5 leading challenges facing pmos – and how agile program management changes the game

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Thursday, June 22, 2017

#5 Leading Challenges Facing PMOs

And how Agile Program Management is Changing the Game…

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Agenda & Speakers

• Intros

• Presentation by Brian Mulconrey

• Presentation by Rebecca Dobbin

• Q&A

Ben Lack

cPrime

Moderator

Brian Mulconrey, SPC4,

CSP, CSSBB, PMP, ACP

cPrime

Agile Coach

Rebecca Dobbin

Tasktop

Product Analyst

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Drive Agile and DevOps success through a

blend of unified software services

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Do these 5 Challenges sound familiar?

1. “We’re constantly changing scope

and writing change requests!”

2. “Our senior managers are

continually ‘announcing’

impossible deadlines.”

3. “Nobody seems to feel

accountable for these impossible

deadlines.”

4. “Poor communications result in

‘surprises’ late in the life of our

projects.”

5. “We aren’t very good at managing

the real risks that threaten our

programs.”

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What is Agile Program Management?

Program Backlog

Product

Backlog

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#1 – Learning to Love Scope Changes!

Why would we want to “love” scope changes???

“Our highest

priority is to

satisfy the

customer

through early

and continuous

delivery of

valuable

software.” –Agile Manifesto

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#1 – Learning to Love Scope Changes!

Empowered Program Level and Team Level Product Owners…

…Versus Heavyweight and Disruptive “Change Control”

Scope Changes

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#2 – Meeting “Impossible” Dates

>>> The Iron Triangle <<<

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#2 – Meeting “Impossible” Dates by

Prioritizing Scope!

Agile

Triangle

SCOPE

Resources Time

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#2 – Meeting “Impossible” Dates by

Prioritizing Scope!

Agile

Triangle

SCOPE

Resources Time

Leveraging the Minimum Viable Product (MVP)

Feedback Cycle

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#3 – Agile Teams “Own” Their Commitments

Program Release Planning with All Teams (e.g., 3 months)

• Agile Teams Plan & Estimate Together

• Program Leadership is there to resolve conflicts rapidly!

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#3 – Agile Teams “Own” Their Commitments

Sprint Planning with Team (e.g., every 2 weeks)

• Product Owner brings prioritized backlog to planning meeting.

• Team Estimates work, makes commitment, breaks down tasks.

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#4 – Agile Teams Communicate Continuously

• Release Planning –

Several teams planning

together to reach program

milestones.

• Scrum of Scrums

Meetings – Meetings to

coordinate among scrum

masters and product

owners of multiple teams.

• The User Story - A reason

to have a conversation.

• Sprint Planning – What

are we going to do this

sprint?

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#4 – Agile Teams Communicate Continuously

• The Daily Stand-Up –

Sharing your progress

with team.

• The Sprint Review –

Stakeholder

communication and

demo.

• The Retrospective –

What can we do

better? What is

working well?

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#5 – The ROAM Formula for Engaging Agile

Teams in Risk Management

• Resolved – The teams

agree that the issue

has been resolved.

• Owned – The issue

can’t be resolved in the

meeting but someone

owns the follow up.

• Accepted – Some risks

are just facts and need

to be accepted.

• Mitigated – Teams can

find ways to soften the

impact of a risk.

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#5 – The ROAM Formula for Engaging Agile

Teams in Risk Management

• Resolved – The teams

agree that the issue

has been resolved.

• Owned – The issue

can’t be resolved in the

meeting but someone

owns the follow up.

• Accepted – Some risks

are just facts and need

to be accepted.

• Mitigated – Teams can

find ways to soften the

impact of a risk.

Leveraging the “Wisdom

of Your Teams” to

identify and manage risk!

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Agile Program Management

• Establish the Program Level Backlog with

epics and stories

• Identify an Agile Program Management

framework (e.g., SAFe) and train members

of your teams

• Identify program level roles and

responsibilities

• Set a date for a Agile Program Release

Planning Meeting(s) to bring the teams

together to plan their work over the next 10-

13 weeks.

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Agile Program Management

Transforming #5 Challenges into #5

Opportunities

1. Learning to Love Scope Changes

2. Meeting Impossible Dates by

Prioritizing Scope

3. Agile Teams ”Own” Their

Commitments

4. Agile Teams Communicate

Continuously

5. The ROAM Formula for Engaging

Agile Teams in Risk Management

© Tasktop 2017

Rebeca Dobbin | 22 June 2017

Value Stream Integration: The Missing Ingredient

© Tasktop 2017

About Me

Rebecca DobbinPast: Project Manager for Non-Profit Clients

o Biggest Obstacle: Communication barriers between teams

Current: Product Analyst for Tasktop

TasktopConnect your tools, your people, and your value stream

Eliminate those communication barriers!

