Conducting Sprint Planning Session | Support Advacarepharma

General

To successfully conduct a Sprint planning meeting, it’s important to know prior general basic concepts of Agile Methodologies .

What is Sprint Planning?

Sprint planning is an event in Scrum (a type of Agile framework) that kicks off the Sprint session. This session immediately follows the Grooming session in which the project manager carefully plans the Sprint session. While Grooming can be thought of as the preparation stage, Sprint is the action, or implementation, stage. The purpose of Sprint planning is to define what can be delivered by the end of the Sprint session and how that work will be achieved.

Who participates?

Sprint planning is done in collaboration with the whole scrum team, or in the case of our company, all of the participants of a department or project. The Sprint meeting during which the deliverables for each participant, and the department or team as a whole, is led by a project manager.

Rather than simply being appointed or assigned tasks to be completed, the participants are encouraged to share relevant information that might affect the planning of the work to be completed during the Sprint session. The time allocated to every participant for each task or activity is estimated by the project manager, but is also an agreement with the participant that the allotted time is sufficient for each task/activity. At the close of the meeting, the participant is responsible to fulfill the tasks/activities as the time allocated was mutually agreed upon and determined to be sufficient.

What is the goal?

The primary goal of the Sprint meeting is to refine the tasks/activities planned during Grooming and kick-off what each participant is to do by the end of the Sprint session. In other words, it is a structured, well-organized kick-off meeting. Meanwhile, the primary goal of the Sprint session is to implement and execute the planned work and reach a greater goal of the entire department or team. Sprint meetings and sessions serve to organize all participants to reach common goals that result in greater efficiency, accuracy and ultimately, results.

Before leaping into action, it’s important to set up the Sprint. It’s required to decide on how long the time box is going to be, the Sprint goal, and where you're going to start. The Sprint planning session kicks off the Sprint by setting the agenda and focus. If done correctly, it also creates an environment where the team is motivated, challenged, and can be successful.

Sprint Meeting & Session Duration

The leader of the session is responsible for timeboxing the Sprint Planning meeting. Setting a time limit will encourage the team to stay focused.

How much time should you dedicate to a Sprint meeting?

The meeting duration should be under 60 minutes, and not to exceed 75 minutes.

However, the time required for a Sprint meeting can vary according to the number of stakeholders and time period of the Sprint session:

● Department Sprint iterations: <60 minutes

● Project Sprint iterations: <60 minutes

● Large/Complex Project Sprint iterations: TBD but must be pre-determined and scheduled in ERP calendar

Overall, the goal should be to have a productive and focused refinement meeting. That said, excessive amounts of time cannot be spent on these sessions.

What is the frequency/duration of a Sprint Iteration (time-box)?

The duration of a Sprint Iteration (time-box), on an ongoing basis, should be according to the needs of the department, team or project. It is possible that the duration can be adjusted so to remain flexible and adaptive, but a set schedule brings the best results. In our company, the following schedule applies:

● Marketing Dept: every 1 week

● AM Dept: every 2 weeks

● BD Dept: every 2 weeks

● Purchasing Dept: every 2 weeks

● IT Dept: every 1 week

● BD-Marketing Meetings: every 2 weeks

● Any Project: every 1 or 2 weeks or according to the needs of the project

Efficiency is key with Sprint meetings. The project manager needs to keep things moving along and ensure conversations stay on track. It is at their discretion if to assign time limits for each participant to keep things moving. It might seem like there is a lot of work being squeezed into a short block of time, but if properly prepared there can easily be effective sessions.

Quickview: Getting Started

Who runs the Sprint sessions?

Department manager or Project manager. Further referred to as “project manager” in this SOP.

What is “Backlog Grooming”?

A session during which the project manager prepares for the upcoming Sprint session. The Grooming session is conducted right before the Sprint meeting so that the most recent status of work can be assessed to properly plan for the Sprint session.

What is the difference between a “Stakeholder” and “Owner”?

Owner (sometimes referred to just as Task Owner) is the participant in a Sprint session who is responsible for a task or sub-task, in essence the project manager of that specific task or sub-task. Stakeholder is the person in a Sprint session who partakes in a task or sub-task to bring it to completion.

