Lean Portfolio Operations and Governance Activities

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Recommended checklists based on the initial configuration of the Lean Portfolio level operations and governance activities outlined

I&A Workshop (Quarterly)

Step	Short Description	Jira Align Page
Demo Features	Demo the features that have been accepted as part of the PI.	ART Board
Objectives Check-In	Review each objective committed to in the PI and assess value delivered	Objectives Tree > List View (select ART/Team Tabs)
Review ART Burn-down/Burn-up	Review how work progressed during the PI and discuss events that occurred	PI Progress Report
Review Kanban Step Cycle Time	Review overall cycle time of ART Kanban Board (are we trending in the right direction)	Kanban Flow Cycle Time
Problem Solving Workshop	Identify a problem that should be resolved by the ART and identify possible solutions	Backlog (Feature View)

Pre-PI Planning (Quarterly)

Step	Short Description	Jira Align Page
Review Strategic Alignment	Ensure that investment goals for the next PI are understood across the different ARTs	Strategic Drivers Allocation
Review Objectives	Review each objective being targeted for the PI that all ARTs are working to support	Objectives Tree > List View (select Portfolio Tab)
Review Initial Risks	Review initial risks identified by the different ARTs that should be discussed with all ARTs	Risks
Cross-ART Dependencies	Discuss any cross-ART dependencies and ensure they are captured for visibility	Dependencies

PI Planning Meeting (Quarterly)

Step	Short Description	Jira Align Page
Business Context	Review the problems that need to be solved by the business this PI / what the overall objectives are	<External Link> OR Objects Tree (select Portfolio Tab)
Roadmap Review	Review the direction the ART is heading with the work that is being planned and forecasted	Roadmaps
Proposed Features	Review the proposed features for the upcoming PI	Backlog (Feature View)
Architectural Context	Review any architectural context needed by the teams before heading into team breakouts	<External Link>
Target Stories	Breakdown Features into stories and target the stories into sprints	Backlog (Story View) > Kanban > Sprint View OR Jira
Identify Risks	Identify any risks that could impact the teams ability to deliver during the PI	Risks
Identify Dependencies	Identify and seek commitment on dependencies associated with planned work	Dependencies
Identify Objectives	Finalize team objectives associated with the current PI deliverables	Objectives
Target Features	Target features to sprints on the ART board and review any planning issues identified	ART Board
Plan Review
Review Team Capacity	Review team capacity (velocity vs load) to ensure team is not overcommitting	Backlog (Story View) > Kanban > Sprint View
Review ART Board	Review ART board to validate there are no planning issues present at the beginning of the PI	ART Board
ROAM Risks	ROAM all risks to ensure there is a path forward to resolution	Risk ROAM Report

Post PI Planning (Quarterly)

Step	Short Description	Jira Align Page
Review Committed Objectives	Review the committed objectives for the current PI to ensure alignment across the ARTs	Objectives Tree > List View (select Team Tab)
Realign Feature Forecast	Identify new forecast for Features not planned in the current PI	Backlog (Feature View)
Review Roadmap	Review the updated roadmap to ensure alignment	Roadmap

System Demo (Mid-Quarter/PI)

Step	Short Description	Jira Align Page
Demo Features	Demo the features that have been accepted so far as part of the current PI	ART Board
Objectives Check-In	Review each objective targeted for completion and check-in on the value obtained	ART Board
Review ART Burn-down/Burn-up	Review how work is progressing during the PI	PI Progress Report
Review Kanban Step Cycle Time	Review overall cycle time of ART Kanban Board (are we trending in the right direction)	Kanban Flow Cycle Time

Tech Refinement (Bi-Monthly)

Step	Short Description	Jira Align Page
Review Ready Features	Refine each feature in the Tech Refinement (In Progress) column	Backlog (Feature View)> Kanban > Kanban Flow View
Identify Impacted Systems	Identify impacted system for each features	Backlog (Feature View)> Kanban > Kanban Flow View (on the Feature card)
Relatively Size Features	Relatively size each feature, associating the value with both the point size of the feature of and the job size of the WSJF score	Estimation

Business WSJF (Bi-Monthly)

Step	Short Description	Jira Align Page
Review Ready Features	Refine each feature in the Ready for WSJF column	Backlog (Feature View)> Kanban > Kanban Flow View
Relatively Estimate Cost of Delay	Relatively size each value of Cost of Delay for each feature	Estimation
Review Backlog Priority	Review the current backlog priority and reprioritize if needed	Backlog (Feature View)

Assess Roadmap (Bi-Monthly)

Step	Short Description	Jira Align Page
Review Progress	Review the current status and progress of feature on the roadmap	Roadmap
Target Future Features	Realign feature targets / forecasts to best align with current thinking / vision	Backlog (Feature View)
Update Roadmap Status	Update the status of features on the roadmap to best reflect progress to portfolio leadership	Roadmap

Starting Sprints (Bi-Monthly)

Step	Short Description	Jira Align Page
Move Incomplete Stories to Backlog	Move the incomplete stories to the backlog in Jira (right click on incomplete items and move to backlog/future sprint)	<No Link>
Complete Sprint in Jira	Complete the previous sprint in Jira (do not complete in Jira Align as it will not sync)	<No Link>
Validate Next Sprint Team Assignment / Allocation	Validate for the next sprint that all the team members are assigned and an allocation is set for them	Sprints
Validate Next Sprint Capacity	Validate capacity for the next sprint in Jira Align (override if necessary)	Backlog (Story View) > Kanban > Sprint View
Start Sprint in Jira	Start the sprint in Jira (do not start in Jira Align as it will not sync)	<No Link>

Scrum of Scrums (Weekly)

Step	Short Description	Jira Align Page
Review Impediments	Review and disposition any new impediments (escalating if necessary to portfolio leadership)	Impediments
Review Risks	Review the current status of active risks, and triage any new risks identified since last meeting	Risks
Review ART Board	Review new planning issues that have been identified since last meeting	ART Board

PO Sync (Weekly)

Step	Short Description	Jira Align Page
Review Commitments	Review progress of work against committed objectives and determine if any objectives are at risk / work needs to shift	Objectives Tree > List View (select ART/Team Tabs)
Review Dependencies	Review the current state of cross-team dependencies and any impediments to completing dependencies	Dependencies
Review Queues	Review new work requests from the different ideation queues and determine if work should be brought into PI	Ideation

ART Sync (Weekly)

Step	Short Description	Jira Align Page

Step	Short Description	Jira Align Page
Review ART Kanban	Review the current state of the ART Kanban	Backlog (Feature View)> Kanban > Kanban Flow View
Review Kanban Step Cycle Time	Review overall cycle time of ART Kanban Board (are we trending in the right direction)	Kanban Flow Cycle Time
Review ART Room	Review the overall health of the current PI for the ART	ART Room
Review ART Burn-down/Burn-up	Review how work is progressing during the PI	PI Progress Report