Implementation

Use the following How To section to help you review overall program progress.

Background

Program leadership needs to keep a high-level perspective of progress to empower teams to maintain ownership of their work
The Program Progress Review meeting has been scheduled on a bi-weekly cadence so that the program leaders can review overall program progress against the program increment (PI)/quarter objectives

How to

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

Learn how to hold a progress review

Meeting Preparation:
1. In Confluence, use the “Meeting Notes” template to create a page for the meeting
  1. Title the page to “<PI> Progress Review: <YYYY-MM-DD>”
  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 Progress by State”
    2. “Review Progress buy Burndown”
    3. “Review Progress bu Guardrail”
  5. Click the Publish button to add the page in the program leadership team’s space
2. 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
3. In Confluence, update the page for the Program Progress 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 PI planning issues
4. In Jira Align, from the Program menu, navigate to the Program Increment Progress Report 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 Program Increment Progress Report from Jira Align (above)
  3. Copy the URL in the browser
5. In Confluence, update the page for the Program Progress Review meeting
  1. Set Discussion Topics to:
    1. Add a row for the downloaded PNG of the Program Increment Progress Report page of Jira Align (above)
    2. In the same row, add the URL to the Program Increment Progress Report page of Jira Align (above)
  2. Add comment to Notes column for row:
    1. Review overall program burn-down / burn-up for the PI
6. In Jira Align, from the Portfolio menu, navigate to the Strategic Driver Allocation Report 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 Strategic Driver Allocation Report from Jira Align (above)
  3. Copy the URL in the browser
7. In Confluence, update the page for the Program Progress Review meeting
  1. Set Discussion Topics to:
    1. Add a row for the downloaded PNG of the Strategic Driver Allocation Report page of Jira Align (above)
    2. In the same row, add the URL to the Strategic Driver Allocation Report page of Jira Align (above)
  2. Add comment to Notes column for row:
    1. Review PI Strategic Driver guardrails and performance to-date
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 Progress by State
  1. ASK Is there anything from the current sprint we think will impact our plan for the next sprint?
  2. ASK What can we do right now to eliminate these planning issues?
  3. ASK How is our work currently impacting our goals?
4. JOB-TO-BE-DONE Review Progress by Burndown
  1. ASK Is our trend setting us up to complete all the work by the end of the PI?
  2. ASK Are any teams in trouble? Is there anything other teams can do to help those in trouble?
  3. ASK Has enough story/feature-level work completed to enable the measurement of key results?
5. JOB-TO-BE-DONE Review Progress by Guardrail
  1. ASK Are there any adjustments we need to make to our plan or our initial allocations to better align expectations?
  2. ASK Are we exceeding established guardrails anywhere? What actions do we need to take now to realign our plan?
  3. ASK Are there emergent guardrails we need to address?
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 based on program 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.)
Pivot on future work items/adjust guardrails based on the current trajectory of the program increment/quarter
Provide support to teams with identified planning issues