Debriefing Checklist?

I had the great experience of being technical lead on a multiyear user interface modernization project for an in-house enterprise system. My involvement was as a contractor, so when the project was done, it was time for me move on and leave the system in the capable hands of the permanent team. The project included just a few developers, a business analyst, and an IT manager. Even with such a tight little team, at the end of the project a review was in order. This was especially true since the client had recently hired a new developer.

I don’t know if there is such thing as a project debriefing checklist. If not, there ought to be one. I won’t attempt to build a checklist here, but I will describe some of the pieces that we found were useful to review and document.

It took some effort to document all the important bits of the project. It turned out to be a lot! Once I had a first draft written, we arranged for meetings to review it. We worked from an outline, and spent a couple of hours each morning in front of a whiteboard until we got through it all.


Obviously for our project we wanted summary reference material for the new hire and for anybody else who might end up working on these systems. Perhaps less obvious is that documents like this are for “future me”. I don’t know if I will ever work on this system again, but I do know that future me will appreciate any documentation that present me provides. I know this because present me appreciates it when past me did.

There’s another potential audience. Management at any level, from management in the trenches through the board of directors, could easily find the project summary useful or enlightening. I don’t think anybody has bothered yet to scrutinize our work, but there’s always hope. We’re proud of what we accomplished.

Project goals and constraints

The goal of our project was straightforward. We had to replace a very old character user interface with a modern Windows user interface.

The constraints were more interesting though. Documenting the constraints is not about making excuses. An extremely common question in software maintenance is: Why did the original programmers do it this way? Digging through the code is often a slow and unproductive way to answer this kind of question. Understanding the system’s history makes it much easier to move the system forward.

Choice of platform, frameworks, and libraries

What alternatives were considered, and why did the chosen technologies win out? Again, understanding the constraints can be a huge benefit to those maintaining the system in the future.

In our case, we had a very specific technical constraint which prevented us from using any of the Object Relational Mapping libraries that were available at the time. We effectively had to roll our own. However, that constraint was only specific to interoperating with the legacy user interface, which was to run in parallel while we gradually migrated one business module at a time from the old to the new user interface. Now that the legacy user interface has been retired, the constraint no longer exists at all! There is no reason why any new tasks (new business modules) being added to the system could not use an off-the-shelf ORM library.

Our case might be a bit of an extreme example of why it’s useful to understand the project constraints. Keep in mind that knowing the historic constraints may help future maintainers in ways you don’t anticipate.

There’s another question to address here. Of the technologies selected for use in the project, were there any which didn’t work out as expected? One of the frameworks we selected for our project became less used and less important over time. As a result, there are two slightly different techniques used in the code, depending on how early in the project the code was written. The maintenance programmers deserve to know why.

Databases and application servers

New developers need to know where everything is. More importantly, they need to know *how much* there is, to help them with task estimates and impact analysis. In other words, they need an asset inventory. By the end of our project, the asset inventory looked very different than it did at the start of the project, so this certainly deserved a section in our document. How many databases are there? What are they used for? What servers are they running on? Where are the maintenance scripts? Who in the organization is responsible for the various development, test, training, and production databases? We addressed all the same questions with regard to the application servers as well.

Peripheral build systems

Our environment required an integrated library which had to be updated and compiled using tools outside our regular development environment. This was seldom changed and didn’t get a lot of attention, so it was an important bit for us to document. The know-how for changing and re-compiling that little library could easily have been lost over time.

Deployment system

We went over a few discussion points regarding the deployment system we used and tailored for this project. We already had a simple deployment checklist, so this was not a “how to”, but instead an overview of the tools we chose and a few of the quirks and subtleties.

Version control

Our document discussed which code control tools we chose and why, as well as whether those would still be our first choice today. We provided an overview of the code repositories in use, and the general work flow we had settled into.

The code

Our document provided an overview of the source code, both in terms of physical arrangement as well as logical. There were sections discussing how we made use of different architectural design patterns, how we were able to build on top of the existing legacy back-end systems, and the cases where we had to create our own libraries when no existing library would work in our environment. We had sections with summary descriptions of:

  • Error handling
  • Logging
  • Validation system
  • Help system
  • View types (grids, document details, record lookups, etc.)
  • Reporting
  • User preferences
  • User access control
  • Integration to third party applications
  • Wrap up

At the end of the review, everybody got a copy of the document after I updated it to reflect our discussions in the meetings.

A project’s completion does not always get the project review it deserves. It was a relief that the team agreed to invest the time required for this. I hope that the next time I’m about to dive into an unfamiliar system, a document like this is available to help me along the way.