Real World Examples of Project Status and Updates

Real World Examples of Project Status and Updates on an Agile Project By Fred Mastropasqua

Fred Mastropasqua Over 20 years in IT, from Networking to Software Development. Scrum Alliance Certified Agile Trainer and Co-Founder of Clearly Agile, Inc. Building custom software for businesses and new products. Contact Info • fmastro@clearlyagileinc. com • www. clearlyagileinc. com • #clearlyagileinc • #fredmastro Certifications • • Certified Scrum Trainer (CST) Certified Scrum Professional (CSP) PMI Agile Certified Practitioner (PMI-ACP) Certified Scrum Master (CSM) Certified Scrum Developer (CSD) Certified Scrum Product Owner (CSPO) Professional Scrum Master (PSM) Microsoft Certified Systems Engineer (MCSE)

Traditional vs Agile Project Updates

Traditional – Green, Yellow, Red

Green The project is mostly on track to deliver on time with expected functionality and quality

Yellow Major issues or a ton of small issues jeopardizing project completion, delivery of expected functionally and quality.

Red Issues have extended the project deadline or reduced expected functionality and/or quality

Traditional Reporting Team Silos and Horizontal Slices of Work

Traditional – Release Plan

Traditional – Release Plan Simplified

Project B Project A Traditional – Multiple Projects

Project B Project A Traditional – Multiple Projects

Horizontal Slices – Skillset Based Teams Requirements Designs & Mockups User Interface Business Logic Database Testing

Traditional – Release Plan, Green, Red 20% Complete 40% Complete 60% Complete 80% Complete 100% 2 Months 4 Months 6 Months 8 Months

Reporting with an Agile Mindset With Feature Teams and Vertical Slices of Work

Agile Iterations Iteration 1 Iteration 2 Iteration 3 Iteration 4

Cross Functional and Feature Based Teams Team A or Feature A Team B or Feature B Team C or Feature C

Vertical Slices Requirements Designs & Mockups User Interface Business Logic Database Testing

Green, Yellow, Red In Agile 60% Complete 20% Complete 40% Complete 60% Complete 40% Complete 80% Complete Iteration 1 Iteration 2 Iteration 3 Iteration 4 Iteration 5 Iteration 6 Iteration 7 Iteration 8 Iteration 9 Iteration 11 Iteration 12 Iteration 13 Iteration 14 Iteration 15 Iteration 16 Iteration 17 Iteration 18 Iteration 19 2 Months 4 Months 6 Months 8 Months Iteration 10 Iteration 20

Green, Yellow, Red In Agile – Real World 40% Complete 20% Complete Iteration 1 Iteration 2 Iteration 3 Iteration 4 Iteration 5 Iteration 6 Iteration 7 Iteration 8 Iteration 9 Iteration 11 Iteration 12 Iteration 13 Iteration 14 Iteration 15 Iteration 16 Iteration 17 Iteration 18 Iteration 19 Iteration 10 Iteration 20

Getting Ready – New Project Steps to start a new project

Portfolio Kanban New Concept Market Research Feature F Feasibility Study Ready To Build Refinement Project D Project A Project E Feature G Project C Project B Design, Develop, Test Ready for Release Done Project A – R 3 Project A – R 2 Project A – R 1

Q# – Goal • Feature A • Feature B • Feature C Q 1 – User Accounts • Invite Users • User Roles • Account Recovery Q 2– Guest Applications • Document Merging • Guest Portal • Background Checks Roadmap (After Vision) Q 3– Track Revenue and Expenses • Expenses Month over Month • Revenue Tracking Q 4– Share User Inventory • • Invite Friends List Inventory Reserve Inventory Revenue Tracking Year over Year

Product Backlog Sign-in securely Change my password Create a user Reset my forgotten password Edit a user View guest information Sign-out View guest desired options Delete a user See a dashboard based on my role Disable a user Emailed a receipt of my transaction Create and Edit a contact Enter a work order Search inventory based on request Manage security roles Generate and guest sign an application form Secure information based on roles Submit a guest application Process all credit cards for the month Reserve a unit Show revenue projections for the month Perform a Courtesy hold for a guest Import contacts Set terms for a community Integrate with Docu. Sign Update my profile Report #1

Product Backlog Item A Product Backlog Item O Product Backlog Item B Product Backlog Item P Product Backlog Item C Product Backlog Item Q Product Backlog Item D Product Backlog Item R Product Backlog Item E Product Backlog Item S Product Backlog Item F Product Backlog Item T Product Backlog Item G Product Backlog Item U Product Backlog Item H Product Backlog Item V Product Backlog Item I Product Backlog Item W Product Backlog Item J Product Backlog Item X Product Backlog Item K Product Backlog Item Y Product Backlog Item L Product Backlog Item Z Product Backlog Item M Product Backlog Item AA Product Backlog Item N Product Backlog Item AB