*An Owner can become a Stakeholder, and visa versa.

What is a “Sprint Task Description”?

A list that summarizes the tasks for every participant in a Sprint session.

What are “Sprint Tasks in Kanban”?

A filtered Kanban showing every stage of Agile with all of the tasks and sub-tasks assigned to a specific participant of a Sprint session.

What is a “Projects Overview”?

A filtered Kanban showing every Project in ERP with the stages and all of the tasks and sub-tasks under a specific Project.

Conducting the Sprint Session

There are 3 main tools used to conduct Sprint sessions:

1. Sprint Tasks in Kanban:

- Every project is broken into stages according to Agile:
Backlog > Sprint > To Do > In Progress > Revision > Done

- Each task is assigned to an owner or stakeholder of a project or ongoing activity. The Favorites dropdown contains the tasks assigned to every owner/stakeholder on a per person basis. Each task and sub-task is tracked in this environment.

2. Sprint Task Description:

- The Sprint Task Description is a template that is used for every department and included in the Description of a task or sub-task.

- The Sprint Task Description centralizes and summarizes all of the tasks that every stakeholder or department member is responsible to complete during the upcoming Sprint session. But the Sprint Task Description does not replace the Sprint Tasks in Kanban, rather it is just a tool to facilitate coordination and planning.

3. Projects Overview:

● Projects Overview is the view of the tasks on a per Project basis.

● Projects Overview centralizes and summarizes all of the tasks that need to be completed for any selected Project.

● Projects Overview allows to see the overall status of a project, which helps to track its progress.

● Projects Overview must be used when the project manager starts a new project and runs the Kick-Off Sprint Planning session.

All the tools, the Sprint Task Description, Sprint Tasks Kanban and Projects Overview, are prepared by the project manager during the Grooming session prior to the Sprint session.

Step 1: Before Sprint Meeting

Before conducting the Sprint meeting, project manager reviews the previous Sprint Task Description task chatter to ensure that the most recent status updates of every stakeholder/owner have been received and considered in the Sprint Task Description.

Step 2: Conducting Sprint Meeting

The Sprint meeting is the most important event of the Sprint session as the responsibilities of every stakeholder/owner and the goals of the department/team are aligned for the Sprint session in this meeting. As the project manager goes through the Sprint Task Description and Sprint Tasks in Kanban, the time spent with each stakeholder/owner is focused on that specific stakeholder/owner, but other stakeholders are free to speak as many of the tasks/activities are collaborative with multiple stakeholders.

1. Most usually, stakeholders/owners will be physically present in the Sprint meeting. But if any stakeholder/owner is remote, a Google Meet session is initiated. The project manager will share the screen for remote stakeholders/owners to follow the Sprint meeting.

2. In the meeting room, the project manager opens 3 browser tabs (or more if there are multiple projects to review during Projects Overview) before the meeting is to begin:

- Projects Overview

- Sprint Task Description

- Sprint Tasks in Kanban

OPENING REMARKS: 5-10 minutes

3. Once all stakeholders/owners have joined and the meeting has officially begun, the project manager covers any of the following at the start of the meeting:

- Any topics that apply to the entire department or company.

- General status of ongoing or upcoming projects.

- Problems or issues facing the department, team or project. Specifically, what went well and what needs improvement from the previous Sprint session.

- Briefly introduce new projects that are to be started in the upcoming Sprint iteration (if any).

- Upcoming projects.

NEW PROJECTS OVERVIEW: 5-10 minutes

4. If execution of a new project is to be started in the upcoming Sprint iteration, project manager must go through the Main Task Description of the new project, provide context and overview of the new project, as well as go through each newly created task and give detailed explanation to the assigned stakeholders/owners. This process can be referred to as conducting a Kick-Off meeting of the new project.

There are 2 main methods to conduct the further steps of the Sprint Planning session:

1) Method 1: tasks overview based on the per Project basis.

2) Method 2: tasks overview based on the per person basis (Sprint Tasks in Kanban).

