Managing and Visualizing Non-linear Workflows using a Kanban Matrix. Agenda

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1 Managing and Visualizing Non-linear Workflows using a Kanban Matrix Gerard Meszaros LSSC2011@gerardm.com 1 Copyright 2011 Gerard Meszaros My Book Project Background Issues & Attempts The Matrix Solution Summary of Benefits Other Applications Agenda Team Matrix Bridging Development Styles Observations & Conclusions 2 Copyright 2011 Gerard Meszaros 1

2 Working on 2 nd Draft My Book Project Content largely nailed down 19 Test Smells 69 Test Patterns 14 Introductory Narratives Several hundreds terms, references, etc. Stored in ~400 xml files Lots of small edits to be made Many edits applied to all/most files 3 Copyright 2011 Gerard Meszaros Examples of Edits to be Made: Change all occurences of you to we E.g. you should becomes we should Address any TODO s in each file Ensure all Patterns have a Problem heading have a Sketch have a Motivating Code Sample have at least one Solution Code Sample Ensure all Related Patterns: use same style of sketch use related code sample Ensure Causes and Variations are separated 4 Copyright 2011 Gerard Meszaros 2

3 1 st Attempt: XP Task Board Task per Edit per File. Work on one task (edit) at a time Finish one file(chapter or Pattern/Smell) before moving on to next Implicit WIP limits of 1 Story & 1 Task in progress Chapter Backlog ToDo Edits In Progress Done Edit1 Edit2 Edit3 Chapter Done Chapter1 Edit1 Edit2 Edit3 Chapter2 Chapter3 Edit2 Edit3 Edit1 Chapter4 Edit1 Edit2 Edit3 5 Copyright 2011 Gerard Meszaros Issues Encountered: What to do when New Work Emerges: Discover another Edit (kind of work) What happens to done files? When to decide? Chapter Backlog ToDo? Edit4 Edit4 Edits In Progress Done Edit1 Edit2 Edit3 Edit1 Edit2 Edit3 Chapter Done Chapter1 Chapter2 Chapter3 Edit4 Edit2 Edit3 Edit1 Chapter4 Edit1 Edit2 Edit3 Edit4 6 Copyright 2011 Gerard Meszaros 3

4 Issues Encountered: What is the right size of work for One Piece Flow? All Edits to one file? (Usually too big, defocused) One edit to one file? (Usually too small) One edit applied to all files? (Often too big) How to Visualize How Much Work Left? Backlog largely hidden %Done = Sum % done (for each file) not easy to see XP-Style Task Board clearly not working 7 Copyright 2011 Gerard Meszaros Alternatives Considered Column per resource Not useful given only 1 person Doesn t convey progress Row per Chapter, Standard Checklist Too hard to keep track of what s done per chapter Especially when new edits added to task list Task Card per Edit per Chapter Too much overhead creating stacks of task cards Too many edit task cards to put into single cell Easy to miss/lose edits task cards 8 Copyright 2011 Gerard Meszaros 4

5 Enter The Matrix Changed columns to represent individual edits Initially about 10 edit types Chapter Edit.1 Edit.2 Edit.3 Edit.4 Narr.1 Done Done Done Done Narr.2 Done Done Done Done Narr.n Done Done Yes Yes Smell.1 Yes Yes Yes Yes Smell.2 Yes Yes Yes Yes Smell.n Yes Yes Yes Yes Pattern.1 Yes Yes Yes Yes Pattern.2 Yes Yes Yes Yes Pattern.n Yes Yes Yes Yes Tried to define column order as workflow Legend: Yes Done Needed Work done 9 Copyright 2011 Gerard Meszaros Visualizing Progress Changed colour of cell in progress to Yellow Changed it to green when finished Chapter Edit.1 Edit.2 Edit.3 Edit.4 Narr.1 Done Done Done Done Narr.2 Done Done Done Done Narr.n Done Done Yes Smell.1 Yes Yes Yes Yes Smell.2 Yes Yes Yes Yes Smell.n Yes Yes Yes Yes Pattern.1 Yes Yes Yes Yes Pattern.2 Yes Yes Yes Yes Pattern.n Yes Yes Yes Yes Legend: Yes Done Needed In Progress Work done 10 Copyright 2011 Gerard Meszaros 5