Product Backlog Estimated Modified Fibonacci Sequence: 1, 2, 3, 5, 8, 13, 21, 40, 100

Product Backlog with 688 Points Product Backlog Item A 13 Product Backlog Item O 2 Product Backlog Item AC 5 Product Backlog Item B 8 Product Backlog Item P 3 Product Backlog Item AD 8 Product Backlog Item C 5 Product Backlog Item Q 3 Product Backlog Item AE 13 Product Backlog Item D 2 Product Backlog Item R 5 Product Backlog Item AF 3 Product Backlog Item E 3 Product Backlog Item S 13 Product Backlog Item AG 1 Product Backlog Item F 2 Product Backlog Item T 2 Product Backlog Item AH 20 Product Backlog Item G 8 Product Backlog Item U 13 Product Backlog Item AI 40 Product Backlog Item H 8 Product Backlog Item V 8 Product Backlog Item AJ 100 Product Backlog Item I 20 Product Backlog Item W 100 Product Backlog Item AK 40 Product Backlog Item J 40 Product Backlog Item X 20 Product Backlog Item AL 40 Product Backlog Item K 13 Product Backlog Item Y 20 Product Backlog Item AM 20 Product Backlog Item L 8 Product Backlog Item Z 13 Product Backlog Item AN 8 Product Backlog Item M 1 Product Backlog Item AA 20 Product Backlog Item AO 13 Product Backlog Item N 3 Product Backlog Item AB 8 Product Backlog Item AP 13

Velocity = 20 Product Backlog Item A 13 Sprint 1: 26 pts 8 Product Backlog Item B Product Backlog Item O 2 Product Backlog Item AC 5 Product Backlog Item P 3 Product Backlog Item AD 8 Product Backlog Item C 5 Product Backlog Item Q 3 Product Backlog Item AE 13 Product Backlog Item D 2 Product Backlog Item R 5 Product Backlog Item AF 3 Product Backlog Item E 3 Product Backlog Item S 13 Product Backlog Item AG 1 Product Backlog Item T 2 Product Backlog Item AH 20 Sprint 2: 15 pts 2 Product Backlog Item F Product Backlog Item G 8 Product Backlog Item U 13 Product Backlog Item AI 40 Product Backlog Item H 8 Product Backlog Item V 8 Product Backlog Item AJ 100 Product Backlog Item I 20 Product Backlog Item W 100 Product Backlog Item AK 40 Product Backlog Item J 40 Product Backlog Item X 20 Product Backlog Item AL 40 Product Backlog Item K 13 Product Backlog Item Y 20 Product Backlog Item AM 20 Product Backlog Item L 8 Product Backlog Item Z 13 Product Backlog Item AN 8 Product Backlog Item M 1 Product Backlog Item AA 20 Product Backlog Item AO 13 Product Backlog Item N 3 Product Backlog Item AB 8 Product Backlog Item AP 13

Average Velocity

Perfect World Progress – 19 Sprints to Item AB Product Backlog Item A 13 Product Backlog Item O 2 Product Backlog Item AC 5 Product Backlog Item B 8 Product Backlog Item P 3 Product Backlog Item AD 8 Product Backlog Item C 5 Product Backlog Item Q 3 Product Backlog Item AE 13 Product Backlog Item D 2 Product Backlog Item R 5 Product Backlog Item AF 3 Product Backlog Item E 3 Product Backlog Item S 13 Product Backlog Item AG 1 2 Product Backlog Item T 2 Product Backlog Item AH 20 Product Backlog Item G 8 Product Backlog Item U Product Backlog Item AI 40 Product Backlog Item H 8 Sprint 10 Product Backlog Item V 13 8 Product Backlog Item AJ 100 Product Backlog Item I 20 Product Backlog Item W 100 Product Backlog Item AK 40 Product Backlog Item J 40 20 Product Backlog Item AL 40 Product Backlog Item K 13 Sprint 11 -15 Product Backlog Item X Sprint 16 Product Backlog Item Y 17 Sprint 20 Product Backlog Item AM 20 Product Backlog Item L 8 Product Backlog Item Z 13 Product Backlog Item AN 8 Product Backlog Item M 1 Product Backlog Item AA 20 Product Backlog Item AO 13 Product Backlog Item N 3 Product Backlog Item AB 8 Product Backlog Item AP 13 Sprint 1 Sprint 2 Product Backlog Item F Sprint 3 -7 Sprint 8 Sprint 9 Sprint 18 -19 Total: 688 Points Velocity: 20 Total Points / Velocity = # of Sprints Needed 688 / 20 = 34. 4 = 35 Sprints 1 Sprint = 2 Weeks 35 Sprints * 2 Weeks Each = 70 Weeks

