Introducing the Defence Lessons Learned System (DLLS)

October 28, 2022 - Defence Stories

DLLS is now live! (accessible only on the National Defence network)

DLLS Release Notes 4.1 25 August 2022 (accessible only on the National Defence network)

What is DLLS?

The Department of National Defence is replacing its’ legacy Lessons Learned Knowledge Management System (LLKMS) with the Defence Lessons Learned System (DLLS). DLLS is a modern web application built with a focus on usability, with a comprehensive toolset to manage the Lessons Learned (LL) cycle, identify change requirements, and effect continuous improvement within an Organizational learning framework. This capability brings the DLLS toolset in line with established DND/CAF practices, protocols and processes with respect to LL. It will be accessible to all DWAN users and is applicable to all levels of DND/CAF. Eventually it will be available on CSNI.

Goals

The DLLS Project objectives, include:

• Creation of a modern, intuitive LL toolset for all DND/CAF personnel to enhance LL knowledge management and promote a DND/CAF organizational learning culture.
• Consolidation of LL information in a common location that can be easily searched or referenced.
• Enabling of reporting and data analytics.
• Encourage the sharing of LL information across the Institution regardless of Element, and/or Level for both military and civilian personnel.
• Implementation of automated workflows and notifications to speed up the processing of Observations and Lessons Finding Reports (LFRs).

Important Dates

Jul 2016 - Requirement identified within CJOC for a replacement of KMS.

Jul 2018 - DLLS project established, under ADM(IM)

Aug 2018 - Initial design and development on LFR tool begins. Based on requirements identified by CJOC.

Nov 2018 - Jul 2019 Requirement gathering for full DLLS capability. Included extensive consultation with LL representatives from DND and the CAF.

June 2019 - A diverse group of 24 users, of varying LL expertise, from across DND/CAF participated in Focus Groups. Users worked hands-on with an early version of the DLLS LFR tool and provided valuable feedback, leading to improvements to the DLLS toolset.

Late Fall 2020 - DWAN - DLLS to reach Initial Operational Capability (IOC), with search functionality across the DWAN. Observations, LFRs and Supporting Material functionality, available to early adopters. LLKMS to be made read only.

Winter - Spring 2021 - Full DLLS functionality to be gradually rolled out across DND/CAF.

End June 2021 - Retirement of KMS application.

End June 2021 - DLLS to reach Full Operational Capability (FOC), with all planned functionality delivered. DLLS Project team stands down with ADM(IM) responsible for In Service Support capability.

Summer 2022 CSNI - DLLS deployed.

Getting On Board

Anyone with a DWAN account will be able to search DLLS or submit an Observation, but not all organizations will start using DLLS at the same time. Most DND/CAF organizations are expected to adopt DLLS as their primary lessons learned tool in late 2020 – early 2021.

To take full advantage of the DLLS toolset, organizations have to identify suitable personnel for elevated privileges in the system. The Project team is available to advise on this process. Once personnel are selected, the Project team will create accounts. As part of the adoption process the project team will work with each organization to ensure that they are ready to start using the DLLS toolset, and that both current and historical LL data is captured and changes if any, are communicated. If you are responsible for LL within your organization, at the L1 or L2 level, and have not yet been in touch with the DLLS team please contact us at: +DLLS - SLRDAdmin@CJOC HQ@Ottawa-Hull

Frequently Asked Questions

When will my Organization start using DLLS?

DLLS will be rolled out to L1 organizations following a staggered approach. The system is planned to go live with Search, Observation, LFR and Support Material functionality for early adopters in late summer/early fall of 2020. Your organization will be notified by the DLLS project team prior to your go-live date.

How do I access DLLS?

DLLS will be accessed through a web link and will not require Users to acquire this program through Run Advertised Programs. When DLLS becomes live, this document will be updated with a link to the DLLS Landing Page.

How do I search for items on DLLS?

You have two options:

• Basic Search - Using Keywords.
• Advanced Search - Using any combination of the available fields.

What is an Observation in DLLS?

Observations are short, factual accounts of what has occurred and are used to describe either a positive or negative event. They state what the problem or difficulty was (i.e. the "what" part of the event) and provide a description of the circumstances under which the problem or difficulty was observed.

What is a Support Material in DLLS?

Support Materials may be created in DLLS to upload files such as After Action Reports, Post Activity Reports, Significant Incident Reports, and similar LL documents. Most common file types may be uploaded including images, videos, audio files, MS Office documents, and text or PDF files, up to a maximum of 100MB. Once created in DLLS, Support Materials may be linked to Observations or LFRs. This may include materials that support, refute or simply provide further details for context.

What is an LFR in DLLS?

An LFR is a written report to higher authority that presents a finding, makes recommendations and is used to manage change.

Can anyone create an LFR?

No. You must have an account with elevated privileges in DLLS to initiate an LFR.

Who can review a LFR (Part B)?

• You can select anyone to review your LFR for B.
• If the Review Authority in Part B does not action your LFR you can reassign your LFR to another person.
• The Review Authority can reassign the LFR to another person, if she or he is not the right person, or if the LFR requires further Subject Matter input.
• The Organization’s LL Coordinator may reassign the LFR to another person if need be.
• An LFR is visible on the DWAN once it has passed its first level review.

Can I link multiple Observations or Supporting Materials to an LFR?

Yes. You may link as many Observations or Supporting Materials to an LFR as you want.

I am new to LL and my responsibilities include creating, processing and managing LL in my organization. How do I get elevated privileges in DLLS to access the additional functionality in the application?

When DLLS goes live you must be nominated by a recognized Lessons Learned Point of Contact (LL POC) in your L1 or L2 organization. Your nomination will then be executed by your LL POC through the Enterprise Information Technology Service Management (EITSM) Self- Service Portal.

I am attempting to create an Observation but my organization is not listed as an option in the "L1 or External Organization" field.

If your organization is not listed it is because the DLLS application has not been implemented within your organization/L1 yet.

Is DLLS designed for military or civilian use?

DLLS is intended for use by all members of the defence team. Anybody who has a DWAN account can use DLLS.

Does DLLS handle classified information?

No. The DWAN version of DLLS is limited to Unclassified and Protected "A" information. A CSNI version of DLLS is planned, which will allow for users to enter information up to the Secret level.

Contact Us

For assistance, or further information about DLLS please contact the DLLS Administrator positional mailbox: +DLLS - SLRDAdmin@CJOC HQ@Ottawa-Hul