How to do PI Planning (with a real and simple example)?

Let's talk about PI (Program Increment) planning today. It is a crucial part of the Scaled Agile Framework methodology, which helps align teams and stakeholders in an organization towards common goals.

Here's a detailed outline for a 4-hour PI planning session (RTE/ Senior SM ensures the team is adhering to all the time boxes):

Introduction (15 minutes):

• Welcome and opening remarks by a facilitator.
• Brief overview of the PI planning objectives and agenda.
• Set expectations for the meeting.

Review of PI Objectives (15 minutes):

• Recap the high-level objectives for the upcoming Program Increment.
• Ensure that everyone understands the big picture.

Team Breakout (60 minutes):

• Teams break out into separate areas or virtual rooms.
• Product Owners and team members work on defining and selecting features and stories.
• Teams create initial draft plans and objectives for the PI.

Lunch Break (30 minutes):

• Provide time for teams to take a break and refresh.

Review and Dependencies (30 minutes):

• Teams return from their breakouts.
• Teams present their draft plans and objectives.
• Identify and discuss any dependencies or conflicts.

Alignment and Finalization (45 minutes):

• Resolve dependencies and conflicts.
• Adjust plans as needed to ensure alignment with PI objectives.

Management Review (30 minutes):

• Present the draft plan to leadership and management.
• Discuss concerns and get their input.
• Make decisions on any outstanding issues.

Retro and Confidence Vote (15 minutes):

• Conduct a retrospective on the PI planning process.
• Gather feedback from participants.
• Hold a confidence vote to assess the team's confidence in the plan.

Wrap-up and Next Steps (15 minutes):

• Summarize key decisions and outcomes.
• Share any action items or follow-up tasks.
• Close the PI planning meeting.

Optional Inspect and Adapt Workshop (Additional Time Required):

• If time permits, you can schedule an Inspect and Adapt workshop after the PI planning session to gather feedback and improve the planning process.

Dear members, as promised; here is a sample PI (Program Increment) plan template filled with a real-life example:

PI Objective: Advancing the User Experience

The overarching goal for this PI is to deliver key enhancements and features aimed at not just meeting but exceeding user expectations, bolstering sales, and reducing cart abandonment rates. Let's delve into the exciting initiatives set to unfold:

1. Cart Optimization:

• Objective: Elevate the shopping experience with a user-friendly cart and enhanced checkout features.
• Key Results: Target a 20% reduction in cart abandonment rates. Increase the average order value by 15%.

2. Product Recommendations:

• Objective: Implement an advanced personalized product recommendation engine.
• Key Results: Achieve a 25% increase in click-through rates on product recommendations. Enhance conversion rates on recommended products by 12%.

3. Mobile App Development:

• Objective: Launch a cutting-edge mobile app for the e-commerce platform.
• Key Results: Release the mobile app on both iOS and Android platforms.Garner 15,000 downloads within the PI.

Ensuring Success: Managing Dependencies and Mitigating Risks

Challenges and dependencies are par for the course in any ambitious project. The commitment to a collaborative approach is unwavering, with teams navigating dependencies, such as Team A relying on Team B for product recommendation integration.

• Team A depends on Team B for product recommendation integration.
• Team C depends on the API development by the backend team.

Risk Assessment and Mitigation:

• Risk: Potential delay in API development impacting the mobile app release.
• Mitigation: Proactive collaboration with the backend team to ensure timely API delivery.

Navigating the Timeline: Milestones and Key Dates

The journey unfolds through clear milestones:

1. Week 1: PI Planning and Objective Setting
2. Weeks 2-5: Teams focus on their respective objectives.
3. Weeks 6-8: Mobile app development takes center stage.
4. Week 9: Integration and testing of features.
5. Week 10: User acceptance testing.
6. Week 11: Deployment and release.
7. Week 12: Review and retrospective.

Budget Allocation: Investing in Excellence (Optional to include in PI planning)

To achieve excellence, thoughtful budget allocations have been made:

• Cart Optimization: $120,000
• Product Recommendations: $90,000
• Mobile App Development: $170,000

Key Dates to Remember:

• PI Planning Meeting: September 29, 2023
• Deployment and Release: December 29, 2023
• PI Review Meeting: January 2, 2024

Additional Notes:

• Bi-weekly cross-team sync meetings will be held to track progress and address any dependencies or issues.
• Daily stand-up meetings within teams to ensure alignment and transparency.

So, This is a simplified example, and in a real-life scenario, you would likely have more detailed plans, tasks, and metrics. Adjust the template to match your organization's specific needs and requirements for the PI planning process.

Please ping me for any guidance or impediments that you are facing in your projects.

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