Real World Progress Product Backlog Item A 13 Product Backlog Item O 2 Product Backlog Item AC 5 Product Backlog Item B 8 Product Backlog Item P 3 Product Backlog Item AD 8 Feedback 1 2 Product Backlog Item C 5 Product Backlog Item Q 3 Product Backlog Item AE 13 Feedback 2 5 Product Backlog Item D 2 Product Backlog Item R 5 Product Backlog Item AF 3 Product Backlog Item E 3 Product Backlog Item S 13 Product Backlog Item AG 1 Product Backlog Item F 2 Product Backlog Item T 2 Product Backlog Item AH 20 Product Backlog Item G 8 Product Backlog Item U 13 Product Backlog Item AI 40 Product Backlog Item H 8 Product Backlog Item V 8 Product Backlog Item AJ 100 Product Backlog Item I 20 Product Backlog Item W 100 Product Backlog Item AK 40 Product Backlog Item J 40 Product Backlog Item X 20 Product Backlog Item AL 40 Product Backlog Item K 13 Product Backlog Item Y 20 Product Backlog Item AM 20 Product Backlog Item L 8 Product Backlog Item Z 13 Product Backlog Item AN 8 Product Backlog Item M 1 Product Backlog Item AA 20 Product Backlog Item AO 13 Product Backlog Item N 3 Product Backlog Item AB 8 Product Backlog Item AP 13 Sprint 1 Sprint 2

Real World Progress Product Backlog Item A – 22 Sprints to Item AB 13 Product Backlog Item K 13 Product Backlog Item V Product Backlog Item B 8 Product Backlog Item L 8 Product Backlog Item W Product Backlog Item C 5 Feedback 5 2 Feedback 1 2 Product Backlog Item M 1 Product Backlog Item D 2 Product Backlog Item N 3 Product Backlog Item Z Product Backlog Item E 3 Feedback 6 5 Product Backlog Item AA 20 Product Backlog Item F 2 Feedback 7 8 Product Backlog Item AB 8 Feedback 2 5 Product Backlog Item O 2 Feedback 8 8 Feedback 3 8 Product Backlog Item P 3 Product Backlog Item AC 5 Product Backlog Item G 8 Product Backlog Item Q 3 Product Backlog Item AD 8 Product Backlog Item H 8 Product Backlog Item R 5 Product Backlog Item AE 13 Product Backlog Item I 20 Product Backlog Item S 13 Product Backlog Item AF 3 Feedback 4 8 Product Backlog Item T 2 Product Backlog Item AG 1 Product Backlog Item J 40 Product Backlog Item U 13 Product Backlog Item AH 20 Sprint 1 Sprint 2 Sprint 3 Sprint 4 Sprint 5, 6, 7 Sprint 8 Sprint 9 Sprint 10, 11 8 Sprint 12 - 17 100 Product Backlog Item X 18 20 Sprint Product Backlog Item Y 19 20 Sprint 20 -22 13

Product Backlog with 688 Points Product Backlog Item A 13 Product Backlog Item O 2 Product Backlog Item AC 5 % of Project Points Confidence Product Backlog Item B 8 Product Backlog Item P 3 Product Backlog Item AD 8 60% 413 90% Product Backlog Item C 5 Product Backlog Item Q 3 Product Backlog Item AE 13 70% 482 50% Product Backlog Item D 2 Product Backlog Item R 5 Product Backlog Item AF 3 100% 688 10% Product Backlog Item E 3 Product Backlog Item S 13 Product Backlog Item AG 1 Product Backlog Item F 2 Product Backlog Item T 2 Product Backlog Item AH Product Backlog Item G 8 Product Backlog Item U 13 60% Product Backlog Item AI 20 Product Backlog Item H 8 Product Backlog Item V 8 Product Backlog Item AJ 100 Product Backlog Item I 20 Product Backlog Item W 100 Product Backlog Item AK 40 Product Backlog Item J 40 Product Backlog Item X 20 Product Backlog Item AL 40 Product Backlog Item K 13 Product Backlog Item Y 20 Product Backlog Item AM 20 Product Backlog Item L 8 Product Backlog Item Z 13 Product Backlog Item AN 8 Product Backlog Item M 1 Product Backlog Item AA 20 Product Backlog Item AO 13 Product Backlog Item N 3 Product Backlog Item AB 8 Product Backlog Item AP 13 70% 40 40% Buffer for Feedback/Changes 60% of 1148 = 689 points

