1. Transformation Now! How the Commonwealth is using Agile EOE/EEC March 26, 2015

2. Use of Agile at EOE/EEC Child Care Financial Assistance
Large Capital Project
In House Development
Selected vendors for Rules Engine, Data Migration, QA
Child Care Licensing
Mid-Size Project
SaaS Vendor
Modular approach from the beginning
Selected vendor for Data Migration
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3. ENGAGE! VALIDATE! ADAPT! Why did we use Agile?
Engage the End User in the process
Validate early and often
Adapt to manage change
ENGAGE! VALIDATE! ADAPT!
11/18/2018

4. Daily Standup - Time boxed – 15 minutes
Each Team Member Answers three Questions:
What did I do yesterday?
What am I doing today?
What is blocking me?
Started as a sit down meeting in a conference room
 evolved to a stand up in the development pen area
 saved time and allowed quicker updates
Increases transparency and communication amongst the team
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5. Sprint Planning – Session 1
Sprint Review
Demo the incremental functionality accomplished during the Sprint
Retrospective
What went right?
What did not go very well?
Correct course
Continuous Improvement
EOE has been using Agile for ~2 years which has evolved over time
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6. Team Foundation Server (TFS) Task Board
Resource Allocation and status for tasks (backlog)
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7. Large Bond Project – How to Start
Child Care Financial Assistance
Broken down into modules: intake, eligibility, placement, attendance, billing, reports
Sprints started as 2 weeks in duration and at end of project were modified to 1 week
Large end user base
Thousands of providers with hundreds of user accounts
IT team immediately began field visits to describe approach and work on specific modules
Agile specific start up lessons:
Educate the IT Team on using Agile
What is a Sprint, Backlog, Product Owner, Stand Up meeting
Educate business sponsors on Agile methodology
This was a challenge as business sponsors were used to waterfall and heavy paper documentation of requirements
Multiple failed waterfall efforts prior to this recovery effort
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8. Large Bond Project – Lessons Learnt
Vendor management
Critical to work with Legal to include Agile language in RFQs/RFPs
Some vendors struggled with a fixed price contract using an Agile methodology
Essential to time the engagement with a vendor
Example: QA was onboard too soon in the process
Documentation is lighter
Users and IT team became much more comfortable having a application prototype displayed with lighter documentation
Advantage: Business rules and requirements are more clear with an IT Application visual to correspond
Change Management
Much more flexibility with changing requirements at the beginning of the project
Allows for new change requests to be put in a future release
11/18/2018

9. Mid-size Agile Project using SaaS vendor
Child Care Licensing
SaaS Vendor is very adept and experiencing at using Agile
Advantage: no learning curve with Agile
Project management included rough timelines with Release Schedule
Lessons Learnt
Pick a Product Owner with operational and business process knowledge
An accompanying small team (3-4 people) of Subject Matter Experts reported into the Product Owner
Advantage: Speed of decision making and speed of backlog prioritization
Business requirements were workflows and light accompanying documentation
Advantage: Demos of each release reduced the need for large requirement documents and were more clear to understand
11/18/2018

10. What is worth it to go Agile?
Absolutely!
Was critical for the success and speed of both large and mid-size projects
Also helped increase communication within entire IT Dept for day to day operations and smaller projects
Future: will continue to train staff on Agile and use for projects moving forward
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11. Appendix Slides
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12. PROJECT RESET How did we self correct? From SELF ORGANIZING TEAM To
Plan A
From
SELF ORGANIZING TEAM
Plan B
PROJECT RESET To
MORE STRUCTURED TEAM
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13. IT Project Management Team IT Business Analysis Team
Project Governance
Oversight Committee
Legal – General Counsel
ITD – Capital PMO Office
Fiscal- EOE CFO
EOE Representative
Steering Committee
EEC
CIO
CFO
Gen Counsel
ITD
Chief Capital Planning Officer
Project Advisor
EOE
Secretariat CIO
(Executive Sponsor)
IT Project Management Team
Business Team
IT Development Team
IT Business Analysis Team
IT Quality Assurance
ITD Technical
Architect
Project governance provides a framework for the organization of responsibilities and decision-making capabilities and ensures reviews and approvals occur at appropriate stages of the project. 

14. Don’t get lost in the weeds Don’t meet for the sake of meeting
What Not to Do
Don’t get lost in the weeds
Don’t meet for the sake of meeting
Don’t rush architecture
Don’t be rigid
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15. Must-Haves vs. Nice-to-Haves Parking Lot 80/20
TIPS
KIS (Keep It Simple)
Must-Haves vs. Nice-to-Haves
Parking Lot
80/20
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