Mastering Success with The Real Scrum Guide 2024

Exercise 1 – Tackling a Complex Project

The Real Scrum Guide 2024 uses a sample project to demonstrate Scrum concepts.

• Project: “Development of an Autonomous Electric Vehicle (AEV)”
• Project Description: Our project involves developing an Autonomous Electric Vehicle (AEV) with cutting-edge technology to revolutionize transportation. The AEV aims to be fully self-driving, electrically powered, and capable of seamlessly navigating urban environments. This innovative project has the potential to transform the way people commute, reducing carbon emissions and promoting sustainable mobility.

Before we continue with our Scrum exercise, let’s cover Project Uncertainties in general.

Introduction to Project Uncertainties

The Real Scrum Guide 2024 uses a sample project to demonstrate project uncertainties.

In any project, uncertainties refer to potential risks, challenges, or unknown factors that may impact the project’s success. These uncertainties can arise from various sources, such as ambiguous requirements, technological complexities, external dependencies, resource limitations, and changes in the business environment.

Identifying and understanding these uncertainties is crucial for effective project management and successful delivery.

Importance of Discovering Uncertainties Early

The importance of discovering uncertainties as early as possible cannot be overstated, and The Real Scrum Guide 2024 emphasizes several compelling reasons for this.

1. Risk Mitigation: Early identification allows project teams to proactively plan for and mitigate potential risks, minimizing their impact on the project’s progress.
2. Resource Allocation: Understanding uncertainties helps in allocating resources more effectively, ensuring they are available when needed the most.
3. Estimation Accuracy: By uncovering uncertainties early, project estimations become more accurate, providing stakeholders with realistic timelines and budgets.
4. Stakeholder Alignment: Identifying uncertainties enables clear communication with stakeholders about potential challenges, ensuring shared understanding and buy-in.
5. Adaptability: Early discovery allows the team to adapt plans and strategies to address uncertainties and changing project conditions.
   Identifying uncertainties is a collaborative effort involving various project stakeholders, including:
   1. Product Owner: He has a crucial role in clarifying requirements and potential business risks, contributing to uncertainty identification.
   2. Developers: Team members actively participate in discussions, leveraging their technical expertise to recognize potential challenges.
   3. Subject Matter Experts: Experts in relevant domains (in our case, AEV experts) provide insights into specific uncertainties related to their areas of expertise.
   4. Stakeholders: Valuable input can come from external stakeholders, customers, or end-users who provide perspectives on potential risks and uncertainties.

By involving all relevant parties in the uncertainty discovery process, the project team gains a comprehensive understanding of potential challenges and can implement appropriate strategies to navigate uncertainties successfully throughout the project lifecycle.

Now, let’s continue with our Scrum Exercise. Our team has identified 5 uncertainties:

Uncertainty 1: Technological Challenges

Developing the necessary technology for a fully autonomous vehicle is a significant uncertainty. Advanced artificial intelligence algorithms, sensor integration, and real-time decision-making capabilities are just a few of the complex challenges we’ll face.

Uncertainty 2: Regulatory and Legal Compliance

The development of autonomous vehicles is relatively new, and regulatory bodies are still in the process of defining guidelines and standards. Complying with these regulations and ensuring the AEV’s safety and legality will pose uncertainty during the project.

Uncertainty 3: Supply Chain and Vendor Dependencies

Creating an AEV involves numerous components, systems, and suppliers. Ensuring smooth coordination among all the vendors, managing dependencies, and avoiding potential delays in the supply chain are crucial uncertainties to address.

Uncertainty 4: Data Security and Privacy Concerns

Autonomous vehicles rely heavily on data collection and processing to operate efficiently. Ensuring robust data security and privacy measures to protect user information and prevent potential cyber-attacks is another critical uncertainty.

Uncertainty 5: Stakeholder Expectations

As a groundbreaking project, various stakeholders will have high expectations regarding the AEV’s performance, safety, and environmental impact. Managing and meeting these diverse expectations will require effective communication and constant alignment.

While this project holds immense potential, these uncertainties make it challenging to estimate the exact timeline and effort needed for its successful completion.

Now, let’s move on to Exercise 2 and explore how breaking down the project into smaller tasks can help address these uncertainties effectively.

Introduction to key Scrum principles

Transparency

Transparency is essential for effective teamwork and collaboration. By being transparent about the project’s goals, requirements, and progress, team members can stay aligned and work together effectively. In the context of breaking down the AEV project into themes and user stories, transparency can be achieved by:

1. 1. Clearly defining the project’s goals and objectives.
   2. Documenting the project’s requirements in a way that is understandable to all stakeholders.
   3. Sharing the project’s progress with stakeholders regularly.

