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7/29/2019 Implementing Scrum and Agile Techniques in Higher Ed (166236321)
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Implementing Scrumand Agile Techniques in Higher Ed
EDUCAUSE Midwest - Chicago
March 19, 2013
7/29/2019 Implementing Scrum and Agile Techniques in Higher Ed (166236321)
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Who are we?
• Kristen Morin, CSM
Manager of Applications Development
• Sherry Morrill, CSM, PMP, ITIL Foundations
Director of Project Management
• Michelle Sorensen, CSM, PMP, ITIL Foundations
Lead Project Manager
• Tracy Weber, CSM, PMP
Manager of Applications Development
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INTERACTIVE STUFF • Post-its to plot adoption as people come in
• “Where is your school in it’s adoption of Agile?
• Wannabe, Pioneer (Training, education, first project/team), GainingMomentum (Few projects/Teams), Taking Hold (Many
projects/teams), All-in (Widespread adoption)
• (2 words)
• (after key concepts introduced) What do you perceive as your
biggest challenge or barrier to Agile adoption?
• Ask, write on flip-chart
7/29/2019 Implementing Scrum and Agile Techniques in Higher Ed (166236321)
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Implementing Scrum and Agile Techniques in Higher Ed
Higher education institutions have the unique challenges of multiple
missions, academic traditions, and shared decision making structures. Asan IT organization, how do you conceive of introducing agile concepts in
an environment that has traditionally involved slow, shared, and sometimes
very messy decision making? With creativity and perseverance!
The University of Notre Dame will share examples of how they haveleveraged agile techniques beyond software development, for many types
of projects as well as operational work. Join us for an interactive
discussion and come away armed with ideas on how to move your organization down the path to agility.
Disclaimer: What we will present today is not Scrum or Agile in its purest form.
Rather we will show our journey in adopting agile methodologies and the
challenges we faced as a higher education institution.
7/29/2019 Implementing Scrum and Agile Techniques in Higher Ed (166236321)
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About Notre DameFounded in 1842 by a priest of the Congregation of Holy Cross, Notre Dame is an
independent, national Catholic research university located adjacent to the city of
South Bend, Indiana, and approximately 90 miles east of Chicago.
The University is organized into four undergraduate colleges, 14 major research
institutes, two dozen centers and special programs, and the University Library
system. Enrollment is approximately 8,400 undergraduates, and 12,000 total
students.
University Goals:
1. Offer an unsurpassed undergraduate education
2. Become a preeminent research university
3. Ensure that the University’s Catholic character informs all its endeavors
4. Create a sustainable culture of continuous improvement and service excellence
to support the University’s mission
5. Communicate strategically to internal and external constituents
7/29/2019 Implementing Scrum and Agile Techniques in Higher Ed (166236321)
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AGILE IS…
A group of methodologies united by concepts such as:
• Iterative and adaptive development
• Collaboration, co-location
• Frequent delivery of business value
• Tight, self-organizing teams
Source: agilealliance.org
Agile is…
7/29/2019 Implementing Scrum and Agile Techniques in Higher Ed (166236321)
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FLAVORS OF AGILE…
Scrum Kanban
XP(Extreme
Programming)
Many more…
Flavors of Agile
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SCRUM KEY CONCEPTS
Source: scrumalliance.org
• Sprints of 2‐4 weeks
• Daily Scrum
• Burndown chart• Sprint demo
• Retrospective
Scrum Key Concepts
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KANBAN KEY CONCEPTS
Source: agilealliance.org
• Kanban – Japanese for “ visual board”
• Visualize and manage workflow
• Limit work in progress (“WIP limits”)
New work is pulled in when there is capacity to handle it Queue Analysis Dev Test Deploy
Kanban Key Concepts
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ND’s Scrum/Agile Implementation Experience
• Pioneers – 1 year • Gaining momentum – 2 years
• Taking Hold – 2 years
• Are we “All in” yet?
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Pioneers• Milestones to learn and increase awareness
– Visit to SunGard – July 2008
– Participation in ScrumU – Aug 2008
– Presentation to all IT Project Managers – Sept 2008
– Funding requested for ScrumMaster training
– ScrumND group formed – Oct 2009• And a turning point…
– The1st project run using Scrum at ND – starting Feb 2009
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ScrumU
• 4 founding members
• Notre
Dame• Georgia Tech
• Wake Forest
• Cornell
• Bi‐weekly conference calls
• Current
Members• Notre Dame
• Georgia Institute of Technology
• Wake Forest University
• University of Alaska
• Owens
Community
College• Emory University
• Kent State University
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CARP: TRADITIONAL
SCRUM
Project Faculty Profile –Custom developed application used to manage the hiring
and appointment process for faculty
Approach • Product backlog prioritized
by
Product
Owner
• Sprint planning, demos and retrospectives
• Three‐week sprints
Notes • Fully
dedicated
scrum
team• Team co‐located in dedicated space
• Supportive product owner, but with conflicting demands on time
• IT resources from 1 team, customers from 1 department
Credit: Janet Shulaw
Our First Scrum Project
7/29/2019 Implementing Scrum and Agile Techniques in Higher Ed (166236321)
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Project Team
Sprint stories and Burn‐
down chart
Product Backlog
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Check out
this feedback
1st Retrospective
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Challenges that emerged …• Cross-departmental and/or non-dedicated teams
• New team for each project
• Campus Setting
• Multiple product owners
• Competing campus priorities
• Sprints can’t go on forever, next customer waiting
• Integrating approach with existing project framework
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• Pioneers– 1 year • Gaining momentum – 2 years
• Taking Hold – 2 years
• Are we “All in” yet?
