March 12 2021 Experiences with Agile and JIRA

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March 12, 2021 Experiences with Agile and JIRA in RAS Dave Hart, Amy Schuele,

March 12, 2021 Experiences with Agile and JIRA in RAS Dave Hart, Amy Schuele, Ken Hackworth March 2017 quarterly meeting

What is this “Agile” business? • “Agile software development is a group of software

What is this “Agile” business? • “Agile software development is a group of software development methods in which solutions evolve through collaboration between self-organizing, cross-functional teams. ” – en. wikipedia. org/wiki/Agile_software_development • “It promotes adaptive planning, evolutionary development, early delivery, continuous improvement, and encourages rapid and flexible response to change. ” • Agile approach need not be limited to software development, however! – http: //agileforall. com/agile-organizations/ 2

Why is RAS adopting Agile? • Because we needed “…adaptive planning, evolutionary development, early

Why is RAS adopting Agile? • Because we needed “…adaptive planning, evolutionary development, early delivery, continuous improvement, and … rapid and flexible response to change. ” • In particular “adaptive planning” and “response to change” are essential in a program like XSEDE that is charged with continually adapting to its environment and stakeholders.

Agile is a continuous process Planning Implementation Feedback & Improve Delivery 4 Agile cycles

Agile is a continuous process Planning Implementation Feedback & Improve Delivery 4 Agile cycles apply to • Biweekly “sprints” for the RAS developers • Quarterly planning and adjustment within RAS • Annual planning and budgeting for RAS within XSEDE program year

Near-term cycles • Two-week sprints in a scrum framework – Monday—(Review tasks from ending

Near-term cycles • Two-week sprints in a scrum framework – Monday—(Review tasks from ending sprint) and add tasks to and begin new sprint. • Meeting includes Dave, Ken, Amy and developers • Opportunity to discuss how last two weeks went. – – 3/week—Brief standup for developers only 2 nd Wednesday—Discuss upcoming tasks and priorities (backlog refinement ) 2 nd Monday—Review tasks from sprint (and plan new sprint) Sprints and backlog managed via JIRA • https: //jira. xsede. org/ M T W T F sprint review & planning standup backlog refinement standup sprint review & planning … 5

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Longer-term cycles • RAS management devotes at least one biweekly call per quarter to

Longer-term cycles • RAS management devotes at least one biweekly call per quarter to discussing high-level goals and adjusting priorities, if needed, for the coming quarter. • Similar meeting(s) focused on XSEDE annual planning, the cycle with the longest period. • Quarterly goals and longer-term objectives monitored on Trello board. – Keeps JIRA manageable and big picture uncluttered – https: //trello. com/

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How is it going? • Initial training and Agile “indoctrination” happened at RAS planning

How is it going? • Initial training and Agile “indoctrination” happened at RAS planning meeting in Sep. 2016 (Thanks to NCAR’s Nate Wilhelmi. ) – https: //confluence. xsede. org/x/o. Is. Z • First sprint started in Oct. 2016, with eight sprints completed to date – Lots of effort into technical debt, development environment • Structure is in place, team has the rhythm down – – Meetings scheduled, each with well-defined purpose Engagement of “product owners” with developers Transparency of process for all, seeing what’s next Process copes with tasks coming “over the transom” • But team still needs to fully drink the Agile Kool-aid – – Estimating better the effort and time required for tasks Greater focus on “getting to done” Need to continue breaking down stovepipes (pair programming? ) Developers need to find their voices (distributed team challenge) 9

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Viewpoints from the teams… • Amy Schuele, A 3 M manager • Ken Hackworth,

Viewpoints from the teams… • Amy Schuele, A 3 M manager • Ken Hackworth, Allocations manager 11

Viewpoints from A 3 M • Thanks to Jay Alameda and Shava Smallen for

Viewpoints from A 3 M • Thanks to Jay Alameda and Shava Smallen for helping set up Jira with workflows, notifications, etc. • We are “enthusiastically optimistic” with our estimates, but we are improving • Epics – group together all of the Stories, small tasks together, allowing developers to see where it fits in the Big Picture of XSEDE • We have learned that many development efforts actually require two Stories. 1. 2. Specify the requirements and scope of work – done in cooperation with the stakeholder and developers Implement and test – developers • The Sprint Retrospective (how are we doing? What should we change? ) was missing from our meeting schedule. We have added it as 15’ at the end of the Backlog Refinement 12

But, what about Daily Responsibilities? Biggest challenge is interruptions. How do we allow developers

But, what about Daily Responsibilities? Biggest challenge is interruptions. How do we allow developers to focus on the stories in the Sprint while still remaining responsive to day user needs? – Increased training so every team member can handle most of these tickets – Require use of the ticket system for all needs – no more emailing folks directly – Then we can rotate the responsibility for these tickets – Transfer longer range tasks from the ticket system to Jira to be included in the Backlog for estimation and prioritization by stakeholders (not every ticket is an A number One priority) 13

“If you are thinking of doing this…. it is really great to get everyone

“If you are thinking of doing this…. it is really great to get everyone together for a Planning Meeting and go to Colorado, it Rocks” – direct quote from a RAS developer 14

Questions & discussion 15

Questions & discussion 15