PMO-05.08 Phase 05: Executing

RETROSPECTIVE

مراجعة المرحلة
tasleemat asset PMO-05.08 template --lang en

Deliverable Summary & Governance Boundaries

Lifecycle Phase Alignment

Phase 05: Executing

Sizing Tier Requirements

Validation Contract

This deliverable conforms to a strict companion Draft 2020-12 JSON Schema for automated structural and semantic validation. 

tasleemat validate PMO-05.08 ./completed_data.json

Template Markdown (Bilingual)

<!--  LLM INSTRUCTIONS: Fill in the [ Add details... ] placeholders based on project context.

The retrospective is an activity that is performed at the end of every sprint. The information is usually recorded on sticky notes or recorded in software. A common retrospective approach is called a "starfish," which collects Start, Stop, Keep, More, and Less.

The intent of a retrospective is to improve the performance of the team and make them more efficient in each subsequent sprint. That intent is why this form carries action items and an outcome column and not only the five observation columns: a retrospective that records what happened without recording what will change is a meeting, not a feedback loop.

Alignment: the retrospective should be aligned and consistent with the following documents: Lessons learned summary, Project closeout.

Writing guidance:

*   Write one item per row and keep it to a single sentence. An item that needs explaining is two items, or it is not yet understood well enough to act on.

*   The five columns are not interchangeable. Stop means cease, not reduce; Less means too much of something, not something to stop altogether. Putting the same item in two columns to hedge is how a retrospective stops being honest.

*   Only record in Start and Stop what the team is genuinely willing to begin and cease. A list of good intentions nobody intends to act on teaches the team that the exercise is theatre.

*   Carry every action into the next retrospective with its outcome filled in. An action reviewed only once is an action nobody checked.

*   Colour coding is optional but useful: technical, process, people, environment. It makes a pattern visible that a list of sentences hides.

Tailoring Notes:

*   Instead of a starfish approach you can use "FLAP," which stands for Future Considerations, Lessons, Accomplishments, and Problems. Use one or the other, not both: two parallel forms each get half-filled and neither is trusted.

*   You can colour code information to indicate a category, such as technical, process, people, environment, etc.

*   Add or remove rows as needed. Some teams run the retrospective per sprint, others per release, and the template should say which.

Column guidance, by column:
- **Start:** Actions and behaviors the team will begin to implement. Be specific: "hold a joint review with QA twice a week" can be started, "communicate better" cannot.
- **Stop:** Actions or behaviors the team will cease doing. If the team is not willing to actually stop it, recording it here only builds a list the team learns to distrust.
- **Keep:** Practices the team should continue with. Note why, because the reason is what a future team will need when the person who introduced the practice has moved on.
- **More:** Practices that were not done consistently and should be done more often. Inconsistent usually means the practice exists but nothing enforces it, so record what would enforce it.
- **Less:** Practices that were done too much or should be reduced. Watch for process that exists to fix a problem which no longer occurs; that is the usual source of ceremony the team has stopped noticing.
- **Action:** The specific change being made, taken from the Start, Stop, More, and Less columns rather than invented separately.
- **Owner:** The one person accountable for making it happen. A team cannot own an action, because a team is never available.
- **By When:** The date it should be done, and where it will be reviewed. An action with no review date is an action that will be carried into the next retrospective as a note about doing it better.
- **Outcome:** What happened when it was tried, filled in at the next retrospective. Without this column the team repeats the same actions and the retrospective becomes a ritual rather than a feedback loop.
-->

<h3 dir="ltr" align="right">{{Company_Name}}</h3>
<h2 dir="ltr" align="right">{{Project_Name}} - {{Project_ID}}</h2>
<h1 dir="ltr" align="center">RETROSPECTIVE</h1>

| **Date Prepared:** {{Current_Date}} | **Project Manager:** {{Project_Manager_Name}} | **Prepared By:** {{Prepared_By}} |
| :--- | :--- | :--- |  

---

## 1. Session
<!-- A retrospective that does not say which sprint it covers cannot be compared with the previous one, and someone who was not in the room cannot act on what was agreed. -->

| Sprint or Iteration | Team Members Present | Date |
| :--- | :--- | :---: |
| [ Add details... ] | [ Add details... ] | [ Add details... ] |

