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

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 11/18/2018

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

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 11/18/2018

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 11/18/2018

Team Foundation Server (TFS) Task Board Resource Allocation and status for tasks (backlog) 11/18/2018

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 11/18/2018

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

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

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 11/18/2018

Appendix Slides 11/18/2018

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 11/18/2018

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. 

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 11/18/2018

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 11/18/2018