Flow information between distinct purpose-driven tools

© Tasktop 2017

Top Challenges

1) Scope Changes

2) Impossible Deadlines

3) Poor Communication

4) Lack of Accountability

5) Poor Risk Management

© Tasktop 2017

What do these challenges have in common?

They are caused by a broken, fragmented value stream

© Tasktop 2017

Fragmented Value Stream

Bu

sin

ess

Val

ue

Best-of-breed tool chain

Rev

enu

e R

esu

lts

© Tasktop 2017

Annual Cost of a Fragmented Tool Chain

Manual (re)work - value lost $9,868,421

Traceability overhead $270,000

Tool upgrades/migrations $1,779,640

Traceability and compliance Exposed

Management Reporting Manual

Visibility Fragmented

Team engagement At Risk

Total costs $11,918,061

© Tasktop 2017

Value Stream Integration

Connect the disparate activities into

one value stream…

by connecting the tools into a

modular toolchain

© Tasktop 2017

Requirements Management

Agile Planning

Test Management ITSM SCM

Build Management

IT Automation

ALM

Project & Portfolio Mgmt

Change / Workflow Mgmt

Issue Tracker

Database Support

Enterprise Modeling

Content Management

Build Management

Test Automation

APM

Code Analysis

BlueprintIBM Rational DOORS NG

IBM Rational DOORSIBM Requisite Pro

iRiseJama

Serena Dimensions RM

CA Agile Central (Rally)CA Agile Planning

IBM BluemixJIRA

LeanKitMingle

Pivotal TrackerServiceNow Agile

TargetprocessVersionOne

IBM RTCHPE ALM Octane

Microsoft TFSMS VS Team Services (VSO)

Polarion

IBM RQMHPE QC/ALM

Microsoft Test ManagerTricentis ToscaZephyr for JIRA

SmartBear QACompleteQASymphony qTest Manager

CA (Clarity) PPMHPE PPM

Microsoft Project ServerPlanview Enterprise

ServiceNow PPM

Borland StarTeamCA Harvest

IBM Rational ClearQuestSerena Business Manager

Mozilla BugzillaGitHub IssuesGitLab Issues

BMC RemedyJIRA Service Desk

ServiceNowZendesk

Salesforce Service Cloud

Sparx EA

OracleMS SQL Server

MySQL

GitGitHub

BitBucketSubversion (SVN)

CVSPerforce

SonarQubeCoverityAppScanVeracode

HPE Fortify

uBuildAnt

MavenSnapGrunt

SeleniumHP UFT

ConformiqCucumber

Chef PuppetJenkinsHudsonAnsible

SaltAtlassian Bamboo

UrbanCode Deploy (uDeploy)Travis-CI

ThoughtWorks GoOpenMake

CA Release AutomationXebiaLabs DeployITJetBrains TeamCity

VagrantWindows Powershell

New RelicAppDynamics

DynatraceCompuware APM

BMC APMCA APM (Wily)

IBM APM

And more….

Microsoft SharePoint

Supports 360+ tool versionsBuilt and tested in our

“Integration Factory”• 3300 API tests in spec• 500k API tests per day

Security

WhiteHat Sentinel

© Tasktop 2017

Business Case for Value Stream Integration

Fragmented Integrated

Manual (re)work - value lost $9,868,421 $0

Traceability overhead $270,000 $11,000

Tool upgrades/migrations $1,779,640 $880,220

Traceability and compliance Exposed Covered

Management Reporting Manual Integrated

Visibility Fragmented Integrated

Team engagement At Risk 22% improved

Total costs $11,918,061 $891,220

Savings/Margin increase (per year) $11,026,841

© Tasktop 2017

Top Challenges – Solved!

Scope Changes:

Value Stream Integration makes you flexible

Impossible Deadlines:

Value Stream Integration makes you efficient

Poor Communication:

Value Stream Integration makes you responsive

Lack of Accountability:

Value Stream Integration makes you accountable

Poor Risk Management:

Value Stream Integration makes you successful

© Tasktop 2017

A Value Stream Approach is Crucial

There is no single tool platform that provides a silver bullet

Tasktop has the expertise, experience and technology to ensure success

Will you be the

for your industry?

5 leading challenges facing pmos – and how agile program management changes the game

Technology