---

## 2. Starfish
<!-- One item per row, one sentence each. The columns are not interchangeable: Stop means cease and Less means too much of something, so putting the same item in both to hedge is how a retrospective stops being honest. Add or remove rows as needed. -->

| Start | Stop | Keep | More | Less |
| :---: | :--- | :--- | :--- | :--- |
| [ Add details... ] | [ Add details... ] | [ Add details... ] | [ Add details... ] | [ Add details... ] |
| [ Add details... ] | [ Add details... ] | [ Add details... ] | [ Add details... ] | [ Add details... ] |
| [ Add details... ] | [ Add details... ] | [ Add details... ] | [ Add details... ] | [ Add details... ] |
| [ Add details... ] | [ Add details... ] | [ Add details... ] | [ Add details... ] | [ Add details... ] |
| [ Add details... ] | [ Add details... ] | [ Add details... ] | [ Add details... ] | [ Add details... ] |
| [ Add details... ] | [ Add details... ] | [ Add details... ] | [ Add details... ] | [ Add details... ] |

---

## 3. Action Items
<!-- Every action taken from the Start, Stop, More, and Less columns, with one named owner and a review date. Carry each row into the next retrospective and fill in the outcome: an action reviewed only once is an action nobody checked, and a retrospective without an outcome column becomes a ritual rather than a feedback loop. -->

| Action | Owner | By When | Outcome |
| :--- | :--- | :---: | :--- |
| [ Add details... ] | [ Add details... ] | [ Add details... ] | [ Add details... ] |
| [ Add details... ] | [ Add details... ] | [ Add details... ] | [ Add details... ] |
| [ Add details... ] | [ Add details... ] | [ Add details... ] | [ Add details... ] |
| [ Add details... ] | [ Add details... ] | [ Add details... ] | [ Add details... ] |

---

## 4. FLAP Alternative
<!-- The FLAP alternative to the starfish. If the team prefers FLAP, replace the five starfish columns with Accomplishments, Problems, Lessons, and Future Considerations rather than recording both, since two parallel forms get half-filled and neither is trusted. Delete this section if the team uses the starfish above; do not keep both. -->


---

| Accomplishments | Problems | Lessons | Future Considerations |
| :--- | :--- | :--- | :--- |
| [ Add details... ] | [ Add details... ] | [ Add details... ] | [ Add details... ] |

## 5. Sign-off and Approvals

| Role | Name | Signature | Date |
| :--- | :--- | :---: | :---: |
| **Scrum Master / Facilitator** | {{Scrum_Master_Name}} | _______________________ | [ .... - .... - .... ] |
| **Product Owner** | {{Product_Owner_Name}} | _______________________ | [ .... - .... - .... ] |
| **Team Representative** | {{Team_Representative_Name}} | _______________________ | [ .... - .... - .... ] |
---

<div dir="ltr" align="right" style="margin-top: 20px; font-size: 12px; color: #7f8c8d;">
  <span>Electronic Audit Trail: Hash SHA256: {{Audit_Trail_SHA256_Hash}}</span> <br>
  <strong>Template:</strong> RETROSPECTIVE | <strong>Ref:</strong> PMO-05.08 <br>
  <i>Generated on: {{Current_Timestamp}}, by <a href="https://github.com/fakhruldeen/Tasleemat/" style="color: #7f8c8d;">Tasleemat</a></i>
</div>

User Guide & Practitioner Instructions

Tasleemat Forms Guide

Project Artifact: Retrospective

Document Reference: PMO-05.08

This document provides a comprehensive, professional reference to understand the purpose and effective usage of the Retrospective in alignment with the Tasleemat framework.

1. What?

A formal Tasleemat-aligned project document known as the Retrospective, an activity performed at the end of every sprint. The information is usually recorded on sticky notes or in software. A common approach is called a starfish and collects Start, Stop, Keep, More, and Less. The intent is to improve the performance of the team and make them more efficient in each subsequent sprint.

It records the session context, the five starfish observations, the action items taken from them with an owner and a review date, and the outcome of those actions at the next retrospective. The FLAP alternative is carried as a removable section.

2. Why?

Because a retrospective that records what happened without recording what will change is a meeting rather than a feedback loop. The outcome column is what turns a list of good intentions into a change in how the team works, and without it the same actions are carried forward sprint after sprint.

3. When?

This artifact is prepared at the EXECUTING Process Group, at the end of every sprint, or at whatever interval the team has agreed, which the form records explicitly.

4. Who?

Responsibilities: Facilitated by the Team Lead with the whole team present, including anyone who will be affected by the actions. Outcomes are reviewed by the Project Manager at the following retrospective.

Tailoring Tips

  • Instead of a starfish approach you can use "FLAP," which stands for Future Considerations, Lessons, Accomplishments, and Problems. Use one or the other, not both: two parallel forms each get half-filled and neither is trusted.
  • You can colour code information to indicate a category, such as technical, process, people, environment, etc. This makes a pattern visible that a list of sentences hides.
  • Add or remove rows as needed. Some teams run the retrospective per sprint, others per release, and the template should say which.
  • Keep one item per row and to a single sentence. An item that needs explaining is two items, or it is not yet understood well enough to act on.

