Post-Project Review Template for Local Government
A structured procedure for conducting a comprehensive evaluation of a completed project, analysing performance against objectives, and documenting findings for organisational learning.
Purpose
To systematically capture what went well, what did not, and what can be improved so that future projects benefit from the accumulated experience and the organisation continuously improves its delivery capability.
Scope
Covers the review period from project closure through to the publication and distribution of the post-project review report, typically conducted within two to four weeks of project completion.
Prerequisites
- Project has been formally closed with all deliverables accepted by the ratepayer or sponsor
- Final project financial data including actual costs and rates revenue is available
- Project team members are still accessible for interviews and feedback sessions
Supports Local Government Act compliance, freedom of information requirements, and public accountability standards.
Step-by-Step Procedure
Gather Project Performance Data
Collect all quantitative project data including schedule performance, budget actuals, scope changes, risk events, and quality metrics for analysis.
- 1.1Extract final schedule data comparing planned versus actual milestone dates
- 1.2Compile budget data showing original estimates, approved changes, and final actual costs
- 1.3Summarise scope changes including the number of change requests and their cumulative impact
- 1.4Collect quality metrics such as defect counts, rework hours, and acceptance test results
Conduct Team Feedback Sessions
Facilitate individual or small-group sessions with project team members to collect qualitative feedback on project processes, collaboration, tools, and management practices.
- 2.1Schedule feedback sessions with all core team members within two weeks of project closure
- 2.2Use a structured questionnaire covering project planning, execution, communication, and tools
- 2.3Create a safe environment for candid feedback by emphasising organisational learning over individual blame
- Allow anonymous submissions for sensitive feedback to encourage honesty
Collect Ratepayer or Stakeholder Feedback
Obtain formal feedback from the ratepayer or key stakeholders on their experience with the project delivery, communication quality, and overall satisfaction.
- 3.1Send a structured feedback survey to the ratepayer and key external stakeholders
- 3.2Follow up with a brief interview or call for ratepayers willing to provide more detailed input
- 3.3Document feedback themes and specific suggestions for improvement
Analyse Findings and Identify Themes
Synthesise all quantitative data and qualitative feedback to identify recurring themes, root causes of issues, and areas of particular strength.
- 4.1Categorise feedback into themes such as planning, resourcing, communication, risk management, and tooling
- 4.2Identify root causes for significant schedule or budget variances
- 4.3Highlight successful practices that should be replicated on future projects
Draft the Post-Project Review Report
Compile all findings, analysis, and recommendations into a structured report that can be shared with leadership and used as a reference for future projects.
- 5.1Write an executive summary covering project performance highlights and key lessons
- 5.2Include detailed sections on schedule, budget, scope, quality, and stakeholder satisfaction
- 5.3List specific actionable recommendations with suggested owners and timeframes
- 5.4Attach supporting data and charts as appendices
Present Findings to Leadership
Deliver the post-project review findings to senior leadership or the project management office, highlighting key recommendations and requesting decisions on process improvements.
- 6.1Schedule a review presentation with the appropriate leadership audience
- 6.2Present the key findings, focusing on actionable recommendations and their expected benefits
- 6.3Capture leadership decisions and commitments regarding recommended improvements
Publish and Archive the Report
Finalise the report incorporating any feedback from the leadership presentation, then publish it to the organisational knowledge base and archive all project records.
- 7.1Update the report with any corrections or additions requested during the leadership review
- 7.2Publish the final report to the organisational knowledge base or lessons learned repository
- 7.3Archive all project documentation according to the organisation retention policy
- Tag the report with relevant project attributes such as industry, size, and type to make it easily searchable for future project teams
Quality Checkpoints
Common Mistakes to Avoid
Expected Outcomes
Percentage of completed projects that have a published post-project review report within four weeks of closure
Percentage of post-project review recommendations that are formally tracked and implemented within six months
Frequently Asked Questions
How do we ensure review findings actually lead to improvements?
Assign each recommendation to a specific owner with a due date and track it in the organisational improvement backlog. Review progress on outstanding recommendations during regular management meetings to maintain accountability.
Should the ratepayer participate in the post-project review meeting?
Ratepayer feedback should be collected separately through surveys or interviews. The internal post-project review meeting is typically an internal exercise focused on team and process improvements. However, some organisations do invite ratepayers to a joint session for collaborative learning.
When is the best time to conduct the post-project review?
Ideally within two to four weeks of formal project closure. This timing balances the need for final data to be available with the importance of capturing feedback while experiences are still fresh in team members memories.
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