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Stage Gate 2 Retrospective1 November 2007

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Session 1. 9:15 -11:00

•Set the Stage.•Reminder of Sprints completed•Gather Data

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<set the stage>

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Set the stage - Goal

“A meeting is an event where minutes are taken and hours wasted.” James T. Kirk

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Set the stage - Goal

“Retrospectives help teams, even great ones, keep improving” - Agile Retrospectives

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Set the stage - Schedule • Session 1

– Set the Stage.– Reminder of Sprints we completed.– Gather Data Break

• Session 2– Gather Data…cont.– Generate InsightsLunch

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Set the stage - Schedule • Session 3

– Generate Insights cont– Decide What to Do– Close RetrospectiveBreak

• Session 4– Look forward to SG3 and discuss issues that we have markedBeer O’Clock

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Set the stage - Working Agreements

• mobile phones• comfort/fag breaks• Lateness• Mr T in your pocket• Anything else?

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Set the Stage – Check in

Activity… Check in

“In a word or two what do you hope to get out of this retrospective??”

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Set the Stage - ESVP

Activity… ESVP.

A poll to learn about how people view their participation in the retrospective.

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Set the Stage - ESVP• EXPLORERS – are eager to discover new ideas and

insights

• SHOPPERS – will look over the available information and will be happy to leave with one useful new idea

• VACATIONERS – aren’t that interested in the retrospective but are happy to be away from the daily grind. They may pay attention some of the time but are mainly just happy to be out of the office

• PRISONERS – feel they have been forced to attend and would rather be doing something else.

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Set the stage - Reminder of the Sprints

• Sprint 15 - To have a fully ported SQL Server 2005 Database

• Sprint 16 - Load our existing content into SQL Server 2005

• Sprint 17 - I can start to build my Content Library

• Sprint 18 - Present a clear model for metadata standards and establish technical foundations of the Global Player

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Set the stage - Reminder of the Sprints

• Sprint 19 - User can add and edit product information tags

• Sprint 20 - A guest (non-ode team) can create and manage playlists

• Sprint 21 - Create the framework for National Curriculum Browse

• End S21 to now. Refactor Browse, setup Dev/Staging Live and Migration tools. Load remaining Magic content etc.

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</set the stage>

<gather data>

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Gather data - Timeline

Activity…Timeline/Dots 5 min setup

In groups of 3 or 4 write down events and post on wall in swim lanes.15 min

(Note to Ed – Use swim lanes dev, content, business)

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Gather data - Timeline

Activity…Timeline/Dots

• Group and remove duplicates10 minutes

• Use dots to colour code the events.5 mins

– Blue: sad, mad, bad– Red: Challenging– Green: Satisfied, successful, energetic

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Comfort/Fag break 10 mins

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Gather data - Timeline

Discuss the events on timeline 30 mins

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Coffee Break 11am

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Session 2. 11:15 -13:00

•Gather Data…cont.

•Generate Insights

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“Named must your fear be, before banish it you can.”

Yoda – Star Wars Episode V: The Empire Strikes Back

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Gather data – Mad, Sad, Glad...

Activity…Mad, Sad, Glad + Proud, Sorry.

• Tracking down satisfying/ and dissatisfying times.

“Take 10 minutes to write down the times/events where you were mad, sad, glad…also proud/sorry. 1 event or incident per card.” 10 mins

• Discuss the cards in each section. 25 mins

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Gather data – Satisfaction Histograms

• Level of satisfaction of the team/teamwork right now 10 mins

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Gather data – Satisfaction Histograms

Activity – Satisfaction Histogram - Team

5 = We have the best team on the planet!!!! We work great together

4 = I’m glad to be part of the team and satisfied with how we work together

3 = I’m fairly satisfied. We work well together most of the time

2 = I have some satisfying moments, but not enough1 = I’m unhappy and dissatisfied with our level of

teamwork.

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Gather data – Satisfaction Histograms

• “How satisfied you with our Product?”

10 mins

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Gather data – Satisfaction Histograms

Activity – Satisfaction Histogram - Product

5 = We have the best web application on the planet!!!! If it was a human, I’d take it home to meet my parents.

4 = It’s shaping into a very good product.

3 = It’s getting there but still needs quite a bit of work

2 = Meh, it’s passable

1 = It’s worse than Myspace. I wouldn’t use it if it was the last web app in the world….

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Gather data – Satisfaction Histograms

• “How satisfied are you with our Process?” 10 mins

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Gather data – Satisfaction Histograms

Activity – Satisfaction Histogram - Process

5 = All of our processes are perfect and there’s nothing we could do to improve them.

4 = We’re nearly there, only need a couple of tweaks.

3 = We get by but changing a few things would be good.

2 = Meh, they are just OK. Needs work.1 = It’s a dog’s dinner, we couldn’t organise a piss-

up in a brewery.

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</gather data>

Comfort/fag break 10 mins

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<generate insights>

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Generate InsightsActivity…Brainstorm what are the issues?