Both methods have the same main goal - discuss every task assigned to each stakeholder/owner and make sure it is clear what needs to be completed in the upcoming Sprint iteration. The project manager can decide which approach is more suitable for the department or specific projects, based on the amount and complexity of the projects. Sometimes it is more useful to look at the project progress overall with the help of Projects Overview, and sometimes it is enough to look at Sprint Tasks in Kanban of each stakeholder/owner when the project manager has a very clear understanding of each project's overall status.

METHOD 1: PROJECTS OVERVIEW

TASK PLANNING: 5-10 minutes / project

5. Projects Overview + Sprint Task Description

Beginning with project #1 of the department, project manager opens each Project in ERP and looks through the tasks in stages In Progress, To Do, Revision and Sprint. The progress of every task/sub-task under the Project is discussed as necessary. Each new task/sub-task in Sprint stage is explained by the project manager and adjusted if required based on any changes discussed, but changes should be minimized as project manager prepared the status of tasks/sub-tasks for each stakeholder/owner in the Grooming session:

● Stage: move from Sprint stage to To Do stage, unless discussion during Sprint meeting has determined another course of action for the task/sub-task

● Assigned to: if the task/sub-task is to be assigned to another stakeholder/owner

● Deadline: most often the end of the Sprint session or another day during the Sprint session. If date is to exceed the last day of the Sprint session, task/sub-task moves to backlog for another sprint session

● Priority of task/sub-task: if priority of task/sub-tasks changes, adjust P1, P2, P3

● Priority in each stage: if task/sub-task changes in priority within a stage; the list should reflect the priority of the tasks, #1 being highest priority and the last item being the lowest priority. This priority should correspond with the priority assigned to each task (P1, P2, P3, no stars).

● Description: update Description if necessary, including the 3 sections:

● Description: a brief description of the task including context

● Acceptance Criteria: The requirements and/or steps to be taken to complete the task

● Linked Elements: links to any resource or file that needs to be referenced.

Note: Linked elements that are files must also be saved in the server.

6. After each task/sub-task in every Project is reviewed and moved from the Sprint stage to the To Do stage, to recap all the assignments per person, project manager opens Sprint Tasks in Kanban and gives a quick summary of all tasks assigned to each stakeholder/owner.

Note: even for per Project overview, it is important to recap per person assignments so that every stakeholder/owner is clear on their To Do list for the upcoming Sprint iteration.

7. At the same time as going through Sprint Tasks in Kanban, project manager must adjust the list of tasks/sub-tasks in the Sprint Task Description if any changes occur during the Sprint Planning session.

Any questions or adjustments to each specific itemized task/activity is to be handled as it is discussed. Specifically the ESTIMATED TIME should be confirmed by both the project manager and the stakeholder/owner.

Each task/activity should be clear and understood by the stakeholder/owner. The stakeholder/owner is responsible to fulfill each itemized task within the time allotment.

Note: It is important that every stakeholder/owner is clear that the DUE DATE of each task refers to the date when the FINAL deliverable/asset needs to be provided, including the time required for the approval process. In other words, each stakeholder/owner needs to plan their time and submit the assignment in advance to receive the approval before the DUE DATE, unless agreed otherwise with the Project Manager.

8. Any concerns or challenges with the previous Sprint session, specifically issues related to insufficient fulfillment of tasks/activities from the previous Sprint, shall be addressed with stakeholder/owner before project manager moves on to the next stakeholder/owner.

9. Once Sprint Task Description is completed at the end of the Sprint meeting, move the task to the In Progress stage.

METHOD 2: SPRINT TASKS IN KANBAN

TASK PLANNING: 5-10 minutes / person

5. Sprint Tasks in Kanban + Sprint Task Description

Beginning with stakeholder/owner #1 in the Sprint Task Description, project manager opens the Sprint Tasks in Kanban in ERP for that specific stakeholder/owner. The task/sub-task is adjusted if required based on any changes discussed, but changes should be minimized as project manager prepared the status of tasks/sub-tasks for each stakeholder/owner in the Grooming session:

● Stage: move from Sprint stage to To Do stage, unless discussion during Sprint meeting has determined another course of action for the task/sub-task

● Assigned to: if the task/sub-task is to be assigned to another stakeholder/owner

● Deadline: most often the end of the Sprint session or another day during the Sprint session. if date is to exceed the last day of the Sprint session, task/sub-task moves to backlog for another sprint session

● Priority of task/sub-task: if priority of task/sub-tasks changes, adjust P1, P2, P3

● Priority in each stage: if task/sub-task changes in priority within a stage; the list should reflect the priority of the tasks, #1 being highest priority and the last item being the lowest priority. This priority should correspond with the priority assigned to each task (P1, P2, P3, no stars).