Inspection

Inspection is regularly reviewing the project’s progress to identify potential problems or risks. By inspecting the project regularly, teams can take corrective action early on and avoid major problems down the road. In the context of breaking down the AEV project into themes and user stories, the inspection can be achieved by:

1. Conduct regular status meetings to review the project’s progress.
2. Conducting peer reviews to ensure that the project’s deliverables meet the required quality standards.
3. Conduct user acceptance testing to ensure that the project’s deliverables meet the needs of the users.

Adaptation

Adaptation is the process of making changes to the project plan in response to new information or changing circumstances. By being adaptable, teams can ensure that the project remains on track and meets its goals, even in the face of unexpected challenges. In the context of breaking down the AEV project into themes and user stories, adaptation can be achieved by:

1. 1. Being open to feedback from stakeholders.
   2. Being willing to make changes to the project plan as needed.
   3. Being proactive in identifying and addressing potential problems.

By following these key Scrum principles, teams can break down the AEV project into themes and user stories in a way that is transparent, inspectable, and adaptable. This will help to ensure that the project is well-defined, well-managed, and ultimately successful.

Breaking Down the AEV Project into Themes and User Stories

The Real Scrum Guide 2024 uses a sample project to demonstrate breaking down into Themes and User Stories.

In Exercise 2, we will take on the challenge of breaking down the complex “Development of an Autonomous Electric Vehicle (AEV)” project into themes and create easily understandable user stories, even for individuals without a technical background. By doing so, we aim to simplify the project’s management and enhance collaboration among team members, stakeholders, and end-users.

What are Themes?

Themes are high-level, cohesive categories that group related user stories based on common objectives or areas of focus. They provide an organized structure to manage a project’s diverse requirements, features, and functionalities. By organizing user stories into themes, we gain simplicity clarity, and visibility into different aspects of the project, making it easier to prioritize and plan tasks effectively.

By applying the concept of themes and user stories, we can harness the power of simplicity and clarity to ensure a smooth and successful journey in developing the Autonomous Electric Vehicle. This exercise will empower us to approach the project with focus, agility, and a shared understanding of the goals, ultimately leading to a more successful outcome.

Breaking Down the Project into Themes

1. Autonomous Driving Capability: This theme will focus on developing the AI algorithms and sensors necessary for the AEV to operate autonomously and safely navigate through traffic.
2. Electric Powertrain: This theme will involve designing and implementing the electric powertrain system, including the battery, motors, and charging infrastructure, to ensure an environmentally friendly and efficient vehicle.
3. User Experience and Interface: This theme will concentrate on creating an intuitive and user-friendly interface for passengers to interact with the AEV and feel comfortable during their journey.
4. Safety and Compliance: This theme will address the regulatory requirements, safety standards, and rigorous testing necessary to ensure the AEV meets all legal and safety guidelines.
5. Sustainability and Environmental Impact: This theme will focus on maximizing the AEV’s sustainability, minimizing its environmental footprint, and promoting eco-friendly transportation solutions.

Creating User Stories and Mapping to Themes

Now that we have successfully identified the themes for the “Development of an Autonomous Electric Vehicle (AEV)” project, let’s move on to the next step of the process.

Our goal is to create user stories and associate each user story with one of the themes we’ve established. By doing this, we will further clarify the project’s requirements and ensure that each user story aligns with specific objectives within the themes.

Let’s proceed with the user story creation and mapping to themes. Please feel free to contribute your ideas and insights throughout this collaborative exercise.

User Stories:

1. As a commuter, I want the AEV to autonomously navigate through city traffic, so I can relax and enjoy a stress-free commute to my destination. (Theme: Autonomous Driving Capability)
2. As an environmental enthusiast, I want the AEV to be powered by electricity, so I can contribute to reducing carbon emissions and promoting a cleaner environment. (Theme: Electric Powertrain)
3. As a visually impaired passenger, I want the AEV’s user interface to be accessible and easy to use, so I can independently request the vehicle’s services. (Theme: User Experience and Interface)
4. As a regulator, I want the AEV to comply with all safety and legal requirements, so I can confidently endorse its operation on public roads. (Theme: Safety and Compliance)
5. As a sustainability advocate, I want the AEV’s materials and manufacturing process to be eco-friendly, so I can support a vehicle that aligns with my values. (Theme: Sustainability and Environmental Impact)
6. As a parent, I want the AEV to have advanced safety features, so I can trust my child’s safety during transportation. (Theme: Safety and Compliance)
7. As a business owner, I want to partner with the AEV project to offer sustainable transportation solutions for my employees, reducing their carbon footprint. (Theme: Sustainability and Environmental Impact)
8. As a city planner, I want to integrate AEVs into our urban mobility plans, so we can improve traffic flow and reduce congestion in our city. (Theme: Autonomous Driving Capability)
9. As a technology enthusiast, I want to learn about AEV’s AI algorithms and sensors, so I can appreciate the innovative technology behind its autonomous capabilities. (Theme: Autonomous Driving Capability)
10. As a tourist, I want the AEV’s user interface to provide information about the city’s landmarks during the ride, so I can enjoy a guided tour experience. (Theme: User Experience and Interface)

Prioritizing User Stories and Defining Acceptance Criteria

For this example, let’s prioritize the user stories and select the one positioned at the top of the list. Then, we’ll proceed to create acceptance criteria for this user story, which will provide specific, measurable conditions that must be met for the story to be considered complete.