6 Discovering New Work Chapter Edit.1 Edit.2 Edit.3 Edit.4 Narr.1 Done Done Done Done Narr.2 Done Done Done Done Narr.n Done Done Yes Smell.1 Yes Yes Yes Yes Smell.2 Yes Yes Yes Yes Smell.n Yes Yes Yes Yes Pattern.1 Yes Yes Yes Yes Pattern.2 Yes Yes Yes Yes Pattern.n Yes Yes Yes Yes Legend: Yes Done Needed In Progress Work done 11 Copyright 2011 Gerard Meszaros Discovering New Work Simply added a new column Chapter Edit.1 Edit.2 Edit.3 Edit.4 Edit.5 Narr.1 Done Done Done Done Narr.2 Done Done Done Done Narr.n Done Done Yes Smell.1 Yes Yes Yes Yes Smell.2 Yes Yes Yes Yes Smell.n Yes Yes Yes Yes Pattern.1 Yes Yes Yes Yes Pattern.2 Yes Yes Yes Yes Pattern.n Yes Yes Yes Yes Messed up column order as workflow Do I address new items on all previously finished rows? (Implicitly makes MRF edit highest priority!!) Legend: Yes Done Needed In Progress Work done 12 Copyright 2011 Gerard Meszaros 6

7 Discovering New Work Simply added a new column Left it blank until I had time to investigate which files Chapter Edit.1 Edit.2 Edit.3 Edit.4 Edit.5 Narr.1 Done Done Done Done No Narr.2 Done Done Done Done Legend: Narr.n Done Done Yes Smell.1 Yes Yes Yes Yes Unknown (TBD) Smell.2 Yes Yes Yes Yes No Not Needed Smell.n Yes Yes Yes Yes Yes Needed Yes Pattern.1 Yes Yes Yes Yes In Progress Pattern.2 Yes Yes Yes Yes Done Work done Pattern.n Yes Yes Yes Yes Filled in Yes or No whenever I discovered the answer 13 Copyright 2011 Gerard Meszaros Issues Column order as workflow didn t work well Didn t reflect how I wanted to work Some edits needed high energy -> best tackled when fresh. Other edits were pure mindless drudgery -> required less energy Some edits didn t apply to some files 14 Copyright 2011 Gerard Meszaros 7

8 Right-Sizing Work Keep tasks small by picking work based on time availability & energy Several cells in same row (file) when changes were small Chapter Edit.1 Edit.2 Edit.3 Edit.n Narr.1 Done Done Done Done Narr.2 Done Done Done Done Narr.n Yes Yes Yes Yes Smell.1 Yes Yes Yes Yes Smell.2 Yes Yes Yes Yes Smell.n Yes Yes Yes Yes Pattern.1 Yes Pattern.2 Yes Yes Yes Yes Pattern.3 Yes Yes Yes Yes 15 Copyright 2011 Gerard Meszaros Right-Sizing Work Keep tasks small by picking work based on time availability & energy Several cells in same row (file) when changes were small Several cells in same column (kind of edit) when ensuring consistency between files Chapter Edit.1 Edit.2 Edit.3 Edit.n Narr.1 Done Done Done Done Narr.2 Done Done Done Done Narr.n Yes Yes Yes Yes Smell.1 Yes Yes Yes Yes Smell.2 Yes Yes Yes Yes Smell.n Yes Yes Yes Yes Pattern.1 Yes Yes Yes Pattern.2 Yes Yes Yes Pattern.3 Yes Yes Yes 16 Copyright 2011 Gerard Meszaros 8

9 Right-Sizing Work Keep tasks small by picking work based on time availability & energy Several cells in same row (file) when changes were small Several cells in same column (kind of edit) when ensuring consistency between files Single cell when limited time or large kind of work Chapter Edit.1 Edit.2 Edit.3 Edit.n Narr.1 Done Done Done Done Narr.2 Done Done Done Done Narr.n Yes Yes Yes Yes Smell.1 Yes Yes Yes Yes Smell.2 Yes Yes Yes Yes Smell.n Yes Yes Yes Yes Pattern.1 Yes Yes Yes Pattern.2 Yes Yes Yes Yes Pattern.3 Yes Yes Yes Yes Proved to be a very effective means of work levelling and managing WIP 17 Copyright 2011 Gerard Meszaros My Book Project Background Issues & Attempts The Matrix Solution Summary of Benefits Other Applications Agenda Team Matrix Bridging Development Styles Observations & Conclusions 18 Copyright 2011 Gerard Meszaros 9