Alignment & Dependencies

1. Pre-requisites & Inputs (Upstream Dependencies)

  • Mandatory:
    • Project Management Plan (PMO-04.01.01)
    • Approved Baselines (Scope/Schedule/Cost)
  • Optional / Contextual:
    • Risk Register (PMO-04.08.02)
    • Stakeholder Engagement Plan (PMO-04.10.01)

2. Downstream Dependents

  • Mandatory:
    • Project Status Reports (PMO-06.01)
    • Change Log (PMO-05.04)
    • Lessons Learned Summary (PMO-07.01)
  • Optional / Contextual:
    • Variance Analysis (PMO-06.04)
    • Decision Log (PMO-05.02)

5. How?

To accurately and professionally complete the RETROSPECTIVE, the responsible party must populate the following sections based on the project context (ensure parameters.md is referenced for global project variables):

  • Sprint or Iteration: The sprint or iteration this retrospective covers. A retrospective that does not say which sprint it belongs to cannot be compared with the previous one, and an uncountable sequence of retrospectives is the same as none.
  • Team Members Present: Who took part. Someone who is not in the room cannot act on what was agreed, so name the absent members and how the outcome will reach them.
  • Date: The date the retrospective was held. Record it against the sprint number on the same line, because a retrospective carrying only a date cannot be matched to the one before it, and the set becomes a list of dates with no context.
  • Start: Actions and behaviors the team will begin to implement. Be specific: "hold a joint review with QA twice a week" can be started, "communicate better" cannot.
  • Stop: Actions or behaviors the team will cease doing. If the team is not willing to actually stop it, recording it here only builds a list the team learns to distrust.
  • Keep: Practices the team should continue with. Note why, because the reason is what a future team will need when the person who introduced the practice has moved on.
  • More: Practices that were not done consistently and should be done more often. Inconsistent usually means the practice exists but nothing enforces it, so record what would enforce it.
  • Less: Practices that were done too much or should be reduced. Watch for process that exists to fix a problem which no longer occurs; that is the usual source of ceremony the team has stopped noticing.
  • Action: The specific change being made, taken from the Start, Stop, More, and Less columns rather than invented separately.
  • Owner: The one person accountable for making it happen. A team cannot own an action, because a team is never available.
  • By When: The date it should be done, and where it will be reviewed. An action with no review date is an action that will be carried into the next retrospective as a note about doing it better.
  • Outcome: What happened when it was tried, filled in at the next retrospective. Without this column the team repeats the same actions and the retrospective becomes a ritual rather than a feedback loop.
  • Future Considerations: The FLAP alternative to the starfish. If the team prefers FLAP, replace the five starfish columns with Accomplishments, Problems, Lessons, and Future Considerations rather than recording both, since two parallel forms get half-filled and neither is trusted.

📥 Associated Templates

6. Reference Example

A fully completed, gold-standard reference example illustrating this artifact in practice is available:

📖 Completed Example: 05_08_Retrospective_Example.md

LLM Generation Prompt & Agent Instructions

RETROSPECTIVE - LLM GENERATION GUIDE

System Prompt / Instructions: This document serves as the detailed instruction set for generating the RETROSPECTIVE. When asked to populate this form, use the guidance provided for each section below to accurately generate the required content. Reference parameters.md for global project variables.

Context & Definition: The retrospective is an activity performed at the end of every sprint. The information is usually recorded on sticky notes or in software. A common approach is called a starfish and collects Start, Stop, Keep, More, and Less. The intent is to improve the performance of the team and make them more efficient in each subsequent sprint.

Alignment & Dependencies: * Pre-requisites (Inputs): * Mandatory: Project Management Plan (PMO-04.01.01), Approved Baselines (Scope/Schedule/Cost) * Optional: Risk Register (PMO-04.08.02), Stakeholder Engagement Plan (PMO-04.10.01) * Downstream Dependents: * Mandatory: Project Status Reports (PMO-06.01), Change Log (PMO-05.04), Lessons Learned Summary (PMO-07.01) * Optional: Variance Analysis (PMO-06.04), Decision Log (PMO-05.02)

Session

Sprint or Iteration

Instruction: The sprint or iteration this retrospective covers. A retrospective that does not say which sprint it belongs to cannot be compared with the previous one, and an uncountable sequence of retrospectives is the same as none.

Generated value: [ Add details... ]

Team Members Present

Instruction: Who took part. Someone who is not in the room cannot act on what was agreed, so name the absent members and how the outcome will reach them.