Best & Worse Case Velocity Sprint 1: 21 Points Rolling Average of last three Sprints Velocity = 21 Sprint 2: 17 Points Rolling Average of last three Sprints Velocity = 19 Sprint 3: 10 Points Rolling Average of last three Sprints Velocity = 16 Sprint 4: 24 Points Rolling Average of last three Sprints Velocity = 17 Sprint 5: 20 Points Rolling Average of last three Sprints Velocity = 18 Sprint 6 -8: 54 Points Rolling Average of last three Sprints Velocity = 19 Sprint 9 -10: 34 Points Rolling Average of last three Sprints Velocity = 17 Worst Sprint 11 -12: 45 Points Rolling Average of last three Sprints Velocity = 20 Best Worst

Release Burn-Up Chart Project X 1 300 250 200 150 100 50 0 Sprint 1 Sprint 2 Sprint 3 Sprint 4 Sprint 5 Sprint 6 Product Backlog Sprint 7 Cumulative Sprint 8 Per Sprint 9 Sprint 10 Sprint 11 Sprint 12

Budget for Team Employee Salary: Per Two-Week Sprint: Price per Point: Team of 5 Salaried Employees Item Points Cost Product Backlog Item T 2 $2, 352 Product Backlog Item U 13 $15, 288 Product Backlog Item V 8 $9, 408 Rates: Per Two-Week Sprint: Price per Point: Outsourced Team of 5 by the hour $480, 000 k a year $20, 000 $1, 000 - $1, 176 $100/Hour $40, 000 $2, 000 - $2, 353 Item Points Cost Product Backlog Item T 2 $4, 706 Product Backlog Item U 13 $30, 589 Product Backlog Item V 8 $18, 824 ($480, 000 / 24 Sprints in a year) ($20, 000 / Velocity) ($100 * 80 * 5) ($40, 000 / Velocity)

Budget in a Box • Budget : $300, 000 • Per Point Cost: $1, 176 • Points Available: 255 8 Points In 8 Points Out 255 Points 13 Sprints Future

MVP Limit Bells and Whistles Deliver enough to get the functionality Customer Education along the way What if funding is cut or budget runs out half way?

Feedback and Changes Product Backlog Item A 13 Product Backlog Item O 2 Item Product Backlog Item B 8 Product Backlog Item P 3 Product Backlog Item C 5 Product Backlog Item Q Velocity Points Cost Feedback 1 2 $ 4, 706. 00 3 Feedback 2 5 $ 11, 765. 00 Product Backlog Item D 2 Product Backlog Item R 5 Feedback 3 8 $ 18, 824. 00 Product Backlog Item E 3 Product Backlog Item S 13 Feedback 4 8 $ 18, 824. 00 Product Backlog Item F 2 Product Backlog Item T 2 Feedback 5 1 $ 2, 353. 00 Product Backlog Item G 8 Product Backlog Item U 13 Feedback 6 13 $ 30, 589. 00 Product Backlog Item H 8 Product Backlog Item V 8 Feedback 7 5 $ 11, 765. 00 Product Backlog Item I 20 Product Backlog Item W 100 Feedback 8 3 $ 7, 059. 00 Product Backlog Item J 40 Product Backlog Item X 20 Feedback 9 1 $ 2, 353. 00 Product Backlog Item K 13 Product Backlog Item Y 20 Feedback 10 13 $ 30, 589. 00 Product Backlog Item L 8 Product Backlog Item Z 13 Feedback 11 20 $ 47, 060. 00 Product Backlog Item M 1 Product Backlog Item AA 20 Product Backlog Item N 3 Product Backlog Item AB 8

Release Burn-Up Questions Project X 1 500 450 400 350 300 250 200 150 Sprint 17 -21 150 -200 pts 100 50 0 Start Sprint Sprint Sprint Sprint Sprint Sprint 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 Product Backlog Likely Case Per Sprint Best Case Worst Case

Real Slides on a Real Project These are actual slides used in various Sprints on a real-life project

4 2 Stories Committed vs Completed 7 out of 7 Stories Completed Backlog Item Status B-03778 set my company information Done B-03666 set a master list of community amenities Done B-03841 set a master list of property amenities Done B-03676 limit the electrical costs/bills Done B-03845 create a pre-defined title list Done B-03726 list and add a contact Done B-03846 edit a contact Done 100% Sprint Goal

