A project manager may choose to use a combination or hybrid of agile and waterfall processes on a project. Here, we describe only the agile process.

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1 Intrductin Agile Prcess Jbaid The IT Prject Management Office designed the Agile prcesses t prvide the prject team the flexibility t tailr / adjust the prcess t supprt the needs and cmplexity f the prject. The critical cmpnents f a successful agile prcess fcus n iterative develpment and the fllwing principles: Delivering wrking sftware incrementally Defining just enugh specificatin t get started; specificatin will be refined during the iteratins Adapting t emerging specificatins and new knwledge abut the prject Cllabrating with the custmers and getting their feedback thrugh sftware dems Cntinuusly imprving the team s practices The Agile prcess guidelines detailed belw prvide a step-by-step guide fr successfully managing a prject using the agile methdlgy. This prcess guide cntains cntrl steps fr mnitring and cntrlling the prject. It als identifies imprtant deliverables and activities t dcument and apprve. Althugh the IT PMO has designed the prcesses t be flexible, certain cmpnents will be required in rder t satisfy UCnn and state audit and reprting requirements. If a department utilizes a dcumented prcess that cntains the steps necessary t supprt audit and reprting requirements, the prject manager is free t incrprate these int their chsen prcess. At the beginning f each prject, the prject manager (r Scrum Master), in cnjunctin with the IT PMO, will determine the detailed prcess and related cmpnents that best suit the prject and add the mst value t UCnn. A prject manager may chse t use a cmbinatin r hybrid f agile and waterfall prcesses n a prject. Here, we describe nly the agile prcess. Key assumptins befre beginning the prject are: The Scrum Master r Prject Manager will determine the sprint length, the deliverables used by the team like the daily stand up, the spring planning, retrspective meeting prject, and cmmunicatin frequency t stakehlders during the Planning phase. Cnducting a regular prject status includes review f the prject financial health (variance, cst estimate t cmplete). The rle f the Scrum Master and Prduct Owner may be filled by the same persn depending n the resurce availability fr the prject. The rles will be defined at the start f the prject. The IT PMO will sign-ff n apprpriate tailring requested by the Scrum Masters befre the Planning exit gate. Current Date: 7/3/12 T:\Prject Management\PMO Team\Lifecycle Flws\Agile\Agile_Prcess_Jbaid_ut_n_web_ dcx Page 1 f 11

2 Agile Prcess Jbaid Review / Apprval Histry Review Date: Versin 1 Reviewed By: Catherine Rhdes Actin (Reviewed r Apprved) Apprved n 6/27/2012 fr publicatin n the IT PMO website and inclusin in training vide Current Date: 7/3/12 T:\Prject Management\PMO Team\Lifecycle Flws\Agile\Agile_Prcess_Jbaid_ut_n_web_ dcx Page 2 f 11

3 Agile Jbaid Agile Prcess Jbaid Step 1: Intake Intake & Initiatin Requester submits the Prject Intake Frm frm itpm.ucnn.edu. Engagement Manager reviews the request t determine whether the request represents a true prject as ppsed t a request fr rutine IT services. Engagement Manager frwards request fr rutine IT services t apprpriate directrs. IT PMO assigns prject number. Engagement Manager and IT Gvernance review the request fr fit with UCONN. Is the request in line with UCONN s Academic Plan and current IT Strategic Plans? Hw might ther areas f the University benefit frm this prject? Is this request being met smewhere else in the University? Des the request raise any security cncerns? Engagement Manager wrks with IT Gvernance and apprpriate technical persnnel t determine high-level technical feasibility f the request. IT PMO identifies the IT PMO prject manager. The IT PMO prject manager (PM) may fulfill the rle f prgram manager and/r mentr fr a departmental prject manager. The PM may als fulfill the rle f business analyst (BA) if nne is available. PM engages requester, stakehlders, Subject Matter Experts (SMEs), and Engagement Manager t perfrm an initial prject sizing and classificatin exercise. This will help the PM and IT PMO t determine which steps in the prcess will make the mst sense fr the prject. The PM will track against the agreed-upn steps thrughut the prject. ROLES: IT PMO, PM, Spnsr, Stakehlders, SMEs, Engagement Manager, Requester, IT Gvernance, technical experts As f July 9, 2012, IT Gvernance cnsists f the Prject Request Review Cuncil, the Deans and/r Directrs assciated with the request and the Vice Prvst and CIO. DELIVERABLES: Minutes frm IT Gvernance meetings, including results f feasibility analysis and fit analysis Assigned prject manager, prject number, estimatin f prject size and cmplexity Engagement Manager cmmunicates with requester/custmer thrughut the prcess and shepherds the request frm beginning t end. Current Date: 7/3/12 T:\Prject Management\PMO Team\Lifecycle Flws\Agile\Agile_Prcess_Jbaid_ut_n_web_ dcx Page 3 f 11

