# A30 — Knowledge and Lessons Management Record

## Artifact metadata

| Field | Value |
|---|---|
| **Artifact ID** | A30 |
| **Artifact name** | Knowledge and Lessons Management Record |
| **Artifact family** | Knowledge, closure, and records |
| **Artifact type** | Knowledge capture and organizational learning artifact |
| **Source type** | synthesis |
| **Governance layer** | Project Governance / PMO Governance |
| **Version** | 1.0.5 |
| **Status** | Active |

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## Purpose

Capture lessons, retrospective findings, and knowledge assets generated during the project so they can be reviewed, validated, and contributed to organizational process assets for the benefit of future work.

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## When used

Throughout the project — at retrospectives, phase gates, and during monitoring — and as a final consolidation step before or at closure. Also used when a significant risk event, decision, or delivery pattern is worth recording for reuse.

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## PMI authority

| Field | Detail |
|---|---|
| **Primary PMI source** | PMBOK8 |
| **Exact section** | Guide, Table 2-1 Manage Project Knowledge; Guide, Resources Performance Domain 2.6; Guide, 1.1.3 Organizational Process Assets |
| **Purpose of citation** | Establish knowledge management as an ongoing project activity with direct contribution to OPAs, not a one-time closeout task. |

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## Performance domains and focus areas

- **Performance domains:** Governance, Resources, Delivery, Stakeholders
- **Focus areas:** Executing, Monitoring and Controlling, Closing
- **Related processes:** Manage Project Knowledge; Close Project or Phase

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## Inputs and outputs

### Inputs
- Retrospective outputs and team observations
- Issue and action log (A18) — resolved issues worth capturing
- Risk record (A19) — risk events and response effectiveness
- Performance reports (A17) — variance patterns and corrective action results
- Stakeholder engagement observations (A07)
- Final closure record (A24) — closure-stage lessons contribution

### Outputs
- Validated lessons available for OPA contribution
- Actionable recommendations for current project (when captured in-flight)
- PMO improvement backlog inputs (A23)
- Knowledge asset references for future projects

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## Core fields

| Field | Description |
|---|---|
| Lesson ID | Unique identifier |
| Capture date | Date the lesson was recorded |
| Source event | The situation, decision, or observation that generated the lesson |
| Category | Risk, schedule, stakeholder, technical, procurement, resources, governance, or other |
| Description | What happened and what was learned |
| Impact | Effect on project outcomes or team performance |
| Recommendation | What should be done differently or repeated |
| Applicability | Project types, contexts, or phases where this lesson is most relevant |
| Validation status | Draft, reviewed, or approved for OPA contribution |
| OPA destination | Location in the organizational knowledge repository |
| Owner | Person responsible for the entry and validation |

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## Governance

| Field | Detail |
|---|---|
| **Owner** | Project manager and designated knowledge owner |
| **Approval authority** | No approval needed for capturing entries; PMO approval required when a lesson triggers a change to methods, standards, or templates |
| **Escalation trigger** | A lesson requires a change to a PMO method, enterprise policy, tooling standard, or shared repository structure |

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## Tailoring guidance

- Capture lessons throughout the project, not only at closure — delayed capture loses context and reduces quality.
- For adaptive or agile delivery, retrospective outputs feed directly into this record at each iteration.
- Small projects may use a lightweight running list; large or high-risk projects benefit from categorized, validated entries.
- Connect this record to A23 (PMO Improvement Backlog) so enterprise-level improvements are actioned, not just filed.

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## Waste test

Fail if lessons are collected at project closure into a document that is filed but never reviewed, validated, or connected to any organizational improvement action.

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## Notes

- Replaces and consolidates v1.0.2 Items 215–218 (CoP Charter, Enterprise Lessons Repository Framework, Retrospective Curation Log, Post-Mortem Framework) and Item 265 (Lessons Taxonomy Blueprint).
- Source type is synthesis: PMBOK 8 grounds the knowledge management process; OPA management and organizational learning are expanded through standard PMI guidance.
