PI Planning in SAFe: Real-world execution and best practices

 

Program Increment (PI) Planning is a cornerstone of the Scaled Agile Framework (SAFe), where all teams within an Agile Release Train (ART) come together to plan and align on the next increment of work. Here’s a detailed guide on how to execute PI Planning in the real world, along with best practices:

Real-World Execution of PI Planning

1. Preparation Phase:

   • Set the Date and Logistics: Schedule the PI Planning event well in advance and ensure all logistics (venue, video conferencing tools for remote participants, etc.) are in place.
   • Prepare the Backlog: Product Managers and Product Owners should prepare and prioritize the program backlog. Features should be well-defined with clear acceptance criteria.
   • Define Objectives and Vision: The Product Management team, along with Business Owners, should articulate the business context, vision, and top 10 features for the upcoming PI.

2. Day 1: Setting the Stage and Planning:

   • Business Context and Vision: The PI Planning event begins with a presentation from the Business Owners and Product Managers on the current state of the business, the vision for the upcoming PI, and the key priorities.
   • Product/Solution Vision: Product Managers present the solution vision and the features to be addressed.
   • Team Breakouts: Teams break out into planning sessions to estimate and break down features into user stories, identifying dependencies and risks.
   • Draft Plan Review: Teams present their draft plans, including risks, dependencies, and impediments. Business Owners and Product Management provide feedback.

3. Day 2: Refinement and Commitment:

   • Planning Adjustments: Teams adjust their plans based on feedback and collaborate to resolve dependencies.
   • Management Review and Problem-Solving: Leadership meets to review aggregated risks and dependencies, facilitating solutions where needed.
   • Final Plan Review: Teams present their final plans, highlighting objectives, risks, and dependencies.
   • Program Risks: Conduct a ROAM (Resolve, Own, Accept, Mitigate) exercise to address risks.
   • Confidence Vote: Teams and stakeholders vote on their confidence in meeting the PI objectives. If confidence is low, discussions are held to address concerns.
   • PI Objectives: Teams finalize their PI objectives, which are then consolidated and published for visibility.

4. Post-PI Planning:

   • Final Adjustments: Make any final adjustments to the plans based on feedback from the PI Planning event.
   • Communication: Communicate the final PI plans and objectives to all stakeholders.
   • Execution: Begin the PI execution with regular iterations, tracking progress, and resolving issues as they arise.

Best Practices for PI Planning

1. Preparation is Key:

   • Ensure all features and user stories are well-defined and prioritized before the event.
   • Conduct pre-PI Planning sessions with key stakeholders to align on objectives and backlog readiness.

2. Effective Facilitation:

   • Have experienced facilitators (e.g., Release Train Engineers) to guide the process and keep the event on track.
   • Use visual aids (e.g., digital boards, physical boards with sticky notes) to enhance collaboration and visibility.

3. Engage All Participants:

   • Ensure that all team members, stakeholders, and business owners actively participate in the planning process.
   • Foster a collaborative environment where team members feel comfortable raising issues and dependencies.

4. Clear Communication:

   • Communicate the vision, goals, and context clearly at the beginning of the event.
   • Regularly update all participants on progress and any changes throughout the planning process.

5. Manage Dependencies and Risks:

   • Use dependency boards and risk management tools to track and manage dependencies and risks throughout the planning.
   • Conduct the ROAM exercise to ensure risks are addressed and owned.

6. Remote and Hybrid Planning:

   • Utilize effective virtual collaboration tools (e.g., Zoom, Miro, Jira) to facilitate participation from remote team members.
   • Ensure time zone differences are accounted for in the schedule to maximize participation.

7. Follow-Up and Review:

   • Conduct a retrospective after the PI Planning event to gather feedback and identify areas for improvement.
   • Ensure continuous alignment and follow-up on action items identified during the planning sessions.

By adhering to these best practices, organizations can ensure that their PI Planning sessions are effective, collaborative, and aligned with strategic objectives, leading to successful program increments and improved overall performance.