Overview
The Lessons Learned feature provides a dedicated section within initiatives to record insights gained from similar initiatives to support continuous improvement. By storing your Lessons Learned, Kiplot will be able to recommend similar lessons learned on similar initiatives. Access the Lessons Learned tab on any initiative to create and log specific lessons learned directly on an initiative.
Permissions
Action | Permission |
|---|---|
Configure lessons learned | Strategic Portfolio Administrators |
Create or edit a lesson on an initiative | Strategic Portfolio Full Access (or above) or Edit access to the initiative |
View a lesson | Strategic Portfolio Restricted Access (or above) |
All users with access to the Strategic Portfolio can view all lessons across the portfolio, make sure you do not include any confidential information in the details.
Fields on Lessons Learned
These fields are available on all lessons entered in Kiplot.
Name | Type | Description |
|---|---|---|
Key | Text | Automatically assigned unique identifier, uneditable. |
Summary | Text | Provide a short summary of the lesson. |
Description | Text | Provide a more detailed explanation of the lesson. |
Owner | Dropdown | Assign an owner. They must exist as a user in Kiplot. |
Type | Dropdown | Type of the lesson. Admins can manage the list of types on the Configuration page. |
Theme | Dropdown | Theme or area that the lesson impacts. Admins can manage the list of themes on the Configuration page. |
Action | Text | Record any actions that need to be completed to implement the lesson. |
Created | Text | Automatically assigned, uneditable. |
Configuration
You need Strategic Portfolio Administrator permissions to configure Lessons Learned.
You can access the Lessons Learned configuration in the Initiatives tab of the configuration page. For more information see the Lessons Learned Configuration page.
Administrators can:
Enable/disable the lessons learned feature
Configure the options for the type and theme fields.
Lessons Learned support Custom Fields. If you navigate to the ‘Custom Fields’ tab in the configuration, you can select ‘Lessons Learned’ as a entity that your ‘Custom Fields’ are available on.
Managing Initiative Lessons
You need Edit access to the initiative to create and edit Lessons in the initiative.
Review or add lessons learned for a specific initiative by accessing its dedicated 'Lessons Learned' tab. This allows you to see all recorded insights for that initiative.
Initiate New Lesson Entry
Document a new lesson learned for the current initiative in the Lessons Learned tab by pressing the ‘Add Lesson’ button.
Activity Log
You can see the activity log for all Lessons Learned in the Lessons tab of the activity log of the initiative.
Kiplot AI: Learning from lessons learned
You need to speak to your Account Manager to enable Kiplot AI for your portfolio.
Kiplot AI does not use your data for training or share your data with third parties.
For more information see Kiplot AI.
When you start a new initiative, Kiplot AI proactively analyses your organisation’s past initiatives to identify relevant lessons learned. These lessons are automatically surfaced and converted into suggested risks for you to review.
This ensures organisational knowledge is actively reused — not buried in historical records. By bringing past insights forward at the moment you plan, Kiplot helps you avoid repeating mistakes, strengthen risk planning, and fully realise the value of the lessons your team has captured.
This feature works best when multiple lessons have already been logged in the system.
Identify relevant lessons for initiative:
Navigate to the initiative and open the menu button in the top right-hand corner and click the “Apply past lessons with AI” button
A loading modal will appear while the system reviews your initiative and finds similar initiatives.
The system will then show you a list of existing lessons within your portfolio with a description of why they are relevant to your initiative. Check the boxes next to the lessons you want to include, then click "translate lessons into risks" to proceed with risk generation.
A list of risks are suggested based on your selected lessons. Select a risk from the list to modify its summary, description, impact, and probability using the provided fields and sliders. You can revert to the AI's original suggestion at any time.
After selecting relevant risks and adjusting their details, click the "add X risks" button to finalize their inclusion in the risk log.