4 Agile Prcess Jbaid Step 2: Justify The Intake Frm cntains sme high level justificatin fr the prject, and this is sufficient fr mst prjects. Hwever, t satisfy Bard f Trustees requirements, spnsrs and PMs must cmplete a full business case dcument fr prjects ver $500,000. The business case presents alternative slutins fr satisfying the request. PM and spnsr develp Business Case (justificatin fr the prject, slutin alternatives and recmmendatin) with the requester, stakehlders, SMEs and Engagement Manager. PM et al review and refine the ROM supplied with the Intake Frm. Spnsr apprves Business Case, including the ROM cst estimate. PM submits an Executive Summary f the Business Case t IT Gvernance fr review. IT Gvernance evaluates alternatives and apprves ne, r requests additinal infrmatin. Vice Prvst and CIO submits apprved alternative t Bard f Trustees (BOT) fr apprval. IT PMO recrds the dispsitin f the prject. Engagement Manager ntifies the requester. ROLES: PMO, PM, Spnsr, Stakehlders, SMEs, Engagement Manager, IT Gvernance, Requester DELIVERABLES: Business Case and ROM cst estimate Step 3: Define Intake & Initiatin (cntinued) Develp Prject Definitin Dcument (UCONN s versin f a prject charter) High-level Budget and Stakehlder Register. The size and cmplexity f the prject will drive the size and cmplexity f this deliverable. Sme f these culd be as shrt as ne r tw pages. PM develps Prject Definitin Dcument, High-level Budget, and Stakehlder Register with the stakehlders, SMEs and Engagement Manager Spnsr apprves Prject Definitin Dcument and High-level Budget PM submits Prject Definitin Dcument and High-level Budget t IT Gvernance PM may define Stakehlder Management Strategy. This may als be dne in Planning. ROLES: PM, Spnsr, Stakehlders, SMEs, Engagement Manager, IT Gvernance DELIVERABLES: Prject Definitin Dcument, High-level Budget, Stakehlder Register Current Date: 7/3/12 T:\Prject Management\PMO Team\Lifecycle Flws\Agile\Agile_Prcess_Jbaid_ut_n_web_ dcx Page 4 f 11

5 Agile Prcess Jbaid Intake & Initiatin (cntinued) Step 4: Assess IT Gvernance reviews and apprves Prject Definitin Dcument and High-level Budget and submits recmmendatin t prceed t UITS Directrs and Vice Prvst and CIO ROLES: IT Gvernance DELIVERABLES: IT Gvernance Recmmendatin Step 5: Priritize UITS Directrs priritize the prject and make recmmendatin t prceed t Vice Prvst and CIO based n resurce availability ROLES: UITS Directrs DELIVERABLES: UITS Directrs Recmmendatin Step 6: Apprve Step 7: Fund Vice Prvst and CIO apprves funding r, fr prjects ver $ , submits request fr funding t Bard f Trustees ROLES: Vice Prvst and CIO, Bard f Trustees DELIVERABLES: Apprved Funding IT PMO Financial Prject Manager ntified UITS Fiscal Manager ROLES: Fiscal Manager creates prject accunts and allcates funds DELIVERABLES: Apprved Funding in a prject specific accunt Exit Gate - Reject r Apprved Prject IT PMO recrds dispsitin f prject and ntifies PM Engagement Manager ntifies Requester and Spnsr If Apprved: Fiscal manager allcates prject funds PM begins the planning phase If Rejected: PM cnducts required prject clse-ut activities Current Date: 7/3/12 T:\Prject Management\PMO Team\Lifecycle Flws\Agile\Agile_Prcess_Jbaid_ut_n_web_ dcx Page 5 f 11

