might provide a complete overview of the results of a project.
Utilising support tools, such as performance dashboards may allow key metric visuals to display trends in a more authoritative manner overtime. Evidence-based presentation adds value to the findings and recommendations coming out of the review.
- Analyse Results
It is only when the data has been collected that analysis of trends and insights can be ascertained. Patterns that one should observe include emerging themes of what was not going well or things that worked. From here, meaningful conclusions beyond superficial observations will be derived accordingly.
For example, if different projects are facing the same delay of processes for approval, that may mean that something is wrong with the system and should be changed. On the contrary, if some methodology has constantly been found successful in one project, it could be shared across projects.
- Document Lessons Learned
Also, document findings from the PIR through a comprehensive report on successes and failures, recommending actions for future projects. Documentation saves the organization from committing similar mistakes.
Let different team members be part of this documentation to ensure multiple voices are captured. There could also be a centralized database for such lessons learned that could be used by project teams in time to come.
- Share Discoveries
Report the conclusions of the PIR to all stakeholders. Translating findings transparently will establish a culture of continuous improvement and perhaps even further empower the teams to be more proactive in the future project. You may want to consider holding a meeting to discuss findings and next steps.
Present findings in graphs and charts for better readability. Adjust communication styles based on the audience; for instance, an executive-level implications and recommendations presentation that result from the PIR.
- Implement Change
Realize changes through insights provided by the PIR that will help in improving projects in the future. This might involve updating the processes, refining project management practices, or enhancing training programs for the team members.
Draw up an action plan detailing measures, persons responsible, and timelines for implementation. This brings accountability and hence facilitates the tracking of improvements effectively.
- Follow-up
Do follow-up reviews or checks to ascertain whether changes recommended are actually being affected and effective. This becomes reinforcement towards commitment to continuous improvement and the value of the PIR process.
It is considered best practice to arrange follow-up meetings at regular intervals, quarterly maybe, where the changes implemented and the effects of those changes are discussed and any new challenges that have been developed are identified.
Post-Implementation Activities
Other than a PIR, there are a few activities that can be undertaken to further the post-implementation process:
- Training Sessions: Extra training is required in case the adoption rate among users is low. The reasons for such sessions may be in different specific sessions for certain user groups to meet the needs of the particular group and proficiency level.
- Support Channels: Allow the users to continually make their observations, suggestions, or request assistance on issues related to the new system or process through a help desk, online forums, or frequently asked questions.
- Documentation Review and Update: Check that all project documentation is current to reflect final deliverables, processes, and lessons learned. Well-documented clarity may serve as a reference for future projects and onboard new team members.
- Schedule Routine Check-ins: After the PIR, routine check-ins with stakeholders in regards to ongoing performance need to be scheduled to address any emerging issues. This check-in might also be touchpoints for the effectiveness review of changes implemented.
- Celebrating Success: Successes of the project and contributions made by members within the team can be highlighted and celebrated. Celebrating achievements will go a long way to raising morale and positive engagements on other future projects.
The post-implementation review is a very critical stage in the project management life cycle, wherein influence can be hugely consequential in an organization’s capability to learn and grow. Thus, an organization will be able to evaluate project performance, gather feedback, and compile lessons learned to refine their processes and improve results of future projects.
With the inclusion of stakeholders, the use of structured frameworks, and the communication of findings, PIRs can add value to creating continuous improvement in these respects. In that respect, the ability of successful PIRs allows organizations to claim success while preparing for new projects with much insight and at the same time great confidence.
In short, a properly executed PIR stands between a merely concluding project and one that prepares the groundwork for success in the future. Entering into this habit thus assures organizations of a learning and adaptive culture, locates them at a vantage position, and makes them responsive to a constantly changing environment.