Generated value: [ Add details... ]

Date

Instruction: The date the retrospective was held. Record it against the sprint number on the same line, because a retrospective carrying only a date cannot be matched to the one before it, and the set becomes a list of dates with no context.

Generated value: [ Add details... ]

Starfish

Start

Instruction: Actions and behaviors the team will begin to implement. Be specific: "hold a joint review with QA twice a week" can be started, "communicate better" cannot.

Generated value: [ Add details... ]

Stop

Instruction: Actions or behaviors the team will cease doing. If the team is not willing to actually stop it, recording it here only builds a list the team learns to distrust.

Generated value: [ Add details... ]

Keep

Instruction: Practices the team should continue with. Note why, because the reason is what a future team will need when the person who introduced the practice has moved on.

Generated value: [ Add details... ]

More

Instruction: Practices that were not done consistently and should be done more often. Inconsistent usually means the practice exists but nothing enforces it, so record what would enforce it.

Generated value: [ Add details... ]

Less

Instruction: Practices that were done too much or should be reduced. Watch for process that exists to fix a problem which no longer occurs; that is the usual source of ceremony the team has stopped noticing.

Generated value: [ Add details... ]

Action Items

Action

Instruction: The specific change being made, taken from the Start, Stop, More, and Less columns rather than invented separately.

Generated value: [ Add details... ]

Owner

Instruction: The one person accountable for making it happen. A team cannot own an action, because a team is never available.

Generated value: [ Add details... ]

By When

Instruction: The date it should be done, and where it will be reviewed. An action with no review date is an action that will be carried into the next retrospective as a note about doing it better.

Generated value: [ Add details... ]

Outcome

Instruction: What happened when it was tried, filled in at the next retrospective. Without this column the team repeats the same actions and the retrospective becomes a ritual rather than a feedback loop.

Generated value: [ Add details... ]

FLAP Alternative

Future Considerations

Instruction: The FLAP alternative to the starfish. If the team prefers FLAP, replace the five starfish columns with Accomplishments, Problems, Lessons, and Future Considerations rather than recording both, since two parallel forms get half-filled and neither is trusted.

Generated value: [ Add details... ]

PMO-05.08 Phase 05: Executing Realistic Case Study Benchmark
Date Prepared
2026-03-15
Project Manager
Faisal Al-Harbi, PMP
Prepared By
Faisal Al-Harbi, PMP (Senior Project Manager)

Retrospective (Reference Example)

🏆 Gold Standard Reference Example: This document illustrates a fully completed, production-grade artifact adhering to the Tasleemat PMO Framework (PMO-05.08). All company names, project references, and figures are realistic fictional simulations.

Apex Global Solutions

Apex Unified Cloud ERP & Supply Chain Modernization - PRJ-2026-ERP-01

RETROSPECTIVE

1. Session

Sprint or Iteration Team Members Present Date
Approved and aligned with Apex Global Solutions governance baseline Approved and aligned with Apex Global Solutions governance baseline 2026-06-30

2. Starfish

Start Stop Keep More Less
2026-04-01 Approved and aligned with Apex Global Solutions governance baseline Approved and aligned with Apex Global Solutions governance baseline Approved and aligned with Apex Global Solutions governance baseline Approved and aligned with Apex Global Solutions governance baseline
2026-06-01 Approved and aligned with Apex Global Solutions governance baseline Approved and aligned with Apex Global Solutions governance baseline Approved and aligned with Apex Global Solutions governance baseline Approved and aligned with Apex Global Solutions governance baseline
2026-08-15 Approved and aligned with Apex Global Solutions governance baseline Approved and aligned with Apex Global Solutions governance baseline Approved and aligned with Apex Global Solutions governance baseline Approved and aligned with Apex Global Solutions governance baseline
2026-10-01 Approved and aligned with Apex Global Solutions governance baseline Approved and aligned with Apex Global Solutions governance baseline Approved and aligned with Apex Global Solutions governance baseline Approved and aligned with Apex Global Solutions governance baseline
2026-12-01 Approved and aligned with Apex Global Solutions governance baseline Approved and aligned with Apex Global Solutions governance baseline Approved and aligned with Apex Global Solutions governance baseline Approved and aligned with Apex Global Solutions governance baseline
2026-04-01 Approved and aligned with Apex Global Solutions governance baseline Approved and aligned with Apex Global Solutions governance baseline Approved and aligned with Apex Global Solutions governance baseline Approved and aligned with Apex Global Solutions governance baseline

