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Prioritization Challenge: Three Business Departments, One Software Platform and Agile Rollout - a Case Study

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Presentation from New Trends In Project Management 2017 Conference, Gdańsk, Poland.

Abstract:
We will present a case study from one of our recent Agile transformations, where our customer faced the challenge of prioritizing significantly varied feature requests to be implemented by R&D department submitted by three different business departments.

A facilitated process of addressing this issue led to the creation of a lightweight business value criteria framework used to prioritize requests. At the same time, due to the strict approach to performing business/acceptance tests within the scope of each Sprint, Scrum constraints helped to streamline the prioritization process as well.

While there are no universal solutions, this case study is a good inspiration for maintaining focus on ROI and thinking about the “Return” first rather than primarily analysing the “Investment” side.

Published in: Leadership & Management
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Prioritization Challenge: Three Business Departments, One Software Platform and Agile Rollout - a Case Study

  1. 1. @ms_bnsit_pl@pawelwrzeszcz Prioritization Challenge Three Business Departments, One Software Platform and Agile Rollout - a Case Study Paweł Wrzeszcz Mariusz Sieraczkiewicz
  2. 2. @ms_bnsit_pl@pawelwrzeszcz What’s your estimate? When can we expect this? Will it fit into the Sprint? …
  3. 3. @ms_bnsit_pl@pawelwrzeszcz
  4. 4. @ms_bnsit_pl@pawelwrzeszcz
  5. 5. @ms_bnsit_pl@pawelwrzeszcz ROI
  6. 6. @ms_bnsit_pl@pawelwrzeszczhttps://flic.kr/p/9UViMr
  7. 7. @ms_bnsit_pl@pawelwrzeszcz 3 business departments, each of them having different needs No coordination Team Leader (from IT) sets priorities Starting point
  8. 8. @ms_bnsit_pl@pawelwrzeszcz IT makes business decisions without knowledge about priorities Team Leader overwhelmed with requests Time to Market 2-3 months “Why is it taking so long?” Problem?
  9. 9. @ms_bnsit_pl@pawelwrzeszcz
  10. 10. @ms_bnsit_pl@pawelwrzeszcz 5 teams 9 months Scrum Agile Rollout
  11. 11. @ms_bnsit_pl@pawelwrzeszcz Product Owner = Team Leader PO suggests priorities for requests Business stakeholders may change priorities Paper Backlog - collaborative sorting Approach #1
  12. 12. @ms_bnsit_pl@pawelwrzeszcz Are the requests we selected for the Sprint the most crucial ones? “How about my request?” “Which business department’s requests are more important?”
  13. 13. @ms_bnsit_pl@pawelwrzeszcz Approach #2 - Analytical
  14. 14. @ms_bnsit_pl@pawelwrzeszcz Approach #3 Business Value Criteria
  15. 15. @ms_bnsit_pl@pawelwrzeszcz 1. Compliance 2. Process improvements (less manual work) 3. Financial risk Approach #3 Business Value Criteria
  16. 16. @ms_bnsit_pl@pawelwrzeszcz Other criteria (examples): NPS New or existing Customer? Upsell opportunity Number of Customers affected Age of the request   … Approach #3 Business Value Criteria
  17. 17. @ms_bnsit_pl@pawelwrzeszcz Business representatives come up with priorities within their departments and discuss Business Value Criteria PO = facilitator Approach #3 Business Value Criteria
  18. 18. @ms_bnsit_pl@pawelwrzeszcz - What’s this meeting about, cause I’m lost? Is it Sprint Planning? Or Refinement? - Here each of us brings their requests and convinces themselves and others that those requests are actually less important than the other ones.
  19. 19. @ms_bnsit_pl@pawelwrzeszcz Approach #3 Business Value Criteria https://flic.kr/p/ogP2Tx
  20. 20. @ms_bnsit_pl@pawelwrzeszcz Approach #3b - Measures 1. Compliance 2. Process improvements (less manual work) 3. Financial risk
  21. 21. @ms_bnsit_pl@pawelwrzeszcz Approach #3b - Measures 1. Compliance -> Polish law or internal regulations? 2. Process improvements (less manual work) -> Number of hours saved monthly? 3. Financial risk -> One time payment? Or continuous?
  22. 22. @ms_bnsit_pl@pawelwrzeszcz Approach #3b - Measures
  23. 23. @ms_bnsit_pl@pawelwrzeszcz “We only accept a request for a Sprint if a particular person from business department agrees to perform acceptance tests for it during that Sprint” Approach #4
  24. 24. @ms_bnsit_pl@pawelwrzeszcz Agile = engagement + prioritization Team Leader 😎 Results - IT
  25. 25. @ms_bnsit_pl@pawelwrzeszcz “If my request is not accepted [for a Sprint], at least I know why is that” “I can provide a professional response to a Customer even if we cannot implement something for them” “Collaboration within our department greatly improved” Results - business departments
  26. 26. @ms_bnsit_pl@pawelwrzeszcz Results - company wide Time To Market for 95% accepted requests < 1 month
  27. 27. @ms_bnsit_pl@pawelwrzeszcz Postscriptum - approach #10 ;-) https://flic.kr/p/ogP2Tx
  28. 28. @ms_bnsit_pl@pawelwrzeszcz ROI Suggested priorities, use of paper Analytical approach did not work Business Value Criteria as a language Measures Want something implemented? Promise to test it
  29. 29. @ms_bnsit_pl@pawelwrzeszcz Thank you! p.wrzeszcz@bnsit.pl m.sieraczkiewicz@bnsit.pl Paweł Wrzeszcz Mariusz Sieraczkiewicz

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