1 – What are the issues? 10 mins2 – Decide on 4 filters to apply to the

issues 10 mins3 - Apply filters. Grouping of the issues

10 minsCarry these over to the next part of

generate insights

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Lunch 13:00

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Session 3. 13:45 -15:00

– Generate Insights cont.– Decide What to Do– Close Retrospective

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Generate Insights

Activity…Prioritise the Issues 10 min

• From the list of Issues from end of last session, prioritize with dots then analyze them using…

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Generate Insights

Activity…Prioritise the Issues 10 min

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Generate Insights - Fishbone

Activity…Fish bone 30min• Draw a fish bone diagram for each issue:• At the head, write the problem• Label the bones with categories• “What are the [category name] issues affecting the

problem?” • Label the bones with stickies with the issues.• Stop when the causes are outside the team’s

control• Look for items that appear in more than one

category. These might be the most likely causes.• Use results to feed into the next phase “Decide

What to Do”

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Generate Insights – Five Whys

“Now we know what has happened, let’s look at why it happened”

• Pairs or small groups. • 1 person asks others why an event or problem

occurred.• In response to the answer, the questioner asks why

that happened• Record the responses that come from the 4th or

5th “Why?”• Groups report back after time is up• Use information to feed into “Decide What to Do”,

the next phase.

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</generate insights><decide what to do>

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“All we have to decide is what to do with the time that is given us.” -- Gandalf, Fellowship of the Ring

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“The risk of a wrong decision is preferable to the terror of indecision.” Moses Maimonides (Spanish philosopher)

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Decide what to do.

Activity…Brainstorm ideas to address issues

1 – Brainstorm ideas 10 mins2 – Decide on 4 filters to apply to the

ideas 10 mins

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Decide what to do.

Activity…Ideas – Prioritize with Dots and select 10 min

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Decide what to do.Activity (if time permits)…Force Field Analyses 15 min

•Timeblock based upon how many changes there are.•To examine what factors will support a proposed change and which will inhibit the change

•Define the desired change

Small groups work for 5 min to identify the factors that will drive or restrain the change

•Factors are listed on flip chart•Assess the strength of supporting factors•Assess the strength of inhibiting factors•Team discusses the factors they can influence

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</decide what to do>

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Session 4. 15:15 -17:00

• Look forward to SG3 and discuss issues that we have identified (via Bascecamp)

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“Never let the future disturb you. You will meet it, if you have to, with the same weapons of reason which today arm you against the present.”

- Marcus Aurelius

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Stage Gate 3

Go through list of things that have been collected on Basecamp.

80 mins (including 10 min fag break)

•List things on a whiteboard. Cover all of them (timeblock) or priortise and work through.

•We probably won’t have time to sort out everything but we can have premliminary discussion and decide how to deal with the issues.

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Stage Gate 3

Timeblocking (time available divided by issues to discuss)

• Discussion• What priority is it? Do we tackle this

in SG3??• What work is needed?• Who is the owner?• When will we do it by?

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Stage Gate 3 - Development

• Building an API• What do we want to do with the Global

Player?• Deploying the system onto a hosted server• eCommerce• Refining the Item page• Refining Browse• Refining Playlist• Refining Library• 3rd party QA/Environment (Stéphane)• Content Management Console

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Stage Gate 3 – Content/Rights

• correct some of the grammatical errors in metadata

• free content• plans to get/persuade/coerce our

publishers to having their stuff on ODE, and getting rights cleared for products with rights issues.

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Stage Gate 3 – Content/Rights• crediting and storing rights/copyright information

– market restrictions and ODE content- can we do it? How?

– protecting author rights: do we need ITEM level author info, or can it be shared across PRODUCT?

– Content diffusion: broadly we are selling to whole school. How many schools share VLEs? How can we explain to Suppliers where their stuff can go?

– “Trade Description Act”: ensuring that product / item descriptions are accurate. With particular reference to “Disaggregation Notes”- making sure we are not representing a Product as the same as the physical item if it isn’t.

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Stage Gate 3 – Content/Rights

– “Tech specs” – “This item will probably work on a VLE” is not much a guarantee of successful use.

– Refund policy in case of poor description / not working.

– “Content revoked” policy – what happens when a supplier pulls a product. Who has liability. Does the item get disabled in the users library etc.

– General Ecommerce law, privacy, Data Protection Act stuff.

– EULAs and ting. What are our obligations, what are the supplier obligations, and how the heck do we explain the restrictions to the User without it being a massive turn-off.

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Stage Gate 3 - Scrum

• Scrum going forward into SG 3 20 min

???

– Development…Ed, Samir, Tony, Garrett, Maria, James, Chris

– Other…Anthony, Dik, Stéphane, Steve, Ed, Chris.

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Stage Gate 3 - Scrum

• How will this work??• Scrums – Reiterate how the Scrum

should work. 3 questions. Don’t solve problems. Communicate with those you need to communicate with.

• Sprint Review/Retrospective and Sprint Planning

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End

<beer o’clock>