Implementation

Use the following How To section to review team progress sprint-to-sprint.

Background

To best ensure the success of the program, program leaders need to support their teams by helping to resolve issues and providing guidance on what work should be pursued next
The Program Sprint Review meeting has been scheduled on a bi-weekly cadence (end of every sprint) so that the program leaders can review team progress and identify ways to support the team's improvement goals

How to

This procedure will show you how to use Atlassian products during the Program Sprint Review governance meeting.

Learn how to hold a program sprint review meeting

Meeting Preparation:
1. In Confluence, use the “Meeting Notes” template to create a page for the meeting
  1. Title the page to “<PI> Sprint <Sprint #/Name> Review”
  2. Set Date to the scheduled meeting date
  3. Set Participants to the invited meeting participants
  4. Set Goals to the specific leadership jobs that will be covered, e.g.:
    1. “Review Demo Results”
    2. “Manage Cross Program / Team Needs”
    3. “Support Continuous Improvement”
  5. Click the Publish button to add the page in the program leadership team’s space
2. In Jira Align, from the Team menu, navigate to the Sprint Metrics page
  1. Set the context configuration to Program = <this program>, Program Increment = <this PI>
  2. Click on the Capture button in the upper right
    1. Download the PNG image of the Sprint Metrics from Jira Align (above)
  3. Copy the URL in the browser
3. In Confluence, update the page for the Program Sprint Review meeting
  1. Set Discussion Topics to:
    1. Add a row for the downloaded PNG of the Sprint Metrics page of Jira Align (above)
    2. In the same row, add the URL to the Sprint Metrics page of Jira Align (above)
  2. Add comment to Notes column for row:
    1. Review the previous sprints metrics for the program
4. In Jira Align, from the Program menu, navigate to the Program Board page
  1. Set the context configuration to Program = <this program>, Program Increment = <this PI>
  2. Copy the URL in the browser
5. In Confluence, update the page for the Program Sprint Review meeting
  1. Set Discussion Topics to:
    1. Add the URL from the Program Board page of Jira Align (above)
  2. Add comment to Notes column for row:
    1. Review current planning issues
6. In Jira Align, from the Program menu, navigate to the Retrospective Summary page
  1. Set the context configuration to Program = <this program>, Program Increment = <this PI>
  2. Copy the URL in the browser
7. In Confluence, update the page for the Program Sprint meeting
  1. Set Discussion Topics to:
    1. Add the URL from the Retrospective Summary page of Jira Align (above)
  2. Add comment to Notes column for row:
    1. Review the retrospective summary for each team during Sprint <Sprint #/Name>
8. Copy the link to the Meeting page from Confluence into the published meeting notice (i.e. in a Calendar app) to communicate the scope of the meeting and provide pre-reading guidance
Meeting Structure:
1. In Confluence, record the meeting participants in the page for the meeting
2. Click on the links (to Jira Align) from the page’s Discussion Topics section
3. JOB-TO-BE-DONEReview Demo Results
  1. ASK Is the demoed software what was expected? Are any changes necessary?
  2. ASK How did all teams perform in the previous sprint? Are there any systemic issues that teams experienced?
  3. ASK Did the work impact the objectives and key results the way we expected it would?
4. JOB-TO-BE-DONE Manage Cross Program / Team Needs
  1. ASK Have we captured all the known dependencies for the team?
  2. ASK How can the program help teams who are experiencing planning issues?
  3. ASK Are there any systematic issues teams are experiencing?
5. JOB-TO-BE-DONE Support Continuous Improvement
  1. ASK What feedback do we receive that we can take action on?
  2. ASK How can the program help our teams based on their retrospective feedback?
  3. ASK Are there any bottlenecks in the flow of work that we should work on removing?
6. In Confluence, open the page for the meeting
  1. Modify Participants to the attending meeting participants
  2. Set Action Items to any actions needed for follow-up
  3. Modify Decisions to capture the decisions made on sprint progress
Meeting Follow-up
1. Confirm that decisions are communicated across the program

Output and next steps

Distribute the link to the meeting notes in Confluence to all appropriate stakeholders via the appropriate channels (e.g. email, Slack, etc.)
Take action against improvement opportunities identified and help resolve cross-team planning issues