Acceptance Criteria (AC) are measurable and testable conditions that determine whether a user story has been successfully implemented and meets the intended requirements.

NOTE: This process should be continued for each of the 10 identified and prioritized user stories. By systematically establishing acceptance criteria for all user stories, we ensure that each piece of functionality is well-defined, aligned with the project’s goals, and ready for efficient implementation by the developers.

TOP PRIORITY User Story: (EXAMPLE)

As a technology enthusiast, I want to learn about AEV’s AI algorithms and sensors so that I can appreciate the innovative technology behind its autonomous capabilities. (Theme: Autonomous Driving Capability)

Acceptance Criteria:

1. The AEV’s AI algorithms and sensor functionalities are documented in clear and understandable language.
2. A presentation or document is created to explain the technology’s workings, highlighting its innovative aspects.
3. The information is made accessible to the technology enthusiast through a designated platform (e.g., a web page or presentation session).

From Prioritization to Task Splitting, Developer Assignment, and Estimation

Splitting the User Story into Tasks enables a more granular breakdown of work, facilitates effective collaboration among team members, and enhances the project’s manageability and progress tracking.

We have 5 tasks for this user story: As a technology enthusiast, I want to learn about AEV’s AI algorithms and sensors, so I can appreciate the innovative technology behind its autonomous capabilities.

1. Research and Gather Information: Research the AI algorithms and sensor technologies used in the AEV, and gather relevant technical documentation.
2. Create Presentation/Document: Prepare a presentation or a document explaining AEV’s AI algorithms and sensor functionalities in a manner understandable to a technology enthusiast.
3. Review and Validate Content: Have subject matter experts review the presentation/document to ensure accuracy and completeness.
4. Design an Accessible Platform: Decide on a suitable platform (e.g., a web page or presentation session) to make the information accessible to the technology enthusiast.
5. Publish Content: Make the presentation/document available on the designated platform for the target audience to access.

Appointing Developers to Tasks

John will be responsible for Task 1, as he possesses the expertise and skills required to handle the research and gathering of information.

Joanna will take charge of Task 2, leveraging her expertise in creating presentations and documents to explain AEV’s AI algorithms and sensor functionalities understandably.

Task 3 – Review and Validate Content: Emily will be responsible for this task. Her attention to detail and subject matter expertise make her the ideal candidate to review and validate the content of the presentation/document.

Task 4 – Design Accessible Platform: Alex, with a strong background in user experience and interface design, will take charge of this task, ensuring the platform chosen is accessible and user-friendly.

Task 5 – Publish Content: Sarah will be responsible for publishing the presentation/document on the designated platform. Her organizational skills and attention to timelines make her a reliable choice for this task.

By assigning specific tasks to developers based on their expertise and skills, we can ensure efficient collaboration and a higher likelihood of successful execution for each part of the user story.

Story Points Estimation

Based on historical data and complexity, the team has agreed that this user story is relatively simple.

Upon splitting the user story into tasks and appointing different developers, the estimation for the individual tasks may vary based on their complexity and the effort required. It’s essential to reevaluate the estimation for each task to ensure accuracy and provide a more granular representation of the work involved.

While the initial user story was estimated as 2 story points, the individual tasks may be assigned story points based on their relative complexity compared to the original user story. The team can conduct a collaborative effort to estimate each task’s story points, taking into consideration factors such as technical challenges, dependencies, and skill levels required for execution.

Updating the estimation for the tasks helps the team understand the effort needed for each specific piece of work and facilitates effective sprint planning and resource allocation. It enables a more accurate assessment of the team’s capacity and aids in making informed decisions about prioritization and project timelines.

By assigning specific tasks to developers based on their expertise and skills, the team enables efficient collaboration and increases the likelihood of successful execution for each part of the user story.

However, as work begins on the tasks during the Sprint, the Developers may gain new insights that require revisiting earlier estimates.

Backlog Refinement in Action

The Developers regularly refine and groom the Product Backlog to incorporate new insights and prepare items for upcoming Sprints.

During Backlog Refinement, the Developers may:

• Split or combine Product Backlog items as needed
• Clarify requirements and user stories
• Re-estimate effort based on new insights
• Add details like acceptance criteria

Reviewing the Definition of Done with the User Story

In this scenario, the Scrum Team collectively reviews their Definition of Done and applies it to the user story they are working on.