10 Other Applications Team Matrix 4-person writing team at MSFT Each Chapter/Major Topic was a row Writing/Reviewing/Editing Activities and Standard Sections as columns Number of columns grew as project progressed Put notes about what to do inside the cells Person doing the work replaced notes with their initials when they took on the work 19 Copyright 2011 Gerard Meszaros 20 Copyright 2011 Gerard Meszaros 10

11 Bridging Development Styles Agile (XP) development project of an based quoting application System Integration required work in (several modules), Customer SADB, PeopleSoft and Messaging Middleware. Quoting Customer Customer Quotations Customer SADB Customer PeopleSoft Messaging message Mercator Messaging Each Colour requires a Different Specialist Resource!! 21 Copyright 2011 Gerard Meszaros Bridging Development Styles Highly-specialized resources Used to working in BDUF (waterfall) style Seconded to Agile project Business wanted more visibility than afforded by waterfall Risk reduction through earlier integration Waterfall-minded resources said impossible 22 Copyright 2011 Gerard Meszaros 11

12 Visualizing the Work Defined all the integration test scenarios 23 Copyright 2011 Gerard Meszaros Visualizing the Work Defined all the integration test scenarios Built matrix of scenarios vs waterfall steps Scenario New Customer Req New Customer ACK New Customer NACK Edit Customer Edit Customer ACK New Quote Edit Quote MOM MOD Integration Acceptance Note: Some Specialties & Activities omitted due to space 24 Copyright 2011 Gerard Meszaros 12

13 Visualizing the Work Defined all the integration test scenarios Built matrix of scenarios vs waterfall steps Initial Project Plan would have unfolded like: Scenario New Customer Req New Customer ACK New Customer NACK Edit Customer Edit Customer ACK New Quote Edit Quote MOM MOD Integration Acceptance Note: Some Specialties & Activities omitted due to space 25 Copyright 2011 Gerard Meszaros Visualizing the Work Defined all the integration test scenarios Built matrix of scenarios vs waterfall steps Initial Project Plan would have unfolded like: Scenario New Customer Req New Customer ACK New Customer NACK Edit Customer Edit Customer ACK New Quote Edit Quote MOM MOD Integration Acceptance Note: Some Specialties & Activities omitted due to space 26 Copyright 2011 Gerard Meszaros 13

14 Defined all the integration test scenarios Built matrix of scenarios vs waterfall steps Initial Project Plan would have unfolded like: Scenario New Customer Req New Customer ACK New Customer NACK Edit Customer Edit Customer ACK New Quote Edit Quote Visualizing the Work MOM MOD Integration Acceptance The Business wanted Risk reduction through earlier integration 27 Copyright 2011 Gerard Meszaros Evolving to Incremental Dev t We asked resources to focus on initial scenario New Customer Request as a Proof of Concept Scenario New Customer Req New Customer ACK New Customer NACK Edit Customer Edit Customer ACK New Quote Edit Quote MOM MOD Integration Acceptance 28 Copyright 2011 Gerard Meszaros 14

15 Evolving to Incremental Dev t We asked resources to focus on initial scenario New Customer Request as a Proof of Concept Scenario New Customer Req New Customer ACK New Customer NACK Edit Customer Edit Customer ACK New Quote Edit Quote MOM MOD Integration Acceptance Once that was demonstrated, it became clear that we work one test case at a time 29 Copyright 2011 Gerard Meszaros Evolving to Incremental Dev t We asked resources to focus on initial scenario New Customer Request as a Proof of Concept Scenario New Customer Req New Customer ACK New Customer NACK Edit Customer Edit Customer ACK New Quote Edit Quote MOM MOD Integration Acceptance Once that was demonstrated, it became clear that we work one test case at a time 30 Copyright 2011 Gerard Meszaros 15

16 Evolving to Incremental Dev t We asked resources to focus on initial scenario New Customer Request as a Proof of Concept Scenario New Customer Req New Customer ACK New Customer NACK Edit Customer Edit Customer ACK New Quote Edit Quote MOM MOD Integration Acceptance Once that was demonstrated, it became clear that we work one test case at a time And the Business the visibility 31 Copyright 2011 Gerard Meszaros My Book Project Background Issues & Attempts The Matrix Solution Summary of Benefits Other Applications Agenda Team Matrix Bridging Development Styles Observations & Conclusions 32 Copyright 2011 Gerard Meszaros 16