6 Agile Prcess Jbaid Planning & Analysis Step 1: Assign Scrum Master and Prduct Owner Frm a wrk-intake request, the IT PMO assigns a Scrum Master t an apprved prject. ROLES: IT PMO, Scrum Master DELIVERABLE: EPM Demand System (when available) Nte: PM and Scrum Master can be interchangeable rles in this prcess based n resurce cnstraints. Step 2: Request Prject Team Using the Initiatin dcumentatin, Scrum Master determines Prject Team members. Scrum Master engages resurce managers t request resurces t build Prject Team (include Help Center). Engagement mdels vary. Scrum Master begins prcurement request fr infrastructure resurces (e.g., Dev/Test/Stage/Prd envirnments, HW, SW) ROLES: Scrum Master, Resurce Managers DELIVERABLES: Prject Team Register (List f rles/respnsibilities) Step 3: Receive Visin frm Custmers Prduct Owner schedules prject visin meeting with Custmers (and stakehlders) in rder t: Dcument Cnditin f Satisfactin. Dcument visin fr the prduct, start gathering high-level themes fr functinality. Explain cllabratin between custmers and team, meeting expectatins. Explain prject rles and respnsibilities CONTROL STEP: Scrum Master btains prject visin sign-ff via (apprve/reject vting) frm Spnsr team. ROLES: Prduct Owner, Scrum Master DELIVERABLES: Prject Visin - Prject Data Sheet, Radmap Step 4: Create a High-level Backlg, Estimated and Priritized Prduct Owner wrks with the Custmers t build High-level backlg. Custmer priritizes the backlg frm the mst imprtant t the least imprtant. Team wrks with Prduct Owner t prvide rugh estimates fr level f effrt and timeline. Scrum Master determines with team if a high-level design sessin is apprpriate. ROLES: Team, Custmers, Prduct Owner DELIVERABLES: Priritized and estimated high-level Backlg Current Date: 7/3/12 T:\Prject Management\PMO Team\Lifecycle Flws\Agile\Agile_Prcess_Jbaid_ut_n_web_ dcx Page 6 f 11

7 Agile Prcess Jbaid Planning & Analysis (cntinued) Step 5: Create Initial Release Plan & High-level Cst Estimates Scrum Master cnfirms Fixed Date release planning. Scrum Master cnducts release planning with the Team t create the plan using the estimated, priritized Backlg and the functinalities based n themes. Based n the Release Plan, the team velcity, and backlg, the Scrum Master creates prject csts estimates. Scrum Master reviews Release Plan & csts estimates with Team, Custmers, and IT PMO. Scrum Master writes Implementatin/G-live Plan and Schedule, including plans t rll back during g-live, if necessary. Scrum Master writes Operatins/Help Center/Service Management Supprt Plan. CONTROL STEP: Scrum Master btains apprval sign-ff f Release Plan and cst estimates, Operatins/Help Center/Service Management Supprt Plan via (apprve/reject vting). ROLE: Scrum Master DELIVERABLES: Release Plan, Cst Estimates Step 7: Develp Training Plan (if applicable): Trainer reviews the training requirements with the Prduct Owner and Scrum Master Trainer determines the delivery methd and schedule with the Prduct Owner and Scrum Master Trainer develps the plan (includes Help Center training) fr Prject Team Review and apprval Prduct Owner prvides user cunt fr training CONTROL STEP: Scrum Master btains apprval sign-ff via ROLES: Trainer, Prduct Owner, Scrum Master DELIVERABLES: Apprved Training Plan Exit Gate: Prject G/N-G fr Funding and fr Next Phase (IT Gvernance, IT PMO, Spnsr jintly review prject) Scrum Master cnducts IT Gvernance, IT PMO, and Spnsr review f Prject Visin, Back Lg, Release Plan, and cst estimate fr G/N-G decisin Scrum Master cmmunicates decisin t the Team and Custmers and drives next phase activities ROLES: IT Gvernance, IT PMO, Custmer, Scrum Master DELIVERABLES: MS EPM tl (when available) r apprvals Pst Exit Gate - Upn Apprval Change Management Begins Fiscal Manager creates spending accunts and authrizes Scrum Master t apprve expenditures t this accunt; spending can begin IT Gvernance determines if pririty f the prject has changed IT Gvernance releases funds as apprpriate fr prject Scrum Master requests infrastructure prcurement rders t mve frward IT PMO/Scrum Master cntinues t track prject health and financials until clsure Pst Exit Gate - Upn Denial Engagement Manager cmmunicates with Custmers Current Date: 7/3/12 T:\Prject Management\PMO Team\Lifecycle Flws\Agile\Agile_Prcess_Jbaid_ut_n_web_ dcx Page 7 f 11