They go through each task of the user story, checking if it meets the criteria outlined in the Definition of Done. By doing so, the team ensures that their work is of high quality and potentially shippable at the end of the Sprint.

Team Members: John (Developer), Joanna (Developer), Emily (Developer), Alex (Developer), Sarah (Developer), Jane (Scrum Master), and Dejan (Product Owner).

Jane (Scrum Master): Good morning, team! Today, let’s review our Definition of Done and apply it to the user story we have for this Sprint. Dejan, as the Product Owner, your input and guidance are invaluable during this process. As a quick reminder, the Definition of Done outlines the criteria that must be met for a Product Backlog item to be considered complete and potentially shippable. It ensures that our work meets the highest quality standards before we present it during the Sprint Review.

Dejan (Product Owner): Thank you, Jane. I’m glad to be part of this discussion. We need to ensure that the work meets our quality standards and delivers value to our customers.

John: Sure, Jane. I have the Definition of Done document here. It covers functionality, acceptance criteria, quality assurance, documentation, peer review, demonstration, and having no outstanding defects.

Jane: Great! Now, let’s take a look at the user story we are working on: “As a technology enthusiast, I want to learn about AEV’s AI algorithms and sensors, so I can appreciate the innovative technology behind its autonomous capabilities.”

Joanna: Okay, the first task is to Research and Gather Information. According to the DoD, we need to ensure that all the relevant technical documentation is gathered, and the research is complete. Have we fulfilled that criterion?

John: Yes, we have conducted thorough research on the AI algorithms and sensor technologies used in the AEV. The information is compiled and ready for use.

Jane: Excellent. Next, we have to Create a Presentation/Document. Joanna, did you prepare the presentation or document in a manner understandable to a technology enthusiast?

Joanna: Yes, I have prepared a comprehensive presentation that explains AEV’s AI algorithms and sensor functionalities clearly.

Jane: Well done. Task 3 is Review and Validate Content. Emily, have you had the subject matter experts review the presentation to ensure its accuracy and completeness?

Emily: Absolutely. The subject matter experts have reviewed the content, and we’ve incorporated their feedback to ensure accuracy.

Jane: Perfect. Task 4 is Design an Accessible Platform. Alex, have you decided on a suitable platform to make the information accessible to the technology enthusiast?

Alex: Yes, we’ve decided to create a dedicated web page to host the presentation, making it easily accessible to the target audience.

Jane: Great choice. Finally, Task 5 is Publish Content. Sarah, did you make the presentation available on the designated platform?

Sarah: Yes, the presentation is live on the web page, ready for the audience to access.

Jane: Excellent work, team! It looks like we have successfully met all the criteria in our Definition of Done for this user story. By doing so, we have a potentially shippable increment of work.

Emily: This process helped us ensure that our work is of high quality and meets the agreed-upon standards.

Jane: Precisely. Regularly using our Definition of Done during Sprint Review helps us stay focused on delivering valuable and high-quality increments. Keep up the great work, everyone!

Enhancing User Story through Backlog Refinement

By incorporating the Definition of Done review during Backlog Refinement, the team ensures that each user story meets the highest quality standards before entering the Sprint.

This collaborative effort between the Product Owner and Developers allows for a clear understanding and alignment with the customer’s needs and vision. Let’s see how the team used Backlog Refinement to further enhance a high-priority user story.

Here is what happens in our team.

1. During Backlog Refinement, the Product Owner and Developers review this user story which is a high priority for the next Sprint.
2. The team realizes that “safety and legal requirements” are vague. They need to understand the specific regulations to implement this.
3. The Product Owner invites a subject matter expert from the regulatory compliance team to the meeting.
4. The SME explains the key regulations including safety testing, traffic rules, vehicle inspections, etc. that the AEV must comply with.
5. Based on this input, the Developers suggest splitting this into multiple user stories, one for each regulation.
6. The Product Owner agrees to split the user story into:
   1. “As a regulator, I want the AEV to pass safety testing requirements.”
   2. “As a regulator, I want the AEV to follow traffic rules.”
   3. “As a regulator, I want the AEV to pass annual vehicle inspections.”
7. The Developers then add detailed acceptance criteria for each of these new stories based on the SME’s input.
8. Finally, they re-estimate the overall effort for the new stories and update the Product Backlog accordingly.
9. The Product Owner thanks the SME for their time and input.

In this way, the team used Backlog Refinement to clarify an unclear requirement and split it into actionable, detailed user stories for the Development Team. This set the foundation for a successful Sprint.

By continually refining the Product Backlog, the Development Team ensures the top items are shovel-ready for Sprint Planning. This allows them to incorporate new information and learning, keeping estimates up-to-date.