ND’s Scrum/Agile Implementation Experience
7/29/2019 Implementing Scrum and Agile Techniques in Higher Ed (166236321)
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Gaining Momentum
• ScrumMaster Training
• Kanban Emerges
• Adventures in Scrum
• Cell Team Pilot
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Kanban emerges as an alternative…• PMO sponsored Agile & Kanban training
• Group changes to “AgileND”
• Project Process Improvement Initiative
• Six Sigma, Yellow Belt training
ScrumMaster Training (FINALLY!)• Joe Little and Kristine Shannon (trainers)
• 20 participants
• Deputy CIO, IT Director, PMO staff, Application Developers,Systems Engineer and customers
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Adventures in Scrum…
• Alumni Online Engagement
• Performing Arts Center Ticketing System• Chart of Accounts Revision
• Travel and Expense System
• Course Instructor Feedback
• SQL Server Upgrade
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Alumni Online Engagement Scrum Project
Sprint Boards
Vendor Timeline
Team Color Coding
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Performing Arts Center Ticketing Project
Sprint Boards
Vendor Timeline
Team Color Coding
The big finish Scrum room
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Chart Revision Project - The Traveling Scrum Board!
Credit: Chris Corrente
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CIF SCRUM BOARD
Course
Instructor Feedback –
The “wall of my
office” ScrumBoard!
Credit: Chris Corrente
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TRAVELND SCRUM
BOARDS
TravelND Scrum Project - A real team
room at the customer location! Credit: Chris Corrente
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TRAVELND SCRUM
BOARDS
Getting the infrastructure folks involved!Credit: Julie Pawlak
7/29/2019 Implementing Scrum and Agile Techniques in Higher Ed (166236321)
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“Cell Team” Pilot
• Dedicated team working outside of traditional roles
• Multiple projects• Team room
• Daily morning scrums
• Burndown charts
Challenges:
• Breadth of skill sets needed to meet campus needs
• Ultimately thought not scalable for shared IT resources
• Separation of responsibility concerns – not ready to make thatleap
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• Pioneer phase – 1 year • Gaining momentum – 2 years
• Taking Hold – 2 years
• Are we “All in” yet?
ND’s Scrum/Agile Implementation Experience
7/29/2019 Implementing Scrum and Agile Techniques in Higher Ed (166236321)
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Taking Hold
• Post-its Take over!
• Project Process Wins
• Scrum/Kanban/Scrumban Innovations
• A Kanban conversion to Scrum
• Seeing the link between Quality and Agility• Tackling space challenges
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Post-its take over!
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Project Process Wins
• Increased project throughput by 30%
• Goal was to increase by 25%
• Increased customer satisfaction survey scores by over 30%
• Goal was to increase by 20%
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Innovations…
Credit: Tracy Weber
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Innovations…
Credit: Michelle
Sorensen
box.com project
Kanban
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Innovations…
Credit: Michelle
Sorensen
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Innovations…
Credit: David
Schulte
The “One Sprint”
Project Scrum
Board
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Innovations…
Credit: Kristen
Morin
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Innovations…
Credit: Kristen
Morin
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Innovations…
Credit: Bill
Herman
The
“Personal”
Scrum Board
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Innovations…
Credit: Julia
Bruckert
Due Dates tracked
on Kanban board
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Innovations…
Credit: Carleen
Quinlan
SharePoint used to manage sprint
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Using a cloud Scrum ToolInnovations…
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Innovations…Release Planning
Credit: Michelle
Sorensen
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Kanban to SCRUMNew Cloud Service Delivery
Pilot→ Kanban
Agile enabled
flexibility
strong team identity
Deployment→ SCRUM
Taking it to the next level,
with the same core team
Queue Analysis Dev Test Deploy
Introducing Agile
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Kanban conversion to SCRUMNew Cloud Service Delivery
Pilot→ Kanban
• Agile new to most teammembers
• Infrastructure team members
• Lot of discovery and unknowns
• Very large team structure withindependent work
• Kanban stages configured touse cases
• Visual progress tracking
Agile allowed for significantflexibility and strong teamidentity.
Deployment→ SCRUM
Taking it to the next level,with the same core team:
• Timeboxing with release
planning
• Defined interim objectives
• Focus on greater
transparency and
manageable “chunks”• Regular review of work at
Sprint demos and planning
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Making the link between quality and agility…
Step 1 – Hired a QA person and assigned to a Scrum team
“REVOLUTIONARY”
Step 2 – Designated “QA Champions” representing different teams
Step 3 – Test Driven Development Initiatives
• For custom code - “test first” approach
• Automated Testing Tools –
• DbFit – Test Driven Database Development• Selenium – Automating web apps for testing purposes
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Space constraints drive the move to agile…
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Space constraints drive the move to agile…
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Summarize all this!
Embrace the “buts”!
Or
Provide freedom and flexibility to use a combinationof Agile methods and reap benefits related to
Transparency, Accountability and TEAMWORK!
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Looking back at what we’ve learned…
You can apply Agile and Scrum techniques …
• In all different business contexts
• To all types of projects – even infrastructure!
• With cross-functional non-dedicated teams
• With remote people on the team
• Without an official team room• With a little bit of leadership support
• With multiple product owners
• Without really having any type of grand vision
• With A LOT of super-stickies!
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And the million dollar question…
After 5 years, are we “All In”?