3. Action Items

Action Owner By When Outcome
Approved and aligned with Apex Global Solutions governance baseline Elena Vance, PfMP Approved and aligned with Apex Global Solutions governance baseline Approved and aligned with Apex Global Solutions governance baseline
Approved and aligned with Apex Global Solutions governance baseline Faisal Al-Harbi, PMP Approved and aligned with Apex Global Solutions governance baseline Approved and aligned with Apex Global Solutions governance baseline
Approved and aligned with Apex Global Solutions governance baseline Tariq Al-Mansoor, PfMP Approved and aligned with Apex Global Solutions governance baseline Approved and aligned with Apex Global Solutions governance baseline
Approved and aligned with Apex Global Solutions governance baseline Sultan Al-Dossary Approved and aligned with Apex Global Solutions governance baseline Approved and aligned with Apex Global Solutions governance baseline

4. FLAP Alternative

Accomplishments Problems Lessons Future Considerations
Approved and aligned with Apex Global Solutions governance baseline Approved and aligned with Apex Global Solutions governance baseline Approved and aligned with Apex Global Solutions governance baseline INIT-01

5. Sign-off and Approvals

Role Name Signature Date
Scrum Master / Facilitator Hassan Al-Majid, CSM [Electronically Signed] 2026-03-18
Product Owner Mariam Al-Khatib (Principal Product Owner) [Electronically Signed] 2026-03-18
Team Representative Sarah Al-Rashidi (Team Representative) [Electronically Signed] 2026-03-18
---
Template: RETROSPECTIVE | Ref: PMO-05.08
Generated on: 2026-03-15 10:00 UTC, by Tasleemat

Draft 2020-12 JSON Schema

Canonical machine-readable data contract for automated payload validation with tasleemat CLI. 
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  "title": "Completed RETROSPECTIVE Data Contract",
  "description": "Additive structural schema validating completed RETROSPECTIVE artifact data payloads (PMO-05.08).",
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📋 Form Field Definitions Dictionary (Legacy Specification) 
{
  "_llm_instructions": "Fill in the 'project_title' and 'date_prepared' properties, and the 'value' property of each field, based on the provided project context. Reference parameters.md for global project variables.",
  "form_name": "RETROSPECTIVE",
  "document_reference": "PMO-05.08",
  "project_title": "",
  "date_prepared": "",
  "fields": {
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      "guidance": "The sprint or iteration this retrospective covers. A retrospective that does not say which sprint it belongs to cannot be compared with the previous one, and an uncountable sequence of retrospectives is the same as none.",
      "value": ""
    },
    "f02_Team_Members_Present": {
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    "f03_Date": {
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      "value": ""
    },
    "f04_Start": {
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      "value": ""
    },
    "f05_Stop": {
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      "value": ""
    },
    "f06_Keep": {
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      "label": "Keep",
      "guidance": "Practices the team should continue with. Note why, because the reason is what a future team will need when the person who introduced the practice has moved on.",
      "value": ""
    },
    "f07_More": {
      "section": "Starfish",
      "label": "More",
      "guidance": "Practices that were not done consistently and should be done more often. Inconsistent usually means the practice exists but nothing enforces it, so record what would enforce it.",
      "value": ""
    },
    "f08_Less": {
      "section": "Starfish",
      "label": "Less",
      "guidance": "Practices that were done too much or should be reduced. Watch for process that exists to fix a problem which no longer occurs; that is the usual source of ceremony the team has stopped noticing.",
      "value": ""
    },
    "f09_Action": {
      "section": "Action Items",
      "label": "Action",
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      "value": ""
    },
    "f10_Owner": {
      "section": "Action Items",
      "label": "Owner",
      "guidance": "The one person accountable for making it happen. A team cannot own an action, because a team is never available.",
      "value": ""
    },
    "f11_By_When": {
      "section": "Action Items",
      "label": "By When",
      "guidance": "The date it should be done, and where it will be reviewed. An action with no review date is an action that will be carried into the next retrospective as a note about doing it better.",
      "value": ""
    },
    "f12_Outcome": {
      "section": "Action Items",
      "label": "Outcome",
      "guidance": "What happened when it was tried, filled in at the next retrospective. Without this column the team repeats the same actions and the retrospective becomes a ritual rather than a feedback loop.",
      "value": ""
    },
    "f13_Future_Considerations": {
      "section": "FLAP Alternative",
      "label": "Future Considerations",
      "guidance": "The FLAP alternative to the starfish. If the team prefers FLAP, replace the five starfish columns with Accomplishments, Problems, Lessons, and Future Considerations rather than recording both, since two parallel forms get half-filled and neither is trusted.",
      "value": ""
    }
  }
}