6 Current Team Velocity 33 27 30 30 30 Sprint 1 Sprint 2 Sprint 3 Sprint 4 Sprint 5 Increases with time 30 Average Velocity

Feedback Product Backlog Cumlative Per Sprint 6 16 /1 /9 -6 16 16 6/ /2 -5 2/ /1 -5 16 8/ /2 -4 16 1/ 4/ /1 -4 6 16 7/ /3 -3 6 16 /1 /3 /1 -3 8 t 1 rin Sp 7 t 1 rin Sp 6 t 1 rin Sp 5 4 t 1 rin Sp 3 t 1 rin Sp 2 -3 7/ /1 /1 /3 6 16 0/ /2 -2 -2 1 t 1 rin Sp 0 t 1 t 9 rin Sp Sp /1 6 /1 /6 -1 -1 t 7 23 2/ 16 6 /1 9/ 2/ -1 -1 t 8 rin Sp t 6 rin Sp 25 1/ -1 6 /1 11 1/ -1 6 /1 28 0/ -1 14 0/ -1 t 5 rin Sp t 4 rin Sp t 3 rin Sp t 2 rin Sp t 1 rin Sp Product Burn-Up Report Subject to change as we learn more Release 1. 0 800 700 600 500 400 300 200 100 0

Budget Report $752 How are we tracking against the budget Per Point Feedback Budget Release 1. 0 150 k 175 k 200 k 225 k 250 k 275 k 300 k 45

Future Work Subject to change as we learn more Projected Release X – Estimated $150 k 400 350 300 250 200 150 100 50 0 Sprint 1 Sprint 2 Sprint 3 Sprint 4 Product Backlog Sprint 5 Cumlative Sprint 6 Per Sprint 7 Sprint 8

4 7 Upcoming Stories In Priority Order B-03778 - set my company information B-03842 upload one or more pictures to a community B-03666 - set a master list of community amenities B-03728 Edit or delete communities B-03841 - set a master list of property amenities B-03843 set terms for a community B-03676 - limit the electrical costs/bills B-03871 create and list properties B-03845 - create a pre-defined title list B-03727 edit or delete a property B-03726 - add a contact B-03850 create a client and list existing ones B-03846 - see a list, edit contacts B-03771 create a guest B-03683 see a list of guests B-03910 Add Ultralight Template B-03864 easier way to navigate around where subitems are contextual to where I am located B-03912 create and list communities

Refinement and Feedback Real world slide of what we show a customer when refining the backlog

4 9 Feedback Items Need to be prioritized in Backlog Feedback/Change Points Cost Backlog Who Source Change customer report to include markets 8 $6 k R 1 Scott Sprint 4 Feedback Allow multiple check-ins at once 20 $15 k R 2 Scott Convert documents to PDF and attach to email 13 $9. 7 k R 2 Scott Sprint 4 Feedback Change colors on pie chart on dashboard to match branding 1 $752 R 1 Devs Sprint 4 Feedback

5 0 Prioritize Feedback Items Sign-in securely 13 Change my password 2 Create a user 8 Reset my forgotten password 3 Feedback/Change Edit a user 5 View guest information 3 Sign-out 2 View guest desired options 5 Delete a user 3 See a dashboard based on my role 13 Disable a user 2 Emailed a receipt of my transaction 2 Create and Edit a contact 8 Enter a work order 13 Search inventory based on request 8 Manage security roles 8 Generate and guest sign an application form 20 Secure information based on roles 100 Submit a guest application 40 Process all credit cards for the month 20 Reserve a unit 13 Show revenue projections for the month 20 Perform a Courtesy hold for a guest 8 Import contacts 13 Set terms for a community 1 Integrate with Docu. Sign 20 Update my profile 3 Report #1 8 Points Cost Change customer report to include markets 8 $6 k Allow multiple check-ins at once 20 $15 k Convert documents to PDF and attach to email 13 $9. 7 k Change colors on pie chart on dashboard to match branding 1 $752

Wrap It Up Approaching the end

The Art of Agile Development by James Shore & Shane Warden Page 228 Percent Chance Rigorous Risky Description 10% X 1 Almost Impossible 50% X 1. 4 X 2 50 -50 Chance 90% X 1. 8 X 4 Virtually Certain

Conclusion • It takes time and effort • Requires estimating • To get the most effective numbers you need a dedicated, cross-functional team that stays together • Takes courage and honesty • Get’s easier with practice • Only use what’s needed, don’t force it

The End Fred Mastropasqua fmastro@clearlyagileinc. com www. clearlyagileinc. com #clearlyagileinc #fredmastro Software Pricing Calculator https: //calc. clearlyagileinc. com