● Description: update Description if necessary, including the 3 sections:

● Description: a brief description of the task including context

● Acceptance Criteria: The requirements and/or steps to be taken to complete the task

● Linked Elements: links to any resource or file that needs to be referenced.

Note: Linked elements that are files must also be saved in the server.

6. After each task/sub-task in Kanban is reviewed and moved from the Sprint stage to the To Do stage for each stakeholder/owner, the corresponding itemized task/sub-task in the Sprint Task Description is to be reviewed and explained by the project manager.

Any questions or adjustments to each specific itemized task/activity is to be handled as it is discussed. Specifically the ESTIMATED TIME should be confirmed by both the project manager and the stakeholder/owner.

Each task/activity should be clear and understood by the stakeholder/owner. The stakeholder/owner is responsible to fulfill each itemized task within the time allotment.

Note: It is important that every stakeholder/owner is clear that the DUE DATE of each task refers to the date when the FINAL deliverable/asset needs to be provided, including the time required for the approval process. In other words, each stakeholder/owner needs to plan their time and submit the assignment in advance to receive the approval before the DUE DATE, unless agreed otherwise with the Project Manager.

7. Any concerns or challenges with the previous Sprint session, specifically issues related to insufficient fulfillment of tasks/activities from the previous Sprint, shall be addressed with stakeholder/owner before project manager moves on to the next stakeholder/owner.

8. Once the overview of tasks/sub-tasks assigned to each stakeholder/owner is completed, open each Project in the ERP to recap the results of the Sprint meeting, to make sure that every stakeholder/owner is clear on what needs to be done for each project. At the same time, project manager must make sure that no tasks/sub-tasks are left out or overlooked, and the overall progress of each Project is on track.

9. Once Sprint Task Description task is completed at the end of the Sprint meeting, move the task to the In Progress stage.

Step 3: Stakeholder/Owner Responsibilities

After the Sprint meeting, the responsibility shifts to each stakeholder/owner in the Sprint to do the following for the tasks//sub-tasks to which he/she is assigned:

● Stage: Stakeholder/owner is responsible to move tasks/sub-tasks in Kanban to updated stages and maintain an always accurate kanban throughout the Sprint session.

● Assigned to: Stakeholder/owner is responsible to reassign a task/sub-task in Kanban to the stakeholder/owner who takes the next action. Once a task/sub-task is reassigned to stakeholder/owner, it will be in his/her Sprint Tasks in Kanban and that stakeholder/owner is responsible for his/her always being maintained.

Step 4: Mid-Session Status Update

● By end of day, on the middle day of the Sprint session, every stakeholder/owner is to send a task in the Sprint Task Description chatter of the status of progress for the Sprint session. The status report should be itemized, with a brief description of the status for each assigned task/sub-task.

● Project manager should review the status update to ensure every stakeholder/owner is on track to fulfill the Sprint session.

● If a stakeholder/owner is not likely to fulfill the tasks/activities for a Sprint session, project manager is to discuss with the stakeholder/owner the reasons for delayed progress.

● Project manager is to support the stakeholder/owner to be able to fulfill the tasks/activities for the Sprint session, but ultimately it is the responsibility of the stakeholder/owner to fulfill the work for the Sprint session.

Step 5: End-of-Session Status Report

● Before the end of day, on the last day of the Sprint session, every stakeholder/owner is to send a task in the Sprint Task Description chatter with a status report for the concluding Sprint session. The status report should be itemized, with a description of the status of each assigned task/sub-task.

● Project manager should review the status report of every stakeholder/owner.

● Project manager prepares the Backlog Grooming for the next Sprint session.