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Blood, Sweat & Tears: A True Life Journey into Holding a Large Scale Agile Planning Event
Presenters: Billie SchuttpelzPaul Pobursky
What You Are About to See
Planning Event Highlights
◎ 175 Global Participants, US and India
◎ 12 Agile Development Teams
◎ 5 Program Level Teams
◎ 5 Agile Coaches to Help Facilitate
◎ 3 Full Days
◎15 Events Last Year (Billie)
◎ 5 Events Last Year (Paul)
Agenda
◎Introductions
◎Blood – Getting Commitment
◎Sweat – Inputs to Event
◎Tears – The Event
◎Beers – Post Event
Billie SchuttpelzAgile Coach, SPC4, CPT, ICP-ACC
I am here because I’ve been a part of 15
of these Release Planning events, large
and small; both by the book and
customized; and I’d like to share my
learnings because we are all in this
together.
Paul PoburskyPMP, PMI-ACP, CSM
I am here because I want to share
from my real world successes and
failures! I will share what the books
don’t tell you!
Purpose◎ Share Our Story
◎ Spur Thoughts
◎ Learn from Our Mistakes
Outcome◎ Know What to Avoid
◎ See and Hear Successful Events
◎ Real World (Reality)
Your Role◎ Hold Questions
◎ Exiting Early…Tell Us Why
◎ Think of what you’d like to ask us
What this Presentation is NOT!
◎NOT About Agile Transformation
◎NOT a Lift and Carry Guide
◎NOT an Industry Standard
What this Presentation Is
◎Based on SAFe Release Train Planning
◎Based on Our Own Personal Experience
What You Are About to See
Blood
Getting Full Commitment and Buy-In
◎ Build a Realistic Strategy
◎ Accelerate Time to Value
◎ Consolidate Planning Meetings
◎Work Out Dependencies
◎ Get all the Liars in the Same Room!
Why Release Planning?
Commitment & Buy-In
◎ Strong Leadership
◎ Partnership from Business
SweatWhat it’s going to take to put on an event!
Inputs
Establish Teams
◎Whole Teams○ Keep specialized teams at a minimum
◎ Feature Based Teams ○NOT Technical Based Teams
◎ Consistent Membership
Visions
Business
IT
Road Map
Definition of Ready for Features◎ Create DoR as a Team
◎ Used as a Barrier to Entry to Release Planning
Venue◎ Think Wedding planning!
Venue
◎ Prep the Day Before
◎Setup Everything!
Venue◎ This is why you setup early and map out
team locations and tables.
**Names and Faces Blurred to Protect the Innocent
Event Agenda
◎ Timing○ Buffers
○ Communicated
○ Committed
◎ Split Timezone○ Strategic Planning and Coordination
◎Room for Run Over
Event Agenda
Tears(of Joy)
The Event
Sample Run Through
Because of Time
Constraints a few
sections will be
covered quickly.
Opening◎Keep it short!○No more than 15 minutes
◎Keep it Simple!○ Few to No Slides
○ Focus on Highlights from past
◎Inspire and Charge the Room!○Themes, Videos, Quotes
◎Use this Time to Focus the Room
◎ This is where the Vision for architecture, new
architectural epics, common frameworks are
showcased
◎This is the Executive Briefing which will set the
tone for the Planning Session
◎Pitfalls○Too Long and Boring
○Not Relevant
○Not Prepared
IT Vision
Business Vision
Feature Board◎ Front and Center
◎ Grouped by Strategic Themes
◎ In Priority Order
Team Planning Requirements
◎Keep it short!○No more than 15 minutes
○Usually around 5 minutes
◎Focus on What the Teams Need to Do○Objectives / Risks / Issues
○Hard Dates?
○Holidays
○Dependency Board
○Check Point Schedule
◎ Use this Time to Focus the Room
Team Breakouts
◎ Longest Most Important Section of the Event!
Coaches/RTE
Product
Management
ArchitectureSME
PMO
Other Agenda Items(The Ones We Crossed Off Earlier)
We would love to cover these in great detail,
but wanted to keep focus on more important
items
◎ SoS / Check Points
◎ Draft Plan Review
◎ Program Review & Problem Solving
◎ Team Breakouts 2 of 2
Q&A(still a bit more to come)
“I’ve heard of a
program board…..how
is it used during the
event?”
Program Board
Program Board (After 1 day)
Program Board
Program Level Risks◎ Resolved, Owned, Accepted & Mitigated○ Covered as a Program
○ Scheduled Throughout Event
Final Plan Review
◎ Program Risks
◎ Impediments
◎ Program Board Dependencies
Confidence Vote
◎ Seek to Improve!
◎What Went Well?
◎What Can We Do Better?○ Voting
◎ Next Steps!○Make Progress
Event Retrospective
DONE!
Real World Results
◎ 5 Major Production Launches○ Previous Year 2
◎ IT and Business Change Requests Minimized○Less Scope Creep!!!
◎ Happy End Users
◎ Business Likes IT…○ Cultural Change
Presentation ROTI
“Excellent” – A useful presentation that was
worth more than the time spent.
“Average” – I Gained enough to justify the time
spent. Useful, but was not worth 100% of the
time I spent, so I lost time.
“Useless” - I Gained nothing. I lost 45 minutes
of my life I can never get back!
Beers!See You At the Post Event
Paul [email protected]
Billie [email protected]
Blood, Sweat & Tears: A True Life
Journey into Holding a Large Scale Agile Planning Event
Appendix
SAMPLE
Definition of Ready for Features (before a PI)
The feature must contribute to the overall value of the sub-epic
1. The feature must have acceptance criteria that is measurable and identifies all
success and failure conditions
2. All known assumptions are listed in case this feature has dependencies.
3. The feature must be described on a system context diagram
4. The language of the feature must be in business language
5. The feature must scoped to the system defined by the system context diagram
6. Supporting artifacts are attached when possible and uses relevant business process
diagrams, UI mocks, etc.
7. The feature is considered a top priority feature for consideration for the PI
8. Product management team and architecture are in agreement that the feature
covers functional, architectural and business needs.
9. The feature is socialized with teams
Appendix
◎ Slide 8 – www.scaledagileframework.com
◎ Learn to do scaled Release Planning format
you’ve seen in this presentation through a Leading SAFe
training (http://www.scaledagile.com/leading-safe/).
◎ Schedules and upcoming dates for Michigan
https://www.eventbrite.com/e/leading-safe-40-scaled-
agilist-certification-tickets-24564959455?aff=es2