8 Agile Prcess Jbaid Iterative Develpment Sprints Onging: Daily Team Meeting Scrum Master and the Team have a shrt daily meeting (aka Daily Stand-up) t ease the cmmunicatin within the team and identify impediments. Everyne takes turns and answers three questins: What did I d yesterday? What will I d tday? Is there smething preventing me frm wrking? ROLES: Scrum Master, Team Step 1: Prepare Backlg fr Next Sprint Prduct Owner meets Custmers t refine specificatins fr the upcming stries. Prduct Owner updates the Backlg and defines stries in mre detail in preparatin fr the next sprint. ROLES: Prduct Owner DELIVERABLES: Stries in Backlg are ready fr the Team. Step 2: Estimate & Plan Sprints Prduct Owner presents the stries t the Team. The team discusses the stries and further refines them. Scrum Master facilitates estimatin sessin. Team estimates the amunt f wrk in the next sprint. Scrum Master estimates the wrk the team will be able d in the next sprint. Team agrees and cmmits t the wrk. ROLES: Scrum Master, Prduct Owner, Team DELIVERABLES: Wrk is defined and agreed upn fr the next sprint (kept in sprint Backlg) Step 3: Develpment Team members decide what they wrk n frm the priritized sprint backlg. Team members might have questins fr the Prduct Owner as the wrk prgresses. Team members fllw the team s develpment practices while they wrk and cmplete their stries until they reach the definitin f DONE - Example: All cde is in a versin cntrl system, all autmated tests pass, there is gd cverage and the cde has been thrugh cde review. Team Members make their cde available fr the cntinuus integratin server. CONTROL STEP: Prduct Owner perfrms acceptance testing ROLES: Team, Prduct Owner DELIVERABLES: Wrking sftware, autmated test suites Step 4: Obtain Custmer Feedback (Risk Mitigatin) Prduct Owner meets with Custmers t dem/test the new functinality and get feedback. This is a risk mitigatin activity t prve that the prject is n the right track. CONTROL STEP: Emergent requirements, gathered by the Scrum Master, will be added t the Backlg and priritized by the Custmer ROLES: Prduct Owner, Custmers DELIVERABLES: Wrking sftware that meets the needs f custmer, Backlg Current Date: 7/3/12 T:\Prject Management\PMO Team\Lifecycle Flws\Agile\Agile_Prcess_Jbaid_ut_n_web_ dcx Page 8 f 11

