HKSM

A living set of insights captured during or after scope validation about what helped or hindered deliverable acceptance. It guides improvements to acceptance criteria, review practices, and stakeholder engagement for future validations.

Key Points

• Captured during Validate Scope from acceptance results, variances, defects, and stakeholder feedback.
• Recorded in the lessons learned register and ultimately the organizational repository.
• Action-oriented: each entry states context, cause, impact, and a clear recommendation.
• Tagged to specific deliverables, requirements, and acceptance criteria for easy retrieval.
• May trigger change requests or updates to plans, checklists, and review templates.
• Used to reduce rework, accelerate acceptance, and improve customer satisfaction.

Purpose

Turn real review outcomes into practical guidance that improves how the team validates scope next time. It helps the project and the organization avoid repeat issues and replicate approaches that led to quick approvals.

How to Create

• Gather inputs: acceptance decisions, inspection results, defect logs, variances, issue log entries, and stakeholder comments.
• Hold a brief debrief right after each validation session with the team and key customer reps.
• Capture entries using a consistent template: context/deliverable, observation, root cause, impact, recommendation, applicability, owner, and date.
• Classify by deliverable, requirement ID, process area (validation, requirements, quality), and phase or sprint.
• Validate the wording with stakeholders to ensure the recommendation is practical and agreed.
• Link artifacts such as updated acceptance criteria, checklists, screenshots, and test cases.
• Publish to the lessons learned register and, when stable, to the organizational repository.

How to Use

• Refine acceptance criteria and review checklists for upcoming deliverables.
• Adjust test scripts and user acceptance procedures to align with what approvers expect.
• Plan stakeholder involvement earlier or differently based on feedback patterns.
• Inform change requests for updates to the scope management plan or requirements documentation as needed.
• Update the requirements traceability matrix with clearer validation methods and pass/fail metrics.
• Feed insights into training, onboarding, and handoff practices to reduce defects before validation.
• Reference entries during variance analysis to predict and avoid repeat causes of rejection.

Ownership & Update Cadence

• Owned by the project manager; content is contributed by the team, business analysts, QA, and customer representatives.
• Updated after each scope validation event, milestone review, or UAT cycle; consolidated at phase gates and at project close.
• Entries should be recorded within 24–48 hours of the validation session while details are fresh.
• The PM ensures migration to the organizational repository so future projects benefit.

Example

A mobile app feature fails validation because sample data used in testing did not match production scenarios, leading to two rejected user stories.

• Observation: Validation failed due to mismatched data sets used in UAT vs. testing.
• Cause: Acceptance criteria did not specify data characteristics and edge cases.
• Impact: Two-day rework and rescheduling of the client review.
• Recommendation: Update acceptance criteria to include data profiles, add a data-readiness checklist, and schedule a pre-UAT data walkthrough with the client.
• Applicability: All future analytics-related user stories; owner: BA lead; due: next sprint planning.

PMP Example Question

After a Validate Scope meeting, a deliverable is rejected because the acceptance criteria did not cover realistic user data. The PM logs an issue and raises a change request to refine the criteria. What should the PM do next to prevent similar rejections?

1. Record the cause and a specific recommendation in the lessons learned updates and share it with the team and client reviewers.
2. Immediately rebalance the scope baseline without formal approval to reflect the new criteria.
3. Ask the team to work overtime to redo the deliverable without changing the process.
4. Close the validation activity and move on to the next deliverable to keep schedule.

Correct Answer: A — Record the cause and a specific recommendation in the lessons learned updates and share it with the team and client reviewers.

Explanation: Lessons learned updates are captured during Validate Scope to improve future acceptance outcomes. They document the cause and actionable steps, enabling process and criteria improvements without bypassing change control.