---
artifact_id: A21
artifact_name: Lessons Learned Record
artifact_type: Knowledge capture and organizational learning artifact
source_type: PMI-derived
governance_layer: Project Governance
version: "1.0.5"
status: Draft
supersedes: "v1.0.2 Item 31 (Lessons Learned and Retrospective Knowledge Repository)"
primary_pmi_source: PMBOK8
exact_section: "Guide §2.1.6.5 Manage Project Knowledge; Table 2-1 Manage Project Knowledge; Standard §2.9 Principle: Build Quality into Processes and Deliverables; Lexicon — lessons learned"
performance_domains:
  - Governance
  - Stakeholders
  - Resources
focus_areas:
  - Executing
  - Monitoring and Controlling
  - Closing
related_processes:
  - Manage Project Knowledge
  - Monitor and Control Project Performance
  - Close Project or Phase
linked_artifacts:
  - A05
  - A06
  - A12
  - A17
  - A19
owner: Project manager
approval_authority: Project manager for routine entries; sponsor awareness for strategic or enterprise-level lessons at closure
---

# A21 Lessons Learned Record

**Artifact ID:** A21  
**Artifact type:** Knowledge capture and organizational learning artifact  
**Source type:** PMI-derived  
**Governance layer:** Project Governance  
**Version:** 1.0.5  
**Status:** Draft  
**Supersedes:** v1.0.2 Item 31 (Lessons Learned and Retrospective Knowledge Repository)

---

## 1. Artifact Definition

| Field | Entry |
|---|---|
| Purpose | Capture lessons learned continuously throughout the project and consolidate them for transfer into organizational process assets at phase gates and project closure. |
| When used | Throughout Executing, Monitoring and Controlling, and Closing; mandatory at each phase gate and at project closure. |
| Primary PMI source | PMBOK8 |
| Exact section | Guide §2.1.6.5 Manage Project Knowledge; Table 2-1 Manage Project Knowledge; Lexicon — lessons learned |
| Purpose of citation | Establish lessons learned capture as a continuous project management activity grounded in PMBOK 8 knowledge management guidance. |
| Performance domains | Governance, Stakeholders, Resources |
| Focus areas | Executing; Monitoring and Controlling; Closing |
| Related processes | Manage Project Knowledge; Monitor and Control Project Performance; Close Project or Phase |
| Inputs | Issue resolutions (A18); risk outcomes (A19); change decisions (A12); performance reports (A17); team retrospectives; stakeholder feedback |
| Outputs | Lesson entries; phase gate knowledge summary; closure knowledge package for OPA transfer |
| Core fields | Lesson ID; category; situation; what happened; root cause; impact; recommendation; OPA transfer status |
| Owner | Project manager |
| Approval authority | Project manager for routine entries; sponsor awareness for strategic or enterprise-level lessons at closure |
| Tailoring guidance | Capture lessons continuously — do not defer all capture to project closure. For adaptive approaches, retrospective outputs are the primary input mechanism. Keep entries concise and actionable. |
| Waste test | Fail if lessons are collected only at project end, or if the record becomes a narrative report rather than a structured, searchable knowledge set. |
| Notes | Replaces v1.0.2 Item 31. OPA transfer at closure is mandatory — entries must be submitted to the organizational lessons learned repository (PMO or designated system). |

---

## 2. Record Header

| Field | Entry |
|---|---|
| Project or initiative name | |
| Project ID | |
| Project manager | |
| Version | |
| Last updated | |
| Total entries | |
| Entries pending OPA transfer | |
| Linked artifacts | A05, A06, A12, A17, A19 |

---

## 3. Lessons Learned Register

| Lesson ID | Category | Phase / Period | Situation description | What happened (positive or negative) | Root cause | Impact | Recommendation | Applicable to future projects? | OPA transfer status | Source |
|---|---|---|---|---|---|---|---|---|---|---|
| LL-001 | | | | | | | | Yes / No / Maybe | Pending / Transferred | |

**Category values:** `Governance` / `Scope` / `Schedule` / `Finance` / `Risk` / `Stakeholders` / `Resources` / `Team` / `Technical` / `Process` / `Communication` / `Procurement` / `Quality` / `Tools`  
**OPA transfer status:** `Pending` / `Transferred` / `Not applicable`

---

## 4. Phase Gate Knowledge Summary

> Complete at each phase gate or major checkpoint.

| Phase / Gate | Date | Key lessons (positive) | Key lessons (negative) | Recommendations for next phase | Owner |
|---|---|---|---|---|---|
| | | | | | |

---

## 5. Closure Knowledge Package

> Complete at project closure. This package is the formal OPA submission.

| Field | Entry |
|---|---|
| Project closure date | |
| Total lessons captured | |
| Top 5 positive lessons | |
| Top 5 improvement lessons | |
| Recommended OPA updates | |
| Process improvements identified | |
| Template or tool improvements identified | |
| Submitted to OPA repository by | |
| OPA submission date | |
| Repository reference / location | |

---

## 6. Operating Rules

1. Capture lessons at the time they occur — do not defer to closure.
2. For adaptive approaches, retrospective outputs are the mandatory input to Section 3 after each iteration.
3. Every entry must include a recommendation — observation-only entries must be upgraded before OPA transfer.
4. At each phase gate, complete Section 4 and flag lessons relevant to the next phase for immediate application.
5. At closure, complete Section 5 and submit to the organizational OPA repository. Submission is mandatory, not optional.
6. A05 (Context Register) is updated with OPA references when lessons are transferred.
7. Fail the waste test if lessons are captured in a separate retrospective document and a separate closure report with no consolidated actionable record.

---

## 7. Migration Note

| Legacy item | Legacy name | Migration action |
|---|---|---|
| 31 | Lessons Learned and Retrospective Knowledge Repository | REPLACED BY A21 |

---

*Primary PMI source: PMBOK8 — Guide §2.1.6.5 Manage Project Knowledge; Lexicon — lessons learned*  
*Source type: PMI-derived*  
*Repository version: 1.0.5*