17 Big Visible Wall Chart Tools Used My Book Project (initially) MS Book Team Project (initially) Integration Project (printed from Excel) Evolution Generation MS Excel Spreadsheet My Book Project (later) MS Book Team Project (later) Integration Project (for printing wall chart) Wish List: Select several cells -> Make Task 33 Copyright 2011 Gerard Meszaros Comparison of Board Styles Style of Board XP Task Board Kanban Board Kanban Matrix Scope Types of Work or resources Meaning of Columns Progress Indicated by: Specialized Resources Current Iteration only Individual Task Card per Task Work in-progress + next few items Columns Entire Known Backlog Columns Status of Task Status of Story Speciality or Task Movement of task cards Resources selfselect tasks Movement of Story Cards Work flows between specialities Change in Colour of cells Work occcurs in Parallel WIP Limits Implicit in topdown policy Annotation on Columns Number or Sum of In-Progress Cells 34 Copyright 2011 Gerard Meszaros 17

18 When to Use Kanban Matrix Workflow is non-linear Activities can happen in parallel or any order» E.g. Specializations based on Component / Technology Task breakdown is consistent All/most deliverable items need same (or subset) tasks More task types added and may apply retroactively Want to improve throughput efficiency Maximize opportunity for managing tasks while minimizing overhead Allow teams to aggregate tasks into more efficient batch sizes. Need to see All the Work (Big Picture) Not just the work in progress but all work done and left 35 Copyright 2011 Gerard Meszaros No formal tool support Caveat Emptor Can make graphing things like CFD harder Tracking WIP sometimes requires adding, not just counting! 36 Copyright 2011 Gerard Meszaros 18

19 Managing WIP Edit.1 Edit.2 Edit.3 Edit.n Narr.1 Done Done Done Done WIP Narr.2 Done Done Done Done Legend: Limit Narr.n TBD Unknown (TBD) Smell Not Needed Smell Size: 2 Smell.n Yellow Team IP 8 Pattern Purple Team IP 10 Pattern Done Work done Pattern Copyright 2011 Gerard Meszaros Managing WIP Edit.1 Edit.2 Edit.3 Edit.n Narr.1 Done Done Done Done WIP Narr.2 Done Done Done Done Legend: Limit Narr.n TBD Unknown (TBD) Smell Not Needed Smell Size: 2 Smell.n Yellow Team IP 8 Pattern Purple Team IP 10 Pattern Done Work done Pattern Copyright 2011 Gerard Meszaros 19

20 Managing WIP Edit.1 Edit.2 Edit.3 Edit.n Narr.1 Done Done Done Done WIP Narr.2 Done Done Done Done Legend: Limit Narr.n TBD Unknown (TBD) Smell Not Needed Smell Size: 2 Smell.n Yellow Team IP 8 Pattern Purple Team IP 10 Pattern Done Work done Pattern Copyright 2011 Gerard Meszaros Hybrid Kanban Board/Matrix Traditional Kanban Board (4) Todo Development Verification (1) In Progress (2) To Verify (1) In Test Story 1 Accept ed Story 2 Story 3 Story 4 40 Copyright 2011 Gerard Meszaros 20

21 Hybrid Kanban Board/Matrix Embed Matrix in one Column Embedded Matrix Development Verification (4) (2) In Progress (2) Todo Code1 Code2 To Verify Traditional Kanban Board (1) In Test Story 1 Accept ed Story 2 Story 3 Story 4 41 Copyright 2011 Gerard Meszaros Hybrid Kanban Board/Matrix Embed Matrix in one Column Embedded Matrix Development Verification (4) (2) In Progress (2) Todo Code1 Code2 To Verify Traditional Kanban Board (1) In Test Story 1 Accept ed Story 2 Story 3 Story 4 42 Copyright 2011 Gerard Meszaros 21

22 Kanban Matrix can Conclusions can help us visualize work that happens in parallel or unpredictable order can help teams right-size tasks through justin-time aggregation. can help avoid missed tasks can help us reconcile different styles of development (e.g. waterfall vs agile) 43 Copyright 2011 Gerard Meszaros Thank You! Gerard Meszaros Jolt Productivity Award winner - Technical Books Call me when you: Want to transition to Agile or Lean Want to do Agile or Lean better Want to teach developers how to test Need help with test automation strategy Want to improve your test automation 44 Copyright 2011 Gerard Meszaros 22