9 Agile Prcess Jbaid Iterative Develpment Sprints (cntinued) Step 5: Sprint Retrspective Scrum Master and Team reflect n what went well and what needs imprvement during the sprint. ROLES: Scrum Master, Team DELIVERABLES: Imprved Backlg Step 6: Revise and Cmmunicate Updated Release Plan (if needed) Based n new knwledge acquired during the sprint, the Scrum Master may need t update the release plan ROLES: Scrum Master CONTROLLED DELIVERABLES: Revised Release Plan if prject end date is changed, the Scrum Master cmpletes a change request frm; Scrum Master hlds a review sessin fr apprval; IT PMO must review the change request frm and apprve it with Spnsr 1 6 Repeat Steps 1-6 fr all sprints until cmplete fr release. Step 7: Deliver Training (if applicable) Trainer trains the users. ROLES: Trainer, Users DELIVERABLES: nne Step 8: Determine Release Readiness with Custmer Prduct Owner gives a dem f the release t the Custmer. CONTROL STEP: Custmer decides if sftware is ready and prvides sign-ff. ROLES: Prduct Owner, Custmer DELIVERABLES: Wrking sftware, cmmitment frm Custmer Exit Gate: Readiness Apprval fr G-live (Nte: Step 8 may ccur during Exit Gate) Prduct Owner and Scrum Master cnduct meeting fr Custmers, Team t review the sftware and cnfirm apprval Scrum Master btains apprval sign-ff via (apprve/reject vting); ROLES: Scrum Master, Custmers, Prduct Owner, Team, IT PMO DELIVERABLES: Apprval fr G-live Current Date: 7/3/12 T:\Prject Management\PMO Team\Lifecycle Flws\Agile\Agile_Prcess_Jbaid_ut_n_web_ dcx Page 9 f 11

10 Agile Prcess Jbaid Implementatin Step 1: Execute Implementatin/G-live Plan Scrum Master ntifies Change Advisry Bard (CAB) and Help Center. Scrum Master executes Implementatin/G-live Plan created during Planning. CONTROL STEP: Scrum Master btains necessary sign-ffs via (apprve/reject vting); s are attached t deliverables befre filing ROLES: Scrum Master, Team, CAB team DELIVERABLES: Prduct released t prductin. Step 2: Validate Prduct in Prductin Scrum Master leads Spnsr team in validatin f the prduct in prductin. ROLES: Scrum Master, Spnsr Test Team DELIVERABLES: nne Exit Gate: Apprve Prductin Release Scrum Master btains apprval sign-ff via (apprve/reject vting); s are attached t the deliverable befre filing. ROLES: Spnsr, Scrum Master DELIVERABLES: Final prject sign-ff frm Spnsr Step 3: Transfer Prject t Operatins/Help Center/Service Management Scrum Master executes the Operatins/Help Center/Service Management Supprt Plan defined during Planning. CONTROL STEP: Scrum Master btains cnfirmatin frm Operatins, Help Center, and Service Management that they have assumed respnsibility fr the prduct f the prject via (apprve/reject vting); s are attached t the deliverables befre filing. ROLES: Scrum Master, Team, Operatins Lead, Help Center Lead, Service Management Lead DELIVERABLES: Cnfirmatin frm Operatins, Help Center, and Service Management that they have assumed respnsibility fr n-ging supprt. Step 4: Begin 30 Day Warranty Perid Operatins may request Prject Team t prvide supprt assistance during the first 30 days f peratin. ROLES: Operatins Team, Help Center DELIVERABLES: nne Current Date: 7/3/12 T:\Prject Management\PMO Team\Lifecycle Flws\Agile\Agile_Prcess_Jbaid_ut_n_web_ dcx Page 10 f 11

11 Agile Prcess Jbaid Prject Clsure Step 1: Cnduct Prject Retrspective Scrum Master cnducts Prject Retrspective with team and custmers. ROLES: Scrum Master, Team, Custmers DELIVERABLES: Lessns Learned Step 2: Clse Out Cntracts and Deliverables Scrum Master reviews all deliverables fr prper clsure. Scrum Master clses ut all purchase rders and cntracts. Scrum Master validates that warranty timeline has expired. Fiscal Manager clses the prject accunts. IT PMO reviews all dcumentatin fr cmpleteness. ROLES: Scrum Master, Fiscal Manager, IT PMO DELIVERABLES: Validated prject deliverables Step 3: Clse Prject IT PMO reprts prject as cmpleted. IT PMO clses ut prject in tls. IT PMO archives all prject dcumentatin. IT PMO updates central lessns learned repsitry, if apprpriate. ROLES: IT PMO DELIVERABLES: nne Current Date: 7/3/12 T:\Prject Management\PMO Team\Lifecycle Flws\Agile\Agile_Prcess_Jbaid_ut_n_web_ dcx Page 11 f 11

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